Transcript Approver Training - University of Texas at El Paso
PeopleSoft Approver Training
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Agenda • • • • PeopleSoft Logging on and Navigation Viewing Budgets Approving Pro Cards Approving using Interim Approval Processing 2
PeopleSoft Navigation • • How do I log into PeopleSoft?
How do I navigate in PeopleSoft?
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Logging into PeopleSoft • • Go to: peoplesoft.utep.edu. Click on PeopleSoft Login. 4
Logging into PeopleSoft • • • Under Group, click on U.T. System Institutions.
Under Organizations, click on The University of Texas at El Paso.
Click on Select.
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Logging into PeopleSoft Enter your UTEP credentials and click on Login.
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PeopleSoft Home Page • • • • • • • Universal Navigation Header Components: Favorites Main Menu Home Worklist Add to my Links Sign Out Search 7
Viewing Budgets • • • Using the Define to PeopleSoft conversion tool PeopleSoft Crosswalk fields Viewing budgets in PeopleSoft 8
Define-PeopleSoft Account Conversion Go to: peoplesoft.utep.edu 9
PeopleSoft Fields
CROSSWALK PeopleSoft Define
Business Unit (UTEP1) Account (63003) Department (320102) Component (2 UT El Paso) Object Code (1401) Unit Code (0234000) Cost Center (14021405) Budget Group (14021405) Fund (3100) Function (700) Project ID Fund Group (160) NACUBO Code (20) Budget Group 10
FUND (Source of Funds) *DEFINE
14 - Educational & General 18 - Service Centers 19 - Designated Funds 26 - Grants & Contracts 29 - Auxiliary Enterprises 30 - Restricted Gifts 36 - Plant Funds 41— Agency Accounts
PeopleSoft Fields
PeopleSoft
2100 General Funds 2110 2115 2135 2140 3200 3100 3105 5100 5200 5300 5400 4100 4200 4300 4400 4500 4600 4800 5500 5600 7100 7101 7102 7104 7108 710G 9100 9200 Research Development Fund Special Items (i.e. SALSI) Lab Fees E&G Transfers Net Service Departments Organized Ed Activities Designated Tuition Federal Sponsored Programs State Sponsored Programs Local Sponsored Programs Private Sponsored Programs Intercollegiate Athletes Bookstore Housing and Food Services Parking and Traffic Student Health Center Student Service Fees Student Activities Gift and Other Gift for Endowment Generic Plant Fund Permanent Univ Fund Bond Revenue Financing Bond Other Sources Private Gifts Federal Grants Agency ITF Agency Non-ITF
PEOPLESOFT BUDGETS DESCRIPTION A1000 A1200 A2000 A3000 A4000 RELATED DEFINE SUBS
Staff Salaries Wages Faculty & TA Salaries Payroll Related Costs Operating Expenses A&P/Classified (09 and 10 subs) All Wages (18,19, 20 subs) Faculty Salaries (01,02,03,04 subs) Fringe (14 and 15 subs) M&O, Travel, Equipment (50, 75, 80 subs) 11
Using Budget Details Main Menu > Commitment Control > Review Budget Activities > Budget Details
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Using Budget Details 5 3 1 2 4
1. Enter Business Unit for UTEP – 2. Enter Ledger Group –
OPE.
UTEP1.
3. You can search by any chartfield criteria.
4. Click on the icon to look up the information. 5. Click the
Search
button
.
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Using Budget Details A4000
- All Budgetary accounts for operating expenses.
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Using Budget Details Line items similar to GB2 screen
• •
You can see available balance for cost center.
Click
Drill to Activity Log
icon to display amounts for each budget activity.
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Using Budget Details Line item detail similar to GT1 screen Click to see full screen. Click to export data into an Excel spreadsheet.
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Breadcrumbs Checking Budget Balances Main Menu > Commitment Control > Review Budget Activities > Budget Overview 17
Checking Budget Balances Process
Main Menu > Commitment Control > Review Budget Activities > Budgets Overview 3 2 1
1. Click the
Add a New Value
tab to add a new Inquiry. Use the
Find an Existing Value
tab to review a saved inquiry.
2. Enter an
Inquiry Name
.
3. Click the
Add
button.
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Checking Budget Balances Process
5 1 2 3
1. Select
Ledger Group
from the drop down for
Ledger Group/Set
field.
2. Look up the
Ledger Group
using .
3. Enter the ChartField criteria for any ChartField.
4. Click the
Save
button to save your search criteria.
5. Click the
Search
button.
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Checking Budget Balances Process Similar to the GB2 screen in PeopleSoft. To view budget details for any type of transaction, click on the folders corresponding to that account.
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Checking Budget Balances Process
1 1.Drill to Activity Log Icon
. (looks like a closed book with 2 arrows) Click
Drill to Activity Log
icon to display amounts for each budget activity.
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1 2
Checking Budget Balances Process
Similar to the GT1 screen in PeopleSoft
Under
Activity Log
, scroll across to view amounts for each budget activity.
1.
Provides a summary of the transactional ledger data. 2.
This takes you to the actual transaction. 22
Approving Pro Cards • • Navigation to Approving Pro Cards Review Pro Card Approval Process 23
Pro Card Navigation
Main Menu> Purchasing> Procurement Cards> Reconcile> Reconcile Statement
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Pro Card Review (Approval) Process 4 2 1 3 1. Select the Accounts Payable-Pro card Review role.
2. Enter the
Employee ID
.
• Search employees by clicking the .
3. Select the
Card Issuer
from the drop-down menu.
4. Click
Search
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Pro Card Review (Approval) Process 1. Click on to expand the screen.
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Pro Card Review (Approval) Process 1. Click
Select All
to select all transaction lines.
2. Click
Approve
.
• Select each line to approve a line at a time.
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Pro Card Review (Approval) Process 1 1. Click
Save
.
Note
: The status changes to
Approved
.
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Initial Approval Process (IAP) Terminology
• • • • Interim Approval Process (IAP)- Temporary document approval process created to approve documents prior to entering in PeopleSoft.
Initiator- Responsible for creating and submitting the IAP document for approval.
Approver- Responsible for approving the IAP document. Processor- Responsible for creating and processing the electronic travel document in PeopleSoft.
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Interim Approval Process (IAP)
Initiator: Creates and Submits initial IAP document to Approver for review Approver: Receives IAP document thru email. Then reviews and Approves document Yellow : Interim Approval Process Green: PeopleSoft Process Processor: Receives email notification to Enter transaction into PeopleSoft
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Interim Approval Processing (IAP) • • •
Travel Approvals
– Travel Authorizations – Employee Travel Reimbursements – Employee Non-Travel Reimbursements
Vendor Payment Approvals
– Vendor Payments
Position Management/ HR Process Approvals
– New Positions and Modifications – Position Funding Changes – Recruitment (Job Postings) – New Hires / Re-Hires 31
Interim Approval Process Email
Please note: Email will come from your Initiator
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Let us take a break 33
Approver Hands on Exercises
•
Interim Approval Process (IAP)- thru email
a) Approving Travel Authorization (IAP example) •
PeopleSoft processes- thru PeopleSoft
a) Approving Pro Cards b) Viewing Budgets 34
Supported Browsers
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Classroom Summary
• • • • • • Topic summary.
Web page location. (Peoplesoft.utep.edu) Training materials and UPK’s available.
Help Desk support available.
Drop in sessions available May 5 th .
FAQ’s will be posted on the web site.
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