1. PeopleSoft (PS) Budget Orientation

2. Brought to you by: Office of Finance
Contact us at:
Visit us on the web at:
See our organizational chart at:
All documents can be found at:

3. AGENDA Chart of Accounts (COA) Ways Transactions Can Hit Your Budget
Accounts Payable/Forms
Requisitions/Purchase Orders
P-Card
Recharges
PeopleSoft Financial Tools – myPugetSound
Chartfield Value Lookup
Reviewing Budgets
Wells Fargo P-Card Portal
Temporary Requisition Approver

4. CHART OF ACCOUNTS
Ex: CC4485

5. Chartfield Accounts Lists
Fund
Acct
Dept

6. SpeedChart
Puget Sound uses a “short cut” to three of the Chartfield elements; the fund, the department, and the project codes. This “short cut” is referred to as the SpeedChart.
CC4485
[(Fund). (Dept) (Project)] (Acct) (Chartfield1)
A SpeedChart is six numeric digits long and in most cases, not all, comprised of either;
PPPPPP - the project code (if the your chart of account has a project code); or
FFDDDD - the combination of fund and department

7. WAYS TRANSACTIONS CAN HIT YOUR BUDGET
Accounts Payable (Form)
Procurement Services
Procurement Cards
Recharges
Disbursement Requests:
Requisitions/Purchase Orders:
P-Cards:
Departmental Charges:
Non-PO invoices
Non-PO contracts
Requesting reimbursement
Posts when invoices are received and checks cut
Encumbers budget immediately
Rebates available
Posts when requisition is closed and item is received
Punch-out catalog available for Complete Office and other select vendors for orders over $50 with next-day delivery
VISA credit card for university-related travel and purchases
Reimbursements for tips, tolls, mileage
Posts at the end of the following month
Convenience of on-campus services (postage, catering, van rentals, etc.)
Generally posts at the beginning of the following month
Advance Processing Form:
Request for travel/ expense advance

8. Disbursement Stamp
AP/FORM

9. Disbursement Request Form
AP/FORM

10. Approving A Requisition
Once a requisition is submitted you will receive an similar to below.
REQUISITION
Click link to review/approve.

11. REQUISITION
Requisition information: click “View Line Details” to review

12. Be sure to review accounting
REQUISITION

13. REQUISITION

14. P-CARD Approving P-Cards Using the Wells Fargo P-Card Portal:
Timeframe: approximately the 8-12th of each month
Once the cardholder reconciles their statement, it is available for approval until the deadline (see Statement Cycle Calendar)
Approvers hold a very important role in ensuring that transactions are appropriately coded and no fraudulent activity takes place
P-CARD

15. P-CARD Approving P-Cards Reviewing P-Card Expenses:
Verify the following:
Each transaction is a valid business expense.
Each description adequately describes the business purpose, including, where applicable: who participated, what was discussed or accomplished, the location and the date.
The correct general ledger account code, speedchart and project code (where applicable) have been entered. Check tax notation.
A receipt is attached to the statement for each transaction.
If there are discrepancies, please correct the errors. If you are missing receipts or cannot read them, the cardholder can re-upload receipts.
Review out-of-pocket expenses:
These need to be approved or rejected before the statement can be approved.
Failure to approve the statement by the 12th day of the month will postpone the deposit of any out-of-pocket expenses until the next month.
P-CARD

16. PS FINANCIAL TOOLS
myPugetSound/Financials

17. Chartfield Value Lookup Tool

18. SpeedChart Search

19. Account Search

20. Reviewing Budgets

21. Types of Budgets at Puget Sound
Step 1: Determine which tool to use based on the type of budget you want to view.

22. Step 2: Click SEARCH to see what you have access to

23. Step 3: Click on the Magnify Glass to see detail

24. Error?? If you receive a blank line:
You are using the wrong tool for the type of fund it is. Try another tool; or
You do not have security access to the budget; or
No budget/balance exists based

25. Wells Fargo P-Card Portal
See slide 14 & 15 for more details

26. Temporary Requisition Approver

27. ADDITIONAL RESOURCES Office of Finance: finance@pugetsound.edu
Procurement Office:
Technology Services:
Electronic Version of Handouts: