1. Spectrum Finance Premiere
Travel Purchase Orders
Approvals

2. 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

3. Travel PO Review Travel Policy and Procedures
University Travel UM1309
International Travel
Canadian Travel
Travelennium
12/9/2018

4. 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

5. 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

6. 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

7. 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

8. 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

9. 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

10. 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

11. 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

12. 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

13. 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
12/9/2018

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

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

16. 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

17. Travel PO
Test User ID TRAIN02
PIN
12/9/2018

18. Travel PO
Select Finance
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19. Travel PO
Select Purchase Order
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20. Travel PO
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21. Travel PO
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22. Travel PO
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23. Travel PO
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24. Travel PO
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25. 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

26. 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

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

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

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

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

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

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

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

34. 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 when documents have been disapproved
12/9/2018

35. 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

36. Hands-On Exercise Purchasing/Travel PO
Melissa Ramage is traveling to Orlando, FL for SCT Summit on April 1 – April 5, Airfare will be $330, lodging will be $600, conference fees will be $135.
Use organization code , Training Organization 1.
12/9/2018