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PeopleSoft for Site Administrators

1. 65 Human Capital Management HC 65 Administer Workforce Human Resources 65 o H iom NI illas MeN enc jeeesh roan seacenstl intatente lenses ven assum E E muya pasas 65 Chapter 7 Position Managementi 66 Position Management Oyverview 66 B i Saree en tea E as aus unas su aaa a usa 66 Position Management and Creating a New Posttion 67 Position Management and Changing an Existing Posttion 67 Understanding Budgeting Dy Position 67 Position Rep orlsu xu ua uiw saus wasaspapysasyuwussyaqusaayqasis 68 A llocutionssSid skopomzuyam u ys u uu uu Su umutu uuu 68 Filled Positons Reporluu uuu u uy unu n Z u ua una aa yka skua 69 The Personnel Action Request PA R 69 PUDDLE OVING PARS oaeiio erie EEr ENE AEE E 70 Searchin lop a PAR u l l i M M S i A EEEE aie 72 Personnel Action Request c ccccsssssssssessessessecsessecsecsecsecsessessesaessesaessesarsarsarsucsucsucsucsucsecsucaecaecsesaseees 72 PARSO CR Reem re er RE oe I er
2. 54 Timekeepers and Payroll Procedures 54 FReconcrlino your Paypolku u A D W I SS aS auqa wa 55 ATU REDO IS scsi k u ceeseasevecccnecnsasceecneacevcanwoncncssesedscaunasieves seeeeieveneceeee 55 Late Reporting and Financial Accountability 56 Employee Verification Active Terminated FTE Placement 56 SAMS Reporting Verification and Reconciling Employee Attendance 57 PAV TON Deadlines uuu un O Su Suay 57 Records Retention sssssicasacacacssssssaesesesesseasavaenerssstsesssesassanesecssssmeuseniawsdaiadesencssnsesiees 58 Reports for Administrator Sissors a anaq sss 59 Time Approval RODO Seriea nu Lu unas Su nu kunu 22252 59 RDO y u unu u sas 59 A dit Paid to Reported Time Koeportuuuyu y u k uuu na m uD Qu uu naha a sua 59 Audit Paid to Reported Time Report Validation Fields Explanation 60 Account Code Charges Reports 62 Cross Site Account Code Charges Report u sa eben au uq Sasa kum 62 Site Account ode Charges Report 12 csicestssaderussactncerenoeaatonsedantsdianedeasacounesacassewondadenesdimneeandasenseess 63 Blank Account Codes Report 64 Chapter 6 Human Capital Management HC N
3. 2577257 _ Magda mhenein sandinet ped MagdaHensin 7257760 Margaret mgomes sandinet _ sandi ne i pane l nh qunu mamakai pt Coto Velazquez 257789 _ Tna tjair sandi net x Jj mw 705 7764 x K MagdaHenin 7257760 _ x L cindy Stephens 7257763 Mi Mz 725 7771 x O Stephanie Trump 7257765 _ Pn Pz 725 777 P Nancy Miratior 725 7766 _ x R Keity Jackson 725 7751 S except San Diego amp Sup t of Schools Tina Jair 725 7764 82 Chapter 8 Nancy Miraflor 725 7766 Superintendent of Schools 725 7768 Telephone Service Land Lines Magda Henein 725 7760 Chapter 8 83 Payroll Phone List Main Number 619 725 7725 Fax Number 619 686 6729 PAYROLL SPECIALISTS Monthly and Hourly gt Elementary Schools Locations 0001 0089 Locations 0090 0150 Locations 0153 0214 Locations 0215 0297 gt Secondary Schools Locations 0301 0331 Locations 0332 0354 Locations 0355 0369 3637 3753 gt Central Office Locations 0382 0791 5100 5422 Locations 5423 5568 Locations 5571 5927 Locations 0834 0896 8302 8813 5831 gt Hourly Substitutes Alpha Last Name Location 5831 Subs A Z Location 5998 Subs A H Location 5998 Subs I Q Location 5998 Subs R Z gt Garnishments Worker s Comp Direct Deposit Wage Withholding Orders Workers Compensation Direct Deposit A L Direct Deposit M Z GENERAL INFORMATION Payroll Ma
4. s p gt Manager Self Service Enter any information you have and click Search Leave fig Supply Chain 8 9 link Then Gare meee follow this menu navigation nace Find an Existing Value i Commitment Control 2 Review p Services Procurement Inquiry Name begins with a as D Travel and Expenses Budget Activities gt Budget siasa piysa Inquiry gt Budgets Overview r esas search Clear Basic Search Save Searc Find an Existing Value Add a New value Step 2 Budgets Overview Click the Add a New Value tab Find an Existing Value C EENIA NOTE Only use this tab ONCE You will create and save this new InquiryName query now Every time you run this report in Add the future use the Find an Existing Value tab to call up your saved query Then you can run the same query and receive fresh up to date information each time Find an Existing Value Add a New value Step 3 Type a short name into the Inquiry Budgets Overview Name field Click the Add button f Add a New Value Inquiry Name DEMO_1 0 09 Add Find an Existing Value Add a New value 12 Chapter 1 Step 4 Type a longer name Into the Description field for the report you want to create Step 5 Type the word EXPENSE or CONTROL into the Ledger Group field Expense will show individual expense accounts Control will show only the larger overview accounts Step 6 Click into the From Budget Period field It should automatically p
5. Enter any information you have and click Search Leave elds blank for a list of all values Sy Query Mame begins wi SO SITES _EPRO_REQS advanced Search 24 Chapter 3 Step 3 The query title will appear on the screen You can choose between running the query to an HTML window or to an Excel spreadsheet In this example we ll run the query to an Excel spreadsheet Click the Excel hyperlink Search Results Folder View E All Folders Lr Last Palad to Favorites So SsilEs_ EPRU_ REGS List sites EFROs Public Favorite Query Name Description Owner Folder Step 4 When the query window appears you need to enter your criteria and then click the View Results button to run the query In this example we entered criteria to view all ePro requisitions for Department 0003 from 7 1 09 thru 12 11 09 Department 0003 Req Date Greater Than lov 01 2009 sJ Req Date Less Than 2111 2009 E9 View Results Req ltem Line Distributior Step 5 The results are displayed in an Excel spreadsheet we can then edit sort or otherwise manipulate B List sites EPROs 333 Req ID Requester tem Descr 3 3 0000106791 122930 ENCOUNTER ODORCG 4 0000106791 122930 BIOODOR CONTROL amp 5 0000106791 122930 PULL OUT QUARTS 6 0000106791 122930 48280 KLEENEX INTEF 7 0000106791 122930 23504 ENVISION SINGLA 8 0000107143 410013 APPLIANCE NETWORK 1000107143 110013 MEMORY 16GB FLASE
6. First WO 4 2 of 2 LH La Pending Actions Customize n Date Time Acti Profile Name Deparment Level Approver Brings Judith Marietta Branch Approver Cansdale Richard w Action History stomize Find B First 4 or 4 LEI Last Profile Name Action hate Tine Falter Marina Medel Ub mitted 06192008 6 42 17 04AN Comments IE Templates don t bother with it Appere _ SendBack Hold II Click here to return TA to Click here to Click here to keep TA in permanently youi LIS te kill the TA Chapter 3 deal with later SDUSD PeopleSoft for Site Administrators Step 6 To view the details of any expense item in the Travel Authorization simply click on the expense item s hyperlinked name Conference Reg Fee NOT ink SD Airfare w shuttle rCabiCity Bus J0612312008 Step 7 In this example we clicked the Lodging expense to view its details Approve Travel Authorization Authorization Detail for Lodging Line 3 Marina Falter Authorization ID 0000013811 Date 0623008 s Payment Type Prepaid Hotel ki Billing Type Internal Number of Nights 2 Merchant Choose One Preferred Non preferred Best Western Vegas Location Las wee a Description 2 nights at hotel in Las vegas at F Nightly Rate 128 36 jon Total Amount 256 72 USD Exception Comments Location Amount Accountin
7. The illustration shown on the next page explains the different parts of a typical Travel Authorization Chapter 3 29 Click Budget Options to ru budget check BEFORE approval originator for revision SDUSD PeopleSoft for Site Administrators Name of erson who Approve Travel Authorizstion _ a Tavel Travel AuthopZation Su General Marina Falter User Defaults Authorization ID 0000013811 Information identifying the TA General Information Description Math Conference enk 3 day conference to learn new methods of f teaching math Business Purpose Professional Growth Status Submitted for Approval Date From 06232008 To os 2sitoog Last Updated 06792008 By 120080 Accounting Defaults You can deny individual expenses and still approve or send back the overall report rae yom Details of etails ey s anticipated Expense Type Date BU Project Activity Amount Currency Approve expenses ConferencefReg Fee NOT in ConterencefReg Fee WOT in D6 23 2009 500 00 USD F Prepa 5D Expense Airfare 06 23 2008 150 00 USD i N Expense Prepaid Lodging O62 3 2008 256 72 USD W IONE heals OBf23 2008 20 00 USO m heals OBf24 2008 35 00 USD a heals OBf25 2008 20 00 USD a Shuttle ability Bus O62 3 2008 20 00 USD a Totals Current Total Status of this 1 001 72 USD TA 0 00 USD Place to type comments for LOUL iA MAL originator to see Less Non Approved Total Authorized FI
8. 50 _ Reimburse c Amt Urrency Werified 20 37 USD T 20 USO 5 82 USO 9 70 JSO Chapter 3 Receipt Receipt Approve Required Expense W Z Select reason SDUSD PeopleSoft for Site Administrators Alternate Step 7B Click the Budget Options link to initiate the Budget Check process Comments Budget Checking is required before the Expense Report can be Approved Please click on the Budget Options hyperlink SDCS Expense Rules Alternate Step 8B Click the Budget Check button Commitment Control Commitment Control Details Source Transaction Type Expense Sheet Budget Checking Header Status Mot Budget Checked Commitment Control Amount Type Encumbrance Override Transaction Budget Check ae EU l Goto Transaction Exceptions Go To Activity Log Alternate Step 9B Upon receiving a Valid budget status click the OK button Commitment Control Commitment Control Details Source Transaction Type Budget Checking Header Status Commitment Control Amount Type Era Commitment Control Tran ID 0001060005 Commitment Control Tran Date 0630 2008 l Override Transaction Goto Transaction Exceptions Go To Activity Log Cancel Chapter 3 51 SDUSD PeopleSoft for Site Administrators Notice on the Expense Report form that the totals have adjusted themselves to show the Non Approved Expenses Expense Report Totals Employee Expenses 43 17 JSD Due Empl
