Transcript Title Slide - University of Memphis

Spectrum Finance
Premiere
Travel Purchase Orders
Approvals
Training Agenda
Power Point Presentation
reviewing travel policies and procedures
reviewing FOAPAL
creating travel purchase orders
approving travel purchase orders
Demonstration
users follow along
Exercises
users hands-on
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Travel PO
Review Travel Policy and Procedures
University Travel UM1309
http://policies.memphis.edu/UM1309.htm
International Travel
Canadian Travel
Travelennium
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Travel PO
Review Chart of Accounts (COA)
Concepts
FOAPAL
Fund
Organization
Account
Program
Activity
Location
Index
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Travel PO
FOAPAL
Fund
six-character code that identifies a set of
accounts and identifies ownership
balance sheets and revenue/expense
reports can be produced for any fund,
which can be restricted or unrestricted
examples of fund codes include Current
Unrestricted Fund, Auxiliary Funds, and
Endowment Funds
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Travel PO
Organization
six-character code that identifies a unit of
budgetary responsibility and/or
departments within an institution
normally used to define a responsible
official (financial manager)
codes may be established in a hierarchy of
up to eight levels for roll-up and reporting
purposes
examples of organization codes include
College of Education, School of Nursing,
and Department of Human Resources
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Travel PO
Account
five-character (data entry) code that identifies
objects, such as the general ledger accounts
(assets, liabilities, control, fund balances) and the
operating ledger accounts (revenue, expenditures,
transfers)
codes may be established in a hierarchy of up to
four levels for roll-up and reporting purposes
examples of account codes include Supplies,
Travel, Accounts Payable, Fund Balance, Tuition,
and Salaries
Formally known as Object Codes in FRS
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Travel PO
Program
four-character (data entry) code that identifies a
function and enables the institution to establish a
method of classifying transactions across
organizations and accounts
codes follow the programs defined by the National
Association of College and University Business
Offices (NACUBO)
codes may be established in a hierarchy of up to
five levels for roll-up and reporting purposes
examples of program codes include Instruction,
Research, Academic Support, Student Services,
and Plant Operations
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Travel PO
Activity
optional six-character code that is nonhierarchical and can be used to further
define an object of expenditure, such as,
temporary units of work, subsidiary
functional classifications, or short duration
projects
no budget checking
code will be maintained at the
departmental level
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Travel PO
Location
six-character code that identifies physical
locations
primarily used with Fixed Asset module
scheduled to go live this fall
codes may be established in a hierarchy of
up to five levels for roll-up and reporting
purposes
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Travel PO
Index Codes to the Rescue!!!!!
optional chart of accounts feature
value for a set of FOAPAL elements that
acts as a shortcut for speed data entry by
the user
the current FRS six digit account will be
the index code
using the index, the system will populate
fund, organization, and program
account code must be entered
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Travel PO
Creating Travel Purchase Orders
use the Purchase Order form
required for all travel
available budget must be present
fund/organization security is used
create travel templates
once started must complete
purchase orders can not be altered after
completed
automatically forwarded to approval queue
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Travel PO
Log on to Training Self Service
easy to use
internet accessible
user friendly
point and click
training site
http://spectrumtest.memphis.edu:9099
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Travel PO
Use scroll bar to move down to Self Service
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Travel PO
Select Internal Training Database [ITRNG]
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Log on to Training Self Service
this log on user ID and PIN is for
training only
enter User ID
Case Sensitive
TRAIN02
enter PIN
Case Sensitive
000000
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Travel PO
Test User ID TRAIN02
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PIN 000000
Travel PO
Select Finance
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Travel PO
Select Purchase Order
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Travel PO
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Travel PO
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Travel PO
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Travel PO
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Travel PO
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Travel PO
Document Approval Queue
Travel Purchase Orders will be routed
to departmental approval queue
Implicit approvals for Financial Managers
and Designees
During training sessions, explicit approvals
are used, approve own documents
After appropriate departmental
approvals are obtained, document will
be routed to Travel approval queue
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Select next approver and click ‘submit query’ for list of
documents that you are next in queue to review,
approve, or disapprove
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Click on document number to view document
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Travel PO
Use Back button to return to query results
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Travel PO
Enter message in text box (optional) and
click Approve Document or Cancel
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Verify document number and click Continue
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Click on History to Review Approval History
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Use Back Button to return to Query Results
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Click on Approve to approve document
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Document Approval Review
Document – click on document number to review travel
purchase order
History – click to review approvals required and approvals
secured for travel purchase order
Approve – select, if enabled, to approve a document
Approve Document form
click Approve document for final approval
or click Cancel to exit
Disapprove – select, if enabled, to disapprove a document
Disapprove document form
enter text in text box with reason for disapproving for INB messaging
click Disapprove document for final disapproval
notify [email protected] when documents have been disapproved
or click Cancel to exit
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Travel PO
Routing of Documents
Financial Manager or Designee
implicit approval
Travel Purchase Orders are routed to
Travel in General Accounting after
departmental approvals are obtained
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Purchasing/Travel PO
Hands-On Exercise
Melissa Ramage is traveling to
Orlando, FL for SCT Summit on
April 1 – April 5, 2006. Airfare will
be $330, lodging will be $600,
conference fees will be $135.
Use organization code 202000,
Training Organization 1.
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