Transcript PeopleSoft 8.8 - UT Health Science Center at Houston

PeopleSoft 8.8 FMS
Travel for End Users
Instructor
Important Logistics!
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Name Tents
Sign-in daily on class roster
Class starts ON TIME – please be punctual
Pagers & cell phones on silent/vibrate
mode
• Web-mail during breaks only
• Facilities information
– Food, restrooms, safety
– PC equipment
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Introductions
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Name
Where do you work?
Length of time at the University
PeopleSoft experience
If you could travel anywhere, where would
you go?
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Agenda – Part 1
• Chapter 1: Introducing Travel
• Chapter 2: Inquiring on Travel
– Vendor ID, Destination City, Travel Purpose
• Chapter 3: Entering Travel/Consultant Requisitions
– Atlanta, Austin, Consultant, Blanket Reqs
• Chapter 4: Updating UT Travel Data
– (Atlanta, Phoenix No Cost Travel)
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Agenda – Part 2
• Chapter 3: Manage Requisitions (cont’d)
– Req status, life cycle, & PO numbers
• Chapter 2:
– Travel Req to PO & PO Inquiry
• Chapter 5: Modifying Purchase Orders
– Change Austin PO, Designate Blanket PO
• Chapter 6: Entering PO Vouchers
– Atlanta registration voucher, expenses
• Chapter 7: Running Travel Reports
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Course Objectives
• Search for travel information (Vendor IDs, Destination
Cities, Travel Purpose Codes, Ticketing Information)
• Enter & manage travel & consultant requisitions using
eProcurement.
• Enter & update Cost & No Cost Travel information in UT
Travel.
• View purchase order inquiries using eProcurement.
• Modify a purchase order.
• Enter PO vouchers to pay for registration & travel
expenses.
• Run travel-related reports using PeopleSoft standard
reports & public queries.
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Chapter 1 of 7
Introducing Travel
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Travel User Groups
• End Users
– Enter travel & consultant requests
– Enter Cost/No Cost Travel information
– Enter PO vouchers for registration & expenses
• ERT
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View requisitions and POs
Process travel advances
Update Cost Travel information
Enter PO vouchers for airfare
Travel inquiry and reports
• Corporate Travel Planners Incorporated (CTPI)
– View Cost Travel segments
– Enter airline ticketing information
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Scope of the Travel
Application
• Tracks information specific to Travel
• Interfaces with:
– eProcurement – to enter travel reqs
– Purchasing – to generate POs
– Accounts Payable – to create PO vouchers
– General Ledger/Commitment Control – to post
entries & check budgets
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Travel Process
Enter Requisition
(eProcurement)
Select Travel
Kit
(Travel)
Save & Budget
Check
Requisition
(eProcurement)
Key:
End User Task
Requestor
Change Order on
Traveler’s PO
(ERT)
Enter Cost/No-Cost
Travel information
(UTH Travel)
Save & Submit
into Workflow
for Requisition
Approval
(Department)
Auto Source
(POs created)
System
Pre-Approves
POs
Non-PO Voucher
referencing PO for
Travel Advance
(ERT)
YES
Budget Check
POs
(Batch)
Dispatch POs
(Batch)
Give Airfare
PO to Travel
Agency to
Issue Ticket
Create
PO Voucher
for registration
expenses
(Department, ERT)
Additional
paperwork
is required.
Travel Agency reviews report of
PO and Cost Travel details &
enters the ticket information.
Vouchers Paid
Voucher Post
(Batch)
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Voucher
Match
(Batch)
Voucher
Budget
Check
(Batch)
NO
Travel
occurs.
Expenses
submitted.
Create
PO Voucher
for travel
expenses
(Department,
ERT)
Review/Edit
PO for
tolerance
against
expenses
+-20% Tolerance
for PO Match
Advance?
AND
Advance >
Expense?
YES
Voucher
Approval
(ERT)
Travel
Advance?
Effective-dated row on
UTH Cost Travel
indicating Advance
(ERT)
NO
Enter
Journal Voucher
to record expenses
(ERT)
Cancel
PO for
residual
amount,
Budget
Check
(ERT)
Enter
Direct Journal
Deposit
(ERT)
Modify
Accounting
entries; Post
(Cash Office)
Run monthly
OpenItem
Reconciliation
(General Accounting)
Review OpenItem
Reconciliation
Report
(ERT)
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Websites
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Auxiliary Services – University Travel
– http://ae.uth.tmc.edu/travel/index.html
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Employee Reimbursement Team (ERT)
– http://financialresources.hsc.uth.tmc.edu/ER/default.htm
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Handbook of Operating Procedures (HOOP)
– http://www.uth.tmc.edu/ut_general/admin_fin/planning/pub/hoop/index.html
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Information Services Help Desk (Online Forms)
– http://is.hsc.uth.tmc.edu/css/formsut.html
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Information Services Training Documents
– http://is.hsc.uth.tmc.edu/training/documentsFMS.htm
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Procurement Services
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http://buy.uth.tmc.edu/
GSA Federal Domestic Per Diem Rates
– http://www.gsa.gov/Portal/gsa/ep/contentView.do?contentId=17943&contentType=GSA_BAS
IC
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State of Texas Travel Allowance Guide
– http://www.window.state.tx.us/fm/pubs/travallow/
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Let’s Log In
• Case sensitive!