9. PeopleSoft for Site Administrators SDUSD PeopleSoft Training Spring 2010 Table of Contents Introduction and General Information 5 How to Log Into PeoplesSolt 5 Important AC VICE sccis aa Chapter 1 Financials Budgeets 7 Cl i ds u u uyum uu uuu sa 7 Pu laru yu 2 u I nus 9 Bud r CHECK Oy Cite Wu nuntuu2 ata aqapana ak asha taya akuy a a stuaasa 9 Budget EGEOrS OvervIe W crece e a a a e 9 B dg t Reports OVerVie W secsi e a a baa atun pasansi 9 Budget Summary Report Example EX rcise oaia in E TAN ROE ig aa 10 Budget Overview Report Example Exercise 12 Chapter 2 Financials eProcurement 17 Approve or Deny eProcurement Requisitions 17 Approve or Deny an eProcurement Requisition Example Exercise 17 Manage Y Our APprovdl Seriene uu ua k uha a usta a u aaah uka aaa 20 ePro Requisitions Repor amarse sn au Sut ausapuu asss Qakay masapas asa 2 Create and Run an ePro Requisitions Report Example Exercise 24 Chapter 3 Financials Travel Expenses 2
10. You have several ways to get help with using the district s PeopleSoft Financials software Your support options are listed and explained here in the order of how you should proceed 1 First you need to carefully read or re read your training materials user manual job aids Most questions can be answered there To print out copies of extra training materials please go online to http www sandi net dwa peoplesoft readandlearn You can find manuals handbooks and job aids which you can open download and save on your own computer if desired or just print them out directly from the website 2 If you need more help than what the training materials provide the second thing you can do is attend an Open Lab session Open Lab is a free help clinic provided for all district employees who have already completed a related training class Open Lab is held on a regular basis year round At Open Lab you can receive individualized one on one assistance from the district PeopleSoft instructors with any problems or questions you may have while using the PeopleSoft software Open Lab is a first come first served arrangement No appointments are taken Just show up and bring your work and all pertinent information with you For details on when and where Open Lab takes place the schedule is posted every month on the district s DWA web site please go online to http www sandi net dwa peoplesoft training Once there scroll your page down and l
11. s paycheck and in most cases equals the amount s associated with the Job Code If an employee has earnings from multiple locations the location running the report sees their portion following the Job Code but their portion will not equal the Total Gross Erncd The code the total earnings are charged to for the report period Oth Hrs The total hours being paid for the Erncd for the report period Oth Erns The total being paid for the report period for the Erncd TRC Shows the Time Reporting Code for the hours entered by the Time Keeper identified under Oprid If multiple funding sources fund this Time Reporting Code then the line will repeat and not equal the total listed in the Erncd and Oth Hrs reported The assignment funding percentage is not included on the report for the associated TRC therefore the Qty appears overstated Qty Reported Number of hours daily being reported for the TRC Dur The date for which the TRC is reported Chapter 5 61 Stat Processing status of the entry TP Taken by payroll Oprid The employee s PeopleSoft ID number who entered the time into the system Account Code Budget string charged for the TRC Account Code Charges Reports With PeopleSoft Time and Labor it is possible to charge dollar amounts associated with reported hours to a Combo Code budget number other than the one on the employee s position The Combo Code search prompt does not have any security to limit access meaning that a
12. Approvers are required to approve or deny all items submitted to them It is against district policy and may constitute fraud for an approver to give his her private password to anyone else to enable them to do that approver s approvals as proxy Approvers must sign into the PeopleSoft system and do their own approvals Giving your password to other people places you and them at risk When you approve an ePro requisition it is removed from your Worklist and automatically sent on to the Purchasing and or Supply Center departments to have the order filled When you deny an ePro requisition 1t is removed from your Worklist The person who originated created and submitted the requisition can keep track of it on his her own computer He she can see that the requisition was denied and can then edit it and re submit it 1f desired or else cancel it NOTE For more comprehensive information about approving and managing eProcurement requisitions please refer to the eProcurement manual itself which is found at this website www sandi net peoplesoft readandlearn NOTE When the originator requester cancels an ePro requisition the money that was encumbered by it is replaced into the same budget from which it was taken However that money is not immediately available for use It becomes available after the district Budget Department runs the reconciliation of the district s budgets It could be one week or longer before the reconciliation oc
13. Chapter 3 25 Chapter 3 Financials Travel Expenses Approve or Send Back for revision Travel Authorizations The Travel amp Expenses sometimes simply called Expenses part of PeopleSoft lets employees request approval for travel related expenses they expect to incur while on a business trip Travel amp Expenses also lets employees submit their expense reports which are required after travel has been completed Approvers use the same software to approve employees requests for travel expenses reserve funds for the estimated expenses from the correct budgets and approve the final expense reports for employee reimbursement NOTE For more comprehensive information about Travel amp Expenses please go online to the district s PeopleSoft website to view the Travel amp Expenses training materials at www sandi net peoplesoft readandlearn It is important to note that only designated approvers are permitted to approve Travel Authorizations and Expense Reports the two online forms involved with travel expenses A designated approver must be a site administrator such as a principal or department head Approvers are required to approve or send back all items submitted to them It is not permissible for an approver to give his her private password to anyone else to enable them to do that approver s approvals for him her Approvers must sign into the PeopleSoft system and do their own approvals themselves Giving your password to
14. J lt List chase EPROs ext Art 170 T resource 97 6900003 D0031 0 93 340 0003 D0031 Do 54 700 0003 0031 Do 72 960 0003 00031 Do 26260 000 0003 77100 oo 5250 000 0003 77100 D 700 0000003 977100 D 9415 000 0003 77400 D 1890 000 0003 77400 D 175 0000003 77400 D 1120 000 0003 77400 D 26260 000 0003 77400 D 250 000 0003 77400 D 700 0000003 77400 D 9415 000 0003 77400 D 1890 000 0003 77400 D W x Y pccount Program cass una Extended 8100 oo00 1000 mi F F F 5100 p000 01000 D D D F F F 4502 8100 0000 01000 O000 F F F F F OO 4502 5100 0000 01000 DDU F F F F F F H U 4494 5500 0000 35000 8631 F F F F F z Oo 4491 a500 OOOO 36000 8631 F F F F F F OO 4491 5500 0000 36000 8631 F F F F F F 1 O00 4491 5500 OOOO 35000 8631 F F F F F F O0 4491 5500 OOOO s5000 8631 F F F F F F a 600 4491 5500 0o00 s5000 8631 F F F F F F 4 00 4491 S600 OO00 36000 8631 P F F F F F m 0 6400 8600 OO00 36000 8631 F F F F F F 46 OO 6400 5500 0000 35000 85631 F F F F F F z OO 6400 5500 0000 35000 8631 r F F F F F F a OO 6400 5500 0000 36000 8631 F F F F F F Ja DD 53DD 5500 0000 36000 8631 F F F F F F w0 00 6400 5500 0000 35000 8631 F F F F F OO 6400 5500 OOOO s5000 8631 i T aean a Taa g rm x complete complete complete complete Canceled Canceled Canceled Canceled Canceled Canc
15. Resource Account and Fund code numbers are being used for each item on every requisition An Approver should also review the Item Description Quantity and Price before approving a requisition When done viewing this simply close the window Requisition 0000063510 Requisition Requester Lenna Gerety Business Unit SOUSD ID 0000063510 Date 4 4 2007 Comments Line Description Oty i UOM Total 1 tem p322 000 6 5411 quadrilled 20 4 250 USD AD ruled pad w4 squares Line Comments Begin Comments fram Special Request User Comments Questions Contact Leona Gerety p Adams Ele 4672 35th St SD CA 92116 619 264 1158 2115 Use the Office Max Catalog 2005 pg 815 center of page item B tem PS22 000 would like 20 pads They are 4 20 each pad www officemaxsoalutians cam End special Request Comments Sched Line Ship To supply Center Line Location Req Oty Amount HE Unit DeptID Resource Bud Ref Account 1 0003A 20 65 6 eae ert agg oo 4301 Program Class Fund Extended 1000 1110 Ee ogg NOTE Ifa requisition is approved and the Chartfield account information is incorrect then the Approver will have to explain why the incorrect information was not adjusted before approving the requisition To have the information adjusted before approval the Approver must deny the requisition so that the Requester can make the adjustments and re submit the requisition Step 5 Afte
16. timekeeper can select any other department site s Combo Codes budget numbers and thus charge time to any other budget Since there is no notification to that department site when their budget is being charged it is the responsibility of both the site administrator where the charge is originating and the site whose budget is being charged to monitor these Combo Code budget number charges Cross Site Account Code Charges Report This report is an official audit record This report must be signed by an administrator and kept on file for auditing purposes This report works in combination with the Site Account Code Charge Monitor Report While the Site Account Code Charge Monitor Report shows if you are hitting other Department s Budgets the Cross Site Account Code Charges Report shows you if other Departments are hitting yours This report includes all employees whose time reported in Time and Labor is being charged to a Combo Code budget number containing the department value of your site first 4 digits of an account string As is the case with the Site Account Code Charge Report this report needs to be run weekly That way if there is time being charged by another department to your site account you can contact the timekeeper at the other site to make the correction before payroll is run The report should then be run prior to your deadline for submitting time on both the salaried payroll and the hourly payroll for review and signature
