2. PeopleSoft (PS) Budget Orientation Training

3. Brought to you by: Office of Finance  Contact us at: Finance@pugetsound.edu  Visit us on the web at: http://www.pugetsound.edu/about/offices-services/office-of-finance/  See our organizational chart at: http://www.pugetsound.edu/files/resources/org_chart_finance-7.pdf  All documents can be found at: http://www.pugetsound.edu/about/offices-services/office-of-finance/budget- administration/budget-administration-reference-materials-and-training/

4. AGENDA Chart of Accounts (COA) Coding Transactions PeopleSoft Financial Tools – myPugetSound Managing Requisitions – entering/approving Reviewing Budgets Financial Tools – Beyond the Basics Additional Resources P-Card Orientation

5. CHART OF ACCOUNTS Ex: 19.8200.192019.91231.CC4485

6. Chartfield Accounts Overview

7. 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. 19.8200.192019.91231.CC4485 [(Fund). (Dept). (Project)]. (Acct). (Chartfield1) A SpeedChart is six numeric digits long and in most cases, not all, comprised of either; 1.PPPPPP - the project code (if the your chart of account has a project code); or 2.FFDDDD - the combination of fund and department

8. Why do I need to know the Chart of Accounts? CODING TRANSACTIONS High level overview of payment cycle

9. Non-PO Payments – required accounts PS SpeedChart (combination of fund, dept, project) PS Account o PS Chartfield1, if applicable 19.8200.192019.91231.CC4485 COA Reminder:

10. Non-PO Forms to submit for payment P-Card Wells Fargo credit card for university-related purchase & travel. P-Card Wells Fargo credit card for university-related purchase & travel.

11. Disbursement Stamp Instructions Stamp and fill in accounting information

12. Disbursement Stamp Instructions Stamp and fill in accounting information  Do not use disbursement or date stamps on the vendor remittance copies and/or coupons. They need to be returned to the vendor with payment to ensure correct payment processing by the vendor

13. Disbursement Stamp Instructions

14. Disbursement Request Form Instructions Download Disbursement Request Form Time saving tip: the form opens in Excel. You can save the forms on your local or share drive, by using the “File>Save As” command. This will allow you to fill in and save information that will be the same each time you complete the form.

15. Disbursement Request Form Instructions

16. Attach original receipts or other supporting documentation as applicable. If helpful to you in organizing your receipts, complete and attach the optional Travel Expense Form (Summary). Obtain approval by the budget manager or someone with disbursement authority.

17. Advance Processing Form Instructions

18. Where to send your completed forms Send approved form with required accounting information to: Or deliver to Jones Hall Room 018. Accounts Payable (Jones 018) Monday – Friday, 8 am – 5 pm, except university holidays

19. PS FINANCIAL TOOLS myPugetSound/Financials

20. Chartfield Value Lookup Tool

21. SpeedChart Search

22. Account Search

23. Chartfield1 Search

24. How to code the disbursement

25. MANAGING REQUISITIONS entering/approving

26. Life of a Requisition RequisitionPO Voucher  Requisition  Purchase Order  Voucher/Invoice/Receiving

27. Entering A Requisition To begin, click on “Create New Requisition”. Do not test in PS Production (FN91PRD) as you cannot delete a saved requisition. To test, please use PS Test (FN91TST).

28. Enter “Requisition Name:” Click “Special Request” then “Special Item”. Enter item information.

29. Enter item information (use magnifying glass to assist).

30. When complete review and verify chart of accounts used. When finished be sure to “Check Budget” & “Save & Submit.

31. Confirmation For more on how to complete requisitions see our website or contact procurement. Contact information can be found at the end of this document.

32. Approving A Requisition Once submitted your will receive an email similar to below. Click link to review/approve.

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

34. Be sure to review accounting

36. After Requisition Approval For questions or assistance with your requisition please contact procurement at: procurement@pugetsound.edu

37. REVIEWING BUDGETS

38. Types of Budgets at Puget Sound

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

43. FINANCIAL TOOLS Beyond the Basics Tips Tricks Things you should know

44. Exporting Budget Results to Excel Select the Download link on the grid

45. Exporting Budget Results to Excel When browser display the popup dialog box to ask you what to do, select Open with MS Excel, and click OK

46. Exporting Budget Results to Excel If MS Excel displays this warning message about file extension, allow it to open by clicking on the Yes button

47. Want to Explore the full PS Financials Module? To find these tools and more, click on PeopleSoft Financials and explore the full financials system.

48. All of these tools can be found: Email finance@pugetsound.edu for additional training

49. ADDITIONAL RESOURCES Office of Finance: finance@pugetsound.edu Procurement Office: procurement@pugetsound.edu Technology Services: servicedesk@pugetsound.edu Electronic Version of Handouts: http://www.pugetsound.edu/about/offices-services/office-of- finance/budget-administration/budget-administration-reference- materials-and-training/

50. Questions?

51. P-CARD ORIENTATION