• Training User ID:
TRV###
• Password:
PSOFT2012
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IT Training
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Chapter 2 of 7
Inquiring on Travel
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UT Travel Inquiry
• Vendors - searching for a Vendor ID & address
information
• Travel Dest Cities – view city codes,
lodging/meal/mileage amounts, country
indicator
• Travel Purpose – view travel purpose codes &
descriptions
• Travel Ticket – view ticket status, ticket #,
price, & service charge
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Chapter 3 of 7
Entering Travel/Consultant
Requisitions
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Entering a Travel Requisition
1. Create (open) the requisition.
2. Enter Defaults for vendor (traveler),
buyer, shipping & ChartFields.
3. Select the appropriate Travel Kit template.
4. Delete any lines not being used (or use $1).
5. Edit Line Details if vendor is different than
default (such as for registration).
6. Enter estimated Amount for each item.
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Entering a Travel Requisition
(continued)
7. Edit Cost Distribution if funding is
different for any line item.
8. Add additional lines, if needed.
9. Save & budget check.
10.If budget check error, correct REQ , then Save &
check budget until Valid.
11.Enter Cost Travel information.
12.Save & submit requisition into ePro workflow for
approval.
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Travel Components
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Business Unit - UTTRV
Name – Who enters the requisition
Requisition Title – 50 characters
Default Values (Edit Defaults - Override)
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Vendor (Traveler’s ID)
Buyer
Traveler’s Ship to Location
ChartField Distribution
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Travel Components
• Item Templates – Travel Kits
have the commonly used line items for
various types of travel transactions
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Blanket
Consultant
Foreign
In State
Out of State
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Travel Components
• Vendor ID
– Airfare and airfare fees – Citibank – BTA
– Registration – the organization to be paid
– Travel Expenses – traveler’s vendor ID
– Consultant – consultant’s vendor ID
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Employee Travel
• Determine if airfare & registration fees are prepaid
• Gather the following information
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Requisition ID
Requestor
Travelers vendor code
Department
Destination city
Travel purpose
Travel Dates
Funds used for reimbursement
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Consultant Requisitions
• Handled like all travel requisitions in PeopleSoft.
• Specific item categories created
• Guest Lecturer
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Miscellaneous Services
Recruitment Classified Position
Recruitment Faculty Position
Recruitment Fac HouseHunt
Research Services
• Traveler’s vendor classification
indicates the requisition is for
a consultant.
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Cost Travel for Consultants
• Always fill out Cost Travel pages, even
if the consultant is not traveling!
• Include with the supporting documentation
sent to ERT:
– State of Texas Purchase Voucher form
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Blanket Orders
• Only used for on-going,
inner-city Houston expenses.
• Blanket travel kit includes incidentals, mileage,
and other non-travel expenses
• Similar to other travel requisitions,
– Created as a Travel/Consultant Request
– Person who will be paid is the vendor
– Add “blanket order” to Comment Text
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Chapter 4 of 7
Updating UT Travel Data
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Cost v. No-Cost Travel
• Two types of travel information are recorded:
– Cost Travel – reimbursed by the university
– No-cost Travel – no expense
to the university
• Do NOT create a new cost travel record for the
same trip!
– Insert a new effective-dated row to
record any updates to the trip
– Each inserted row must have a
DIFFERENT effective-date.
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No-Cost Travel
• Gather the following information:
– Vendor Code
– Department
– Destination city
– Travel purpose
– Travel Dates
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No
Cost
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Quote of the Day
• Palm Springs University – more
than one hundred degrees
available.
– Anonymous
7/17/2015
IT Training
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Agenda – Part 2
• Chapter 3: Manage Requisitions (cont’d)
– Req status, life cycle, & PO numbers
• Chapter 2:
– Travel Req to PO & PO Inquiry
• Chapter 5: Modifying Purchase Orders
– Change Austin PO, Designate Blanket PO
• Chapter 6: Entering PO Vouchers
– Atlanta registration voucher, expenses
• Chapter 7: Running Travel Reports
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Chapter 3 of 7
Entering Travel/Consultant
Requisitions
(continued)
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Manage Requisitions
• Use to monitor the status of
the travel/consultant requisition
• Req. Status must be “PO(s) Dispatched” in
order for you to:
– Contact CTP with the PO number for airfare
– Create any PO vouchers for registration or
expenses
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Chapter 2 of 7
Inquiring on Travel
(continued)
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Req to PO Inquiry
• Found at UT Travel  Travel Inquiry & Reports
• Links Req to related POs and summary cost
travel data; displays:
– PO Numbers
– PO Status
– PO Line Description
– From/To Dates
– City Code
– Travel Purpose Code
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Purchase Order Inquiry
• Found at eProcurement Reports
• Inquiry (display only) page for PO; displays:
– Header (Form Page)
– Line Details
– Schedule
– Cost Distribution
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Chapter 5 of 7
Modifying Purchase Orders
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Modifying POs
• You can make changes to travel POs when
needed
• Changing ChartField string does NOT create a
change order
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PO Change Order Steps
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Determine what PO information you need to change..