17. 2 Deny one or more expense lines and approve the rest of the Expense Report 3 Send Back the Expense Report for revision and resubmission 4 Deny the entire Expense Report which renders it permanently unavailable ani Chapter 3 Upon approving an Expense Report in whole or in part it is routed to an Auditor in the Accounts Payable department for a final review and processing In some instances an approval by an Assistant Superintendent or Branch Head may exist between the Department Head Principal and the Auditor The Assistant Superintendent or Branch Head as well as the Auditor also have the ability to perform any of the aforementioned actions listed above Should the Department Head Principal Assistant Superintendent Branch Head or the Auditor choose to Send Back the Expense Report for revision the originator can edit the report and resubmit it However if the report is Denied it cannot be edited or resubmitted It becomes permanently unavailable The following steps walk you through both approving and denying an Expense Report Approve or Deny an Expense Report Example Exercise 4 Step by Step Approve Send Back or Deny an Expense Report Step 1 Launch Microsoft Internet Explorer and go to the district s sign in page for PeopleSoft The correct URL address is https dwa sandi net Be sure to enter your Employee ID number into the User ID textbox and enter your password into the Password textbox Then click the
18. Activitv Priority Link gt General Ledger Requisition gt Set Up Financials Supply Bob Block 10 13 2007 Approval Routing Approval Yorkflow v BUSINESS UNIT SDUSD Chad Customize Find view REQ 1D 0000063510 678 Aeiorklist Requisition WWorklist Bob Block 1013 2007 Approval Routing Approval Workflow i BUSINESS UNIT SDUSD Worklist Details REQ ID 0000065670 699 Step 2 To see the details of a requisition that s been submitted to your Worklist click the blue hyperlink Requisition ID number to access the Requisition Approval page Step 3 Select the line items you wish to view you should select all of them by clicking a checkmark into each line item s checkbox to the left Then click the View Line Details button Requisition Approval Req Name OOO008 3510 Total 65 60 USD Requester Leona Gerety Business Unit SOUSD Entered on ogo4arzoor Requisition ID goo00083510 Status Pending Priority M Medium Requestenr s Justification No Justification entered by requester Line Information Requester s Herr Description Vendor Name uom Price Curr me Hem Descri on Vendor Name Price Curr Cerone tem p322 000 SEL guad 20 0000 PAD 4 78 USD E View Line Details Review Edit Approvers 18 Chapter 2 SDUSD PeopleSoft for Site Administrators Step 4 A new separate window appears It is extremely important that every Department Approver verifies that the correct Department
19. Chapter 3 Step 4 On your Approve Transactions page you ll see a list of travel forms that have been submitted to you Find the Expense Report you want to access and click its Transaction ID number hyperlink Expense Report 6 79 USD Falter Marina Medel 120060 Mileage October 2007 2 1129007 Expense Report 50 00 USD Falter Marina Medel 120080 Academic Conference Loca OU000S4974 pD4 1812DD8 Math Conference TEST Step 5 You will see the Expense Report Summary page Here you can view details about individual expenses To do so just click on the hyperlinked Expense Type name you wish to view see circle in illustration on next page Chapter 3 47 SDUSD PeopleSoft for Site Administrators General Information about ra the Expense Report ser Defaults Report ID DU D0D34374 Approve Expense Report Expense Report Summary Marina Falter Report Information Report Description Academic Conference Local Reference Employee Base Office Business Purpose Professional Growth Comment To improve teaching methodology Report Status Submitted for Approval Receipt Inbox Accounting Date oar aizoog sj Created On 04482008 By List of Accounting Template STANDARD a Last Updated 0418 2008 1 expenses Default Location SAN DIEGO Travel Auth ID 0000D incurred Accounting Defaults Receipt Information Receipts Received You can deny individual expenses and st epiprove or
20. Find view All ss fe oO eq co te oOo lee oO ea oOo N fe oOo tet oO te oO es oOo es lo te T Account Program Class o 4301 2420 oaa 00 4301 2420 ooi g 4301 2420 O000 q 00 4301 2495 oaa min 4301 3140 o000 00 4301 1000 1110 o 4301 1000 1110 00 4301 1000 1110 1 00 4301 2495 1110 D 4301 1000 4760 00 4301 1110 5730 4 min 4301 1110 5770 First 4 1 12 of 12 D Last Pre Available Percent m co mm co mm am mm aa mm mm mm So cS mm Encumbrance Budget Available O00 1 000 00 100 00 a00 ooo 0 00 D DD DDD 0 004 D DD 636 00 100 00 0 00 500 00 100 00 A 57725 2 996 427 75 99 98 0 00 30 000 00 100 00 A O00 17 775 00 100 00 ong 0 00 D D E o 00 5030 00 100 00 ong 300 00 100 00 A 0 00 260 00 100 00 A Step 11 After scrolling around the page to see what is there it is up to you what to click on next We suggest you try clicking on one of the icons to see more details about transactions against these budgets Chapter 1 Budget Overview Results Return to Criteria Ledger Group Eq EXPENSE FQ EXPENSE hotes DeptiD 0003 TIIE 15 Step 12 You can click the Return button to Ledger Budget a oy Proqram Class get back to the previous page DO Group Reference Core Field EXPENSE agda ggg oo 4301 1000 1110 NOT use the Bac
21. PC computer with Windows as well as using the Internet in order to have the most success This manual contains the following modules of information Chartfields Budget Reports for Your Department or School How to Approve or Deny eProcurement Requisitions How to Approve or Send Back Travel Expense Forms Key Payroll Elements for Managers How to Review and Approve Reports Human Capital Management Position Management How to Find Support How to Log Into PeopleSoft In order to use our district s PeopleSoft applications you must have a computer PC or MAC that uses the latest version of Microsoft Internet Explorer FireFox or Safari You cannot use Netscape Navigator with PeopleSoft 1 Launch Microsoft Internet Explorer FireFox or Safari 2 Go to https dwa sandi net 3 Enter your User ID SDUSD Employee ID number If you don t know it ask your supervisor or just look on your paycheck stub 4 Enter your personal DWA password You must create one the first time you use PeopleSoft It is the same password as the one you use for your school district email Please see the Job Aid Setting Up Your DWA Password Click Sign in 6 On the next page portal page you ll see several hyperlinks to choose from a If you click the link Financials Supply Chain 8 9 you will gain access to the Financials part of PeopleSoft There you ll find eProcurement Travel Expenses and some not all Budget
22. Report query pages b If you click the link Human Resources 8 9 you will gain access to the HR part of PeopleSoft There you ll find Time amp Labor PAR s and other related Human Resources applications 7 After clicking one of those two links named above on the next page you will see menu choices on the left hand side of your screen From there you can navigate to all the different pages where you can accomplish the tasks in this manual Important Advice er observe the following To avoid frustrating moments and to experience the best and often faster use of PeopleSoft please e Always single click Never double click with your computer mouse If you double click anything in PeopleSoft it can slow the computer down substantially and even freeze your screen or log you out of the system e Delete your cache files temporary internet files on a regular basis If you use PeopleSoft daily you should delete your cache at least once a week Less often if you don t use PeopleSoft that frequently e Never click the Back button on your Internet browser window If you do in order to return to the previous page PeopleSoft software will very likely bump you out of the system log you out If that happens you risk losing the work you were in the middle of completing There will always be a hyperlink or button you can click in order to return to the previous page usually located at the bottom of any PeopleSoft screen To safegu
23. approves a Travel Authorization in whole or in part it is automatically routed to the appropriate Branch Head for final approval NOTE It is very important to understand the distinction between Sending Back a travel form or Denying it 26 Chapter 3 The Send Back button does exactly that 1it sends the form back to the requester the person who created and submitted 1t so that person can revise the form and resubmi 1t The Deny button basically kills the form This button renders the form permanently unavailable No one can edit it or do anything else with it ever Unless you have a very good reason to kill a travel form you should always use the Send Back button and never use the Deny button The next exercise walks you through the process of viewing budget checking and approving a Travel Authorization Following that are steps that walk you through how to approve only a part of a Travel Authorization while denying the rest of it and finally you are shown steps on how to Send Back a Travel Authorization for revision Approve a Whole Travel Authorization Example Exercise Step by Step View Budget Check and Approve an Entire Travel Authorization Step 1 Launch Microsoft Internet Explorer and go to the district s sign in page for PeopleSoft The correct URL address is https dwa sandi net Be sure to enter your Employee ID number into the User ID textbox and enter your password into the Password textbo
24. are denying the Expense Report This is a required step otherwise the system will not allow you to Deny the report Then click the Deny button Comments This conference has been canceled due to lack of funds A z Budget Status Mot Chk d Budget Checking is required before the Travel Authorization can be Approved Please click on Budget Options the Budget Options hyperlink Approve Send Back SDCS Expense Rules Return to Approval List Frevious in List Chapter 3 53 SDUSD PeopleSoft for Site Administrators Chapter 4 Payroll for Managers Key Payroll Elements for Managers Timekeepers and Payroll Procedures Reconciling your Local Payroll Audit Reports Late Reporting and Financial Accountability Employee Verification Actions SAMS Reporting Verifying Reconciling Attendance Payroll Deadlines Timekeepers and Payroll Procedures 54 Develop a good relationship with your timekeeper and procedures for payroll reporting Open communication is key in assuring accurate and accountable payrolls Integrity of data input and back up documentation All absences and hourly pay must have signed time cards authorizing hours leave Effective sign in process needs to be established Record Retention Payroll records must remain onsite for 3 years plus current Assure your employees are paid on time and accurately by reporting promptly and within the pay periods that earnings are earned leave is taken Paying
25. by the site administrator IMPORTANT This report is not meant to be used for budgeting purposes If you find charges after the payroll has processed that do not belong to your department you should contact your budget analyst in the Budget Operations Department to assist you with an expense transfer Do not try to reverse these charges in Time and Labor Run one report for your department 62 Chapter 5 Timekeeper at another site charging your sites budget for an employee Peoplesoft Report ID SDTL2723 CROSS SITE ACCOUNT CODE CHARGES Page No 2 Deptid 0033 Run Date 09 06 2007 From 05 01 2007 thru 05 31 2007 Run Time 13 10 35 Account cd Descr Department Description Resource Budget Account Program Class Fund Extended Project Type Emplid Name Red Department Description Jobcode Description Date QTY TRC Location Description Comments Budget Employee Charged 2940 Subst Tchr Day To Day Time Reporting Code o D 0033A Boone Elementary ACCOUNT ABBPAULTED Emplid Teach Date and Hours 0033000000021510102010000 AM urly un 0033 Boone E Employee Information 01000 boo 0 0 8 00 0 H 118239 Chris Doe o s998 Unassigned Lab p465 S Ed Asst 5 2007 REG A DEFAULTED Emplid Teach 0033000100011650102010000 JeBVisTchr 0033 10 00 1165 01000 0 103357 Chris Doe 5998 Unassigned Labor Pool 2940 Subst Tchr Day To Day 5 03 2007 ACCOUNT DEFAULTED Emplid Teach 103357 Chris Doe o 5998 Unassigned Labor Fool 2340 Subst Tchr Day To Day 5 04 200
26. for running the Budget Check procedures e eProcurement Requisitions Originator Requester clerk assistant or other employee e Travel Authorizations Department Approver site administrator e Expense Reports Department Approver site administrator How a Department Approver runs a Budget Check for travel forms is covered in greater detail later on in this manual Budget Errors Overview Occasionally when Budget Checks are run a Budget Error occurs You would see an indication on your computer screen that tells you a Budget Error has happened If the form receives a Budget Error you cannot approve it until the budget error is resolved This means you must contact your Budget Analyst and ask him her to assist you by transferring funds into the budget that generated the error Then you must wait until the Budget Check process is run again on the item that had the error either by you if it is a Travel Authorization or by the Requester for an ePro Requisition or Expense Report and verify that the error is gone How to handle budget errors is discussed in greater detail later on In this manual Budget Reports Overview These are report queries you can create and run yourself virtually anytime you wish Budget reports provide you with information that can help you manage your department s funds These reports can tell you what budget strings are available how much money you currently have available in any given budget how much h
27. sandi net Sent Tue 9 13 2005 12 17 PM To Heinzelman Adrienne Gee Hanna Hanna Subject PARA 29520 For Smith Jane requires action This is a systern generated message to inform you that The PAR above is ready for your action To approve the PAR please see the Job Aid Searching for a ms http Jprod03t sandi netidwafassetsiJob Aid PAR Searchyg Click link to access the To access the PAR please click Hh lirik approval If you need additional assistance please consult the Peoplesott HF http prod0s 1 sandinevdwaf assets HR Support Contacts pdf COMPONENT GBL2SD PAR ID 59520 Upport Resources list Please do not reply to this message The steps below show the instructions on how to approve a PAR 70 Chapter 7 SDUSD PeopleSoft for Site Administrators Step 1 Click the link in the email message to open the PAR the PAR page is displayed Hire Rehire Approvals Position Over Allocation Employees in Position PAR Search Certificated v 2 Submit for Approve 0195 Lydia Doe 121378 G 619 283 5924 Effective Date Action Reason 03 01 2010 J Hire INH Q New Hire LITOC temp Assign End Date Reason for Hourly TOC Assignment New Employee Chris Last Name 123456789 ne 619 123 4567 San Diego State 92111 Position Employee Information Job Share Job Share Emplid Q For HR Use Only Sal Plan Grad
28. send back the overall report Expense Line Items Custon PC I Breakdown of ee _ Reimburse Recei Receipt Apprev Espense Ty lt m Date m Project Activity Amt SUHENCY Verified Require xpense disbursements ConferenceiRe fee W 7 Prepaid SD County 1 1172008 50 00 USO M M SAE i ee Employee Expenses Non Reimbursable Expenses 0 00 Uso Prepaid Expenses 50 00 USD C pan urrent status of Spee krenna History of actions Vendor Credits Expense Report E R t Cash Advances Applied LU kas C Due Employee 0 00 USD Due Vendor 0 00 JSO Definition of Totals Pending Actions Cus First M4 4 2 of 2 LEI Last Profile Name Action DateTime Deparment Level Approver Brings Judith Marietta Pre Pay Auditor Pooled Action History Find B First E 4 or 1 l Last Profile Name Action Date Time Falter Marina Medel Submited O40 aoe 250 20F hl EE Textbox for typing comments from approver to originator Budget Status Not Chk d Budget Checking is required before the Expense Report can be Approved Please click on Budget Options the Budget Options hyperlink Approve Sendpack Hod 48 Chapter 3 SDUSD PeopleSoft for Site Administrators Step 6 If you wish to approve the entire Expense Report you must first Budget Check the report and receive a Valid budget status The steps for doing a Budget Check on an Expense Report are exactly the
29. the portal page where you signed in and close that window by its X button in the upper right corner SDCS Expense Rules At the bottom of any Travel Authorization Summary and Expense Report Details page you will find a link called SDCS Expense Rules When you click this link it brings you to a page with all the district s rules and policies on eligible expenses At the bottom of this page you can click Return to go back to where you left off SDC S Expense Rules Don t Click the Back Button A general rule to follow when using any PeopleSoft applications is to never click the Back button Bat 7 on your browser window Doing so can make you lose your work and even kick you completely out of the software program You will always be able to find a menu choice or other link to click on within the page to bring you back to the previous page or to other pages Help Your Computer Work Better For You It is important for you to maintain your PeopleSoft application connection so that it remains in optimum working condition at all times To do this you must complete a quick simple routine task every day The task is called Clearing or Deleting Your Cache Files Cache files are files that are deposited onto your computer s hard drive every time you click to a new web page while you re on the Internet They are also referred to as Cookies or Temporary Internet Files They are generally harmless But if you ignore them th
30. 102010000 iT 8 00 05 17 07 TP SD_SAMS INTRFC 0003000000011620102010000 Chris Doe 116538 1661352 1 391 82 6420 1 391 82 14 62 10000043 Spec Ed Techn Chris Doe 136588 1665226 1 422 30 6495 1 302 66 12 02 10000052 Spec Ed Asst 6495 12 02 12 02 10000052 Spec Ed Asst 6485 108 22 12 02 10000052 Spec Ed Asst AST 1 00 12 02 EXTRA 1 00 04 30 0 TP 120080 5433650030021590421014260 AST 9 00 108 22 EXTRA 1 00 05 01 0 TP 120080 5433650030021590421014260 EXTRA 1 00 05 02 0 TP 120080 5433650030021530421014260 EXTRA 1 00 05 03 0 TP 120080 5433650030021590421014260 EXTRA 1 00 05 04 07 TP 120080 5433650030021590421014260 EXTRA 1 00 05 07 07 TP 120080 5433650030021590421014260 EXTRA 1 00 05 08 0 TP 120080 5433650030021590421014260 EXTRA 1 00 05 09 0 TP 120080 5433650030021590421014260 EXTRA 1 00 05 10 0 Te 120080 5433650030021590421014260 EXTRA 1 00 05 11 0 TP 120080 5433650030021590421014260 Audit Paid to Reported Time Report Validation Fields Explanation The Job Code and Position fields are central to understanding the reported total wages for the employee Reporting sites are validating earnings and paid time represented by the Job Code that is in bold type The report shows reported hours and paid earnings The column Hourly Rt Qty Reported and DUR date of the earning will for each fund or Position have repeat line entries and have the same date when earnings are split funded or are based on the employee having multiple positions The earnings are group
31. 6 Approve or Send Back for revision Travel Authorizations 26 Approve a Whole Travel Authorization Example Exercise 2i View Overall Chartfield String for Whole Travel Authorization 32 View Individual Expense Item s Chartfield StrIng 33 Budget Error While Budget Checking a Travel Authorization Example Exercise 35 Deny Partial Travel Authorization amp Approve the Rest of it Example Exercise 36 Deny an Entire Travel Authorization Example Exercise 41 Approve or Deny Expense Reports MEESE EN E EAA E EEES AN EASE S si Approve or Deny an Expense Report Example Exercise 45 Send Back an Expense Report for Revision Example Exercise 49 Deny One or More Expenses and Approve the Rest of the Expense Report Example Exercise 50 Deny an Entire Expense Report Example Exercise 53 Chapter 4 Payroll for Manageers 54 Key Payroll Elements for Managers
32. 7 8 00 SVT 0033A Boone Elementary ACCOUNT DEFAULTED Emplid Teach 103357 Chris Doe o 5998 Unassigned Labor Fool 2940 Subst Tchr Day To Day 5 16 2007 00 SVT 0033A Boone Elementary ACCOUNT DEFAULTED Emplid Teach 103357 Chris Doe o 5998 Unassigned Labor Pool 2940 Subst Tchr Day To Day 15 30 2007 00 SVT 0033A Boone Elementary ACCOUNT DEFAULTED Emplid Teach 125742 Chris Doe 0 5998 Unassigned Labor Pool 2940 Subst Tchr Day To Day 05 07 2007 00 SVT 0033A Boone Elementary ACCOUNT DEFAULTED Emplid Teach SVT Site Account Code Charges Report This report is an official audit record The administrator must review and sign this document to validate the payroll This report is provided for sites to monitor whether time that is supposed to be charged to your site is being charged to another site Combo Code budget number contains a department value that is not your own Unlike the Audit Paid to Reported Time Report this report includes time that has been reported in Time and Labor but has not yet been paid To use this report effectively it must be run and validated weekly This way if there is time being charged to a department other than your own you can make the changes before the timekeeping deadline The report should then be run prior to your deadline for submitting time on both the salaried payroll and the hourly payroll for review and signature by the site administrator Run one report for salary one report for hourly Timekeeper at you
33. 9 wW e San Diego Unified fi 23456 Password s Sign In Step 2 On the next page you see click the PeopleSoft link in the upper left corner DO NOT click the Worklist link in the upper right corner on this page It is the wrong link Incorrect Welcome Debra Sayble l ac 11 09 M San Diego Unified w Correct Personalize Content Layout El Welcome Welcome to SDUSD District Wide Applications Human Resources 8 9 4 ccess Human Resources Management System Production environment 3 Chapter 3 37 Step 3 On the next screen you see click the Travel and Expenses link in the main menu list Don t worry if your menu list is different from the one shown here everyone s is a little different Cor K L ADR LOST CHT ERE A f p lt Financials 22 Personalize Content Layout gt My Favorites gt Employee Sel Serice gt Manager Sel Sernice gt Supplier Contracts gt Vendors gt Purchasing Travel and Expenses Commitment Control gt Reporting Tools gt PeopleTools My Personalizations Then click the Approve Transactions link the second smaller link Main Menu wa Travel and Expenses Access travel and expenses Approve Transactions Step 4 Locate the Travel Authorization you want to work on in the list NOTE If you are certain there ought to be something there for you to approve and the list is empty please refer to the Jo
34. A EA EA EA EA EA Ch On Cy Ch ON Ch ON a 1 0000 1 0000 2 0000 4 0000 70 0000 70 0000 70 0000 70 0000 70 0000 70 0000 70 0000 70 0000 70 0000 70 0000 70 0000 70 0000 gt gt gt gt gt gt gt rem Pice 17000 97 69000 93 34000 27 35000 18 24000 375 00000 75 00000 10 00000 134 50000 27 00000 2 50000 16 00000 375 00000 75 00000 10 00000 134 50000 27 00000 Je List sites EPROs k s ist sites EPROs ENCOUNTER ODORCOUNTERACTANT se eS a aeee 61133336 BIOODOR CONTROL ODOR DIGESTER12x1 PULL OUT QUARTS 48280 KLEENEX INTERFOLDBATHROOM TISSUE 36 PKS OF 250 23504 ENVISION SINGLEFOLD TOWEL16 250 SHEETS PER CS APPLIANCE NETWORK DT122 WAINTEL ATOM 2530 POROCESSOR MEMORY 16GB FLASH FOR NETWORK APPLIANCE KEYBOARD MOUSE USB FOR NETWORK APPLIANCE MONITOR LENOVO L197 WIDE SCREEN 4434HE1 SPEAKER THINKVISION USB SOUND BAR 4077616 ASSET TAGGING APPLIANCE 1 CA E WASTE RECYCLING FEE APPLIANCE 1 APPLIANCE NETWORK DT122 WAINTEL ATOM 2530 PROCESSOR MEMORY 16GB FLASH FOR NETWORK APPLIANCE KEYBOARD MOUSE USB FOR NETWORK APPLIANCE MONITOR LENOVO L197 WIDE SCREEN 4434HE1 SPEAKER THINKVISION USB SOUND BAR 4077616 Piece 1 Far Left Side 1 1 00000006 1 0000000 1 00000006 1 00000008 1 00000009 1 00000000U 1 00000000 1 0000000 1 00000000 1 oooo0006 1 0000000 1 00000000 F HISIMIMIMIMINIEI
35. Budget Check button you got an error instead of a valid budget status When that happens the Approve button is grayed out and unavailable for clicking Here is what you need to do Step 1 If you get a budget error you might see the following screen shown here Click Yes only if you want to explore the intricate details of the error which is unnecessary and probably won t offer you much information Your best bet is to click No Budget Checking has logged Error Exceptions Do you wantto Transfer to the Exceptions 18021 1091 Selecting Yes will transfer you the the Transaction Exception Panel for this document while refreshing and minimizing the calling panel Selecting Mo will refresh the panel You can transfer later by using the Go to Transaction Exception Header Push Button on this secondary panel Yes Mo Chapter 3 35 SDU SD L Cop leSoft for Site Administrators Step 2 You will then see the budget check page you were on before Notice that the Budget Checking Header Status now reads Error in Budget Check This usually means that there Is not enough money in one or more of the budgets used on this Travel Authorization or it might mean one of the budgets is not active You must click the Cancel button Commitment Control Commitment Control Details Source Transaction Type Budget Checking Header Status Commitment Control Amount Type Commitment Control Tran ID 0000314371 Commitment
36. Chris Doe SO_H_P Y_BENM_ENROLL 01302004 3 20PM O34 6 04 8 36 224M Chris Doe SD_H_PY_PAY_LE GACY 010004 2 59PM OS 204 1 51 11FM SO H_TL_PAYTL O1VS0 2004 3 21PM OS 03 04 B D7 38PM Chris Doe El Save L Return to Search E Met in List E Add Assignment Change Approvals Position Over Allocation Employees in Position E Previous in List UpdateDisplay You can view who has or has not approved or worked the PAR PAR Status Definitions Draft When an incomplete PAR is saved Populate remaining required fields and save to move to Initial Request Initial Request When PAR is created by Submitter Submit for Approval PAR has been reviewed by Site Admin Dept Head and is ready to be routed by HR Route for Approval PAR routed to one or more approver roles for review Route for Processing PAR routed to one or more processor roles to perform an action Complete All approvers have approved the PAR and all processors have marked the PAR Worked Cancel PAR is no longer active 76 Chapter 7 SDUSD PeopleSoft for Site Administrators Chapter 8 Resources amp Support Tips amp Tricks Don t Get Logged Out Unexpectedly If you think it might take you longer than 15 minutes to complete your work in PeopleSoft do the following to ensure the system won t log you out unexpectedly After you log into PeopleSoft and after you click the Financials Supply Chain link go back to
37. Control Tran Date 06 22 2005 Override Transaction Budget Check Go to Transaction Exceptions Go To Activity Log OK Cancel Step 3 In the Comments textbox toward the bottom of the page enter an explanation why you are sending the Travel Authorization back This is required in order to send the TA back Comments There is a budget error Please work with our Budget Analyst to resolve this and then resubmit the TA Step 4 Now click the Send Back button Be sure not to click the Deny button by mistake That will kill the TA and a new one would have to be created Send Back After that you can choose to look at your Approve Transactions list again for more items or you can log out of the PeopleSoft system Deny Partial Travel Authorization amp Approve the Rest of it Example Exercise t as oe Approve the Rest of it Step by Step How to Deny Part of a Travel Authorization and 36 Chapter 3 SDUSD PeopleSoft for Site Administrators You may decide that you want to deny a portion of a Travel Authorization but approve the rest of it This next exercise shows you how to do that Step 1 Launch Microsoft Internet Explorer and go to the district s sign in page for PeopleSoft The correct URL address is https dwa sandi net Be sure to enter your Employee ID number into the User ID textbox and enter your password into the Password textbox Then click the Sign In button Fri Dec 11 0
38. EEE os 4459 535340 B PLT Elere f The report is sorted by Salaried and Hourly positions then by employee in alpha order The Personnel Action Request PAR Nine different electronic Personnel Action Request or PAR forms are used for different types of position and employee actions Each PAR can be routed individually depending on who needs to approve it and who needs to take additional action on it You can track where a PAR is at any time See the PAR Search job aid There are six PAR forms dealing with Employee Actions and three PAR forms dealing with Position Action as shown below Employee Action PARs Position Action PARs Hire Rehire Add Concurrent Job Assignment Change Salary Change LOA Termination Change Attributes Fill Vacancy Request New Chapter 7 69 SDUSD PeopleSoft for Site Administrators Approving PARS Once an initial request for a PAR has been saved the Site Administrator must review and submit the PAR to HR for Routing Approval and Processing The system will send an automatic email notification about the PAR when it needs an approval The email contains a link that can take you directly to the PAR To site admin upon save of PAR PAR 279520 for Smith Jane requires action Message Plain Text I D x File Edit view Insert Format Tools Actions Help Type a question For help Snagit Window e Gy Reply Reply to All Qf Forward g OK e ee z From peoplesoft
39. How to Choose the Correct PAR 1 Navigate to PeopleSoft Human Resources 8 9 2 On the Workforce Administration menu click on PAR Instructions 3 The PAR Instructions will help you to choose the correct PAR eRecruit Information and Help Post amp Bid Intersession Summer School School Type amp HR Officer Telephone Elementary Schools amp CDC Hedieh Ann Cato 725 8032 acato sandi net Khajavi Penny Crosby 725 8105 pcrosby sandi net jdelao sandi net School Type amp HR Officer Telephone Secondary Schools Jeanne Batey 725 8019 dnoyes 1 sandi net Leticia Saldivar 725 8017 lsaldivar sandi net sandi net 725 8114 Johnson Rodgers Certificated Certificated Manager o David Lee 725 8075 DLEE sandi net 86 Chapter 8
