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PeopleSoft University Financial System

PeopleSoft Finance FAQs

Find answers to frequently asked questions as well as instructions for completing some daily transactions in PeopleSoft. Use Service Now if your question isn't addressed or if you need additional clarification.


Troubleshooting - Log In and Navigation

A PeopleSoft Access Form must be completed and emailed to pssecure@mailbox.sc.edu. The tasks you will need to perform in PeopleSoft determines the type of access needed. The roles 
available are: Requisitioner, General Ledger Accountant, Departmental Depositor and Approver.

Clear your internet browser cache. Contact your IT support for help clearing cache, if needed. If you continue to have trouble, please log an issue with the PeopleSoft HelpDesk. 

 

Training

Use the New User Information page to determine what training is needed for the tasks being performed.

View the video titled, How to Use the UPK Player prior to viewing the UPKs.

You can use the email addresses provided on the Contact Us page to determine where to send your questions.

Use the PeopleSoft Training schedule to register for any live instructor facilitated training (classroom or online webinar). Use the Resources page to view self-paced on demand training to include: recorded webinars, video tutorials and UPK training simulations.

Contact the Organizational and Professional Development Office by emailing hrtrain@mailbox.sc.edu or calling 803-777-6578.

Links are emailed 24 hours prior to the start of a webinar to those who register at least 24 hours prior to the start of a webinar. Anyone who registers within 24 hours of the start of a webinar can obtain the link to attend the webinar from the PeopleSoft Training schedule.

Verify the correct email address is setup in PeopleSoft. Go to Email section in My System Profile.

Use the following navigation:  Main Menu > My System Profile

Update your email address if needed and click the SAVE button.

General

You will use the same method as prior to PeopleSoft, which is led by the Purchasing department and the suppliers that are Certified Minority Vendors by the Governor's Office of Small and Minority Owned Business.

 

Requisitions

You can create a requisition up to 100 lines and have different cost distributions and units of measure per each line.

Add shipping fee information to the line comments and the Buyer will add them to the purchase order.

Taxes will not be entered on a requisition. They are applied at the Purchase Order (PO) level and double-checked at the Accounts Payable/invoice level.

This depends on how far the purchase order is in the process. If it is a purchase order that has not been dispatched to the supplier a Change Request will need to be issued to edit the purchase order, which then begins the workflow approval process again.

If the purchase order has been dispatched contact purchasing@sc.edu to make any changes.

Yes, you can change the default view. In the Search Requisition section of the page you would enter the date you want to begin your search in the “Date From” field, and enter the date you want to end your search in the “Date To” field, and click the search button.

If there is only one attachment and it pertains to all lines, you only need to add it to the first line.  Buyers see the bubble with squiggle lines which alerts them to comments and attachments.

If the comments and/or attachments are applicable to only one line, in a multi-line requisition, please attach it to that specific line.

Yes, there are written instructions for change orders and it can be found on the Resource page of the PeopleSoft website.

There is an Excel version that does have the crosswalk categories and account numbers posted on the Controller and Purchasing websites, as well as the Resource page on our PeopleSoft website.

All documents can be added as one attachment or as multiple attachments. This is the same for a purchase requisition and a payment request.

 

Purchase Orders

Yes.  Blanket Purchase Orders for Goods only should be received.

The purchase order number is located on the Manage Requisition page; from here you can see the Requisition Lifespan.

 Navigation Path: Main Menu > eProcurement > Manage Requisitions

 If the Purchase Order has been dispatched for a particular requisition the icon gains color, you can click on it and it will open to a page that will have the PO number on it.

“Created” means that the requisition has been assigned to a Buyer.

The Buyer reviews the procurement for that requisition.  Once they approve the requisition, they will dispatch the PO to the Supplier via email message.  Then the Manage Requisition page will change from “PO Created” to “PO Dispatched”.

Please contact purchasing@sc.edu for assistance, unless you know the Buyer of record then you can contact them directly.

“Open Status” means it is on a buyer’s workbench for them to review and process. 

 

If the PO is in an open status, then a buyer is assigned and they are working on it. Once it has moved to a status of Dispatched, the PO has been sent via email to supplier. You can check the status of the requisition using the Requisition Lifespan diagram on the Manage Requisitions page.

Navigation Path: Main Menu > eProcurement > Manage Requisitions

To print a purchase order, navigate to the Print POs page in PeopleSoft:

 Main Menu > Purchasing > Purchase Orders > Review PO Information > Print POs

To view a Print PO Quick Reference Guide, visit the Resource page of our PeopleSoft website.

To see if a purchase order has been paid use the following navigation:

 Main Menu > eProcurement > Manage Requisitions

 On this page, enter the criteria you need to find the Requisition. Click the expand button next to the Requisition ID to view the Lifespan.

 The Payment icon indicates payment. It is important to note payments from multiple POs can be included in one payment, so you must match it to your voucher.

 

Purchasing Card (P-Card)

Yes, the P-Card can be used for small utilities such as DirectTV, Verizon, and several others. Please refer to the Payment Request Matrix for additional guidance.

The P-Card has a single transaction limit of $4,999.99 and a monthly limit of $10,000.

No, the P-Card cannot be used to purchase food. Use the Payment Request to make these purchases. Be sure to include the Food approval memo as an attachment. All food purchases will be routed to purchasing. Food approval memo applies to all A, D, E, C, and R Funds.

