Finance - FAQs
Wait for an email stating the month has officially closed to start reconciling.
No, please use Budget Overview to reconcile Encumbrances. Follow the navigation: Employee Self Service-> Accounting & Financial Reports-> Budgets Overview. Click on the hyperlink of Encumbrance amount you wish to begin reconciling.
If you are missing any of the three output results try to run it again. Give it about an hour and if you are still missing any of the reports submit a help desk ticket. Please include the instance number and the Cost Center or Project ID.
Yes, Account Reconciliation may be used to reconcile Expenses and/or Revenues.
By running the UTE_CostCenter_Recon_Final1 query, you will be able to get more information to help you identify what the journal line is referring to. When you run the query you will need to enter the Fiscal Year, Accounting Period, and Cost Center. Populate remaining fields with “%” sign. When the excel file opens up look at columns E and J, these two columns will give you the journal ID number and description.
No, it will give you all the information at once. This is why we suggest the best way to run the report is by Cost Center or Project ID.
The report will stay there for 2 weeks.
No, the reports will drop off at the end of the 2 weeks.
You will have to run the report again. Remember the reports will stay for only 2 weeks on the My Reports section of your PeopleSoft Homepage.
Yes. This will provide the GL Accounts and separate the Budget Accounts in tabs.
Yes, especially if you have many Cost Centers or Project IDs to reconcile. This may be a way to help you keep track of each one and set the template specifically to each one.
You have the option to format your page. Formatting allows you to keep and see only what you need and want to see.
These are interdepartmental transactions being charged to your department. To learn more about the transactions, run the UTE_DEPT_RECON_IDT_COSTCTR query in Query Viewer under the Financials tab in PeopleSoft.
Travel and Expense
Select “Paid by Employee.” This is the Payment Type you will use for any type of traveler.
The Travel Office will process the travel advance.
Enter per diem amounts or estimated amounts for meals, lodging and/or car rental.
It is not recommended for TAs because not all of your encumbered line may be cleared when the expense is reimbursed. For reimbursements, click the plus (+) to add more lines. Only use one line item when creating a Travel Authorization.
Yes; you can request the current approver to send back the form. After you have received the form make the necessary modifications, re-budget check then resubmit the document.
If travel has taken place and a Travel Authorization was not submitted, create a Travel Authorization with a current date. In the comments field, indicate when the original dates of travel took place and a brief summary of why the Travel Authorization was not submitted before the travel.
Enter the final destination in the authorization. All other destinations need to be listed in the Comments box.
Per Diem Rates can be found on the U.S. General Services Administration website. Click here for a direct link to the Per Diem Rates.
Yes, also provide the travel agency with the Cost Center or Project ID (if grant) of who will be funding the trip.
All current time restraints for cash advances will apply.
No; they need to be itemized in PeopleSoft.
Enter amounts as they appear on receipts.
No; you need to know your cost center to incur expenses.
Under the default location.
If UTEP is paying for their travel, a temporary ID can be created in PeopleSoft for the individual to create a travel authorization. Email the Help Desk to request that a temporary ID be created.
The Creator will submit the Travel Authorization which will then be approved by the Traveler’s supervisor. Once the Supervisor approves, it routes to the Budget Authority for final approval (usually the Cost Center Approver, Grant (PI) Approver, Department Approver or Capital Projects Approver).
Non-PO Voucher Payments
Only one invoice can be paid per voucher.
Yes; funding can be split between multiple distribution lines.
Precede the entered amount with a minus (-) sign.
No; the vendor address can be viewed once the vendor has been selected.
Yes; make changes under the "Invoice Information" tab.
There is no direct equivalent to the VP3 in PeopleSoft. Process these payments using the non-PO voucher.
If the document has been submitted but not approved, the creator may still modify the document. If documents have been submitted or approved but you wish to have document deleted, please submit a Help Desk request.
You can search for your payment through the following navigation path in PeopleSoft: Employee Self Service-> Accounts Payable-> Voucher Search.
If the document has been submitted but not approved, the creator may still modify the document.
No; employees will be reimbursed through an Expense Report in the travel module.
Object codes, now called Accounts in PeopleSoft, can be searched according to product description.
Yes, all non employee payments are paid through Non-PO Vouchers.
No; PeopleSoft will prompt an error.
Under the "Scheduled Date" button.
These are processed through Miner Mall.
These will be processed through Miner Mall.
Yes; our Miner Mall vendors will appear in PeopleSoft.
Purchasing does not allow for blanket/open POs.
When you split the funding distribution for a payment.
This tool is located on the Resources tab, under the PeopleSoft Chartfield Conversion Tool page of the PeopleSoft website.
Budget transfers (with the exception of grants budget transfers) will be entered into PeopleSoft by the department. All approvals need to be collected through the electronic interim approval process (IAP) form before the transaction is entered in PeopleSoft.
Use the following navigation path in PeopleSoft: Employee Self Service-> Accounting & Financial Reports-> Budgets Overview. If setting up report for the 1st time, select the Add a New Value tab, name it and click Add. If for a cost center, Leger Group = Ledger Inquiry Set, Ledger Inquiry Set = UTEP. Enter cost center #.If for a Grant, Ledger Group = Ledger Group, Ledger Group = GRT_CHILD1. Enter Project ID #.
Click on the amount hyperlink under the Expense column to drill down to the supporting transactions.
Yes, email the Budget Office asking them to Associate Revenue. Provide a screen shot that shows the Revenue.