PeopleSoft
Approver Training
1
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?
3
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.
5
Logging into PeopleSoft
Enter your UTEP credentials and
click on Login.
6
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)
Component (2 UT El Paso)
Account (63003)
Object Code (1401)
Department (320102)
Unit Code (0234000)
Cost Center (14021405)
Budget Group (14021405)
Fund (3100)
Fund Group (160)
Function (700)
NACUBO Code (20)
Project ID
Budget Group
10
PeopleSoft Fields
FUND (Source of Funds)
*DEFINE
PeopleSoft
14 - Educational & General
2100
General Funds
2110
Research Development Fund
2115
Special Items (i.e. SALSI)
2135
Lab Fees
2140
E&G Transfers
18 - Service Centers
3200
Net Service Departments
19 - Designated Funds
3100
Organized Ed Activities
3105
Designated Tuition
5100
Federal Sponsored Programs
5200
State Sponsored Programs
5300
Local Sponsored Programs
5400
Private Sponsored Programs
4100
Intercollegiate Athletes
4200
Bookstore
4300
Housing and Food Services
4400
Parking and Traffic
4500
Student Health Center
4600
Student Service Fees
4800
Student Activities
5500
Gift and Other
5600
Gift for Endowment
7100
Generic Plant Fund
7101
Permanent Univ Fund Bond
7102
Revenue Financing Bond
7104
Other Sources
7108
Private Gifts
710G
Federal Grants
9100
Agency ITF
9200
Agency Non-ITF
26 - Grants & Contracts
29 - Auxiliary Enterprises
30 - Restricted Gifts
36 - Plant Funds
41— Agency Accounts
PEOPLESOFT
RELATED DEFINE
DESCRIPTION
BUDGETS
SUBS
A1000
Staff
Salaries
A&P/Classified
(09 and 10 subs)
A1200
Wages
All Wages
(18,19, 20 subs)
A2000
Faculty & TA
Salaries
Faculty Salaries
(01,02,03,04 subs)
A3000
A4000
Payroll
Fringe
Related Costs (14 and 15 subs)
M&O, Travel,
Operating
Equipment
Expenses
(50, 75, 80 subs)
11
Using Budget Details
Main Menu > Commitment Control > Review Budget Activities > Budget Details
12
Using Budget Details
1
4
2
3
1.
2.
3.
4.
5.
5
Enter Business Unit for UTEP – UTEP1.
Enter Ledger Group – OPE.
You can search by any chartfield criteria.
Click on the icon to look up the information.
Click the Search button.
13
Using Budget Details
A4000 - All Budgetary accounts
for operating expenses.
14
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.
15
Using Budget Details
Line item detail similar to GT1 screen
Click
Click
to see full screen.
to export data into an Excel spreadsheet.
16
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
1
2
3
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.
18
Checking Budget Balances Process
5
1
2
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.
3
4. Click the Save button to save
your search criteria.
5. Click the Search button.
4
19
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.
20
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.
21
Checking Budget Balances Process
Similar to the GT1 screen in
PeopleSoft
1
2
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
24
Pro Card Review (Approval) Process
2
1
3
4
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.
25
Pro Card Review (Approval) Process
1
1. Click on
to expand the screen.
26
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.
1
2
Pro Card Review (Approval) Process
1
1. Click Save.
Note: The status changes to Approved.
28
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.
29
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
30
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
32
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
35
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 5th.
FAQ’s will be posted on the web site.
36
Questions?