PeopleSoft V8 Workshop and Year End Planning

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PeopleSoft V8 Workshop and Year End Planning
Augusta State University Special Projects
Office Spring 2008
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Disclaimer

• We do not have all the answers (yet)
• But we will track them down for you

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• What
• do you hate
• about Peoplesoft?

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Agenda

• Upgrade
• Expenses a simpler way to process Travel
• eProcurement
• Decisions to be made by the departments
• YearEnd

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Timeline for upgrade
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Miscellaneous Changes

• Web-based (like last years Banner upgrade)
• But very different look easier to navigate
• Uses At Your Service

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Training on Campus

• Mandatory
• Computer-based training provided by OIIT(called
  UPK)
• There may be some workshops

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Computer-based trainingUPK User Productivity
Kit

• Available through GaView(aka Vista, or Web-CT)
• Provided by the Board of Regents
• See It! Mode
• Provides simulated instruction.
• Try It! Mode
• Provides interactive practice to reinforce
  learning.
• Do It! Mode
• Allows you to step through the business process
  visually as you work in the PSFIN V8 environment
  (when available). Do It! mode is great for
  real-time recall of the steps to take to complete
  the Business Process.

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Peoplesoft V8 Expenses

• Employees are no longer vendors, Expenses uses
  Peoplesoft Human Resources Management
  System(HRMS).
• Travel authorizations will encumber funds
• Travel locations and per diem (meal allowances)
  will be downloaded into a table for verification
  of requested meal reimbursements
• Workflow driven approvals

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Expenses a New Module

• The Expense Module allows employees to input
  their own travel and miscellaneous
  reimbursements. They can then inquire on the
  status of approval or payment.
• Miscellaneous reimbursements currently FSA (Flex
  Spending Accounts)

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Entering Travel

• Enter a travel authorization
• Approve an travel authorization expense report
• Travel
• Enter a travel expense report
• Approve a travel expense report

Demonstration
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Faculty/staff can delegate authority to create
expenses
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At Your Service with expenses
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Expense menu
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Travel Authorization before the trip
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Processing Travel Authorizations

• Things to Remember
• Travel authorizations are budget checked
• Travel authorizations may be canceled by user if
  approved but not associated with an expense
  report
• Travel authorizations may be deleted if they have
  not been budget checked
• Warning Cannot be entered after the trip!!!

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Processing Expense Reports

• What is an Expense Report?
• An approval document related to an employees
  past travel on official business, based on
  Statewide Travel Regulations, State of Georgia
  (www.sao.georgia.gov), covering
• Travel Location(s)
• Business Purpose
• Reimbursement Amounts
• Travel Dates
• Mode of Transportation
• Use of Agency- or Institution-Owned Vehicles,
  Personal Vehicles, etc.

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Creating an Expense Report from a Travel
Authorization
Since you already entered your anticipated
expenses on a Travel Authorization before you
traveled, you simply choose which travel
authorization to apply to your current expense
report.
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Your approved travel authorization information is
automatically populated you may proceed to
update the information with your actual expenses
for the trip.
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(No Transcript)
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Your Travel Authorization has been applied!
The amount owed to the employee has been
calculated!
You are ready to Submit your completed Expense
Report!
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Approvals for Expense Reports
Department Manager 2 (optional)
Project Manager (optional)
Department Manager 1 (required)
Reviewer (optional)
Real-Time Document Routing
AP Auditor (required)
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Approvals for Expense Reports

• Transactions are routed instantly to the
  Travelers Department Manager (1st Approval
  Level)
• A Traveler can view the actions taken on his/her
  expense report at any time

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An Approver can click directly on the text to
open an Expense Report
Transactions that need approval are displayed in
an Approvers Worklist
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An Approver has four approval options for any
transaction
Send Back
Approve
Place on Hold
Deny
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Real-Time Document Tracking
Travelers, Approvers, Auditors, Administrators
can see when an Approval Action was taken.
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Employees can view their Expense Transaction
History at any time
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Processing Expense Reports - Recap

• Things to Remember
• Expense Reports may be entered, submitted, budget
  checked and approved on or after the date of
  travel
• Expense Reports may be entered by the Traveler or
  his/her Delegate (defined on the EX Authorized
  User page)
• Expense Reports are routed to Department Manager
  1 2, Project Manager (where appropriate),
  Reviewer and AP Auditor Approvers
• AP Auditors also verify the receipts

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Processing Expense Reports - Recap

• Things to Remember
• Users may cancel and delete their own Expense
  Reports
• Expense Reports may also be cancelled and deleted
  by the Expense Administrator
• Accounts used for Expense Reports default from
  the Expense Type Group or the Expense Type (may
  be updated during data entry)
• Other Chart fields used for Expense Reports
  default from the User Profile gt Organizational
  Data gt GL Default Chart Fields

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FSA Flex Spending Accounts

• Employees who withhold wages from their salary,
  which are deposited in a flexible spending
  account (FSA) employees who request periodic
  reimbursements from their FSA for medical and
  dependent care expenditures
• FSA is processed the same as travel
• At Your Service
• Faculty/staff can delegate authority for expenses
  but still do their own FSA expense reports

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Cool Things about Expenses

• Georgia and Non-Georgia Locations
• Meal allowances are loaded into the system!!!
• Mileage rates in database and date of trip
  determines the rate
• Accounts used for Travel default from the Expense
  Type Group or the Expense Type (may be updated
  during data entry)
• Other Chart fields used for Travel default from
  the User Profile gt Organizational Data gt GL
  Default Chart Fields
• Don t have to do the Travel Expense Request and
  Report (paper forms)

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FAQs

• Will faculty and staff have to complete their own
  expense reports?
• That will be dependent on the department. The
  system is setup so each employee does their own
  expense reports.

