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.

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.

    • 12/08/2017 - November
    • 01/08/2018 - December
    • 02/07/2018 - January
    • 03/07/2018 - February
    • 04/06/2018 - March
    • 05/08/2018 - April
    • 06/07/2018 - May

Questions?

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

Fiscal Year 2018 Close-out

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

Deadlines specific To fy 2018 year end

  • 06/18/2018 - Submission of Payroll student hire forms for FWS
  • 06/18/2018 - Last day to purchase with the diners' card
  • 06/18/2018 - Last day to use the procurement card
  • 06/18/2018 - Submission deadline for obligation list
  • 06/29/2018 - Deadline for Budget Office transfers
  • 06/29/2018 - All final invoices due to Accounts Payable
  • 06/29/2018 - Deadline for interagency transfers
  • 06/05/2018 - Deadline for Business Travel/ event return dates ending By May 31, 2018
  • 07/02/2018 - Deadline for Business Travel/ event return dates ending by June 30, 2018
  • 07/02/2018 - Deposits to bank
  • 07/02/2018 - DMS entry of cash/credit
  • 07/05/2018 - Deadline diners' card reallocations
  • 07/05/2018 - Deadline for interdepartmental requests
  • 07/05/2018 - Deadline for spreadsheet upload process
  • 07/06/2018 - Deadline for inventory & prepaid supply
  • 07/06/2018 - DMS entry of revenue distribution
  • 07/10/2018 - Preliminary reports announcement
  • 07/17/2018 - Deadline to make final corrections to June data

Questions?

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

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. 

 

peoplesoft financials frequently asked questions

How do I become an Authorized Signer for my department or grant?

If you are not authorized to sign invoices for your department and you should be, you will need to fill out an Authorized Signature Form (PDF). Fill out the required information, sign the form and have your department head/responsible person sign the form.

Once complete, return either the printed copy of the form to the PeopleSoft Team in Financial Systems or a digital copy by email to .

How do I get a new department number set up?

The first step is to go to our Chart of Accounts information page and scroll down to the criteria for a new department to determine if your need qualifies.

Secondly, go to our Forms Directory and locate the appropriate form under the PeopleSoft Financials section. The form you select will depend on the type of department you are requesting (state-funded, self-funded, or agency-funded). Fill out the form, obtain all appropriate signatures and forward the completed form to in Financial Systems.

 

Interdepartmental Invoice Requests

An interdepartmental request is used to move an expense or revenue between account codes within a department or between different department and grant numbers. The interdepartmental invoice is also used to bill other campus departments for goods and/or services.

How to submit an Interdepartmental Request?

These requests are submitted as a journal entry by using the Spreadsheet Journal Upload program. Before submitting a journal, permission must be obtained by an authorized signer for both sides of the transaction (the department/grant receiving the funds and the department/grant giving the funds). The department originating the request will need to obtain the proper department/grant number and account number from the recipient before submitting the journal.

After submitting the journal through the Spreadsheet Upload system, a confirmation email must be sent to the PeopleSoft Team at asking for the journal to be posted and providing any necessary backup for the journal and the appropriate authorizations.

To gain access to the Spreadsheet Upload program, please contact the PeopleSoft team at 410-704-5599, option 2 or .

Credit Requests

If you need to credit a department, you will submit a journal through the Spreadsheet Journal Upload as well. If you are correcting a previous journal you should reference that previous journal number in the detailed description.

using the correct account number

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. To determine which account number you should use, refer to the listing of PeopleSoft accounts.

When NOT to use an Interdepartmental Request/Spreadsheet Journal Upload

A journal through the spreadsheet upload process (interdepartmental request) is NOT to be used for budget/appropriation transfers. The spreadsheet journal is for transferring expenses that have already occurred. If you need to move money to another department for a FUTURE expense, that would be a budget transfer.

Journal records retainment

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.

For any other questions relating to interdepartmental requests, please contact the PeopleSoft team at 410-704-5599, option 2 or . You may also reference the Interdepartmental Requests Instruction Manual (PDF) for more information.

 

Interdepartmental requests frequently asked questions

What journal source should I use when entering an interdepartmental request journal?

For the vast majority of cases, the journal source INT (interdepartmental request) should be used. For any transfer of expenses between different departments or different account codes, INT must be used for the journal source.

For a listing of other journal sources (if needed), see the Journal Sources Listing (PDF) document.

What is an initiative?

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

If you would like an initiative set up, please contact the PeopleSoft team at .

Is there a resource for questions regarding editing, correcting, and saving journals for the Spreadsheet Upload system?

Yes, refer to the Spreadsheet Journal Upload Users Manual (PDF) for questions regarding use of the spreadsheet system. You may also want to look over the Interdepartmental Requests Instruction Manual (PDF) for information on the rules for moving expenses.

 

nVision Reports

nVision is the PeopleSoft reporting tool used to view budgetary and transaction information  related to departments and grants. To gain access to nVision reports a user must have the required PeopleSoft access (Campus Inquiry or Budget Manager role) and approval from a department head or other authorized signer.

PeopleSoft access may be obtained by filling out the Campus Users Security Form (PeopleSoft training is also required). If additional report access is needed, please fill out the Additional Report Request Form. These forms should be sent to in Financial Systems once completed.

For any questions related to gaining access to reports, please contact the PeopleSoft Team at 410-704-5599, option 2 or .

types of nvision reports

Prefix Code Description
DPL Departmental profit & loss in HTML format.
DAT Department all transactions - this is an Excel workbook that contains six reports: profit & loss, revenue & expense transactions, budget transactions, student financials detail transactions, purchase order balances, and requisition balances.
DPR Department payroll - this is an Excel workbook that contains four reports: payroll transaction detail, payroll by employee and date, payroll by account and employee, payroll by employee and month.
F Fund balance for a non-state support department or grant.
P Project/grant profit & loss.

 

nVision reports frequently asked questions

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 interpret the source codes listed on my nVision report?
How often should I run the nVision report?

At least once per month to confirm the accuracy of the revenues and/or charges hitting your budget. nVision users will receive monthly communications related to month end close. Look for these communications as a reminder to run your budget report.

What do I do for year end?

Look for special year end communications with tasks and related deadlines.

When does the fiscal year run?

July 1 through June 30.

 

For any additional questions related to nVision reports please contact the PeopleSoft Team at 410-704-5599, option 2 or . For more in-depth information on running and interpreting nVision reports, please see our Reporting & Training Documents page.

Prior Year Obligations

The process of obligating funds enables you to charge related invoices in future years to prior year funding. This is the only way to draw on prior year funds after a budget year has closed. Financial Systems in conjunction with the Procurement Department, uses state guidelines to evaluate obligation requests and submits a firm list to the Budget Department prior to closing the fiscal year.

To submit an obligation request, use the Prior Year Obligations Form (PDF). It is the responsibility of the Department Budget Officer to forward all obligation requests to Financial Systems by the published deadline (please see the listed deadline dates for fiscal year-end at the top of this page).

criteria for obligations

  1. The purchase must have a purchase order with a date on or before June 30.
  2. The amount of the purchase 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 (account code 608006) and other non-routine services.
    4. Object 10 - equipment replacement.
    5. Object 11 - equipment additional.
    6. Object 14 - land and 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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