The P-Card cannot be used to purchase an Asset. All asset purchases must be made through the creation of a purchase requisition.

No, you cannot use the P-Card to pay for travel related expenses. Please use a Payment Request.

Yes, provided you have obtained appropriate written signature authority. (Reference Policy number BUSF7.06)

No, you cannot use the P-Card for this purpose.

 

Receiving

It is recommended to use the following:

Navigation Path: Main Menu > Purchasing > Receipts > Add/Update Receipts

Be sure to select the correct tab on the Receiving page. If you already have receipts created use the Find an Existing Value tab, if you want to create a new receipt use the Add a New Value tab.

Typically, the requisitioner will receipt but some departments may decide to have their managers do it. It is an internal decision. Whoever received the goods, which may or may not be the requisitioner, should receipt in PeopleSoft. 

 Navigation Path: Main Menu > Purchasing > Receipts > Add/Update Receipts

Absolutely, you can cancel your receipt using the big red X which is located at the top right hand side of the Receiving page. Once cancelled and saved, you can create another receipt.

If this happens, refer to the Receiving in PeopleSoft webinar first and if you are still having trouble you email purchasing@sc.edu and the Purchasing Department will contact you.

Only those who create the requisition can receive on this page. If someone else is receiving the goods, they will have to use the Navigation Path: Main Menu > Purchasing > Receipts > Add/Update Receipts, to receive. 

You do not need to enter receipts for services.

Yes, that is correct.  All Goods should be receipted.

No, overages will not be paid because it will not complete the 3-way match. If you need to increase the amount of the PO, you need to create a change order. The instructions for Creating a Change Request can be found on the Resource page of our PeopleSoft website.

Select No Order Qty, Ordered Qty, or PO Remaining Qty to determine the receipt quantity to appear. These options specify quantities to transfer to the receipt:

  • Select the No Order Qty option to signify that the receiver must enter the actual quantity received. This selection requires a live count of the items prior to receipt in the system. If this option is selected, the copy function does not transfer order quantities to the receipt. You will need to manually enter all receipt quantities.
  • Select the Ordered Qty option to automatically make the received quantity the purchase order quantity. This selection changes the purchase order quantity regardless of any prior receipt quantity.
  • Select the PO Remaining Qty option to have the receipt display the numeric difference between the quantity ordered and the current quantity received. Selecting this option replaces the received quantity with the quantity that has not yet been received.

You can use the PO Inquiry page to look up the remaining balance on the PO.

Navigation Path: Main Menu > Purchasing > Purchase Orders > Review PO Information > Purchase Orders

 Type the PO order number in the Purchase Order field and click the search button. The Amount Summary area of the page will give you the remaining balance information.

Yes, textbooks, or all goods, need to be receipted.

Yes, that is correct, as long the purchase order is set up as Amount Only. On the Receiving Page, you override the amount in the Receipt Price field to match the amount of the receipt. Just be sure not to receipt the entire amount of the purchase order.

 

No, you cannot. You have to have a separate receipt for each invoice. This is also an important part of the 3 Way Match.

Payment Request

To know when you can use a Payment Request to make a purchase refer to the Payment Request Matrix. This document outlines what to use it for and the attachments required for each type of purchase.

The status of your payment request can be seen on the Payment Request Inquiry page.

 Use the following Navigation Path: Main Menu > Accounts Payable> Review Accounts Payable Info > USC Payment Request Inquiry

It takes 7-10 business days once it gets to final approval in Accounts Payable.

To cancel a Payment Request that has been submitted begin by going to the Payment Request Inquiry page. Once on this page, click the View Approval Flow icon to see where it is in approval workflow and contact the department it is pending at to ask them to deny the request and send it back to you. Then from the Payment Request Landing page, you can cancel or edit the request.

To expedite a payment request be sure to complete the following:

  1. Note in the comment section, using all caps, NEED BY (add the date), PLEASE EXPEDITE. You can always follow up with an email to accountspayable@sc.edu.
  2. Select the correct supplier and ensure the invoice attached is for the selected supplier.
  3. Select the correct account codes. If you have office supplies and food, create two lines and select Supplies 53009 and Food 53005.
  4. Use a PDF file, quicker for the AP staff to view.
  5. Break out the sales tax on invoices.
  6. Be sure to use the Account Code, not the header code such as 53000, 54000.

Use the Notes/Comments area to enter any Special Handling (SH), Attachment (SA), or Pickup (SP) for a payment such as:

  • NEED BY A CERTAIN DATE (add the date)
  • HOLD FOR PICKUP (add the name of the individual who will pick it up)
  • MAIL TO SPECIFIC ADDRESS (add the address)
  • PLEASE PRINT AN EXPRESS CHECK AT (add location)

Adding these comments will ensure your payment is processed correctly.

To prevent duplicate invoices from being submitted begin by navigating to the Payment Request Inquiry page to search by Supplier ID and Invoice number. This will show you if that invoice has been paid to that supplier.

Navigation Path: Main Menu > Accounts Payable> Review Accounts Payable Info > USC Payment Request Inquiry

Use the P-Card for all purchases under $5000 that have been outlined on the Payment Request Matrix. This will reduce the volume of payments requiring Accounts Payable approval, therefore expediting your payment.

Use the Description field to clearly identify what the payment is for. Begin with the type of payment such as Reimbursement, Honorarium, etc. and then further describe the purchase. For example, if you have an invoice that only provides a product number then use the description field to name the product. This will help Accounts Payable verify the correct account code is being used.

If there is an invoice use the invoice number and the date provided on the invoice. If there is no invoice number, use the date of service and the last name of the supplier/individual.

To complete a Petty Cash reimbursement in PeopleSoft please do them frequently but in a timely manner. Also, be sure to limit the distribution lines. For example, complete a Petty Cash Payment Request for all food lines and a separate Payment Request for supplies. You would do this only when you have a large number of distribution lines. This will help expedite reimbursement.

 

AP Uploads

Use the AP Upload:

  • If you have a number of similar payments, 10 or more. It can be used for stipends, participants, honorariums, royalties, etc.
  • For a one time only payment to a person or company in the form of a refund such as a scholarship refund, or an overpayment refund.

You can view the AP Upload training material found on the Resource page of our PeopleSoft website.

To expedite your AP Uploads be sure to complete the following:

  1. Mark as urgent
  2. Follow the guidelines on the PPT
  3. Pay close attention to the formatting
  4. Attach appropriate documentation, including the new AP Upload Approval form
  5. Add specific comments to the text of the email such as HOLD FOR PICKUP, NEED SEPARATE CHECKS if paid to the same person, NEED BY (add date), etc.

 When all of the above is complete, send the spreadsheet to the APUPLOAD@sc.edu mailbox.

 

Match Exceptions

The Matching process is used to validate procurement documents (PO, Receipts as needed and Vouchers) prior to paying the supplier. This check-and-balance ensures that no payment is issued until ‘matching’ is complete. If these documents do not match, the system flags them as Exceptions and email is sent to the requestor on the requisition. You will continue to receive an email every 2 days until the exception is resolved. Exceptions must be resolved prior to supplier being paid.

The Requisition Requester will receive an email notification of match exceptions generated by PeopleSoft or sent from the Accounts Payable department. Emails will continue to be triggered every 2 days until the match exception is resolved. Your prompt resolution of these exceptions will help to ensure timely processing of payments. 

The different match exception types are:

  1. No Receipt (R500) - a receipt has not been entered into PeopleSoft for goods and services where receiving is required.
  2. Life to Date Voucher Quantity is Greater Than PO Quantity (V200, R900) - an invoice has been received for a quantity greater than the quantity entered on the purchase order.
  3. Life to Date Voucher Amount is Greater Than PO Amount (V300) - an invoice has been received for an amount greater than the amount entered on the purchase order.

To fix a “no receipt” type match exception enter a receipt in PeopleSoft for the quantity or amount that was received. It is important to receipt all lines, not just the first one.

To fix a “life to voucher quantity is greater than PO quantity” type match exception: 

  1. If an invoice for 15 widgets arrives, the purchasing buyer must be contacted to update the purchase order to reflect the increase in quantity if you choose to accept the additional quantity.
  2. If the invoice is incorrect and only 10 widgets arrived, contact the supplier to send a corrected invoice.

To fix a “life to voucher amount is greater than PO amount” type match exception:

  1. If the invoice amount is for $20,000, the purchasing buyer must be contacted to update the purchase order to reflect the increase in amount if you choose to accept the additional amount.
  2. If the invoice is incorrect and should only be for $10,000, contact the supplier to send a corrected invoice.

 

Travel and Advance

Please list ALL employees that travel in your department. This will help us send out targeted communications for training webinars.

No, they should not be included in the Traveler role on the form. The student/non-employee process will not change and will continue to be handled using manual TRVs.

The traveler will be given access to PeopleSoft because they will be responsible for:

  1. Adding/updating personal banking information in order to receive reimbursement. All employee travel will be paid via ACH.
  2. Approving all Travel Authorizations (TA), Travel Advances, and Expense Reports (TRV) created by a Proxy on their behalf.

The approval workflow for Travel and Expense is the same as payment request with one exception, you cannot ad hoc in Travel and Expense.  To ad hoc additional approval, complete the Travel and Expense Authorized Signature form and attach it to the transaction.

Please include your current payment request approvers and anyone you will be adding for Travel and Expense.  This list will be used to send a targeted email for webinar training. 

You can add additional approvers for Travel.  However, they will also be included in the workflow for payment request.  So internally you may have to set up a process for who approves what types of transactions, because, you will have multiple approvers at each level.

The level one and level two Approvers in Travel and Expense are the same as they are in the payment request workflow.  There will not be a drop-down box available to select a specific approver to an expense transaction. You can add additional approvers for Travel, however, they will also be included in the workflow for payment request. So internally you may have to set up a process for who approves what types of transactions, because, you will have multiple approvers at each level.

You will be able to create one expense transaction with multiple distribution lines.

Travel authorizations (old TA’s), travel advances, and expense reports (old TRV’s) will be created, approved, and paid in PeopleSoft.

Yes, employees will receive the roles they need in PeopleSoft based on the information provided on the form you completed and returned. After all phases GO LIVE, all users in PeopleSoft will automatically receive the ESS (employee self-service) role giving them access to update their banking information and create their own expense transactions.  All employees will sign into PeopleSoft production with their USC enterprise network user name and password.

Yes, by completing the forms it will allow us to send targeted training invitations to those identified. The training for Travelers and Approvers will be via webinar.  The proxy’s will have in class training. If the scheduled training times do not work for Travelers and Approvers a targeted communication will be sent providing links to recorded webinar and training documentation.

When Chairs, research assistants and support staff are traveling using funds from a different operation units, please include them in the list for their “home” operating unit for training.

Advances (Travel, Team Travel and Cash)

The general process for cash advances will be:

  1. Complete the Cash Advance form, but you will not need to have it signed by approvers.
  2. Complete an online Payment Request in PeopleSoft.
  3. Attach the Cash Advance form to the request.
  4. PeopleSoft will route the request to the appropriate approvers.
  5. Once approved the Payment Request will receive final approval by Accounts Payable. 

Note: The current USC policies regarding cash advances will not change.

Effective July 1, 2015, travel expenses will be reimbursed by check only, until the travel expense module goes live in PeopleSoft. Checks will be mailed to the address specified on the travel reimbursement form. Direct deposit will be available again after the Travel and Expense module goes live.

Yes, you can continue to do this if you are reimbursing the traveler. However, if you are paying supplier directly you should pay via payment request using Account Code 54112. Be sure to reference the Payment Request Matrix for more information.

No, Travel and Expenses has not gone live in PeopleSoft.

Yes, you have to have an estimated dollar amount on a Blanket TA.

Follow these steps to request a Travel Advance:

  1. Submit a Payment Request using Account Code 10206 at least 7 – 10 business days in advance of travel. Be sure to include any special instructions, such as Hold for Pick Up in the Comments section of the Payment Request.
  2. Attach a copy of the TA and the request for Cash Advance form to the Payment Request.

Follow these steps to request a Cash Advance:

  1. Submit a Payment Request using Account Code 10204 (10205 for Team Travel) at least 7 – 10 business days in advance. Be sure to include any special instructions, such as Hold for Pick Up in the Comments section of the Payment Request.
  2. Attach a copy of the Cash Advance form to the Payment Request.

Please follow these steps to close a Cash Advance or Team Travel:

  1. Ensure the cash advance settlement form is completed with correct Account Code (10204 or 10205).
  2. Attach all receipts.
  3. Deposit remaining funds to the Bursar’s Office, using the Deposit procedures in PeopleSoft and Account Code 10204 or 10205.
  4. Include the Deposit Transmittal form.
  5. Email all the above items to: cashadvc@mailbox.sc.edu

Please follow these steps to close a Travel advance:

  1. Ensure the cash advance settlement form is completed with correct Account Code (10206).
  2. Attach the settlement form and all receipts to the Travel Reimbursement Voucher.
  3. Deposit remaining funds to the Bursar’s Office, using the Deposit procedures in PeopleSoft and Account Code 10206.
  4. Include the Deposit Transmittal form.
  5. Submit all the above items to the Controller’s Office, Attn: Travel Dept.

Follow these steps to request a cash advance for a grant:

  1. Submit a Payment Request using Account Code 10203 at least 7 – 10 business days in advance. Be sure to include any special instructions, such as Hold for Pick Up in the Comments section of the Payment Request.
  2. Attach a copy of the Cash Advance form to the Payment Request.

Follow these steps to close out a cash advance for a grant:

  1. Ensure the Cash Advance Settlement form is completed with correct Account Code (10203).
  2. Attach all receipts.
  3. Deposit remaining funds to the Bursar’s Office, using the Deposit procedures in PeopleSoft and Account Code 10203.
  4. Include the Deposit Transmittal form.
  5. Email all the above items to: cashadvc@mailbox.sc.edu

 

Journal Entries and Journal Vouchers

You can only enter Journal Entries in PeopleSoft if you have the role assigned. If you do not have this role or someone in your department does not have this role, please complete and submit the PeopleSoft Access Form. Ensure your department approvers are also setup to approve your journal entries. If they are not setup, please email  pssecure@mailbox.sc.edu.

To find your journal entry:

  1. Navigate using this path: Main Menu > General Ledger > Journals > Journal Entry > Create/Update Journal Entries
  2. Click the Find an Existing Value tab.
  3. Search for the journal by: name, date (range), and/or journal id.
  4. At the Journal Header Status option, be sure to select the blank line at the top of the drop down menu.
  5. Click the Search button.
  6. The search will return a list of all entries based on your search criteria.

Journal entries are used to make corrections to transactions that have already posted to the general ledger. Journal entries should be used to correct the following:

  • Correct deposits
  • 86/81 transfers
  • RQ’s/IIT’s
  • Correct Visa, Staples and team travel transactions
  • ravel Payment Vouchers (Only ones with Supplier ID: SP0000000#)
  • Any transaction that happened prior to PeopleSoft

Use this quick reference document [pdf] to help request a journal entry.

Additional information [pdf].

A journal voucher should be requested to make adjustments/corrections to the following:

  • Requisition/PO and Payment Request payments that posted to incorrect chartfields
  • Non-travel related payment vouchers

Additional information [pdf]

No, the original is no longer required for retention purposes.

A journal voucher (JV) is used when moving part or all of a voucher from one grant to another. You can also move partial payments using a JV. Use the form to show the line you want to move and where it is going. Be sure to include the full chartfield string for the grant which includes the PC BU, Project ID, Activity and Analysis Type. Use this quick reference [pdf] to ensure you are using the correct Analysis Type.

