1. PeopleSoft (PS) Budget Orientation

2. Brought to you by: Office of Finance
Contact us at:
Visit us on the web at:
All documents can be found at:

3. AGENDA Chart of Accounts (COA) Chartfield Value Lookup – myPugetSound
Ways to Submit for Payment
Disbursements
Requisitions/Purchase Orders
P-Cards
Departmental Charges
Reviewing Account Activities – myPugetSound
Financial Tools – Beyond the Basics
Additional Resources

4. CHART OF ACCOUNTS
Ex: CC4485

5. Chartfield Accounts Overview

6. SpeedChart
Puget Sound uses a “short cut” to three of the Chartfield elements; the fund, the department, and the project codes. This “short cut” is referred to as the SpeedChart.
CC4485
[(Fund). (Dept) (Project)] (Acct) (Chartfield1)
A SpeedChart is six numeric digits long and in most cases, not all, comprised of either;
PPPPPP - the project code (if the your chart of account has a project code); or
FFDDDD - the combination of fund and department

7. CHARTFIELD VALUE LOOKUP
myPugetSound/Financials

8. Chartfield Value Lookup

9. SpeedChart Search

10. Account Search

11. Chartfield1 Search

12. REMINDER – required accounts
PS SpeedChart (combination of fund, dept, project)
PS Account
PS Chartfield1, if applicable
COA Reminder:
CC4485

13. WAYS TO SUBMIT FOR PAYMENT
Accounts Payable
Procurement Services
Procurement Cards
Recharges
Disbursement Requests:
Requisitions/Purchase Orders:
P-Cards:
Departmental Charges:
Non-PO invoices
Non-PO contracts
Requesting reimbursement
Posts when invoices are received and checks cut
Encumbers budget immediately
Rebates available
Posts when requisition is closed and item is received
Punch-out catalog available for Complete Office orders over $50 with next-day delivery
VISA credit card for university-related travel and purchases
Reimbursements for tips, tolls, mileage
Posts at the end of the following month
Convenience of on-campus services (postage, catering, van rentals, etc.)
Posts at the beginning of the following month
Advance Processing Form:
Request for travel/ expense advance
Other Acct Activities:
Revenue: Deposits/Transfers
Expense: Compensation/ Transfers

14. Disbursement: The Stamp
Stamp and fill in accounting information

15. Disbursement: The Stamp
Stamp and fill in accounting information
Do not use disbursement or date stamps on the supplier remittance copies and/or coupons. They need to be returned to the supplier with payment to ensure correct payment processing by the supplier.

16. Disbursement: The Stamp

17. Disbursement: The Request Form - Example

18. Disbursement: The Request Form
Attach original receipts or other supporting documentation as applicable.
If helpful to you in organizing your receipts, complete and attach the optional Travel Expense Form (Summary).
Obtain approval by the budget manager or someone with disbursement authority.

19. Disbursement: The Request Form
Download Disbursement Request Form
Time saving tip: the form opens in Excel. You can save the forms on your local or share drive, by using the “File>Save As” command. This will allow you to fill in and save information that will be the same each time you complete the form. Be sure to check back regularly to ensure the form has not changed.

20. Disbursements: The Advance Processing Form

21. Disbursements: Where to send completed forms
Send approved form with required accounting information to:
Or deliver to Jones Hall Room 018. Accounts Payable (Jones 018)
Monday – Friday, 8 am – 5 pm, except university holidays

22. Requisitions/Purchase Orders
High level overview of payment cycle

23. Requisition: The Life Requisition Purchase OrderPO
Voucher
Requisition
Purchase Order
Voucher/Invoice/Receiving

24. Requisitions: Creating
Entering/Approving

25. Requisition: Creating
To begin, click on “Create New Requisition”.
Do not test in PS Production (FN91PRD) as you cannot delete a saved requisition. To test, please use PS Test (FN91TST).

26. Requisition: Creating
Click “Special Request” then “Special Item”. Enter item information.

27. Enter item information (use magnifying glass to assist).

28. When complete review and verify Chartfield elements used.
When finished be sure to “Check Budget” & “Save & Submit.

29. Confirmation
For more on how to complete requisitions see our website or contact procurement. Contact information can be found at the end of this document.

30. Requisition: Approving
Once submitted you will receive an similar to below.
Click link to review/approve.

31. Requisition information: click “View Line Details” to review

32. Be sure to review accounting

34. Requisition: After Approval
For questions or assistance with your requisition please contact procurement at:

35. Other Ways to Submit for Payment

36. REVIEWING ACCOUNT ACTIVITIES

37. Types of Budgets at Puget Sound
Step 1: Determine which tool to use based on the type of budget you want to view.

38. Step 2: Click SEARCH to see what you have access to

39. Step 3: Click on the Magnify Glass to see detail

40. Step 5 - optional:
Click on Notes to add additional information

41. Error?? If you receive a blank line:
You are using the wrong tool for the type of fund it is. Try another tool; or
You do not have security access to the budget; or
No budget/balance exists

42. FINANCIAL TOOLS
Beyond the Basics
Tips
Tricks
Things you should know

43. Exporting Budget Results to Excel
Select the Download link on the grid

44. Exporting Budget Results to Excel
When browser display the popup dialog box to ask you what to do, select Open with MS Excel, and click OK

45. Exporting Budget Results to Excel
If MS Excel displays this warning message about file extension, allow it to open by clicking on the Yes button

46. Want to Explore the full PS Financials Module?
To find these tools and more, click on PeopleSoft Financials and explore the full financials system.

47. All of these tools can be found:
for additional training

48. ADDITIONAL RESOURCES Office of Finance: finance@pugetsound.edu
Procurement Office:
Technology Services:
Electronic Version of Handouts: