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Solutions to Support Unlimited Possibilities

Spotlight December 2016


The PeopleSoft team and Financial Affairs continues to improve business practices and provide solutions to help the campus community.  Capping off a busy fall, the implementation of the last Financial Workflow for Travel Authorizations, Expense Reports, and Cash Advances took place on November 1st.  All financial documents are now processed directly in PeopleSoft which streamlines business processes since creation and approvals occur in one system.

A big “Thank You” to everyone involved with the financial documents workflow implementations from the document creators to all approvers.

Please review the Important Announcements below for information regarding the rollout of a SPOC Ticket Customer Satisfaction Survey, updated information on Travel Authorizations, Expense Reports, and Cash Advances as well as with training opportunities, and the Query Corner which provides some additional queries available to campus users.  Also click on the valuable links included in the Spotlight, which will provide pertinent information to aid campus users with other changes and expectations.

Please also read about the Travel and Expense Workflow Delegation Form which starting November 1 provides an option for the Employee Certification approval process to be delegated to another individual in PeopleSoft. 

Important Announcements

SPOC Tickets to generate a Customer Satisfaction Survey


Effective Monday, December 5th, PSSC will implement a Customer Satisfaction Survey when each SPOC Ticket is closed out.  We request your valuable feedback on the service you received using a rating scale plus any comments you wish to provide on the service you received.  This feedback will allow PSSC to continually improve our service to you.

All (FMS) Financial Workflows were implemented November 1, 2016


Travel Authorizations, Expense Reports, and Cash Advances Workflow were implemented on November 1. These were the last of the financial documents scheduled for implementation within PeopleSoft. They eliminated the Interim Workflow Solutions (IWS) Forms. The following is a summary of the latest workflow and important tips to ensure proper routing for each business process.


Travel Authorization Workflow -

  • Workflow for Travel Authorizations provides electronic approvals by the traveler’s supervisor, cost center approvers, Principle Investigator (PI), and project manager (if applicable). 
  • The traveler’s supervisor is determined by the employee’s Primary Job Record in PeopleSoft which utilizes that data to route the Travel Authorizations to the identified supervisor who approves the document.
  • Creators must now “budget check” the Travel Authorization and submit document into workflow.
  • Email Notification - One method of approving the travel authorization comes in the form of an email notification.  At each stage of the workflow, the approver receives an email containing a link to log into PeopleSoft and approve the document.
  • “Worklist” - Another method of approving the document is to log into PeopleSoft and click on “Worklist” located on the upper right side of the screen. 
    worklist menu item
  • If the traveler is also the cost center approver, the document will bypass the individual and route to other approvers.  It is critical to have multiple approvers assigned for each cost center to avoid delays.
  • After all workflow approvals are obtained the Travel Authorization is complete. 
  • Please ensure that all Travel Authorizations have been approved by all parties in a timely manner and prior to any planned trips.

Expense Report Workflow –

  • Workflow for Expense Reports, including business entertainment and out-of-pocket expenses, will enable the traveler to certify the expenses as true and correct.  All budgetary approvals are processed within PeopleSoft. All related receipts and documentation will be attached electronically for easy access and review.  
  • Creators must now “budget check” the Expense Report, attach all scanned documents related to expenses to the PeopleSoft document, and submit into workflow.
  • Email Notification - One method of approving the expense reports comes in the form of an email notification.  At each stage of workflow, the approver receives an email containing a link to log into PeopleSoft and approve the document.
  • “Worklist” - Another method to approve the document is to log into PeopleSoft and click on “Worklist” located on the upper right side of the screen.
    worklist menu item
  • If the traveler is also the cost center approver, the document will bypass the individual and route to other approvers.  It is critical to have multiple approvers assigned for each cost center to avoid delays.
  • After employee certification and cost center/project ID approval, the Expense Report will route to Disbursements and Travel Office for review and completion.
  • Please ensure that all Expense Reports have been certified by the traveler, approved by the remaining approvers, and submitted to DTS for payment in a timely manner.

