1. Budget Management

2. Welcome to Training! Why PeopleSoft? What’s Your Part?
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.
The SpeedType 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 % symbol in one or more fields allows the user to perform a general search in each field.
Should a department manager forget their cost center number, they may do a search by their department name, the first letter of their department name or use an assigned acronym if applicable.

8. Define to PeopleSoft Mapping
ChartField
Business Unit
(General Ledger)
Account
Department
Cost Center
Fund
Function
(Project
Costing)
Project ID
Activity ID
Definition
Specifies the UT Institutio n
Nature of transaction
Organization structure Identifier
Designates non- sponsored or non-plant fund
Source of funds
NACUBO and A-21 Element
Designates sponsored research or plant fund
Specific sponsored research or plant fund project
Specific tasks in a project
*DEFINE Equivalent
(Component) 2
UT El Paso
Object Code
Unit Code
Budget Group (Account Number)
100 = E&G
160 = Designated
200 = Federal
300 = State
380 = Local
400 = Private
Same as above, but separate fields
No equivalent in Define
Budget Group
Somewhat equivalent to sub-account in Plant Funds
Example 1
Sponsored /Capital Project
UTEP1
UTEP GL BU
50101
Salary/Wages – Faculty
801600
Student Health
Services
N/A
5100
Fed Sponsored Programs
200
Research
UTESP
UTEP Sponsored Programs A
UTEP Sponsored Project ID 1
UTEP Activity ID
Example 2
Non-Project Activity
63003
Office Supplies
303700
Planning and Construction
2100
General State Appropriation
800
Operation and Maintenance of Plant
Speedchart is used as supply chain (requisitions, purchase orders and A/P vouchers). Speedtype is used in general ledger. Cost center is the same as SpeedChart/SpeedType.

9. PeopleSoft Fields Crosswalk PeopleSoft Define Business Unit (UTEP1)
Component (2 UT El Paso)
Account (63003)
Object Code (1401)
Department (320102)
Unit Code ( )
Cost Center ( )
Budget Group ( )
Fund (3100)
Fund Group (160)
Function (700)
NACUBO Code (20)
Project ID
Budget Group

10. PeopleSoft Fields PEOPLESOFT BUDGETS RELATED DEFINE SUBS DESCRIPTION
Fund (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 Transfers
18 - Service Centers
3200
Net Service Departments
19 - Designated Funds
3100
Organized Ed Activities
3105
Designated Tuition
26 - Grants & Contracts
5100
Federal Sponsored Programs
5200
State Sponsored Programs
5300
Local Sponsored Programs
5400
Private Sponsored Programs
29 - 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 Activities
30 - Restricted Gifts
5500
Gift and Other
5600
Gift for Endowment
36 - Plant Funds
7100
Generic Plant Fund
7101
Permanent Univ Fund Bond
7102
Revenue Financing Bond
7104
Other Sources
7108
Private Gifts
710G
Federal Grants
41— 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
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)

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 Process5 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 Process1
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 1 2
Under Activity Log, scroll across to view 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 1 2 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
Budget Transfers are processed for adjustments to accounts within the same ledger. These budget transfers will have electronic workflow. 3 4

33. Budget Transfer In the Budget Lines tab:1 2 4 3
In the Budget Lines tab:
Enter the SpeedType to 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 Scroll across or click to view the other columns.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 Only and 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
A 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 – Account Review Policy - Found under the Financial services section in the Handbook of Operating Procedures.
UT System:
UTS Policy – Policy on the Annual Financial Report

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

50. Questions?

51. Thank You!