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Budget Management

Budget Management. Welcome to Training!. Why PeopleSoft? PeopleSoft will help UTEP to grow. What’s Your Part? We need your skills and expertise in order to utilize PeopleSoft. It’s a vehicle and you’re the driver! Over time you will build your own history with PeopleSoft.

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Budget Management

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  1. Budget Management

  2. Welcome to Training! • Why PeopleSoft? • PeopleSoft will help UTEP to grow. • What’s Your Part? • We need your skills and expertise in order to utilize PeopleSoft. It’s a vehicle and you’re the driver! • Over time you will build your own history with PeopleSoft. • What to Know About Training? • Training is an investment in your professional growth. • Be open to change

  3. Setting Expectations • Only core functionality will be available at go-live. • We’re starting with limited workflow—we’ll be using processes outside of PeopleSoft for certain HR & Financial transactions. • We’ll have to work through the kinks—some functionality may not work smoothly right at implementation. • We’ll have to be patient—we’ll need additional time to process and enter transactions in the beginning. • We will be using a PeopleSoft simulation environment during training.

  4. What Can You Do? • Feel free to ask questions and take notes. • Contact the Help Desk if you encounter a glitch or forget how to complete a transaction. • Revisit the training webpage to review training materials and videos. • Become your office’s “Go-To” person. Be willing to offer your help. • Attend our Go-Live Work Sessions—open lab time you can use to process live documents/transactions.

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

  6. Welcome and Introduction Topics: • Check budget balances • Ledger inquiry • Budget transfers • Budget details

  7. General Terms • The Cost Center ChartField can be accessed by entering the SpeedType. For use with non grant type accounts. • Note:Budget uses only the first 8 digits of the current Define account number. • TheSpeedType is a shortcut for all the information that identifies your departmental funds. • The Project ID ChartField can be accessed by entering the SpeedType. For use with grant and capital project type of accounts. • Note:For grants, enter a “2” then add the first eight digits of the current define number. • Note:For capital projects, enter an “EC” to search. • The Department ChartField allows for grouping of cost centers by units. • Entering the % symbolin one or more fields allows the user to perform a general search in each field.

  8. Define to PeopleSoft Mapping

  9. PeopleSoft Fields

  10. PeopleSoft Fields

  11. Ledger Groups • The available ledger groups are: • Plant – Ledger for Capital Projects. • Grants – Specific for grant purposes. • OPE – Ledger for all other operations.

  12. Checking Budget Balances in Define

  13. Checking Budget Balances in PeopleSoft • This is the GB2 equivalent in PeopleSoft.

  14. Transaction Detail in Define

  15. Transaction Detail in PeopleSoft • This is the GT1 equivalent in PeopleSoft.

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

  17. 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

  18. 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

  19. 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.

  20. 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.

  21. 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.

  22. Checking Budget Balances Process This is the screen of the actual transaction.

  23. Checking Budget Balances using a Ledger Inquiry Set Breadcrumbs Main Menu > Commitment Control > Review Budget Activities > Budget Overview

  24. Using a Ledger Inquiry Set Click Search button.

  25. Using a Ledger Inquiry Set Select the inquiry name of the inquiry set. Ex: DEPT.

  26. Using a Ledger Inquiry Set Select Ledger Inquiry set from the Ledger Group/Set drop-down. Select name of Ledger Inquiry Set. Click on Save to save your search criteria. Click on Search. 4 2 1 3

  27. Using a Ledger Inquiry Set The Budget Overview Results page will be displayed to include multiple ledgers. 1 2 To view budget details for any type of transaction, click on the folders corresponding to that account.

  28. Budget Transfer Process Initiator: Submits Budget Transfer Request Form using interim approval process Green: PeopleSoft Process Approver: Approves using Budget Transfer Request Form Yellow : Interim Approval Process Budget Office approves budget transfer request form. Processor: Receives notification to enter Budget Transfer in PeopleSoft

  29. Interim Approval Process • Enter the information for the Cost center/Project ID to transfer funds from. • Enter the information for the Cost Center/ Project ID to transfer funds to. • Enter Justification. • Click OK to submit for approval. 1 2 Note: Gray areas will be automatically populated. 3 4

  30. Budget Transfer Breadcrumbs Main Menu > Commitment Control > Budget Journals > Enter Budget Transfer

  31. Budget Transfer Main Menu > Commitment Control > Budget Journals > Enter Budget Transfer Click the Add a New Value tab. Click on Find an Existing Value for a saved search. Enter the Business Unit for UTEP – UTEP1. Click the Add button. 1 2 3

  32. Budget Transfer Under the Budget Header tab, enter OPE for the Ledger Group field. For Budget Entry Type, select Transfer Adjustment. For Long Description, explain the purpose of the budget transfer. Click on Save. 1 2 3 4

  33. Budget Transfer 2 1 4 3 In the Budget Lines tab: Enter the SpeedTypeto automatically populate the other chartfields. Select an Account to transfer the budget. Click +to add an additional line. Repeat the above process on line 2.

  34. Budget Transfer 1 2 Scroll across or click to view the other columns. Specify the Amount to debit/credit. Use “–” to reduce the budget.

  35. Budget Transfer Before submitting a budget transfer for approval, do a budget check by selecting Budget Pre-Check from the Process drop-down menu. Click the Process button. Click on Yes to the “Do you want to Budget Check this transaction without posting results?” Message. If there are any errors, click on the Budget Errors tab to view the details of the error. 4 2 1 3

  36. Budget Transfer The Budget Header Status changes to Checked Only.

  37. Budget Transfer In the Budget Header tab, the Budget Header Status is Checked Onlyand is routed to Budget Admin to complete the Budget Transfer.

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

  39. 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

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

  41. Using Budget Details • You can see available balance for cost center. • Click Drill to Activity Log icon to display amounts for each budget activity. • (NOTE): This screen is different from the Budget Overview screen.

  42. Using Budget Details Line item detail similar to GT1 screen Click to see full screen.

  43. Using Budget Details Full screen view

  44. Using Budget Details Click to export data into an Excel spreadsheet.

  45. Using Budget Details Excel Spreadsheet

  46. Budget Management UPK Examples • Budget Management approval process • Initiator: Create budget transfer • Approver: Approve budget transfer • Budget Management in PeopleSoft. • Checking budget balances • Ledger inquiry • Budget transfer • Budget details

  47. Relevant Rules and Regulations Handbook of Operating Policies: HOP 10.7.1 – Account Review Policy - Found under the Financial services section in the Handbook of Operating Procedures. http://admin.utep.edu/LinkClick.aspx?link=docs%2fAccount+Review+Policy.pdf&tabid=71896&mid=163599 UT System: UTS Policy 142.1 – Policy on the Annual Financial Report www.utsystem.edu/bor/procedures/policy/policies/uts142_1.html

  48. Supported Browsers

  49. References • Additional information and resources can be found on the PeopleSoft website. • Job Aids • Power Point slides • Quick Guides • Crosswalk • UPKs http://PeopleSoft.utep.edu

  50. Questions?

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