Financial Systems

The Financial Systems department is responsible for processing university financial transactions to ensure data integrity and proper transmission to the state. We also support PeopleSoft Financials and the Procard Reconciliation System.

We manage the applications that enable the campus to perform key financial operations, including PeopleSoft, R*STAR, and the Student Financials, Payroll and ProCard system interfaces. We process interdepartmental invoices and campus journal uploads, image financial documents and handle the transmission of financial data to Annapolis. We also man the PeopleSoft and ProCard help line and provide testing and assistance to employees implementing systems upgrades and maintenance.

PeopleSoft Financials

The PeopleSoft Financials system provides online, up-to-the-minute access to critical information, seminars, workshops, reporting and training documentation, business processes, and access to the chart of accounts.

ProCard Reconciliation System

The ProCard System is a custom application that allows university Visa cardholders to easily manage transactions in the state's corporate Visa program in making purchases of $5000 and under through Visa instead of invoicing.

Frequently Asked Questions

Help With Budget, Journals, etc

Who do I contact if I need more information or have questions about anything?

A broad range of contact phone numbers and websites (PDF) have been published. If you don't see what you need, call our help line at x4-5599.

Why is there a discrepancy between the budget overview and nVision reporting?

This is a timing issue. When a journal is budget checked it shows in the overview, however, it doesn't show in nVision reports until it is actually posted.

How do I become an authorized signer for my department?

If you are not authorized to sign invoices for your department and you should be, follow the link to the Authorized Signature Form (PDF). Fill out the required information, sign the form, have your department head sign the form, and forward the printed copy to the PeopleSoft team in Financial Systems.

What do I need to do to get a new department number set up?

First go to Criteria for a New Department to see initial requirements. Second, go to our Forms Directory and scroll down to PeopleSoft Financials request forms. Select the form for the type of department you are requesting (state funded or self or agency funded). Fill out the form, get all appropriate signatures and forward the completed form to in Financial Systems.

Are "interdepartmental invoice forms" still being used or is there another procedure?

These requests should be submitted with an online journal along with an e-mail to the PeopleSoft Financials team at  for the journal to be processed.

Are there specific steps that I need to follow when processing interdepartmental invoices?

Yes, please find complete information on our PeopleSoft Financials page.

What is an initiative? I see this field on the journal upload and on the Procard reallocation screen. Should I be using it?

An initiative is a PeopleSoft chartfield that allows you to do additional tracking of your transactions. The initiative value will show on your nVision report and allows you to sort/group transactions.

Source is a field encountered in journal entries. The spreadsheet upload function does not provide a drop-down box of choices. Is there a definitive list of sources?

Yes. The journal source serves two primary functions. It identifies the originating department or area; and, it determines whether the transaction is interfaced to R*Stars. It may also be used as search criteria in reporting. See the Listing of Journal Sources (PDF).

In the journal upload process, is there a definitive resource that can be referenced when we have issues with editing, correcting and saving journals?

Yes, please refer to the Spreadsheet Journal Upload Users Manual (PDF).

What is the meaning of the prefix codes on the nVision reports?
  • DPL - departmental profit & loss in HTML format.
  • DAT - department all transactions; this is an Excel workbook containing six reports:

profit & loss
revenue & expense transactions
budget transactions
student financials detail transactions
purchase order balances
requisition balance

  • DPR - department payroll; this is an Excel workbook containing 4 reports:

payroll transaction detail
payroll by employee and date
payroll by account and employee
payroll by employee and month

  • F - fund balance for non-state support department or grant.
  • P - project/grant profit & loss.

Help with Procurement, Purchasing, and ProCard Transactions:

What are the year-end purchasing and purchase order guidelines?

The university's Procurement Office sets a series of deadlines based on dollar value.

The deadline for purchases over $100,000 will be early April.
The deadline for purchases $25,000 - $100,000 will be late April.
The deadline for purchases $5,000 - $25,000 will be in May.
The deadline for purchases under $5,000 will be early June.

Refer to open commitment status for details on requisitions, purchase order invoices, and what you should know about monitoring your purchase orders. Refer to obligations for information on how to pay for certain purchase orders with last year's budget.

I missed the Procard system reallocation deadline. What do I do now?

It is very important to the university's budgeting system that all transactions be in the correct category. Therefore, there are other methods available to you. You can use the spreadsheet upload process or if you have a limited number of reallocations, contact the PeopleSoft team for assistance at .

I need to reallocate my procurement card transaction to a speedtype that is not in my list of speedtypes. What do I do?

The security setup in the Procard system allows transactions to be reallocated only between your own department numbers or grants. If one of your numbers is not showing in your list, contact  and the number will be added for you. For any amounts to be charged to another division/department/area, standard methods of transfer are still available. For example:

  • Use the interdepartmental request process.
  • Use the spreadsheet upload process.
  • Contact the , who may be able to move it for you with approval from the other area.