Cash Advance Workflow –

  • Workflow for Cash Advances will provide the recipient of a cash advance with a single approval process.  It routes the cash advance to the employee for certification, then to the employee’s supervisor for approval before routing to DTS for completion.   
  • Creators will save and submit the document into workflow.
  • Email Notification - One method of approving a cash advance comes in the form of an email notification.  At each stage of workflow, the employee and approver receives an email containing a link to log into PeopleSoft and approve the document.
  • “Worklist” - Another method to approve the document is to log into PeopleSoft and click on “Worklist” located on the upper right side of the screen.
    worklist menu item
  • After employee certification is completed, the cash advance routes to the recipients supervisor and then to the Disbursements and Travel Office for review and completion

Training Available – Travel Authorizations and Expense Reports


An on-line training course (Travel Authorization and Expense Reports) is now available for both creators and approvers (www.training.utsa.edu).  The on-line training is critical to understanding the new travel policies and procedures implemented on November 1. **

  • Select Online Training
  • Select UTShare PS0307 – Travel Authorization Workflow **
  • Select UTShare PS0308 – Expense Report Workflow**

In-person training also available through HR Training (www.training.utsa.edu)

  • Enroll – PS0310 – Travel Reimbursement process
  • Enroll – PS0309 – Travel Advance Process

Travel and Expense Workflow Delegation

  • Traveler/employee will have the option to delegate the “Employee Certification” in PeopleSoft to another department employee.  (The delegation cannot be the creator of the document) 
  • If traveler/employee decides to delegate the “Employee Certification” for approval within PeopleSoft, the Travel Reimbursement Form (TRS) is required and must be signed by the traveler/employee for each trip to document the traveler’s expense certification.
  • A SPOC ticket is created and submitted with the completed Travel & Expense Workflow Delegation Form attached.

Query Corner - Helpful queries available for PeopleSoft users


This section is dedicated to providing helpful queries that will aid users in retrieving pertinent information and additional detail.  This month’s query selection was recently added to PeopleSoft Production and is available to department users with Query Viewer access.
Results of this query will provide a summary total for each cost center or Project ID affiliated with the DEPTID criteria and contains the following details:

  • Budget, Pre-Encumbrance, Encumbrance, Expenses, Budget Balance, Revenue – Budget Balance, Revenue – Budgeted, Revenue – Collected, and Revenue – Recognized  for each cost center or Project ID.

QUERY NAME

QUERY DESCRIPTION

UTS_KK_ACTIVITY_BY_DEPT

Commitment Control Activity by Department

If you are unable to navigate to Query Viewer from the Main Menu or run a query, and receive an error message, your PeopleSoft access to run queries may need to be updated.  Please contact the PeopleSoft Support and Sustainment Center by calling SPOC at ext. 7762. 

How to Update Approvers for PeopleSoft Workflow


Now that PeopleSoft Workflow has been fully implemented for all financial documents, it is important to review and make updates for each Cost Center, Capital Projects, and Project ID approvers as soon as possible.  This will help ensure that document workflow will route documents to the appropriate approvers and not delay any approvals.  If you need to update your approver information, please complete the UTSA UTShare Departmental User Access Form and submit a SPOC Ticket with attached authorized form.

  • Form allows the “add” or “removal” of individuals for cost centers or Capital Projects approval due to a change in budget authorization for the electronic documents in PeopleSoft.
  • To change an approver for Project ID’s (grants), the departments would contact their Research Service Center grants representative. 
  • Update an individual who may no longer need budget authority approval or who has transferred to another department within the university. 

PeopleSoft Support & Sustainment Center (PSSC) Help Desk

Help Desk staff strive to respond to both SPOC tickets and calls within a reasonable timeframe as those requests are very important to everyone.  Some tickets and phone calls require follow-up with Back Office staff in order to provide the most accurate and complete response to the question asked.  

Hours of Operation:

  • Support hours: Monday – Friday 8 am – 5 pm, except on University Holidays.

Need Help?

  • Reference the PSSC Knowledgebase

Reference the PSSC knowledgebase before submitting a SPOC ticket; valuable information and answers are available at your fingertips.
http://hrsupport.utsa.edu/support/index.php?/SPOC/Knowledgebase

  • Contact UTSA’s PeopleSoft Support Team

Submit a SPOC ticket (one question per ticket) or,

Call the PSSC at 458-SPOC (7762)

SPOC

For policy specific or business process related questions,
contact the Human Resource, Financial Affairs, or Purchasing departments.



Learn More about UTShare/PeopleSoft


 


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