On Friday January 30th, 2026, the UT System released the Budget vs Actuals Dashboard Report. This article will give you the basic understanding on how to navigate the dashboard.
The new Budget vs. Actuals Dashboard Report will replace the previous Budget vs. Actuals Report found in DASH. While exploring this report, you should find this report easier to read, easier to compare account's budgets and expenses, and this report can directly link to specific invoices to analyze.
Below are topics on how to navigate the Budget vs Actuals report:
Important Note: Please note that you MUST go through each tab in a linear progression to get to the tab you want. For example, if you want to go to Journal Transactions you will need to go to Summary Details -> Account Details -> and then Journal Transactions. If you do not, this is sometimes known to give an error. This issue has been noted by the UT DASH Team where they are working on a solution for this issue.
Getting Started
1. To access the report, please visit the FDI Landing Page found here and click on the UT_CAS sign-in.
Pro Tip: Bookmark the FDI Landing Page to make it more accessible and to easily return to it.
2. After signing in properly, you should be brought to the FDI Landing Page where you may see more than one report. To access the Budget vs. Actuals Report, click the Budget vs Actuals selection.
3. You will then be brought to the summary page where you narrow down your search results based on filters.
4. On the summary page you will find a few options. Below are the options listed numerically along with a description on what they do.
- Undo Last Edit - Allows you to undo the previous action
- Redo Last Edit - Allows you to redo the previous action.
- Refresh Data - Allows you to refresh that data (also becomes a spinning circle when querying a report).
- Show Notes - No functionality as of currently.
- Export - Allows you export to PDF, CSV, PPT, and even share it to Teams.
- State menu - Allows you to change states of the Navigation Menu (For more information on State Menu, please see our section, Saving your State Menu).
- Navigation menu - No functionality as of currently.
How to Filter
Filtering your search results will be necessary to ensure you pull the relevant data in a timely manner. Less filtering or large search results will result in potentially long wait times up to 20 minutes. Please be patient while your report loads. Furthermore, as you progress through each section (i.e. Summary Details, Account Details, etc), you will need to ensure your filtering has stayed consistent as this report is known to sometimes not carry over your filtering parameters from the previous section. You will need to check and verify you have the correct filters per each section. If you are looking for a specific filter selection and do not see it, ensure you have selected the correct corresponding filters. For example, if you select an entity of 10, you will not find a UTC department in the department selection.
Note: Please keep in mind if you are only looking to search your departmental accounts and COAs, it is best practice to set the entitiy to 40 and the department to your specific department and search. You will not need to use all of the filters listed.
Below is a list of all the filters for reference.
- Fiscal Year - This should be set to the current year to find the most up-to-date information.
- Fund Rollup - Defines what type of fund. (This can be left the default, All).
- Program - Filters by the program of various COAs.
- Fiscal Period - Selects the Period. (The period must be set to 'All' if you want to see budgets).
- Fund - Selects the Fund.
- Activity - Selects the Activity
- Ledger Name - Selects the ledger, this should be set to the default, UT System and Campus
- Org Level 4 - Currently unknwon. It is best to leave the default to All.
- Parent Account - Selects the Parent Account. For simplicity, leave it set to the default, All.
- Entity - Selects the Entity. For UTC this should be set to 40.
- Department - Selects the department.
- Longevity + Benefits - The choice whether to include benefits and longevity, exclude, or all.
Below you will find instructions on how to properly filter.
1. To apply a filter, click on the drop down you wish to select from and then search and click on the filter to add your selection. You may search by name or by number. To remove a filter simply click on the filter in the selection tab. You can also utilize the "Add" and "Clear" button to apply filters as well.
5. Once you have added all of your preferred filters as shown above, click anywhere outside of the filter and click Apply for your changes to take effect. Please note, the less filters you have the longer the report will take to run.
6. A report that is actively running will display a loading icon in the top right hand corner where the Refresh Data Symbol is. To view where the refresh data symbol is, please see the Getting Started section.
Saving your State Menu
The Save State Menu allows you to save your "state" for your selected filters so when you return to the dashboard you can quickly pick up where you left off or view specific filtered data quicker. For example, if you manage multiple departments you may want to create a saved state for each department so you can quickly flip through the filters and analyze the data as needed. Think of your save state as saving where you are at in the dashboard.
Before saving your state, please ensure you have read all of the sections in this article before continuing as the further you drill down the more the dashboard will "save."
1. To save your state, first select your desired filters if not already selected and drill down to the subledger details (or at least until the Accounts Detail section)
2. Once you are ready to save your state, click on the state menu icon in the upper right hand corner.
3. After clicking the Save State Icon, you will be presented with 3 options presented below, click Save State.
- Apply State - Select the Saved State you would like to load
- Save State - Save the current filters and dashboard
- Manage States - Select the default state your dashboard should open up to upon logging in.
4. Choose what you would like to name the Save State, choose whether or not you would prefer the Report to open this "state" automatically by default, and then click Save when done.
5. To swap between states, click on the State Menu icon and select Apply State. Then, choose the state you would like to load.
Exporting your Data
The Budget vs Actuals Report allows you to export the data in the report for the current section you are one. For example, you may want to export your accounts in the Accounts Detail section. In order to do this, you will need to navigate to the corresponding section of what you would like to export and then follow the instructions below to export your data.
