Table of Contents

Overview

Your CSU (college, school, or unit; generically referred to as Departments in Tracker) must be added to Tracker before you can access the application. If your Department Name and Unit Code are not in Tracker, you will receive a "Forbidden" error message.

Adding a Department to Tracker

UT Tracker Checklist Help

These instructions are intended to accompany and explain the process of onboarding the unit–registering the unit in Tracker. Each of the sections corresponds with a tab that the CSU must complete during that process.

These instructions supplement the UT Tracker Onboarding Worksheet, an Excel document in Box. When a unit is preparing to begin using Tracker, TRecs will set up a client folder with a unique copy of this worksheet for the unit to populate.

Please reach out to trecs-requests@utlists.utexas.edu with any questions or concerns about the onboarding process.

Division Set-Up Explanation

The division is the top-level name of the CSU (college, school, or unit) added to UT Tracker. The CSU will provide a shortened Division Name, an alphabetic code based on the CSU’s division. This name should be as short as possible while still maintaining meaning for the CSU. For example, Red McCombs School of Business set "MCCOMBS" as the top-level name. This name is typically used as a prefix for the Department Name set-up. If the Division Name is too long, TRecs will work with the CSU to identify a shorter name for the prefix, preferably three to four characters. McCombs’ departmental prefix is "MSB". For more information about departments in UT Tracker see below.

If the CSU wishes to utilize the DocuSign integration, the Division Code will also be used for DocuSign templates and roles. The DocuSign Username and Email is an email address used to connect UT Tracker to DocuSign. For consistency, we recommend the format [Division Code]-tracker@[email domain]. The short, three-character Division Code is preferred over the longer code if they are different. For example, the DocuSign Username and Email for McCombs is msb-tracker@mccombs.utexas.edu.

The DocuSign User ID is generated in DocuSign. The CSU’s DocuSign Unit Contact (DUC) should be able to assist. Check the UT DocuSign website for more information or assistance. If your department is new to DocuSign, please fill out this registration form to add your unit.

The Role Name is determined by the CSU and is necessary for the integration between DocuSign and UT Tracker. The recommended Role Name is "[Division Name] Editor". For example, the Role Name for McCombs is "MSB Editor". This role must be entered as the first role in each of the CSU DocuSign Templates for UT Tracker in order for the Processor to assign the appropriate routing and signers to the envelope. Thus, this role must be allowed to edit the template in DocuSign. Please reach out to your DUC and UT DocuSign representatives for assistance.

Department Authorization represents a step that your CSU can adopt during the onboarding phase. If implemented, Department Authorization requires an authorized departmental approver to approve a submission before moving forward with the invoice processing workflow for Non-PO, Entertainment, Cash Awards submissions. If you want your department to implement this additional approval step, please indicate so by marking "Yes" in the appropriate column and row on the Worksheet. Then, in the User Role Set-Up tab, indicate the users that should have the "Dept. Authorization" role.

Department Set-Up Explanation

Departments are the units within a division. For example, McCombs (a division) is made up of 20 departments, including the department "Accounting" and the department "Computer Science". Each department has its own unique unit or subunit code. The Department Name entered in UT Tracker will be formatted as [Division Name Prefix – Department Name]. For example, MSB - Accounting.

The Division Code will be assigned by TRecs and is only of value on the backend of UT Tracker.

The Department Unit Code is a unique number assigned to each department. The Department Unit Code format is NNNN-NNN.

DocuSign Template Set-Up Explanation

DocuSign functionality is utilized in the "Invoice Submittal" portion of UT Tracker to simplify the approval processes. For example, McCombs has a DocuSign Template for Payment Request Issues to gather required signatures and amend errors. McCombs has three templates in UT Tracker. If a CSU currently has or wishes to use DocuSign with UT Tracker, the CSU must provide the Template Name and DocuSign Template ID Number to TRecs. The DocuSign Template ID is generated within DocuSign. The CSU should be able to locate and provide this information or work with DocuSign to obtain this information.