40. Sign In button Fri Dec 11 09 we San Diego Unified 123456 Password See E ES Step 2 On the next page you see click the PeopleSoft link in the upper left corner DO NOT click the Worklist link in the upper right corner on this page It is the wrong link Incorrect Welcome Debra Sayble w Oo San Diego Unified a Add Link Correct Personalize Content Layout Y we J Te El Welcome DWA News District Wide Applications No articles currently availak Finance On the next screen you see click the Financials Supply Chain 8 9 link Chapter 3 45 Step 3 SDUSD PeopleSoft for Site Administrators O Human Resources 8 9 4 ccess Human Resources Management System Production environment 3 On the next screen you see click the Travel and Expenses link in the main menu list Don t worry if your menu list is different from the one shown here everyone s is a little different Cor K 1 AD LIST CHT ERE f 2 Financials sa2 Personalize Content Layout gt My Favorites gt Employee Sel Service gt Manager Sel Sernice gt Supplier Contracts gt Vendors gt Purchasing gt Travel and Expenses Commitment control Upply Chain gt Reporting Tools gt PeopleTools My Personalizations Then click the Approve Transactions link the second smaller link 46 Main hlenu Travel and Expenses Access travel and expenses Approve Transactions
41. Soe Pye Eo i Tarpe Reef _ Sl jn Hee an np Liai penl parl mama h BA Time u R3 81 Mass Gate Gee eo Fm I al cone Alicncoted alarm Gdecren isch oe Accom Coxe ere Ge cet roy lem Fore Ert EL ry K Wiry amp FEHHFH JHA HH Beeler Teacher L Hii I GHH B B 1 54 a AEREA LETELA IS PEELE ii Lig Lit 111S Clee iid py Ed FE Ei e m Ere Timme Deco Financials Chartfield 14 kU i k ION Belt L WSB Ehrie Som T Eley 2 zssGsGlam OER fod H spelar Teaghee Loo Y sa G G G iga C2 coh SISO I OTS Resre Bud Act Prog Class Fund Exct G 823 ipa coh e T C e EEE a E E Code cu TIGI IGF 1i Fl GER HD kcal FTE Fim we Eper Tiare Dejt 175i 5 1 oe Arzt L ym Chris Dg Le Eiry PEILE JEA hH Bampalam Teacher E 548358 1 58 58 be 68 iS a LL eee LE BS Lig Lee 1114 Giao biti EE 8 233 Sth G3KKSURBSSSQE3T SSSR eit Tome co Liat Dot Mig bets ooo E ica FE LA GA Eiis Slam n e Loe 1 T os hel ive Saris Soe E kE T Biry fA BU JELA MHH Beeler Tenchar E ee 1 34 b Ibr Le ee ee 1 1 ee LE EQ TEET Le 1119 GE kie 1 Ed FTE Riau LE Slag fede T Oa D OH D II B S SVs Se eT Liste DELO TA t T Tats a2 bia OES G a ae wah SERFS TLE LE 1 eee THLE LG ETLE lee rari E ID Red FTE Status Name Class Indic Class pade loyee associated with position ar PI i E Bates PA 22 ss SPS OEP eee ca L201 ae Foi Bie Bass TIREE Bist Kur i chi il u m TF Eiry A 21 FHEA OS Bampalam Teacher L eee T
42. UL VIW SAUL li I Il 5 UI ALVU 1 5 Step 7 Click a checkmark into the box labeled Delete all offline content _ Delete Files AN Delete all Files in the Temporary Internet Files Yar ani also delete all your offline content stored offline content Step 8 Click OK Delete Files AN Delete all Files in the Temporary Internet Files You can also delete all your offline content stored locally Cancel Step 9 Click the big OK button at the bottom Internet Options General Security Privacy Content Connections Programs Advanced Home page A You can change which page to use for your home page Address http w sandi net Use Curent Use Default Use Blank Temporary Internet files Pages you view on the Internet are stored in a special folder for quick viewing later Delete Cookies Delete Files Settings History The Hishiy folder contains links to pages you ve visited For quick acces to recently viewed pages Days to ke pages in history 20 Clear History Colors Fo i Languages Accessibility OF Cancel Apply Step 10 Close your browser window Microsoft Internet Explorer Re launch it when you are ready to resume working on the Internet This last step will refresh the browser and make it completely clean 80 Chapter 8 Support How to Find Help NOTE DO NOT call the IT Help Desk They cannot offer support on any PeopleSoft applications
43. UTER Request Approval 0195 Certi 1485651 Chapter 7 73 SDUSD PeopleSoft for Site Administrators PAR page is displayed Hire Rehire Approvals Employees in Position Cernificated kd a 1 Initial Request k nip 0195 w e Lydia Doe 121378 Q Chris Do Ezi 619 283 5924 K Effective Date Action Reason 03101 2010 NHI Q New Hire LITOC Temp Assign End Date E Reason for Hourly TOC Assignment New Employee First Chris M LastName Doe SSN 123456789 Name Address 123 First Ave Phone 619 123 4567 Position Employee information Job Share Job Share Emplid Ja For HR Use Only Enter Position s and FTE s eee eee r Position 10028236 Q Regular Teacher FTE DeptID 0195 Marshall Elementary Max FTE 0200 Location 0195A Marshall Elementary TL Calendar lciov1s4 JA Certificated Year Round 184 Job Code 2000 Regular Teacher Over alloc Emplid A Reports To Reason for Overallocation f Class Inde Salaried Position Combination Code Distribution Percent Differentiali Spec Comp Info 1 0195725000011070102010000 100 000 Comment History 03 15 2010 12 36 37 Chris Doe This is a test FAR for class kal Add a new comment ue ka Upda E Previous in List E Hire Rehire Approvals Position Over Allocation Employees in Position 74 Chapter 7 SDUSD PeopleSoft for Site Administrators PAR Search The PAR Search page is a powerful search tool that allows you to searc
44. When you structure your system by position you attach data to the positions and move employees in and out of those positions By focusing on the position you can track information related to it such as bargaining unit or standard hours regardless of whether an employee holds the position When the position is vacant you will not lose the common thread that binds the data together Use data specific to each position as the basis for planning recruitment and budgeting Details A position exists for each salaried employee The position information includes Job Code Job Title Department Location Combo Code s Standard Hours and the maximum FTE allowed for the position For example if you have 25 teachers at your site they will each have a unique position number even if the job code department and funding on their positions is the same If a position is split funded all funding sources are attached to the position according to the distribution percentage of each funding source Combo Code For example a split funded position may have 75 of the position s funding going to one Combo Code and 25 of the position s funding going to another Combo Code The distribution percentage must always total 100 in our example 75 25 100 so that each position is fully funded regardless of position s FTE The FTE allotted to each Combo Code is shown on the Allocation Status Report and is calculated by multiplying the FTE of the position for e
45. ard your personal information including your paycheck Social Security number salary and benefit information please remember the following Never ever share your password with ANYONE Period If you share your password with another person you place yourself at great personal risk not to mention the fact that signing into PeopleSoft under someone else s employee ID and password constitutes fraudulent activity and is definitely against SDUSD policy You are given a unique employee ID number and a personal password for email Zangle PeopleSoft etc for excellent reasons having to do with professional financial and personal security Please do not compromise this by asking an employee to log into PeopleSoft under your identity Chapter 1 Financials Budgets Chartfields Chartfields are an Integral part of how PeopleSoft works within our district In order to fill your orders for goods and services through eProcurement and to process your Travel amp Expenses requests it is essential that you and your staff understand the basics of Chartfields Chartfield A PeopleSoft vocabulary term meaning a field that looks like a textbox into which budget code numbers are selected or entered typed Each Chartfield represents a different criterion that helps determine which budget is being named Chartfields are meant to contain the Financial Accounting Codes used in transactions Think of a single Chartfield as a single jigsaw puzzle p
46. as authorizing manager e Cross Site Account Code Charges Report gt Run just prior to timekeeper deadlines for monthly and hourly payrolls Validate and sign as authorizing manager e Site Account Charges report gt Run just prior to timekeeper deadlines for monthly and hourly payrolls Validate and sign as authorizing manager e Time Summary Reports gt Run periodically to review hours being reported for a range of dates and for either one employee or entire department e Leave and Vacation Balance Reports Run the last day of each month Chapter 4 55 SDUSD PeopleSoft for Site Administrators Late Reporting and Financial Accountability Hours and absences should be reported in the earnings period in which they are earned That means time reporting should be done at least weekly for hours and absences that occur that week Make sure your timekeeper adheres to payroll deadlines The district is considered a monthly remitter by the IRS and is expected to report as much of employee earnings as is possible on the monthly payroll for the current pay period At no time should positive hours be withheld until the end of the fiscal year then paid in one lump sum This practice distorts the payroll expense in your financial reports and does not provide a true picture of budgeted and actual expenses Now more than ever accurate reporting and accounting of expenses is critical in managing district resources The financial crisis we a
47. as been encumbered and how much has already been spent You can customize the reports to provide you with information about all your budgets at once or about only certain budgets you select to view This manual shows how to create and run two different budget reports Budget Summary Report Data on current available balances only Budget Overview Report Data on current available balances as well as data on pre encumbrances encumbrances and expensed amounts Interactive report results with hyperlinks you can click on Chapter 1 9 Budget Summary Report Example Exercise This report is the fastest and easiest to create and run although it gives you limited information only account balances of available funds I Sign into PeopleSoft go to https dwa sandi net Click PeopleSoft Click Financials Supply Chain 8 9 Click Reporting Tools shown in this illustration Step 2 Click Query and then below that click Query Viewer Step 3 In the empty textbox on the right type the following SD_BD_REM Step 4 Click the Search button 10 Chapter 1 P General Ledger P Set Up FinancialsSsupply Chai Report Manager P PeopleTools My Personalizations P Set Up FinancialsSupply W We Py Wj ewer Wy Personalizations Query Viewer Enter any information you have and click Search Leave flelds blank Search By Query Name Y begins with 50_BD_REM _Search_ Advanced Searc
