PEOPLESOFT 101 October 27, 2014

INTRODUCTION The detailed business process for reconciling/approving PCard transactions (including uploading documentation) can be found at the following website: o

THE BASICS Cardholder (Reconciler) makes purchase Transactions are loaded daily to PeopleSoft Financials Reconcilers reconcile previous month’s transactions in PeopleSoft Financials by the 3 rd of the following month Approvers approve previous month’s transactions in PeopleSoft Financials by the 5 th of the following month. Post-payment process runs every Friday. This closes any approved transactions. Final Post-payment process is run on the 6 th of the following month. If any of these dates fall on a weekend or a holiday, that date is extended to the following business day.

SEARCHING FOR TRANSACTIONS As an Approver, clicking search on the Reconcile Statement Search page will return all transactions of users that they are an approver for and that are not in a Closed status o If the approver is also a reconciler, their transactions will also be returned. Their transactions with an Approved Status will be read only As a Reconciler, clicking search on the Reconcile Statement Search page will return all of their transactions that are not in a Closed status o Transactions with an Approved status will be read only o Reconcilers/Approvers can search for closed transactions by changing the Statement Status field on the Search page to Closed.

VERIFY THE TRANSACTION (RECONCILER’S RESPONSIBILITY) AT A MINIMUM, THE RECONCILER MUST: o Compare the vendor invoice to the corresponding statement transaction line in PeopleSoft Financials. o If the transaction is correct, change the Status to Verified and save the changes.  If the transaction is incorrect, contact the vendor for appropriate correction and work with the Approver to record appropriate comments in PeopleSoft Financials. The transaction must still be changed to verified. Individual Department’s can decide what portion of the next steps, if any, the reconciler must do.

ADDITIONAL STEPS Enter the item’s description in the description field on the billing tab o This answers the question of: what was purchased? Enter the Public Purpose on the Public Purpose page o This answers the questions of: why was this purchased and what benefit does it bring the University? Upload the backup documentation (receipt, food form, etc) into OnBase by clicking the Documentation button on Public Purpose page. If the transaction is travel related, enter in traveler information on the Travel Info page.

OTHER STEPS THAT MAY NOT ALWAYS APPLY If the transaction needs to be moved from the default department id, change this on the Account Distribution page o You will have to make the change to the “Speedchart” field which will then update the Department ID and Fund. o Speedcharts are assigned to each cardholder individually. If you don’t see the correct speedchart listed, please send an with the Cardholder and the Speedchart to In order to split the funding between 2 or more department id’s, you must use the split line functionality and then change the information as in the step above. Add Use Tax to the transaction, if applicable, by selecting the appropriate line then clicking the Purchase Details link and then Sales/Use Tax link. NOTE: You must calculate the Use Tax amount manually and enter in the number. The percentage calculation does not work.

APPROVING THE TRANSACTION (APPROVER’S RESPONSIBILITY) If there is a Violation on the transaction, the Approver will check the Notice of Violation box and select the type of violation that occurred. Approver will forward the completed Notice of Violation form to Contracting and Purchasing Services. The Approver will review the invoice and ensure the Reconciler verified the transaction and added the required information. The Approver will then add any other required information and Approve the transaction by: Changing the status to Approved Clicking Run Budget Validation on Save Clicking Save

IMPORTANT CONSIDERATIONS After making changes to the transaction(s), the reconciler/approver must save those changes by clicking the save button at the bottom of the page. Otherwise, their changes will be lost If you have a transaction that has a budget status of anything but Valid, you must work with the appropriate representative to get it corrected: o State/Local Dept ID: Budget Office Representative o Grant Account: Post Award Representative With transactions being loaded daily into PeopleSoft Financials, it is important to consider that the reconciliation no longer has to be a monthly process. Instead, transactions can be verified, approved, and document uploaded on a continuous basis o This will help alleviate the workload that has to be done at the end of the month (particularly with the compressed timeline of having everything done by the 5 th )

CONCLUSION The detailed business process for reconciling/approving PCard transactions (including uploading documentation) can be found at the following website: o o Any questions on the process, contact