Additionally, CSUs will have to add the "Role Name" discussed in the Division Set-up Explanation section as the first role in each template. DocuSign should be able to provide support for editing or changing template roles.

Please refer to the Division Set-Up Explanation section for information about DocuSign Username and Email, as well as User IDs.

DocuSign is not a required step in the onboarding process. The CSU may setup and implement DocuSign at any time. Contact trecs-request@utlists.utexas.edu to finalize the setup in UT Tracker.

Account Set-Up Explanation (Only Required for Billing Customers)

The Billing component of UT Tracker lets CSUs submit records to be billed via IDT or Letter Bill. CSUs often need to bill other departments on campus for services. For example, UTPD needs to bill departments that hire police staff for event security.

Billing Credit Accounts are a manual process. For Credit Accounts that need to be added, please include the Account Number, Account Name, and Account Purpose. Additionally, provide the Department Contact EID, CV3 number, Credit Object Code, and Debit Object Code.

Tracker automatically adds Debit Department Accounts to the Accounts table when a Debit Account is billed when submitting a New IDT bill submission.

Additional Billing Departments Explanation (Only Required for Billing Customers)

Users with a Billing Credit role may need to submit or view Billing Invoices for multiple departmental accounts and/or departments in UT Tracker. Only provide users and the departments that they need to submit or view invoices on behalf of. The primary department is automatically added based on the user's Highest Paid Percentage ID (PID). For example, Emily Prines may need to bill for her primary department, TRecs, as well as the TRecs-VP IT Support department.

Additional departments for these users can be assigned by Admin Supervisors via the Manage Billing User button on the Tracker home page. These user-management buttons are only present for Admin Supervisors.

User Role Set-Up Explanation

The "Invoice Submittal Roles" and "Billing Roles" tables below provide an overview of each role's access and available functions in each part of UT Tracker. When filling out the UT Tracker Onboarding Worksheet in Box, indicate the departmental role assignments (excluding users that need only the Customer role). Super Customers may have additional departments to submit invoices for. This role is similar to the functionality described above in the Additional Billing Departments Explanation. Please indicate the additional departments that Super Customers must have access to in the Worksheet.

Additional access and roles can be assigned by Admin Supervisors via the Manage Users and Manage Super Customers buttons on the Tracker Home page. These buttons are only present for Admin Supervisors.

Employee or user profiles are automatically created after that user's first login attempt, provided the user's division and department have been onboarded. These users are automatically assigned the Customer role for their primary department (based on their PID). New or student employees may not have immediate access until the new employee’s department assignment has been updated in Workday.

IDT Billing and/or Letter Bill access to view and/or submit is based on a user’s primary department. Users automatically have the Billing Debit Role if their primary department has a Debit account in the system. This is a view-only role. For Billing submission access, users must have a Billing Credit or Billing Admin role.

First Logon

When a user attempts to access the Tracker dashboard for the first time, the system confirms that the user has an active and valid department in the Department list. The system adds the person to the User list, updates their primary department, and sets their status to Active and Staff. The user is automatically added as a Customer. If this is the initial onboarding, additional roles must be added by the Admin Supervisor or TRecs.

If the user’s Department and Unit Code are not in the Department list, the user will continue to receive a "Forbidden" error message until their department has been onboarded.

Invoice Submittal Roles Table

"Billing" access and roles differ from the roles below for "Invoice Submittals"