48. b Aid entitled Troubleshooting Expenses found on our web site www sandi net peoplesoft readandlearn jobaids Once you locate the Travel Authorization you want click on its hyperlinked ID number on the right side of the page That will open the TA so you can check its details 38 Chapter 3 Travel Authorization 1001 72 USD Falter Marina Medel 120080 Wath Conference OB S008 Approvals in Proces Travel Authorization 50 00 USD Falter Marina Medel 120080 3 a OBS S2008 Submitted for Appro A j Travel Authorization 943 92 USD Falter Marina Medel 120060 Los Angeles Science Submitted for Appro Conference Clear All Approve _ Reviewed Send Back NOTE Jt is important for you to view the details and Chartfield strings of each Travel Authorization submitted to you before deciding whether to approve or deny it Please refer to the pertinent steps if you need help in viewing details and Chartfields on a Travel Authorization Step 5 On the Travel Authorization Summary page you see a list of expenses anticipated for an employee s trip In this example let s assume that you only have enough funds to pay for two days of meals for the employee instead of three You decide to deny one of the meal days from the Travel Authorization before you budget check and approve the rest of it To the right of the Meal item you want to eliminate click to remove the checkmark in the checkbox under the Approval column to take awa
49. be printed out on your computer from the district s DWA training website If you need to print out any training materials please go online to http www sandi net peoplesoft readandlearn index asp These training materials are specifically designed to walk you through with step by step illustrated instructions all the functions of their respective software applications After you read the training materials if you still have unanswered questions please attend an Open Lab session or contact the appropriate person from the list below Information about Open Lab can be found at http www sandi net peoplesoft training open_lab practice asp PAR Information and Help All PARs are routed by the HR teams listed below Elementary Schools amp CDC Hedieh Ann Cato 725 8032 acato sandinet Khajavi Penny Crosby 725 8105 _ pcrosby sandine Jose Delao 725 8008 jdelao sandi net Secondary Schools Jeanne Batey Darin Noyes 725 8019 dnoyesl sandinet Leticia Saldivar 725 8017 _ Isaldivar sandi net Ester Victorio 725 8114 _ evictorio sandi net Central Office Sue Wybraniec Sonja Elston 725 8093 selston sandi net Yolanda McKnight 725 8067 ymcknight sandi net _ Gloria Rangel 725 8172 _ grangel sandi net Chapter 8 85 Questions about a Leave of Absence Telephone PAR Certificated Staff 725 8032 acato sandi net _ Classified Staff Gloria Rangel 725 8172 srangel sandi net
50. c sbzentee mp Lid Code Descr DUR Chris Doe 116405 2940 Unassigned Labor Pool 5 25 2006 Absent Employee 59984 ACCOUNT DEFAULTED Emplid Teacher name Information ee 117841 l02 Unassigned Labor Pool 5 2008 ACCOUNT DEFAULTED Emphd Teacher name Chris Doe 117641 6102 Unassigned Labor Pool 5 15 2006 ACCOUNT DEFAULTED Emplhd Teacher name 120905 2940 Unassigned Labor Pool 5 26 2006 ACCOUNT DEFAULTED Emplhd Teacher name 121348 2940 Unassigned Labor Pool SDDS ACCOUNT DEFAULTED Emphd Teacher name 122523 2940 Unassigned Labor Pool 5 26 2006 ACCOUNT DEFAULTED Emphd Teacher name Summary e Time and dollars may be charged gt By my department to my department gt By my department to another department gt By another department to my department e Reports are available to review these charges gt Cross Site Account Charges Report gt Site Account Chargers Report 64 Chapter 5 Chapter 6 Human Capital Management HCM Administer Workforce Human Resources Employees are hired and essential information about them and the jobs they perform are tracked A detailed and ongoing history of personal employment compensation and benefit related data of an employee is maintained here This enables SDUSD to drive the system in two ways by position or by employee Position Management SDUSD can use data that is specific to a position as the basis for planning recruitment and budgeting Position Management and HR work together t
51. curs NOTE It is the responsibility of the Approver to verify the pertinent Chartfields budget codes used in ePro requisitions If you approve a requisition that uses wrong or inappropriate budgets the Approver will be held responsible not the requester originator Approve or Deny an eProcurement Requisition Example Exercise y Zip f 4 Ti F Step by Step Approve or Deny an eProcurement Requisition Step 1 First you MUST log in properly in order to find the correct Worklist 1 Launch Microsoft Internet Explorer do NOT use Netscape or any other Internet browser Chapter 2 17 SDUSD PeopleSoft for Site Administrators 2 Go to this URL address https dwa sandi net 3 Click the link Financials Supply Chain 8 9 4 Navigation Worklist You can get to your Worklist two different ways you can click on the hyperlink Worklist from the header in the upper right corner or you can navigate through the menu on the left side of the screen The Worklist link offers you a summary list The Worklist Details link offers more information about the ePro s submitted to you You can approve from either Worklist VWorklist Add to Favorites elp Customize Page D VVorklist for 108504 Judith Brings p Supplier Contracts gt Purchasin j b sr Ian Detail View Work List Filters gt Services Procurement Drkli gt Travel and Expenses AP T b Commitment Control From Date From Work tem Worked By
52. dget Status Mot Chk d Budget Checking is required before the Expense Report can be Approved Please click on Budget Options Approve send Back Deny Save SOCS Expense Rules the Budget Options hyperlink Chapter 3 49 Alternate Step 7A SDUSD PeopleSoft for Site Administrators To complete sending the form back click the OK button on the Submit Confirmation page Approve Expense Report Submit Confirmation Marina Falter Expense Report Totals Employee Expenses Non Reimbursable Expenses Prepaid Expenses Employee Credits Vendor Credits Cash Advances Applied Y This report will be sent back for revision Report ID DDDD0343977 Due Employee Due Vendor 43 17 USD 0 00 USO Definitian of Totals Deny One or More Expenses and Approve the Rest of the Expense Report Example Exercise It is possible to deny one or more expenses but approve the rest of an Expense Report This allows the approver to be selective concerning which expenses he she chooses to pay The following Alternate Steps 6B 11B walk you through this procedure Alternate Step 6B Click to remove the checkmark from the Approve Expense checkbox next to the expense line you wish to deny Then choose a reason from the drop down list next to it circled below Business Project Unit Mileage iN a anz2oog SD County Mileage IN SD Count O40 6 2008 Mileage IN SD Count 0422 2008 Mileage IM SD Count O4f25 2008
53. e Enter Position s and FTE s Position 10028236 Q Regular Teacher FTE 0 200000 IE DeptiD 0195 Marshall Elementary Max FTE 0 200 Location 0195A Marshall Elementary TL Calendar C10 Y184 Q Certificated Year Round 184 Job Code 2000 Regular Teacher Over alloc Emplid Q Reports To Reason for Overallocation Class Indc Salaried Position Combination Code Distribution Percent Differential Spec Comp Info 4 0195725000011070102010000 400 000 Q Comment History 03 15 2010 12 36 37 Chris Doe is is a test PAR for class Add a new comment Hire Rehire Approvals Position Over Allocation Employees in Position Step 2 Verify that all pertinent information has been entered and is accurate such as Differential Special Comp or temporary as appropriate then click the Status drop down box and select Submit for Approval from the list click The following page will be displayed Notice that the Orig Req field has been populated with the date and time of approval The PAR will now show up in the Router or Budget Analyst Search Results Chapter 7 71 SDUSD PeopleSoft for Site Administrators Searching for a PAR There are two ways to search for a PAR e Personnel Action Request e PAR Search Personnel Action Request Step 1 Navigation Workforce Administration Personnel Action Request Find an E
54. e Status Dept EmpiGrp Request Date Time Details Doe Chris 10009413 01 03 2007 HirefRHire Complete 0342 Certif 11 14 03 10 16AM Doe Chris 10009413 01 03 2007 HirefRHire Complete 0342 Certif 1114 03 11 22AM Chapter 7 75 SDUSD PeopleSoft for Site Administrators NOTE If your search criteria is too broad it could return more rows than the system can display If an error message such as the one shown below appears enter additional criteria to narrow you search The titeria you entered will retum S473 rows Please ad more citera to namo down your selection Status Dral was added to your crilaria ok Caneel How to Check on a PAR When viewing a PAR click the AUE tab at the top of the header to see the status Assignment Change Approvals l Position Over Allocation Employees in Position PARID 1629 PAR Search Empl Grp Certificated Final Approver SO H_HR_PAR_ROWTER Status 5 Complete Empl Dept DD Contact Name Jane Doe Orig Reg 01 30 04 Original Requestor 222222 Chris Doe Contact Phone 619 5551234 Ext 11 35AM Submit 1241 0 03 11 42AM Submitted Hy Chris Doe Site FAX Approval Roles Approver Role Created Datetirne Action Date Time Hame SD_H_HR_FAR_R OTER 1240 03 11 42AM Approve 013004 3 DD DSPM Chris Doe Additional Actions Processor Role Created Datetirne Worked Date Time Hame SsD_H_HF_PC_INPLIT 11 30 2004 2 55PM Owy 3 21 23AFM
