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 12/9/2018

Travel PO Review Travel Policy and Procedures University Travel UM1309 http://policies.memphis.edu/UM1309.htm International Travel Canadian Travel Travelennium 12/9/2018

Review Chart of Accounts (COA) Concepts Travel PO Review Chart of Accounts (COA) Concepts FOAPAL Fund Organization Account Program Activity Location Index 12/9/2018

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 12/9/2018

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 12/9/2018

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 12/9/2018

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 12/9/2018

Travel PO Activity optional six-character code that is non-hierarchical 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 12/9/2018

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 12/9/2018

Index Codes to the Rescue!!!!! 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 12/9/2018

Creating Travel Purchase Orders 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 12/9/2018

Log on to Training Self Service 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 12/9/2018

Use scroll bar to move down to Self Service Travel PO Use scroll bar to move down to Self Service 12/9/2018

Select Internal Training Database [ITRNG] Travel PO Select Internal Training Database [ITRNG] 12/9/2018

Log on to Training Self Service Travel PO 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 000000 12/9/2018

Travel PO Test User ID TRAIN02 PIN 000000 12/9/2018

Travel PO Select Finance 12/9/2018

Travel PO Select Purchase Order 12/9/2018

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Document Approval Queue 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 12/9/2018

Travel PO Select next approver and click ‘submit query’ for list of documents that you are next in queue to review, approve, or disapprove 12/9/2018

Click on document number to view document Travel PO Click on document number to view document 12/9/2018

Use Back button to return to query results Travel PO Use Back button to return to query results 12/9/2018

Travel PO Enter message in text box (optional) and click Approve Document or Cancel 12/9/2018

Verify document number and click Continue Travel PO Verify document number and click Continue 12/9/2018

Click on History to Review Approval History Travel PO Click on History to Review Approval History 12/9/2018

Use Back Button to return to Query Results Travel PO Use Back Button to return to Query Results 12/9/2018

Click on Approve to approve document Travel PO Travel PO Click on Approve to approve document 12/9/2018

Document Approval Review Travel PO 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 accounting@memphis.edu when documents have been disapproved 12/9/2018

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 12/9/2018

Hands-On Exercise Purchasing/Travel PO 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. 12/9/2018