PeopleSoft Financials

PeopleSoft Financials, the system the university utilizes for accounting, budgeting, reporting, accounts payable and procurement, provides online, up-to-the-minute access to your data and can be accessed from anywhere internet access is available.

PeopleSoft Journal Sources Reference Documents

Please see Journal Sources Listing for Spreadsheet Uploads (PDF) and Journal Sources Listing for Reading nVision Reports (PDF) for information on PeopleSoft journal sources.

Month End Close Projected Submission Dates

This chart shows the projected date that the PeopleSoft Financials team will require all submissions from the campus be received in order for entries to post to PeopleSoft in the current month. Projected dates for each month are added to this site as they become available and may be subject to change based on system processes and technical issues. Please use these dates to assist with your budget planning.

  • 01/09/2017 - December
  • 02/08/2017 - January
  • 03/08/2017 - February
  • 04/06/2017 - March
  • 05/08/2017 - April
  • 06/07/2017 - May

Fiscal Year 2017 Close-Out

For information on the Fiscal Year close-out, please see our Fiscal Year Close-Out Overview of Deadlines (PDF).

Deadlines specific to fy2017 year end

  • 06/16/2017 - Submission of Payroll Student Hire forms for FWS
  • 06/16/2017 - Last day to purchase with the Diners Card
  • 06/16/2017 - Last day to use the procurement card
  • 06/16/2017 - Submission deadline for obligation list
  • 06/30/2017 - Deadline for Budget Office transfers
  • 06/30/2017 - All final invoices due to Accounts Payable
  • 06/30/2017 - Deadline for interagency transfers
  • 06/05/2017 - Deadline for Business Travel/ Event Return Dates Ending By May 31, 2017
  • 07/03/2017 - Deadline for Business Travel/ Event Return Dates Ending By June 30, 2017
  • 07/03/2017 - Deposits to bank
  • 07/03/2017 - DMS entry of cash/credit
  • 07/06/2017 - Deadline Diners Card reallocations
  • 07/06/2017 - Deadline for interdepartmental requests
  • 07/06/2017 - Deadline for spreadsheet upload process
  • 07/07/2017 - Deadline for inventory & prepaid supply
  • 07/07/2017 - DMS entry of revenue distribution
  • 07/11/2017 - Preliminary reports announcement
  • 07/14/2017 - Deadline to make final corrections to June data

Questions?

Contact the PeopleSoft Financials team at 410-704-5599, option 2 or .

Interdepartmental Invoice Requests

When to Use an Interdepartmental Request

An interdepartmental request is used to move an expense or revenue between departments or, to bill other on-campus departments for goods and/or services. Submit these requests through an online journal and email the PeopleSoft Financials team in Financial Systems at so the journal can be processed.

Please see the Interdepartmental Requests Instruction Manual (PDF) for questions regarding this process.

When NOT to use an Interdepartmental Request

An interdepartmental request is NOT to be used for budget/appropriation transfers or for charges that belong on non-departmental requests.

How to submit an Interdepartmental Request?

Interdepartmental requests are submitted as online journals via spreadsheet journal import. An authorized signer from the department that originates the request notifies via email an authorized signer from the department receiving the request in order to review the charges, establish the PeopleSoft speed types and accounts to be used, and obtain approval.

The department originating the request creates and submits the journal for processing and ensures that the following information is included:

  • Journal posting date
  • Journal source must be INT (Interdepartmental)
  • Journal header description stating original date and specific detailed description of item or service
  • Five-digit department or seven-digit project code for each department being credited/charged
  • The appropriate six-digit account number for each department being credited/charged
  • Amount(s) for each item or service
  • The initiative value for each transaction being credited or charged, if applicable
  • A description for each item being credited/charged

The department originating the request sends the email approval to the PeopleSoft Financials team at along with the supporting documentation and notification that the journal was uploaded. So the email can be easily identified, use the wording “Interdepartmental Request” in the subject section.

It is crucial to retain records. Both the charged and the credited departments need to retain records/copies of the transaction for two reasons. First, the auditors may ask you to verify by producing your records. Second, compare your records/copies against the monthly budget report to verify any items posted to your department.

Credit Requests

If you have inadvertently billed a department incorrectly on an interdepartmental request, you must submit a new interdepartmental request journal to correct the entry. Note the journal number of the original request in the detailed description.