We will explore the possibility of adding workflow for approvals of Journal Vouchers in the near future.

You should allow one to two days at most from the time you send the email. Except for around month end. Allow a few extra days.

If the mail is paid on a voucher and you would like to redistribute the payment, then it would be on a journal voucher. If it is paid on an RQ (IIT) then it would be a journal entry.

To delete a journal entry:

  1. First go to the Header tab and delete any attachments. Then save the entry with zero attachments while still on the Header tab.
  2. Go to the Lines tab and select Delete Journal from the Process drop down box.
  3. Click the Process button.
  4. You will receive a deletion confirmation message.
  5. Click Yes.
  6. You will receive a message stating the Journal Entry has been deleted.

To verify the status of you journal entry:

  1. Check to ensure the Journal Status is Valid, Valid on the bottom right corner of the Lines tab.
  2. Click on the Approval tab to confirm you have submitted the entry to your departmental approver and they have approved the entry.
  3. Depending on the content of the journal entry, it may be routed to other departments (CGA or Purchasing) for review and approval.
  4. If you have questions, email General Accounting at generalaccounting@sc.edu.

86XXX is ALWAYS* a positive (+); acting like an expense.  It is, in effect, “giving money away” while not actually giving the budget authority to the other account (which is why a 5XXXX level account is not being used). 

81XXX is ALWAYS* a negative (-), acting as revenue, and is the account the receiving department uses. 

For example, a dean’s office receives revenue to run programs and, while it wants to maintain the identity of the revenue received at the dean’s office level, still parses out parts of that money as professors need start-up money.  By using the 86XXX, the revenue (4XXXX) stays with the Dean’s Office, and no expense (5XXXX) is used as the professors receive the monies.   It’s a way to move funds without moving the budget. 

Also of note, the final digits of the account number (“XXX” in these examples) should correspond to each other.  For instance, you may move 86100 to 81100, but not 86100 to 86110.  This will keep unrestricted, scholarship, and auxiliary funds grouped.  Please refer to the PeopleSoft Object Code Conversion for examples of matched 86XXX/81XXX accounts.

*Of course, if reversing a journal entry done in error, use the appropriate signs to correct the balance.

Please refer to the following quick reference document [pdf].

To copy a journal entry:

  1. Open the existing entry you wish to copy.
  2. From the Lines tab, select Copy Journal from the Process drop down box.
  3. Click the Process button.
  4. A box will pop up; select Recalculate Budget Date checkbox.
  5. Click the OK button.
  6. System will assign a new journal entry number.
  7. Update the journal description and attach supporting documentation on the Header tab.

To reverse a journal entry:

  1. Open the entry you want to reverse.
  2. From the Lines tab, select Copy Journal from the Process drop down box.
  3. Click the Process button.
  4. A box will pop up; select the Reverse Signs and Recalculate Budget Date checkbox.
  5. Click the OK button.
  6. System will assign a new journal entry number.
  7. Update the journal description and attach supporting documentation on the Header tab.

To find your journal entry:

  1. Navigate using this path: Main Menu > General Ledger > Journals > Journal Entry > Create/Update Journal Entries
  2. Click the Find an Existing Value tab.
  3. Search for the journal by: name, date (range), and/or journal id.
  4. At the Journal Header Status option, be sure to select the blank line at the top of the down menu.
  5. Click the Search button.
  6. The search will return a list of all entries based on your search criteria.

Chart of Accounts

These will be loaded into the system as the grants are established. USERA will interface with PeopleSoft to pass on the new accounts as they are set up. The process for all non-grant accounts will begin with the Legacy AM Account memo process.

Multiple tools can be used to monitor revenues and expenses. These tools are:

  • PeopleSoft University Dashboard
  • General Ledger Inquiry
  • PeopleSoft Queries
  • Finance Intranet

Use the Crosswalk located in PeopleSoft. The Navigation path is: Main Menu > USC Conversion > USC Chartfield Mapping > USC Department/Fund Inquiry

  1. Enter the values you know in the Search Criteria; be sure to enter the appropriate Fiscal Year.
  2. Click the Search button.
  3. The valid values will display for: Operating Unit, Department, Fund Code and Class Field. For grant funds these additional field will be populated: PC Business Unit, Project and Activity.

Note: Using values provided by the Crosswalk will prevent combination edit errors.

 

Budget 

You will be able to check transactions against your control budgets. The system stores the original budgeted amount by Chartfield string, as well as any modifications made during the year. It also calculates how much of that budget has already been pre-encumbered, encumbered, and expensed, leaving what PeopleSoft calls the “available budget”.

When a transaction exceeds the available budget amount, the system either stops the transaction and issues an error notice or passes the transaction with a warning notice. If the transaction exceeds the controlled available budget, then the transaction is rejected.

While the budget checking can be performed at the line level, the overall budget control will be at the operating unit and fund combination levels. In other words, departments will be able to enter budgets at the detail level, but the control (i.e. when the transaction is stopped) will be at the highest level. Except for Grants, which will be budget controlled at the project level.

There will be a process in place that will ensure that transactions post and take into account the fiscal year start, budget-related delays, and carry-forward budget. This process will be communicated through newsletters and webinars.