"Billing" access and roles differ from the roles below for "Invoice Submittals"
Customer	Note: Only functions if user's Department Name and Unit Code are "Active" in Tracker
	Can only submit invoices/records for a single department--their unit of the Highest Paid Percentage ID (PID) Department
	Able to edit any invoice submitted by oneself ONLY while in the "Submitted" status
	Can VIEW all invoices for their own unit of the PID department
Super Customer	Has the same functionality as Customers, plus the items below. Note: Only functions if user's Department Name and Unit Code are "Active" in Tracker.
	Can submit invoice submittals for all additionally assigned departments (which can be one or more additional departments).
	Can view all invoices for their unit of the PID department plus invoice submittals for any additionally assigned departments.
View Only	Has the same functionality as either a Customer or Super Customer (dependent on added department assignment), plus the items below. Note: Only functions if user's Department Name and Unit Code are "Active" in Tracker.
	Can view every department’s invoice submittal for their division.
Processor
	Can submit invoice submittals for all departments.
	Can edit all invoice submittals in any status.
	Cannot cancel, unassign, or manually approve invoice submittals.
	Able to match packing slips.
	Able to process all invoice submittals.
	Able to edit the "Priority" section of all invoice submittals.
	Able to edit the "Matched" section of all invoice submittals.
	Able to send invoice submittals out for signature via DocuSign.
Supervisor	Has same functionality as Processors, plus the items below.
	Able to assign, cancel, unassign, and manually approve invoice submittals. (Manual approval is only available for Contract Encumbrance and Project Funding / Lapse Transfer in "Assigned" or "Review" status.)
Department Approvals	Currently only utilized by non-UT Tracker CSU instance for Non-PO, Cash Awards and Entertainment invoice submittals, which route directly to the assigned department approver upon successful submission.
	Able to approve or cancel invoice submittals.
Admin Supervisor
	Able to "Manage Users". Able to assign one or more role(s) (Processor, View Only, Billing Admin, Supervisor, Admin Supervisor, Billing Credit, Dept. Authorization) to a user. Able to remove role(s) from a user. Warning: Selecting Remove removes all currently assigned role(s). A user's Customer and Super Customer role assignment is not affected by removal of "Manage User" roles.
	Able to "Manage Super Customers". Users are automatically assigned to a single department based on the highest percent pay on their unit of the PID, so there is no need to add their primary department to the Super Customer list. Able to assign one or more department(s) to a user. Must add each additional department individually. Able to remove additional department(s) from a user. Warning: Selecting Remove removes all additional department(s). A user's primary department based on their PID is not affected by removal of additional department(s) via the Manage Super Customers page/table.
	Able to "Manage Billing Users". Will add details as part of the "Billing" section but function much like the "Manage Super Customer" operations.

Billing Roles Table

“Billing” access and roles differ from the roles above for "Invoice Submittals"

“Billing” access and roles differ from the roles above for "Invoice Submittals"
Billing Debit	Debit department that is not also a Credit department
	Cannot submit IDT or Letter bills. This role is automatically assigned if a user’s department has a debit account.
	Can access the "Search" page. User cannot search by Credit department if the department they work for does not have a credit account. Can view their department(s) IDT and Letter bills. User may have access to more than one department if an Admin Supervisor assigns additional departments via the "Manage Billing Users" page. All "Billing" pages, other than the "Search" page, will display an error message ("Forbidden (403) Not authorized to use this functionality.") if the user tries to access anything under the Billing tab if their department does not have a "Credit" account in Tracker.
Billing Credit	User's department can be a Credit department or a Credit and Debit department
	Can submit IDT and Letter bills. User may have access to more than one department if an Admin Supervisor assigns additional departments via the “Manage Billing Users” page.
	Can view billing.
	Can access the "Search" page. Can view their department(s) IDT and Letter bills. User may have access to more than one department if an Admin Supervisor assigns additional departments via the "Manage Billing Users" page. User cannot search by Debit department if the department they work for does not have a debit account.
Billing Admin
	Can submit IDT and letter bills for all departments.
	Can view, edit, and process IDT and letter bills for all departments.
Admin Supervisor
	Able to "Manage Billing Users". Users are automatically assigned to a single department based on the highest percent pay on their owning unit of the PID, so there is no need to add their primary department to the super customer list. Able to assign one or more department(s) to a user. Must add each additional department individually. Able to remove additional department(s) from a user. Warning: Selecting Remove removes all additional department(s). A user's primary department based on their PID is not affected by removal of additional department(s) via the Manage Billing Users page/table.

Delay for New Employees

There may be a delay before new employees or employees who have changed departments are updated in Workday and Tracker.

For tech problems you are unable to resolve, contact trecs-requests@utlists.utexas.edu.
For financial questions, contact your financial department.

TRecs Customers

Onboarding a Department and Users