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FAQ

• faculty/staff delegating expense authority in the
  new Peoplesoft
• Faculty/staff can go into At Your Service and
  delegate one or more people to do expenses.
• They delegate expenses but can still enter their
  own.  So they can enter their own flex spending
  and other staff can enter their travel

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And another FAQ

• Will we have to get signed approvals from
  department managers?
• No! The Department of Audits and Accounts has
  agreed to allow online approval of expense
  reports to satisfy audit requirementsand its
  all online!

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Last FAQ.

• What happens if an approver is out of the office?
• Approvers can re-assign their work to another
  authorized approver for any period of time.

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eProcurement Overview Creating Submitting
Requisitions

• Similar to current system but a little easier
• Format allows quick entry of commonly purchased
  items
• Requesters will be able to more easily inquire on
  the approval status of their requisitions and its
  subsequent sourcing to the vendor.
• Requesters receive email notification when their
  requisitions are approved or denied

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ePro Main Menu
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ePro Requisition Creation Choices
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Create Requisition
1st 25 letters of description will appear on
Inventory Reports
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ePro Manage Requisitions
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ePro Workflow Basics

• ePro Workflow Routing Approval Levels
• Step 1 - Department Manager (Required)
• Step 2 - Project Manager (Projects/Grants only)
• Routing Based on the Department and Project
• chart fields on the Distribution Line
• Ad Hoc Approver can be routed to any user with
  ad hoc approver role
• Ad Hoc Reviewer can be routed to any user with
  ad hoc approver role

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eProcurement Overview Additional Workflow
Information

• Approval notifications are routed via the
  Worklist as well as emails
• Approvers have the ability to select an alternate
  user for short durations of time via My System
  Profile
• Approvers and Reviewers can be inserted into the
  Approval/Review process
• Any changes to the amount or chartfields will
  initiate the approval process again
• In order to reject a requisition, the approver
  must indicate reason for rejection in the
  requisition approval comments section.

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Using the Worklist
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Department Manager Routing- they will approve
the req
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Approval Confirmation
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Usernames

• At Your Service usernames who picks them?
• Peoplesoft usernames what are they?
• They will have to match!!!
• If you have not registered for At Your Service
  please do so with your Peoplesoft username
• If they do not match
• We are created a business process to change them
• Would you rather we delete them and have you
  re-create them or would you rather we delete and
  re-create them?

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HOMEWORKWhat YOU have to do now!

• As a dept
• Decide if you are going to have the travellers
  process their own travel on At Your Service
• Decide who will approve travel expenses (may be
  the same person who approves flex spending)
• Decide who will approve ePro - reqs they will
  be listed as the manager of the dept
• Let Mary F-L know what your dept decides

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New info since April 8th Workshop

• All in process POs and Reqs will be closed by the
  upgrade.
• Valid open POs and Reqs will need to be re-keyed
  following cut over.

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Put another way..

• Prior to 8.9 cut over, ALL Reqs, POs, Receivers,
  PO Vouchers and PO related Asset transactions
  will need to be processed, finalized, closed, etc

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Questions before Year end review?
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May 16, 2008 430 pmRequisition Deadline

• All requisitions must be
• Created
• Approved
• Budget checked
• If they have not been approved and budget checked
  by this date, it does not reserve the money.
  Remaining departmental funds become part of ASUs
  general fund and you will have to delete the
  requisition
• If you have an emergency after May 16th, you must
  get permission from Dan Whitfield before spending
  any more FY08 funds.

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Other deadlines

• Purchasing Card May 16, 2008
• Telecomm work orders May 9, 2008
• Petty cash June 6, 2008
• Postage June 6, 2008
• Copy Center June 4, 2008
• ASU Central Supply, Library, Media Center,
  Bookstore June 4, 2008

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Managing Current Requisitions

• Submit as early as possible
• Approve and budget check
• Requisitions that you do not want
• Delete if it has not been budget checked
• Trash can on Requisition header comments panel
• Request it be cancelled to appropriate buyer via
  email (must be both approved and budget checked)

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P-Card

• Spend early on P-Card transactions
• Before using your P-Card
• Check your budget for available money
• Remember some expenditures take a few days - one
  month to process Central Supply, Bookstore,
  Media Services
• Purchases applied to statement after May 16
  should be on an emergency basis and will be
  charged to your FY09 budget

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Preencumbrances and Encumbrances

• Use your budget reports to ensure that you have
  preencumbrances for all outstanding reqs.
• Liquidated pre-encumbrances for all
  requisitions after PO has been created
• Liquidated encumbrances after check has been
  cut
• Problems contact the buyer ASAP!!!!

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Entering YearEnd Requisitions

• Create requisition when authorized by
• Dan Whitfield
• Lisa Webb in the Vice Presidents of Business
  Services Office
• Projects Office notified by Dan or Lisa to open
  access to Reqs for departmental user
• For Buyer, you must choose Year End Buyer
• User notifies Lisa via email when the requisition
  is ready to be approved.