Budget Management
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Welcome to Training!
• Why PeopleSoft?
– PeopleSoft will help UTEP to grow.
• What’s Your Part?
– We need your skills and expertise in order to utilize
PeopleSoft. It’s a vehicle and you’re the driver!
– Over time you will build your own history with
PeopleSoft.
• What to Know About Training?
– Training is an investment in your professional growth.
– Be open to change
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Setting Expectations
• Only core functionality will be available at go-live.
• We’re starting with limited workflow—we’ll be using
processes outside of PeopleSoft for certain HR &
Financial transactions.
• We’ll have to work through the kinks—some
functionality may not work smoothly right at
implementation.
• We’ll have to be patient—we’ll need additional time to
process and enter transactions in the beginning.
• We will be using a PeopleSoft simulation environment
during training.
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What Can You Do?
• Feel free to ask questions and take notes.
• Contact the Help Desk if you encounter a glitch or
forget how to complete a transaction.
• Revisit the training webpage to review training
materials and videos.
• Become your office’s “Go-To” person. Be willing
to offer your help.
• Attend our Go-Live Work Sessions—open lab time
you can use to process live
documents/transactions.
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Define-PeopleSoft Account Conversion
Go to: peoplesoft.utep.edu
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Welcome and Introduction
Topics:
– Check budget balances
– Ledger inquiry
– Budget transfers
– Budget details
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General Terms
•
•
•
The Cost Center ChartField can be accessed by entering the SpeedType. For use
with non grant type accounts.
– Note: Budget uses only the first 8 digits of the current Define account number.
The SpeedType is a shortcut for all the information that identifies your
departmental funds.
The Project ID ChartField can be accessed by entering the SpeedType. For use
with grant and capital project type of accounts.
–
–
Note: For grants, enter a “2” then add the first eight digits of the current define number.
Note: For capital projects, enter an “EC” to search.
•
The Department ChartField allows for grouping of cost centers by units.
•
Entering the % symbol in one or more fields allows the user to perform a general
search in each field.
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Define to PeopleSoft Mapping
ChartField
Business
Unit
(General
Ledger)
Definition
Specifies Nature of Organization
the UT transaction
structure
Identifier
Institutio
n
Department Cost Center
Designates
nonsponsored or
non-plant
fund
Fund
Function
Business
Unit
(Project
Costing)
Project ID
Activity ID
Source of
funds
NACUBO
and A-21
Element
Designates
sponsored
research or
plant fund
Specific
sponsored
research or
plant fund
project
Specific
tasks in a
project
Same as
above, but
separate
fields
No
equivalent in
Define
Budget
Group
Somewhat
equivalent to
sub-account
in Plant
Funds
UTESP
UTEP
Sponsored
Programs
226020354
A
UTEP
Sponsored
Project ID
1
UTEP
Activity ID
N/A
N/A
N/A
Object
Code
Unit Code
Example 1
UTEP1
Sponsored UTEP GL
BU
/Capital
Project
50101
Salary/Wa
ges –
Faculty
801600
Student
Health
Services
N/A
5100
Fed
Sponsored
Programs
200
Research
Example 2
UTEP1
Non- UTEP GL
BU
Project
Activity
63003
Office
Supplies
303700
Planning and
Construction
14609300
Planning and
Construction
2100
General State
Appropriation
800
Operation
and
Maintenance
of Plant
*DEFINE
Equivalent
(Component)
2
Account
UT El
Paso
Budget Group 100 = E&G
(Account
160 =
Number)
Designated
200 = Federal
300 = State
380 = Local
400 = Private
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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
(19020608)
Budget Group (19-020608)
Fund (3100)
Fund Group (160)
Function (700)
NACUBO Code (20)
Project ID
Budget Group
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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)
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Ledger Groups
• The available ledger groups are:
 Plant – Ledger for Capital Projects.
 Grants – Specific for grant purposes.
 OPE – Ledger for all other operations.
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Checking Budget Balances in Define
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Checking Budget Balances in PeopleSoft
•
This is the GB2 equivalent in
PeopleSoft.
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Transaction Detail in Define
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Transaction Detail in PeopleSoft
•
This is the GT1 equivalent in
PeopleSoft.
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Breadcrumbs
Checking Budget Balances
Main Menu > Commitment Control > Review Budget Activities > Budget Overview
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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.
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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
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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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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.
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Checking Budget Balances Process
1. This is the screen of the actual transaction.
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Breadcrumbs
Checking Budget Balances
using a Ledger Inquiry Set
Main Menu > Commitment Control > Review Budget Activities > Budget Overview
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Using a Ledger Inquiry Set
Click Search button.
