Budget Management

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Welcome to Training!• Why PeopleSoft?

– 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

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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.

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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.

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Define-PeopleSoft Account Conversion

Go to: peoplesoft.utep.edu

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Welcome and Introduction

Topics:

– Check budget balances

– Ledger inquiry

– Budget transfers

– Budget details

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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.

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Define to PeopleSoft Mapping ChartField Business

Unit(General Ledger)

Account Department

Cost Center Fund Function Business Unit

(Project Costing)

Project ID Activity ID

Definition Specifies the UT

Institution

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)

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UT El Paso

Object Code

Unit Code Budget Group (Account Number)

100 = E&G160 = Designated200 = Federal 300 = State 380 = Local400 = Private

Same as above, but separate

fields

No equivalent in

Define

Budget Group

Somewhat equivalent to sub-account

in Plant Funds

Example 1Sponsored

/Capital Project

UTEP1UTEP GL

BU

50101Salary/

Wages – Faculty

801600Student Health Services

 

N/A 5100Fed Sponsored

Programs

200Research

UTESPUTEP

Sponsored Programs

226020354A

UTEP Sponsored Project ID

1UTEP Activity

ID

Example 2Non-Project

Activity

UTEP1UTEP GL

BU 

63003Office

Supplies

303700Planning and Construction

14609300Planning and Construction

2100General State

Appropriation

800Operation

and Maintenance

of Plant

 N/A

 N/A

 N/A

PeopleSoft FieldsCROSSWALK

PeopleSoft Define

Business Unit (UTEP1) Component (2 UT El Paso)

Account (63003) Object Code (1401)

Department (320102) Unit Code (0234000)

Cost Center (19020608)

Budget Group (19-0206-08)

Fund (3100) Fund Group (160)

Function (700) NACUBO Code (20)

Project ID Budget Group9

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PeopleSoft FieldsFUND (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 Transfers18 - Service Centers 3200 Net Service Departments19 - Designated Funds 3100 Organized Ed Activities 3105 Designated Tuition26 - Grants & Contracts 5100 Federal Sponsored Programs 5200 State Sponsored Programs 5300 Local Sponsored Programs 5400 Private Sponsored Programs29 - 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 Activities30 - Restricted Gifts 5500 Gift and Other 5600 Gift for Endowment36 - Plant Funds 7100 Generic Plant Fund 7101 Permanent Univ Fund Bond 7102 Revenue Financing Bond 7104 Other Sources 7108 Private Gifts 710G Federal Grants41— 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 Salaries

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)

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Ledger Groups

• The available ledger groups are: Plant – Ledger for Capital Projects. Grants – Specific for grant purposes. OPE – Ledger for all other operations.

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Checking Budget Balances in Define

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Checking Budget Balances in PeopleSoft• This is the GB2 equivalent in

PeopleSoft.

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Transaction Detail in Define

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Transaction Detail in PeopleSoft

• This is the GT1 equivalent in PeopleSoft.

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Checking Budget BalancesBreadcrumbs

Main Menu > Commitment Control > Review Budget Activities > Budget Overview

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Checking Budget Balances ProcessMain Menu > Commitment Control > Review Budget Activities > Budgets Overview

1. Click the Add a New Value tab to add a new Inquiry. Use the Find an Existing Value tab to review a saved inquiry.

2. Enter an Inquiry Name.3. Click the Add button.

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Checking Budget Balances Process1 2

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1. Select Ledger Group from the drop down for Ledger Group/Set field.

2. Look up the Ledger Group using .

3. Enter the ChartField criteria for any ChartField.

4. Click the Save button to save your search criteria.

5. Click the Search button.

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Checking Budget Balances Process

To view budget details for any type of transaction, click on the folders corresponding to that account.

Similar to the GB2 screen in PeopleSoft.

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Checking Budget Balances Process

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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.

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Checking Budget Balances Process

Under Activity Log, scroll across to view amounts for each budget activity.1. Provides a summary of the transactional ledger data. 2. This takes you to the actual transaction.

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Similar to the GT1 screen in PeopleSoft

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Checking Budget Balances Process

1. This is the screen of the actual transaction.

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Checking Budget Balances using a Ledger Inquiry Set

Breadcrumbs

Main Menu > Commitment Control > Review Budget Activities > Budget Overview

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Using a Ledger Inquiry Set

Click Search button.

