NYU Stern School of Business Budget Tracking and Reporting System (BTR): User Manual

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1 NYU Stern School of Business Budget Tracking and Reporting System (BTR): User Manual Contents: Introduction Technical Requirements Requesting Access to BTR A. Department Heads B. Users Budget Templates A. Entering Projections and Budgets B. Saving changes and submitting templates to budget office C. Exporting into Excel and Printing Additional Help Introduction Budget Tracking and Reporting (BTR) is a secure on-line application developed by the Stern Budget Office and IT Department to streamline and enhance the budgeting and reporting processes. The first step in creating your budget for next year is to gain access to the BTR system. The process of gaining access differs depending upon whether you are a Department Head or User. Both processes are described below. Once the budget office activates your access to BTR, you can log-in and complete your budget template. Technical Requirements To use BTR, you will need an Internet-connected PC and a web browser. Although you can access BTR with any web browser, for optimal performance, access BTR using the Firefox web browser. If you do not have Firefox, it can be downloaded free at the following address: Requesting Access to BTR How you gain access to BTR differs depending upon whether you are a Department Head or User. The separate processes are described below. 1

2 A. Department Heads If you are a department head, the budget office will create your account and you will be automatically notified once the account is created. DO NOT LOG-IN UNTIL YOU RECEIVE THE NOTIFICATION THAT YOUR ACCOUNT HAS BEEN CREATED BY THE BUDGET OFFICE. To log in, go to and enter the following: Same as your STERN Netid Same as your STERN Password Note: If you will be completing your budget template, proceed to the Budget Templates section. If you want someone else in your group to complete the template, see the section below. Granting Budget Template Access to another User: 1. Ask the person in your group to sign in to BTR using his or her Stern Netid and password, and complete the Account Request Form (see instructions in Users Section below). 2. Once you receive an from BTR notifying you of the user request, you should log-in. 3. Click on User Maintenance" at the top of the screen: 4. Click on Approve 5. Once you click on Approve, the User s Account Request Form will appear. Click on Approve Account at the bottom of the Account Request Form. You can also add, remove, or modify the User s chartfield access. 2

3 6. If you want to exclude salary data, check that box BEFORE you click Add or Approve Account. B. Users 7. An will be sent to the budget office so the User s account can be activated. Once activated by the budget office, the User can access and modify the department or project budget. If you are not the department head but will be working on the budget, you will need to create an account in the BTR system. Go to and do the following: Same as your STERN Netid Same as your STERN Password 1. Log-in using your STERN Netid and Password 2. You will be brought to the Account Request Form 3. Enter your Stern Netid and First and Last Name 4. Under Department, choose the department you work in. You can choose your specific project or program in the Chartfields section below. 3

5. Make sure the Budget Template box is checked to ensure you have access to your template. 6. Choose the chartfield string you will have access to and hit the add button. 7. Submit request.

4 5. Make sure the Budget Template box is checked to ensure you have access to your template. 6. Choose the chartfield string you will have access to and hit the add button. 7. Submit request. An will automatically be sent to your Department Head for approval. Once they and the budget office approve your access, you will have access to your template. Budget Templates A. Entering Projections and Budgets After your account has been activated by the budget office, you can access your budget template(s). To access your budget template, log-in to BTR with your Stern NetID and password. Once you have logged-in, click on Budget Templates at the top of the screen: You will see a dropdown box where you can select the template you wish to work on: 4

purposes only. You cannot enter data on the Total tab. For those departments and projects that have programs, please be sure to enter data in the program tab.

5 Once the department/fund combination is selected, the programs and/or projects to which you have access will appear. Click the department/program/project for which you want to budget: The Total button will show you the combined total of the departments/projects/programs you have chosen, and is for informational purposes only. You cannot enter data on the Total tab. For those departments and projects that have programs, please be sure to enter data in the program tab. Once you select a tab for a department/project/program, the template will appear and you should enter projections for the remainder of Fiscal Year 2008 and for the Fiscal Year The columns in which you should enter data have green fields. You can only enter data in these green fields. Ι Fringe Calculates automatically and you cannot enter data in yellow fields Dinner & Meeting When scrolling over a green box, the account name will pop up B. Saving changes and submitting templates to budget office If you want to save your work and come back to it later, click. YOU MUST CLICK THIS TO SAVE YOUR WORK OR IT WILL BE LOST. 5

6 Once your template is Finalized, click. You will not be able to alter your template without contacting the budget office after you hit this button, THEREFORE DO NOT CLICK THIS BUTTON UNTIL YOU HAVE COMPLETED YOUR BUDGET FOR FISCAL YEAR C. Exporting into Excel and Printing If you want to print your template, you must export it into Excel. Click Print Budget Template Displayed on Screen in the top right section of the screen. A pop-up screen will then appear and ask you what program you would like to open the file with. CHOOSE EXCEL. Note: No formulas are imported into Excel. Also, there is no way to upload from Excel into BTR. Additional Help If you require additional help or have any questions or concerns, please btr@stern.nyu.edu. 6

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