The system is checking budget, not revenue. If an account is not budgeted, it will “pass”.

Ensure that the Journal Date is dated in the Fiscal Month in which the entry should post to the ledger. 

Note: Entries should not be submitted for a prior fiscal month.

Record a Budget Transfer vs. Budget Journal:

  1. Budget Transfers: Budget transfers are used when transferring budget between department-funds or various line items (i.e. between accounts, funds, departments, operating units, etc.). Therefore, Budget Transfers are not used to increase or decrease the overall budget.
  2. Budget Journals: Budget journals are used when increasing or decreasing (rather than transferring) the overall budget.

In most circumstances, the correct Budget Entry Type is ‘Adjustment’ (Budget Journals) or ‘Transfer Adjustment’ (Budget Transfers).  The only exception to this rule occurs when uploading an original budget (Budget Office only).

To complete the ‘Parent Budget Options’:

  1. Oper_Rev: Please leave ‘Parent Budget Options’ box blank.
  2. Oper_Exp: First, please ü the Generate Parent Budget(s) box. Next, select the value from the ‘Parent Budget Entry Type’ drop-down menu that agrees to the Budget Entry Type drop-down menu selection above.

 Yes, please use the following PeopleSoft query: SC_KK_BUD_JRNL_LINES_BALANCE 

 

Speed Charts/Speed Types

SpeedCharts and SpeedTypes are shortcut keys created for frequently used combinations Chartfields available to all users. It is important to note that not every crosswalk combination

has a SpeedChart/SpeedType. We have limited it to Internal Projects, Grants, Construction, and A Funds for departments.

 The following transactions use SpeedCharts/SpeedTypes:

  • Requisitions
  • Payment Requests
  • Journal Entries
  • Budget Journals
  • Deposits

 For more information about SpeedCharts/SpeedTypes, please refer to the webinar and PPT that can be found on the Resource page of our PeopleSoft website.

Combo edits are system checks used to ensure the chartfield combinations entered in PeopleSoft for various transactions are valid.

Combo edits compare the chartfield combinations to the valid Crosswalk values.

The three types of SpeedCharts/SpeedTypes you can choose from are:

  1. A Type for Activity USCIP
  2. P Type for Project USCSP and USCCP
  3. D Type for Departmental A0001

For more information about SpeedCharts/SpeedTypes, please refer to the webinar and PPT that can be found on the Resource page of our PeopleSoft website.

Sponsored Awards

If there are no errors in the file that we receive from the daily USCeRA interface file, the grant will be accessible immediately. However, if your project has to be manually created it will take 24 to 48 hours.

For new awards coming through the USCeRA interface, PeopleSoft assigns the project ID immediately. If entered by the Grant Accountant manually, a project ID will be assigned within 24 to 48 hours.

To get the sub-award invoice into PeopleSoft and then routed for approval email it to Gina Hambrick specifically, after it has been approved by the PI.

PeopleSoft has a Crosswalk table which will provide that information. 

Navigation Path: Main Menu > USC Conversion > USC Chartfield Mapping > USC Department/Fund Inquiry

Once you navigate to the Crosswalk, input your department, fund, and current fiscal year, then click search.

Send an email to your Grant Accountant and identify the list of projects as well as the person who will approve transactions. Your Grant Accountant will add that person as a team member on the project for workflow.

The fields that are required to charge expenses on a project are: Amount, Operating Unit, Department, Fund Code, Account, Class, PC Business Unit, Project, and Activity.

The Grant Dashboard Report will provide this information. The Grants Dashboard report is a printable output file that provides the supporting details of the Grants section of the University Dashboard. This report can be downloaded as a PDF or Excel spreadsheet.

Navigation Path: Main Menu > USC Enhancements > Grants Dashboard Report

Additional information about the Grant Dashboard Report.

Yes, there are several public queries related to Grants available to Departments and they are:

  • SC_GM_COSTSHARE_SUM_BY_PROJ - Cost Share Summary by Project
  • SC_GM_CS_SUMMARY – Cost Share Summary by Project/Award
  • SC_GM_CHRT_OF_ACCTS – Chart of Accounts
  • SC_GM_DEPT_EXP_SUM – Department Grant Expense Summary
  • SC_GM_EXP_REVIEW_BY_AWARD – Expense Review by Award
  • SC_GM_FA_BY_Project – F&A by Project
  • SC_GM_PI_AWARDS – Awards Listed by PI
  • SC_GM_PI_PROJECTS – Projects Listed by PI

 To find and run these queries, use the Navigation Path: Main Menu > Reporting Tools > Query > Query Viewer

Use the University Dashboard to drill down on the amount in the actuals column.

For more information about the University Dashboard visit the Resource page of our PeopleSoft website.

Yes, use the University Dashboard to retrieve a list of all active projects for your department. In the search criteria, be sure to add your department, from/to accounting dates, and select ‘Active’ status.

For more information about the University Dashboard visit the Resource page of our PeopleSoft website.

You can run a monthly expense report using the University Dashboard, however the available balance will not be a cumulative balance.

For more information about the University Dashboard visit the Resource page of our PeopleSoft website.

Yes, by using the University Dashboard and specific search criteria.

For more information about the University Dashboard visit the Resource page of our PeopleSoft website.

Yes, the available budget on the University Dashboard reflects the current budget. The dashboard will reflect real time budget information. It is important to remember that it is reflecting transactions that have been budget checked, not necessarily paid and posted.

For more information about the University Dashboard visit the Resource page of our PeopleSoft website.

No as Travel has not gone live with PeopleSoft yet.

You can see outstanding commitments by using the University Dashboard. On the dashboard click the amount of a pre- encumbrance or encumbrance, and then click the icon on the right to drill down into the details.

For more information about the University Dashboard visit the Resource page of our PeopleSoft website.

Contract and Grant will always use ‘1’ in the Activity field.

The University Dashboard is our source for balances. It is important to remember that PeopleSoft is date driven so if your budget was not entered in the period you have selected then it is not going to pull your budget. Using 01/01/1901 for the From Date should provide you with the correct monthly balance.

For more information about the University Dashboard visit the Resource page of our PeopleSoft website.

 

Cost Share

There is a Cost Share field that functions as the ‘analytical’ box. To record Cost Share, just input the project ID in the cost share field.

The University Dashboard has a Cost Share section that will provide you the cost share for your project. There are two public queries that you can use as well:

  • SC_GM_COSTSHARE_SUM_BY_PROJECT
  • SC_GM_CS_SUMMARY

 For more information about the University Dashboard visit the Resource page of our PeopleSoft website.

The University Dashboard will provide you the remaining Cost Share balance.

For more information about the University Dashboard visit the Resource page of our PeopleSoft website.

Yes, salary can be used as Cost Share. You will complete the current PBP documents you currently do and use the analytical field.

 

Facilities and Administrative (F&A) Allocation

F&A revenue is distributed to the departments on a monthly basis.

F&A is calculated for a project on a daily basis.

The Journal will have the project ID in the reference column helping you determine which project generated the F&A.

General

Approval workflow is determined by the chartfield entry. If it is related to a project, workflow is at the project level.

To change an approver due to organizational changes within a department, please request the appropriate updates to the approvers using the PeopleSoft Finance Access Form.

In situations where you will be unavailable, you can add a user to the Alternate User ID field and enter a date range for when you are not going to be available. The system uses these dates to forward routings to the alternate user.

To designate an Approver use the following navigation: Main Menu – My System Profile

You can assign alternate users who have the Requisition and Payment Request roles. For more information about assigning an Approver Out of Office, visit the Resource page of our PeopleSoft website.

 

Requisitions

Yes, adhoc approvers can be inserted manually into the eProcurement Requisition approval workflow or the Payment Request approval workflow.

 For instructions on how to designate an alternate approver please visit the Resource page of our PeopleSoft website.

Yes, it can be edited but the approval process will begin again.

There are several things the department will need to do to ensure this does not happen often: having more than one person in an approval level, granting proxy to cover an extended absence, and submitting an update request if a person terminates.

An approver can review and approve a requisition or payment request; however, the reviewer cannot approve any documents and does not hold up the approval process. 

No. If a person receives information through the "notification" button to review an item, they cannot make changes to the requisition. 

No, it is the user’s responsibility to check their worklists, or email, every day to check for transactions that require their approval. The system cannot be set to send reminder email notifications. 

The person who originally placed the hold, as well as anyone else in that pool of approvers. When placing a hold, it is recommended that the person doing so add detailed notes explaining the reason for the hold, allowing other approvers to see why the hold is in place.

To protect the integrity of all, Financial Systems always have checks and balances inserted in the process, therefore this process is one that needs to have two separate people performing these functions.

Contact pssecure@sc.edu if approvers are not receiving approval notifications.

 

Payment Requests

Before approving a Payment Request be sure to:

  1. Verify the invoice numbers match what is being requested for payment
  2. Verify the correct account code being used
  3. Verify on the dates on the request match the dates on the invoice
  4. Check for an attachment and that it is for the Supplier selected
  5. Deny if any of the above is missing or incorrect, sending it back for the initiator to make corrections

Contact the next person in workflow to deny the request and send it back to the initiator. If it is already at the AP level of approval contact them, they will deny it, and delete the vouchers.

If denied, you will receive an email providing you the reason. From the Payment Request Landing page, you can cancel the request or make the necessary changes and send it back through approval workflow.

 

Queries

Queries are used to retrieve information that is stored in PeopleSoft. Public queries are available to anyone with Query Viewer access. A list of available pre-built public queries can be found here.

The menu path to Query Viewer is: Main Menu > Reporting Tools > Query > Query Viewer

Yes, Query Viewer training is offered once a month. Use the PeopleSoft Training schedule to register. Query Viewer is a prerequisite for the more advanced Query Manager course. Query Viewer shows you how to run queries. Query Manager shows you how to create queries.

 

Grants Dashboard

The Grants Dashboard report is the printable version of the information presented in the Grants section of the University Dashboard. This report also provides the Indirect Cost Rate which is not available in the University Dashboard. Use this quick reference document to assist with running this report.

The report is located: Main Menu > USC Enhancements > Grants Dashboard.

Everyone with PeopleSoft access should have access to the Grants Dashboard report.

 

Finance Intranet

Yes, there is classroom training offered once a month for the Finance Intranet. Use the PeopleSoft Training schedule to register.

On the Finance Intranet home page, short training videos are available to review prior to attending the classroom training.