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Using a Ledger Inquiry Set
Select the inquiry name of the inquiry
set. Ex: DEPT.
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Using a Ledger Inquiry Set
1.
2.
3.
4.
4
1
3
Select Ledger Inquiry set from the Ledger
Group/Set drop-down.
Select name of Ledger Inquiry Set.
Click on Save to save your search criteria.
Click on Search.
2
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Using a Ledger Inquiry Set
1.
The Budget Overview Results page will be
displayed to include multiple ledgers.
1
2
2. To view budget details for any type of transaction,
click on the folders corresponding to that account.
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Budget Transfer Process
Initiator: Submits Budget
Transfer Request Form using
interim approval process
Green: PeopleSoft Process
Approver: Approves using
Budget Transfer Request
Form
Yellow : Interim Approval
Process
Budget Office approves
budget transfer request
form.
Processor: Receives
notification to enter Budget
Transfer in PeopleSoft
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Interim Approval Process
1. Enter the information for the
1
Cost center/Project ID to
transfer funds from.
2. Enter the information for the
Cost Center/ Project ID to
transfer funds to.
3. Enter Justification.
4. Click OK to submit for approval.
2
3
4
Note: Gray areas will be automatically populated.
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Budget Transfer
Breadcrumbs
Main Menu > Commitment Control > Budget Journals > Enter Budget Transfer
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Budget Transfer
Main Menu > Commitment Control > Budget Journals > Enter Budget Transfer
1
2
1. Click the Add a New Value tab. Click on
Find an Existing Value for a saved search.
2. Enter the Business Unit for UTEP – UTEP1.
3. Click the Add button.
3
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Budget Transfer
1. Under the Budget Header tab,
enter OPE for the Ledger Group
field.
2. For Budget Entry Type, select
Transfer Adjustment.
1
3. For Long Description, explain
the purpose of the budget transfer.
2
4. Click on Save.
3
4
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Budget Transfer
1
2
4
3
In the Budget Lines tab:
1. Enter the SpeedType to automatically
populate the other chartfields.
2. Select an Account to transfer the budget.
3. Click + to add an additional line.
4. Repeat the above process on line 2.
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Budget Transfer
1
2
1. Scroll across or click
to view the other
columns.
2. Specify the Amount to debit/credit. Use “–”
to reduce the budget.
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Budget Transfer
4
1. Before submitting a budget transfer for approval, do a
budget check by selecting Budget Pre-Check from the
Process drop-down menu.
2. Click the Process button.
3. Click on Yes to the “Do you want to Budget Check this
transaction without posting results?” Message.
4. If there are any errors, click on the Budget Errors tab
to view the details of the error.
1
3
2
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Budget Transfer
The Budget Header Status changes to Checked Only.
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Budget Transfer
In the Budget Header tab, the Budget Header
Status is Checked Only and is routed to Budget
Admin to complete the Budget Transfer.
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Using Budget Details
Main Menu > Commitment Control > Review Budget Activities > Budget Details
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Using Budget Details
1
4
2
3
5
1.
2.
3.
4.
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.
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Using Budget Details
A4000 - All Budgetary accounts
for operating expenses.
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Using Budget Details
•
•
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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(NOTE): This screen is different from the Budget
Using Budget Details
Line item detail similar to GT1 screen
Click
to see full screen.
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Using Budget Details
Full screen view
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Using Budget Details
Click
to export data into an Excel spreadsheet.
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Using Budget Details
Excel Spreadsheet
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Budget Management UPK Examples
• Budget Management approval process
a) Initiator: Create budget transfer
b) Approver: Approve budget transfer
• Budget Management in PeopleSoft.
a)
b)
c)
d)
Checking budget balances
Ledger inquiry
Budget transfer
Budget details
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Relevant Rules and Regulations
Handbook of Operating Policies:
HOP 10.7.1 – Account Review Policy - Found under the Financial services
section in the Handbook of Operating Procedures.
http://admin.utep.edu/LinkClick.aspx?link=docs%2fAccount+Review+Policy.
pdf&tabid=71896&mid=163599
UT System:
UTS Policy 142.1 – Policy on the Annual Financial Report
www.utsystem.edu/bor/procedures/policy/policies/uts142_1.html
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Supported Browsers
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References
• Additional information and resources can be
found on the PeopleSoft website.
Job Aids
Power Point slides
Quick Guides
Crosswalk
UPKs
http://PeopleSoft.utep.edu
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Questions?
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Thank You!
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