PeopleSoft Approver Training

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Agenda

• PeopleSoft Logging on and Navigation• Viewing Budgets• Approving Pro Cards• Approving using Interim Approval Processing

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PeopleSoft Navigation

• How do I log into PeopleSoft?• How do I navigate in PeopleSoft?

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Logging into PeopleSoft

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

Logging into PeopleSoft

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• 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

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Enter your UTEP credentials and click on Login.

PeopleSoft Home Page

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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

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Define-PeopleSoft Account Conversion

Go to: peoplesoft.utep.edu

PeopleSoft FieldsCROSSWALK

PeopleSoft Define

Business Unit (UTEP1) Component (2 UT El Paso)

Account (63003) Object Code (1401)

Department (320102) Unit Code (0234000)

Cost Center (14021405) Budget Group (14021405)

Fund (3100) Fund Group (160)

Function (700) NACUBO Code (20)

Project ID Budget Group10

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PeopleSoft FieldsFUND (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 Transfers18 - Service Centers 3200 Net Service Departments19 - Designated Funds 3100 Organized Ed Activities 3105 Designated Tuition26 - Grants & Contracts 5100 Federal Sponsored Programs 5200 State Sponsored Programs 5300 Local Sponsored Programs 5400 Private Sponsored Programs29 - Auxiliary Enterprises 4100 Intercollegiate Athletes 4200 Bookstore 4300 Housing and Food Services 4400 Parking and Traffic 4500 Student Health Center 4600 Student Service Fees 4800 Student Activities30 - Restricted Gifts 5500 Gift and Other 5600 Gift for Endowment36 - Plant Funds 7100 Generic Plant Fund 7101 Permanent Univ Fund Bond 7102 Revenue Financing Bond 7104 Other Sources 7108 Private Gifts 710G Federal Grants41— Agency Accounts 9100 Agency ITF 9200 Agency Non-ITF

PEOPLESOFT BUDGETS DESCRIPTION RELATED DEFINE

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 Payroll Related Costs

Fringe (14 and 15 subs)

A4000 Operating Expenses

M&O, Travel, Equipment (50, 75, 80 subs)

Using Budget Details

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

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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.5

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Using Budget Details

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A4000 - 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.

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Line items similar to GB2 screen

Using Budget Details

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Line item detail similar to GT1 screen

Click to see full screen.

Click to export data into an Excel spreadsheet.

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Checking Budget BalancesBreadcrumbs

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. 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 Process1 2

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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.

4. Click the Save button to save your search criteria.

5. Click the Search button.

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Checking Budget Balances Process

To view budget details for any type of transaction, click on the folders corresponding to that account.

Similar to the GB2 screen in PeopleSoft.

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Checking Budget Balances Process

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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

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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Similar to the GT1 screen in PeopleSoft

Approving Pro Cards

• Navigation to Approving Pro Cards• Review Pro Card Approval Process

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Pro Card Navigation Main Menu> Purchasing> Procurement Cards> Reconcile> Reconcile Statement

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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.

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Pro Card Review (Approval) Process

1. Click on to expand the screen.1

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Pro Card Review (Approval) Process

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1. Click Select All to select all transaction lines.2. Click Approve.

• Select each line to approve a line at a time.

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Pro Card Review (Approval) Process

11. Click Save.Note: The status changes to Approved.

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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)

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Initiator: Creates and Submits initial IAP document to Approver for review

Processor: Receives email notification to Enter transaction

into PeopleSoft

Approver: Receives IAP document thru email. 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

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Interim Approval Process Email

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Please note: Email will come from your Initiator

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Let us take a break

Approver Hands on Exercises

• Interim Approval Process (IAP)- thru emaila) Approving Travel Authorization (IAP example)

• PeopleSoft processes- thru PeopleSofta) Approving Pro Cardsb) Viewing Budgets

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Supported Browsers

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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 5th.• FAQ’s will be posted on the web site.

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Questions?