PeopleSoft Approver Training

1. PeopleSoft Approver Training

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

3. PeopleSoft Navigation • How do I log into PeopleSoft? • How do I navigate in PeopleSoft?

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

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

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

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

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

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

10. PeopleSoft Fields

11. PeopleSoft Fields

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

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

14. Using Budget Details A4000 - All Budgetary accounts for operating expenses.

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

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

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

18. Checking Budget Balances Process Main Menu > Commitment Control > Review Budget Activities > Budgets Overview Click the Add a New Value tab to add a new Inquiry. Use the Find an Existing Value tab to review a saved inquiry. Enter an Inquiry Name. Click the Add button. 1 2 3

19. Checking Budget Balances Process 5 1 2 Select Ledger Group from the drop down for Ledger Group/Set field. Look up the Ledger Group using . Enter the ChartField criteria for any ChartField. Click the Save button to save your search criteria. Click the Search button. 3 4

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

21. Checking Budget Balances Process 1 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.

22. Checking Budget Balances Process Similar to the GT1 screen in PeopleSoft 2 1 Under Activity Log, scroll across toview amounts for each budget activity. Provides a summary of the transactional ledger data. This takes you to the actual transaction.

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

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

25. Pro Card Review (Approval) Process 1 2 3 • Select the Accounts Payable-Pro card Review role. • Enter the Employee ID. • Search employees by clicking the . • Select the Card Issuerfrom the drop-down menu. • Click Search. 4

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

27. Pro Card Review (Approval) Process • Click Select All to select all transaction lines. • Click Approve. • Select each line to approve a line at a time. 1 2

28. Pro Card Review (Approval) Process Click Save. Note: The status changes to Approved. 1

29. 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.

30. Interim Approval Process (IAP) • Initiator: Creates and Submits initial IAP document to Approver for review Yellow : Interim Approval Process • Approver: Receives IAP document thru email. Then reviews and Approves document Green: PeopleSoft Process • Processor: Receives email notification to Enter transaction into PeopleSoft

31. 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

32. Interim Approval Process Email Please note: Email will come from your Initiator

33. Let us take a break

34. Approver Hands on Exercises • Interim Approval Process (IAP)- thru email • Approving Travel Authorization (IAP example) • PeopleSoft processes- thru PeopleSoft • Approving Pro Cards • Viewing Budgets

35. Supported Browsers

36. 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.

37. Questions?