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Using a Ledger Inquiry Set

Select the inquiry name of the inquiry set. Ex: DEPT.

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Using a Ledger Inquiry Set1. Select Ledger Inquiry set from the Ledger

Group/Set drop-down.2. Select name of Ledger Inquiry Set.3. Click on Save to save your search criteria.4. Click on Search.

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1. The Budget Overview Results page will be displayed to include multiple ledgers.

2. To view budget details for any type of transaction, click on the folders corresponding to that account.

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Using a Ledger Inquiry Set

Budget Transfer Process

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Initiator: Submits Budget Transfer Request Form using

interim approval process

Approver: Approves using Budget Transfer Request

Form

Processor: Receives notification to enter Budget

Transfer in PeopleSoft

Green: PeopleSoft Process

Yellow : Interim Approval Process

Budget Office approves budget transfer request

form.

Interim Approval Process

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1. Enter the information for the Cost center/Project ID to transfer funds from.

2. Enter the information for the Cost Center/ Project ID to transfer funds to.

3. Enter Justification.4. Click OK to submit for approval.

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Note: Gray areas will be automatically populated.

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Budget TransferBreadcrumbs

Main Menu > Commitment Control > Budget Journals > Enter Budget Transfer

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Budget TransferMain Menu > Commitment Control > Budget Journals > Enter Budget Transfer

1. Click the Add a New Value tab. Click on Find an Existing Value for a saved search.

2. Enter the Business Unit for UTEP – UTEP1.3. Click the Add button.2

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Budget Transfer

1. Under the Budget Header tab, enter OPE for the Ledger Group field.

2. For Budget Entry Type, select Transfer Adjustment.

3. For Long Description, explain the purpose of the budget transfer.

4. Click on Save.

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Budget Transfer

In the Budget Lines tab:1. Enter the SpeedType to automatically

populate the other chartfields.2. Select an Account to transfer the budget.3. Click + to add an additional line.4. Repeat the above process on line 2.

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Budget Transfer

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1. Scroll across or click to view the other columns.

2. Specify the Amount to debit/credit. Use “–” to reduce the budget.

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Budget Transfer1. Before submitting a budget transfer for approval, do a

budget check by selecting Budget Pre-Check from the Process drop-down menu.

2. Click the Process button.3. Click on Yes to the “Do you want to Budget Check this

transaction without posting results?” Message.4. If there are any errors, click on the Budget Errors tab

to view the details of the error.

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Budget TransferThe Budget Header Status changes to Checked Only.

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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.

Using Budget Details

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Main Menu > Commitment Control > Review Budget Activities > Budget Details

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Using Budget Details

1. Enter Business Unit for UTEP – UTEP1.2. Enter Ledger Group – OPE.3. You can search by any chartfield criteria.4. Click on the icon to look up the

information. 5. Click the Search button.5

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Using Budget Details

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A4000 - All Budgetary accounts for operating expenses.

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.

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Using Budget Details

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Line item detail similar to GT1 screen

Click to see full screen.

Using Budget Details

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Full screen view

Using Budget Details

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Click to export data into an Excel spreadsheet.

Using Budget Details

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Excel Spreadsheet

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Budget Management UPK Examples

• Budget Management approval processa) Initiator: Create budget transferb) Approver: Approve budget transfer

• Budget Management in PeopleSoft.a) Checking budget balancesb) Ledger inquiryc) Budget transferd) Budget details

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Relevant Rules and RegulationsHandbook of Operating Policies:HOP 10.7.1 – Account Review Policy - Found under the Financial services

section in the Handbook of Operating Procedures.http://

admin.utep.edu/LinkClick.aspx?link=docs%2fAccount+Review+Policy.pdf&tabid=71896&mid=163599

UT System:UTS Policy 142.1 – Policy on the Annual Financial Reportwww.utsystem.edu/bor/procedures/policy/policies/uts142_1.html

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Supported Browsers

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References• Additional information and resources can be

found on the PeopleSoft website.

Job AidsPower Point slidesQuick GuidesCrosswalkUPKs

http://PeopleSoft.utep.edu

Questions?

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Thank You!

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