If you have not viewed the other sections of this article first (Summary Details, Account Details, etc), please follow those sections first to understand how to drill down to the sections correctly before attempting to export your data.
Exporting Data:
1. To export your data, ensure you are on the correct section of the data you would like to export. For this example, we will be exporting the data in the Account Details section, but you can do this for any section of the report.
2. Verify your filters are correct before exporting your data as sometimes all of your filters from the previous section may have not carried over.
3. Next, click anywhere inside the data and then click the Exporting Button (shown below and also on step 4 in the Getting Started section).
4. After clicking on the export button, you will be presented with some options of how you would like to share or print. For this example, we will choose CSV
Please Note: If you do not see an option for Excel or CSV, ensure you have clicked the data before clicking the export button.
5. After Selecting CSV, you will be allowed to name your file and select the format you wish to export in. Once done, click 'Save' to download.
6. Once downloaded, you can then open the file from your Downloads folder and save it as an Excel file if you wish.
Summary Details
The summary details provide some basic details over a summary of the applied filters.
1. Before accessing the Summary Details section, please filter to your specific preferences and confirm your preferences. If you are looking for a specific filter selection and do not see it, ensure you have selected the correct corresponding filters. For example, if you select an entity of 10, you will not find a UTC department in the department selection. Note: This dashboard is known to sometimes not carry over all of your filters from the previous section, so please verify and double check your selections.
2. Then, to access the Summary Details section, under the summary section, right click in the UT Expense Actual column and select 1. Drill to Summary Details.
Note: You can also click the tab Summary Details in the bottom left, but please note going forward you will be unable to select the other tabs as a way to drill down. Please view the Important Note under the table of contents for more information.
3. After going to Summary Details, verify your filters have crossed over correctly from the Summary page. To make any changes, simply change the filters as needed and click Apply.
Account Details
The account details provide some basic details over accounts of the applied filters.
1. Before accessing the Accounts Details section, please filter to your specific preferences and confirm your preferences in the previous section. Note: This dashboard is known to sometimes not carry over all of your filters from the previous section, so please verify and double check your selections.
2. Then, to access the Account Details section, under the Summary Details section, right click in the UT Expense Actual column and select 1. Drill to Summary Details.
Note: Depending on the amount of filters used, please be patient while this report runs. This may take a few minutes to load.
3. After going to Accounts Details, verify your filters have crossed over correctly from the Summary Detail page. To make any changes, simply change the filters as needed and click Apply.
Journal Transactions
The journal transactions provide some basic details over journals of the applied filters.
1. Before accessing the Journal Transactions section, please filter to your specific preferences and confirm your preferences. If you are looking for a specific filter selection and do not see it, ensure you have selected the correct corresponding filters. For example, if you select an entity of 10, you will not find a UTC department in the department selection. Note: This dashboard is known to sometimes not carry over all of your filters from the previous section, so please verify and double check your selections.
2. Then, to access the Journal Transactions section, under the Account Details section, right click in the UT Expense Actual column and select 3. Drill to Journal Ledgers.
Note: Depending on the amount of filters used, please be patient while this report runs. This may take a few minutes to load.
3. After going to Journal Transactions, verify your additional filters have crossed over correctly from the Accounts Details page. To make any changes, simply change the filters as needed and click Apply.
4. To view a specific journal entry, right click anywhere on the corresponding record and select 5. Drill to Fusion Journal Entry. Then you will be prompted to log in to DASH where you will be able to view the journal entry.
Subledger Details
The subledger details provide some basic details over the subledger of the applied filters.
1. Before accessing the Subledger Details section, please filter to your specific preferences and confirm your preferences. If you are looking for a specific filter selection and do not see it, ensure you have selected the correct corresponding filters. For example, if you select an entity of 10, you will not find a UTC department in the department selection. Note: This dashboard is known to sometimes not carry over all of your filters from the previous section, so please verify and double check your selections.
2. Then, to access the Subledger Details section, under the Journal Transactions section, right click anywhere and select 4. Drill to Subledger Details.
Note: Depending on the amount of filters used, please be patient while this report runs. This may take a few minutes to load.
3. After going to Subledger Details, verify your filters have crossed over correctly from the Summary page. To make any changes, simply change the filters as needed and click Apply.
4. From the Subledger Details, you can have the option to drill to the journal entry, transaction, purchase order, and invoice. Please note that if the transaction is not a purchase order then nothing will appear. To view these selections, right click anywhere and select Data Actions and then select the desired choice.
5. If choosing an invoice or purchase order, you will be taken to DASH where you can log onto DASH and view the specific invoice or purchase order. You can also view the attachment (if available) to view the receipt attached for reference.
Additional Resources
Below you will find additional resources that may assist you in this report.
"How can I find out what my COAs are for my department?":
- Refer to DASH's, COA Combination Sets Report for a list of all COAs. Ensure you filter by entity and department number to find your COAs.
"I need to freshen up on my Accounting 101 skills":
- Refer to some basic Accounting articles online such as the one found here.
For more information on this report, please see the UT DASH Team's job aid for commonly asked questions found here.