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 4 Go to: peoplesoft.utep.edu. Click on PeopleSoft Login.

Logging into PeopleSoft 5 Under Group, click on U.T. System Institutions. Under Organizations, click on The University of Texas at El Paso. Click on Select.

Logging into PeopleSoft 6 Enter your UTEP credentials and click on Login.

PeopleSoft Home Page 7 Universal Navigation Header Components: Favorites Main Menu Home Worklist Add to my Links Sign Out Search

Viewing Budgets Using the Define to PeopleSoft conversion tool PeopleSoft Crosswalk fields Viewing budgets in PeopleSoft 8

Define-PeopleSoft Account Conversion 9 Go to: peoplesoft.utep.edu

PeopleSoft Fields CROSSWALK PeopleSoftDefine Business Unit (UTEP1)Component (2 UT El Paso) Account (63003)Object Code (1401) Department (320102)Unit Code ( ) Cost Center ( )Budget Group ( ) Fund (3100)Fund Group (160) Function (700)NACUBO Code (20) Project IDBudget Group 10

PeopleSoft Fields FUND (Source of Funds) *DEFINEPeopleSoft 14 - Educational & General2100General Funds 2110Research Development Fund 2115Special Items (i.e. SALSI) 2135Lab Fees 2140E&G Transfers 18 - Service Centers3200Net Service Departments 19 - Designated Funds3100Organized Ed Activities 3105Designated Tuition 26 - Grants & Contracts5100Federal Sponsored Programs 5200State Sponsored Programs 5300Local Sponsored Programs 5400Private Sponsored Programs 29 - Auxiliary Enterprises4100Intercollegiate Athletes 4200Bookstore 4300Housing and Food Services 4400Parking and Traffic 4500Student Health Center 4600Student Service Fees 4800Student Activities 30 - Restricted Gifts5500Gift and Other 5600Gift for Endowment 36 - Plant Funds7100Generic Plant Fund 7101Permanent Univ Fund Bond 7102Revenue Financing Bond 7104Other Sources 7108Private Gifts 710GFederal Grants 41— Agency Accounts9100Agency ITF 9200Agency Non-ITF 11 PEOPLESOFT BUDGETS DESCRIPTION RELATED DEFINE SUBS A1000 Staff Salaries A&P/Classified (09 and 10 subs) A1200Wages All Wages (18,19, 20 subs) A2000 Faculty & TA Salaries Faculty Salaries (01,02,03,04 subs) A3000 Payroll Related Costs Fringe (14 and 15 subs) A4000 Operating Expenses M&O, Travel, Equipment (50, 75, 80 subs)

Using Budget Details 12 Main Menu > Commitment Control > Review Budget Activities > Budget Details

13 Using Budget Details 1.Enter Business Unit for UTEP – UTEP1. 2.Enter Ledger Group – OPE. 3.You can search by any chartfield criteria. 4.Click on the icon to look up the information. 5.Click the Search button

Using Budget Details 14 A All Budgetary accounts for operating expenses.

Using Budget Details You can see available balance for cost center. Click Drill to Activity Log icon to display amounts for each budget activity. 15 Line items similar to GB2 screen

Using Budget Details 16 Line item detail similar to GT1 screen Click to see full screen.Click to export data into an Excel spreadsheet.

Checking Budget Balances 17 Breadcrumbs Main Menu > Commitment Control > Review Budget Activities > Budget Overview

Checking Budget Balances Process 18 Main Menu > Commitment Control > Review Budget Activities > Budgets Overview 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

Checking Budget Balances Process 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. 4.Click the Save button to save your search criteria. 5.Click the Search button.

Checking Budget Balances Process 20 To view budget details for any type of transaction, click on the folders corresponding to that account. Similar to the GB2 screen in PeopleSoft.

Checking Budget Balances Process 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.

Checking Budget Balances Process 22 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. 1 2 Similar to the GT1 screen in PeopleSoft

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 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

Pro Card Review (Approval) Process 1.Click on to expand the screen. 1 26

Pro Card Review (Approval) Process 1 1.Click Select All to select all transaction lines. 2.Click Approve. Select each line to approve a line at a time. 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) 30 Initiator: Creates and Submits initial IAP document to Approver for review Processor: Receives notification to Enter transaction into PeopleSoft Approver: Receives IAP document thru . Then reviews and Approves document Green: PeopleSoft Process Yellow : Interim Approval Process

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 32 Please note: will come from your Initiator

Let us take a break 33

Approver Hands on Exercises Interim Approval Process (IAP)- thru 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 5 th. FAQ’s will be posted on the web site. 36

Questions?