Submit the journal to the PeopleSoft Financials team in Financial Systems at .

There are 14 different major groups of expenditure accounts that can be used to break down each type of expenditure into the appropriate category within your department's budget. Please refer to the listing of PeopleSoft accounts.

To set up individual training or for any other questions relating to interdepartmental requests, please contact the PeopleSoft team at 410-704-5599, option 2 or .

Prior Year Obligations

Obligating a purchase order is an option and it is the only way to draw on prior year funds after a budget year has closed. If your purchase orders meet the required criteria, please work with your department budget officer to submit a list of requested obligations to Financial Systems.

Please use the Prior Year Obligations Form (PDF) to submit requests to obligate a purchase order to prior year funds. The form ensures all required information is included in the request. It is the responsibility of the Department Budget Officer (DBO) to forward obligation requests to Financial Systems by the published deadline, usually mid-June.

The process of obligating funds enables you to charge related invoices in future years to prior year funding. Financial Systems, using state guidelines, must evaluate obligation requests and identify a firm list prior to year end close. The criteria for obligations are as follows:

  1. The purchase must be a purchase order by June 30.
  2. The amount must be $500 or more.
  3. The purchase order must be classified into one of the following categories:
    1. Object 03 - communications equipment contracts only
    2. Object 07 - motor vehicle purchase contracts only
    3. Object 08 - printing (608006) and other non-routine services only
    4. Object 10 - equipment replacement
    5. Object 11 - equipment additional
    6. Object 14 - land & structures

Please reference the Listing of PeopleSoft Accounts associated with the above objects. All questions regarding prior year obligations should be directed to  in Financial Systems.

Year End Requisitions, Purchase Order Invoices, & Open Commitments

It is important to monitor the following budget information because the associated funding may be lost if any of these situations are left on the department's budget until the end of the fiscal year.

Purchase orders - requisitions - open commitments: requisitions and purchase orders go onto the departmental budgets as open commitments of funding set aside for goods and/or services being purchased for the department. Since these set aside funds cannot be used for anything else, it is important to carefully monitor the status of open commitments.

The requisition initially sets aside (encumbers) funds from the department's budget when a request is made to the Procurement Office to make a purchase. This transaction is a pre-encumbrance in the PeopleSoft commitment control process.

  • Requisitions can be submitted to the Procurement Office electronically through the ePro Online Requisitioning function in PeopleSoft.
  • The requisition/purchase order process is required for ALL purchases over $5000.
  • When a requisition is entered, the system checks the department budget for sufficient funding. If funds are not available, there will be a process delay while the request is routed to the Budget Office.
  • Once a vendor is selected, the requisition should be removed from the account when the purchase order is written.

The purchase order remains on the departmental budget with the encumbrance amount being reduced as each payment is made.

If the Purchase Order is a commodity order

Invoices for commodity orders do not require department signatures. The Accounts Payable Office pays these invoices based on the receiving information entered in PeopleSoft. Therefore, it is essential that the Receiving Department is notified if a commodity order is shipped directly to your office.

If the Purchase Order is a service order

Invoices for service orders require two authorized department signatures. The Accounts Payable Office pays these invoices based on the information provided on the coding block completed by the department. It is essential that the coding block specify partial versus final payments.

Open Commitment Status

Monitor to Eliminate Any of the Following:
  1. The requisition and the purchase order are both on the department's budget. The requisition is supposed to be removed when the purchase order is written. If it isn't, your department is being charged twice for the same item.
  2. A dangling encumbrance. Sometimes goods or services are received and invoiced but the invoice amount is different - less than the purchase order balance. If the computer is not told that the invoice is FINAL, that difference will dangle out in the system tying up your funds until someone cancels it.
  3. Expired purchase orders. Sometimes there are two or more purchase orders to the same vendor. A new order may have replaced the old one, but the old one was never canceled.
  4. A purchase order has a balance that you know has been paid. When submitting an invoice, you must make sure to put the purchase order number in the coding block. If an invoice is paid without referencing the purchase order, the open commitment is NOT reduced. As a result your department is charged twice, once for the invoice and once for the open commitment.

If any of the above are found on a departmental budget, please contact or call the Procurement Office at 410-704-2171.

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