Click the RED Finalize Document button in the Header.
Click
to budget check the PO.
To update PO Header information (such as Buyer), click
at the
top of the PO page.
To update PO Line information (such as Description), click on the
Lines – Status tab.
To update Schedule information (such as Due Date, Ship To, PO Qty,
Price, or Amount), click on the Lines – Details tab.
1. Click
on the Schedules – Statuses tab; click the Schedules – Schedules
Details tab and make the changes.
2. To update Cost distribution, click
on the Schedules – Details page
to go to the Distributions for Schedule page and change the chartstring.
7.
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Save the PO.
Click
to budget check the PO again.
Save the PO again to save all changes.
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Designating a Blanket PO
• Monitor Manage Requisitions page
for status of “PO Dispatched”
• Modify the PO
– Select Amount Only checkbox on the
Lines – Attributes tab
– This allows multiple vouchers on the PO until total
amount is reached.
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Closing a Purchase Order (PO)
• PO cannot be cancelled after vouchers
entered against it; however, ERT can close it
• Close PO only after vendor is aware of the
necessity for closure & purchase order:
– Is no longer viable, or
– Cannot be canceled.
• Closing a travel PO is joint effort between
issuing department, ERT, & vendor
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Chapter 6 of 7
Entering PO Vouchers
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Req, PO, & Voucher Relationships
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PO Vouchers
• Monitor Manage Requisitions page
for status of “PO Dispatched”
• Enter a PO Voucher in Accounts Payable for:
– Registration fees that need to be paid in advance
– When travel is completed and ready to reimburse
employee for out-of-pocket expenses
– Payment to a consultant
• PO vouchers are matched to corresponding
POs before vendor payment is made
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Invoice Number Format
For travel/consultant PO vouchers, use:
• Last digit of current fiscal year; R, E, or C;
traveler’s vendor ID without leading zeros;
underscore (_); first travel or service date in
MMDD format
• Examples:
1R9489_0601 for registration
1E9489_0601 for expenses
1C505_0601 for consultant
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Voucher Life Cycle
Entry
Payment
Posting
Budget
Check
Payment
Match
Posting
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Approval
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PO Voucher Approval
Workflow
• Vouchers routed to ERT for approval:
– Employee vendors using any expense
account
– Consultant or student vendors using
travel expense accounts
• For restricted funds, ERT required to get
manual approval from PAFT
• After ERT electronically approves, vouchers
will be budget checked in next batch process.
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Supporting Documentation
• Employee travel reimbursements
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Requisition Details page with PO group boxes expanded)
Invoice Information Page (with Voucher ID & Postable Status)
Voucher Summary Page
TE Worksheet (with supporting receipts & documents)
All supporting documents (hotel bills, receipts, etc.)
Meeting documentation
For foreign travel, conversion sheets
Copy of the GSA
Cost Travel pages
Registration form (2 copies)
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Requisition Details page with PO group boxes expanded)
Cost Travel – Travel Segment page
State of Texas Purchase Voucher form
Supporting documents
• For executives – Executive Travel and Official Functions Expense
Worksheet
• Consultant payments
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Chapter 7 of 7
Running Reports
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Running Standard Reports
1. Run Control Page
• Add new or use existing Run Control ID (no spaces
allowed)
• Together with your User ID uniquely identifies the job
2. Parameters Page
• Enter your request parameters (filters/criteria)
• Click RUN button.
3. Process Scheduler
Page
• Enter where, when (off-peak time), and how to run the
report/process
• Click OK button
4. Parameters Page
Reappears
• Enter new parameters to re-run report/process OR
• Use hyperlinks to Process Monitor or Report Manager OR
• Navigate to another PeopleSoft page
5. Process Monitor or
Report Manager
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7/17/2015
Use to check status and view report results
Use hyperlinks on parameters page OR
Main Menu > Reporting Tools > Report Manager OR
Main Menu > PeopleTools > Process Scheduler > Process
Monitor
IT Training
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Running Public Queries
Search
Run
Prompts
(criteria)
View
Results
Download
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Wrap-Up
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Security
Questions and answers
Log-out of PeopleSoft
Return all borrowed materials
Shut down PC & monitor
3/3/2003
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