 

University Dashboard

The University Dashboard is a reporting tool that helps manage funds from beginning budget to remaining balance for Sponsored Awards, Internal Projects, Operations and Construction projects. It contains much of the same information as the Finance Intranet.

The University Dashboard is available using this menu path:  Main Menu > USC Enhancements > University Dashboard. Everyone with PeopleSoft access should have access to the University Dashboard.

Supplier Maintenance

The Domestic Supplier packet to get a supplier added can be found in the Procedures and Forms section of the General Accounting website. For US suppliers, it is called the PeopleSoft Domestic (USA) Supplier Information Packet.

The forms to get an international supplier added can be found in the Procedures and Forms section of the General Accounting website. For international suppliers, the forms needed are IRS W-8 BEN (for individuals), W-8BEN-E (for an entity), and International Wire.

You can use the email address provided on the Contact Us page to determine where to send your questions regarding suppliers. That email address is apsupplr@mailbox.sc.edu.

No, students and employees do not need to have W-9’s on file for reimbursement. The Employee/Student Reimbursement form can be found in the Procedures and Forms section of the General Accounting website.

It usually takes 2 business days, when all the correct documentation is provided.

Suppliers must be added prior to completing a requisition. The necessary supplier forms can be found in the Procedures and Forms section of the General Accounting website.

Typically, the location of the supplier is the determining factor. If the location does not assist you in to which address to use, email apsupplr@mailbox.sc.edu.

It is preferred that suppliers send their information to the department and the department will send to the Controller’s Office.

W-9s are to be sent directly to the Controller’s Office via email, fax or campus mail. 
Email Address: apsupplr@mailbox.sc.edu
Fax Number: 803.777.9586

Yes, use this navigation: Main Menu > Accounts Payable > Review AP Information > Payments > Payments. This brings up the Payment Inquiry screen and will give you information about that payment.

 Another navigation path is: Main Menu > Accounts Payable > Review AP Information > Vouchers > Voucher Inquiry. You must know the voucher ID to use this navigation.

Digital signatures are accepted for supplier forms.

Use the navigation: Main Menu > Suppliers > Supplier Information > Add/Update > Supplier.

Enter the supplier’s name in the Supplier Name field and click the Search button.

Suppliers should send invoices to the departments and the department should forward the invoices to Accounts Payable via campus mail.

Grant deposits for payments and rebates must be completed by the Contract and Grant Accounting department. Grants deposits for cash advance settlement are entered into PeopleSoft and taken to the Bursar's Office by the departments.

Your contact information is no longer required to be entered in the Deposit Reference. Instead please enter a general description of the deposit. For example, you would enter something like: Daily Postal deposits.

There is no naming convention but attachment names should not contain special characters. Use only letters and numbers in the file name.

Use the Crosswalk to get the correct accounting information to submit your deposit. The navigation to the Crosswalk is: Main Menu > USC Conversion > USC Chartfield Mapping > USC Department/Fund Inquiry.

The old department /fund can be entered to find the chartfield values needed on the Accounting Entries page for your deposit. Be sure to enter the current fiscal year in the Fiscal Year field.

The Print link for the deposit transmittal will become active when all the required information is complete for the deposit. Use the document titled Entering a Deposit Quick Reference [pdf] to ensure all required steps are completed. You should also check to see if your computer is blocking the item as a “Pop Up”. 

You can use the email addresses provided on the Contact Us page to determine where to send your questions.

Yes, a deposit can be deleted before being submitted to the Bursar by locating your deposit in a Pending status and clicking the Delete Deposit button.

Yes, a deposit can be deleted even after submitting to the Bursar if you catch it in time. The deposit status must be reset to Ready to Submit. Visit the training UPK titled Deleting a Deposit After Submitting for Bursar Approval to practice deleting a deposit.

Yes, a deposit can be updated after it’s been submitted to the Bursar for approval if you catch it in time. The deposit status must be reset to Ready to Submit.  Use the training UPK titled Modifying or Resetting a Departmental Deposit to practice making changes to a deposit.

Yes, a single deposit can be entered into PeopleSoft with multiple distribution (accounting) lines. Use the PLUS (+) icon at the far right in the Distribution Lines section on the Accounting Entries page to add a line for each distribution or accounting line. Visit the training UPK titled Entering a Departmental Deposit to practice entering a deposit with multiple accounting lines.

Your deposit and supporting information can be brought to the Bursar’s Office and someone there can assist you with entering your deposit at the kiosk. Please call in advance to be sure someone is available to assist you.

These are provided by the Bursar’s Office.  Contact them and they will provide you with the authorization documentation for receiving a receipt book.

Yes – nothing has changed with regards to submitting credit card payments on the Treasurer Form (Green Sheets).  2 appropriately completed copies are required to include the close out slips – to be attached. 

If you are using the numbered “special” receipts, these should be scanned and attached to the deposit entry – in sequential order.  Sending the pink copies to the Bursar’s Office is not necessary. Please do not scan and attach checks. Original checks are to be submitted with the Deposit Transmittal along with 2 adding tapes. Other associated documents pertaining to payment can also be scanned for a record if preferred by the department. Never scan secured information such as Social Security Numbers, banking information, etc. 

If you have checks, and credit card Treasurer Forms, you can send deposits via campus mail. If you have cash, you must bring the deposit to the Bursar’s Office in person. 

PeopleSoft University Financial System


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