55. e Currency USD Revenue Associated Return to Criteria Max Rows Ledger Totals 12 Rows Ney Budget 3 052 506 00 Expense 0 00 Encumbrance 0 00 Pre Encumbrance 577 25 Budget Balance 3 057 926 75 Associate Revenue 0 00 Available Budget 3 051 926 75 Step 10 Scroll the page down You will see the Budget Overview Results in a long horizontal table To see the rest of the information including dollar amounts scroll your screen to view the far right hand side 14 Chapter 1 Budget Overview Results Left Side So CO mm th Ww F Fund 01000 01000 i 01000 01000 01000 01000 01000 01000 01000 01000 01000 ogg ogg 1100 ogag ogag oo00 ogag ogag oo00 ogag 4104 4262 Ledger Group EsaPENSE EAPENSE E xPENSE EAPENMSE EsPENSE EXPENSE EXPENSE EAPENSE EsPENSE EXPENSE EXPENSE EsPENSE Extended Buldaet Period 2010 2010 2010 2010 2010 2010 2010 2010 2010 2010 2010 2010 DDD3 000a DDD3 DDD3 DDD3 OO03 DDD3 DDD3 000a 00ga DDD3 DDD3 Budget Expense Encumbrance 1 000 00 0 0 636 0 500 0 Lo D 2 997 005 00 30 000 00 eb 1r r500 0 00 5 030 00 200 00 260 00 DeptiD o o o o So _ oo o oo o oo o Resource 30100 40101 90101 30103 oo000 DDDDD 30100 P2500 30103 T0910 65000 65000 1 z e r m Customize
56. e Dept Fo Let La Fe EE EL k ESE Bee sika mp fer c Erber E iL Fred el see rire Eat fhe E e R EK Perry Thrla Dow GE 075006 did Campus FecuP ley LHT Pee 17 EEE OPER aria Lee aa4 Arette eremi b kipana esae JEE FE m ri g ir i500 aoe NI DOS Gace DEL eel ire LTPES chile Drs PELIET TISS DITRA MIR E e TE GGA nft LEs l LE F E s Pues n AS m sn n Financials Chartfield Dist F Dist i am Glas he Acd Des PESAMA ers dmi TE 1 000000 3000 Regular Tea Budget Account Program Class Fund Extended Acct Desa Ji PETT HE TEE p i e E ETS i E a 5484 5660 AEE N Bless 6666 Earum 7 at re kai FE EBE T p i IPON 2008 Afrartel Plait Tether Pi eT 8355 Raka 6 TEG git SIRO E ee Ee p iee ee paei n AEE rin FE oS i387 Ee ieie 110 flea F Lhe bere Shaka Seem 2 OG 2083 Team tender Tempier S000 hdl masu DIREA Hi eee He ee ee St ere tes ol eS Sikh og oe 1387 snn T a flax 7 yk Bina ee Loy Shaka Pis p E 2000 aqualar Teacher PE ET masu DIFER conn it ggi Son E e atre EA 44 ae 5489 tage sii ae ET IPE 7 coed ee ee SY egal e806 Sibi Ohta oS aed pg mk ie E H Dlme f ete Pera Tharka Pee a 2 eoOG 2000 depular Teacher PEETRIL EIEE DIRKA M i iL ROR SOL LOT Tesai Sea Sibi i s 2307 eiii 16 Eh flea 7 coca 16654 SS TRL Lares ay esas Sake mi i iea 5489 gg 1 a4 Ge Eleme F Riti wa TAIDE Ekris Dos E 1 230000 JIPE Tsacgkar BEL Ld fodaer sia dnie Be e a0 haa DIFE T I Lee GJA SRS ebISGT Lar 1 050305 Fa k E
57. e adjustment to Time and Labor e SAMS classified assignments are scheduled for the actual time to be worked These assignments should also be validated for actual time worked e SAMS verification can be done by individual job employee or with a feature called Set All to Verify When using the Set All to Verify feature you must be sure that all substitutes worked the amount of time reported In addition this feature only verifies all assignments one page at a time If using this feature you must verify all pages individually when there are more than one Payroll Deadlines SDUSD is a monthly remitter as defined by the IRS This means the IRS expects us to get as much of our earnings earned in that period on the monthly payroll as possible The pay period is monthly and begins on the first day of the month and ends on the last day of the month The pay date is the last working day of the month Below is an example of pay and timelines for a monthly payroll e Pay Period October 1 30 e Monthly salaried earnings for October 1 30 e Positive hours reported by the timekeeper deadline on October 16 at 5 p m normally falls on the 16 of the month e All positive time and leave reported by the timekeeper deadline will pay on the monthly payroll SDUSD also processes a second payroll each month referred to as the hourly payroll This payroll processes all hourly positive time reported by the timekeeper deadline on the 1 of each mo
58. e the next Step by Step section after this one to see what to do in that event Commitment Control Commitment Control Details Source Transaction Type ravel Authorization Budget Checking Header Status walid Budget Check Commitment Control Amount Type ocuMmbrance Commitment Control Tran ID 0000314370 Commitment Control Tran Date 06 22 2005 M Override Transaction 34 Chapter 3 Step 15 5 Commitment Control Click OK Commitment Control Details Source Transaction Type Travel Authorization Budget Checking Header Status Valid Budget Check Commitment Control Amount Type Encumbrance Commitment Control Tran ID 0000314370 Commitment Control Tran Date 06 22 2005 I Override Transaction Goto Transaction Exceptions GoTo Activity Log Step 16 Now you can click the Approve button in the lower left corner Approve mal After you click Approve the Travel Authorization is sent to the Branch Head or Area Superintendent for secondary approval You can view your Approve Transactions page again to approve more items in the list or you can log out of the PeopleSoft Financials system by closing the window Budget Error While Budget Checking a Travel Authorization Example Exercise Z Step by Step What to Do if You Get a Budget Error When You Budeet Check a Travel Authorization Let s say you wanted to budget check and approve a Travel Authorization but when you clicked the
59. e type Conference Reg Fee NOT in SD with a transaction date of 2008 06 23 in the amount of 500 USD Amount GL Unit DeptlID Resource eae Account Program Class Funil Extended ma 500 00 SDUSD q 003 a Jooooo S ma 5207 a fioo q fran a 01000 q oooo q OK Chapter 3 33 Step 11 Click the Return to Travel Authorization Details link to return to the TA Summary Page Description Registration fee to att Amount Location Amount Accounting Detail FZ Approya DM Return to Travel Authorization Details Step 12 Now that you ve seen the details you wanted to see you can budget check and approve the Travel Authorization In the lower left corner click the Budget Options link Budget Status Budget Options Step 13 Click the Budget Check button The system will initiate the budget check procedure and encumber the funds for this Travel Authorization Commitment Control Commitment Control Details Source Transaction Type Travel Authorization Budget Checking Header Status Not Budget Checked Commitment Control Amount Type Encumbrance Override Transaction Budget Check Go to Transaction Exceptions OK Cancel Go To Activity Log Step 14 IMPORTANT You must verify that you received a Valid Budget Check status before you approve the Travel Authorization f it says Budget Error you cannot approve it Instead you must follow a different procedure Please se
60. ed by Position or fund and will show the same date for the same earnings code for each respective group However the time shown under the column Oth Hrs and the amount shown under Oth Erns shows the actual proportional time and earnings for that date shown under the DUR column for the specific Position or fund In the below example the employee has two positions shown under the Position Position Description and therefore Hourly Rt Qty Reported column repeats with the same dates for the full quantity reflecting the two positions This part of the report is unable to reflect the proration based on the percentage for either split funding or having multiple positions The Erncd Oth Hrs and Oth Erns columns show the actual charge after the percentage was applied to the multiple occurrences showing under the Qty Reported and DUR columns Under column RegEarns TRC the earnings applicable to the specific position are shown Also this example shows a common exception in the reports The department is 0352 but the budget string is Showing department 5445 as the paying department This happens when the position number is joined to a department other than the paying department This employee will also show on 5445 s Audit Reported to Paid Time Report since that is the paying department 60 Chapter 5 3 https dwareports sandi net psreportsfhecm 339596 SDPY498S_533517 PDF Microsoft Internet Explorer File Edit GoTo Favorites Help Address a https id
61. eled Canceled Processed Processed Processed Processed Processed Processed Processed ate 23 Create and Run an ePro Requisitions Report Example Exercise LG ery z V 2 E F Step by Step Running the List Sites ePro Query Step 1 First you MUST log in properly to the correct software environment 1 Launch Microsoft Internet Explorer do NOT use Netscape or any other Internet browser 2 Go to this URL address https dwa sandi net Click the link Financials Supply Chain 8 9 4 Navigation Reporting Tools gt Query Viewer ae L ESP Tp EST ChTERS hin F z lt Financials 2c ae gt My Favorites Query Viewer gt Employee Sel Serice gt Manager Self Service Enter any information you have and click Search Leave fields blank for a list of all values gt Supplier Contracts t Yendors Search By Query Name begins with b Purchasing Db Inventory Seatch_ advanced Search b eProcurement gt Services Procurement gt Travel and Expenses gt commitment Control H My Favorite Queries gt General Ledger p Set Up FinancialsfSsupply Clear Favorites List Chain gt YWWworklist lt Reporting Tools gt Duery Query Manager fuer Viewer Schedule Query Report Wlanager b PeopleTools My Personalizations Step 2 In the begins with textbox type the title of the query and then click the Search button The title is SD_SITES_EPRO_REQS Query Viewer
62. employees on time and accurately Review collective bargaining agreements and district procedure Employee leave policies must be followed ask your payroll specialist when in doubt Chapter 4 SDUSD PeopleSoft for Site Administrators Reconciling your Payroll e Check your rosters for employees you do not recognize or for employees working but not on your roster e Review the time summary reports for unusual entries excessive overtime etc Notify Payroll right away about discrepancies e Validate back up documentation has been provided for all absences and time reported e Validate absences have been reported for employees reporting to SAMS and that sub assignments have been reviewed and verified in Time and Labor e Make sure time is being reported in a timely manner and accurately the first time e Overpayments Underpayments How your payroll is managed at your site matters Individual paychecks reflect reporting at the site level Stop overpayments and underpayments from occurring by reporting on time and accurately the first time Audit Reports e Audit Paid to Reported Time Report official payroll audit report gt Run two reports For the monthly payroll run the report on the 10 of the month For the hourly or off cycle payroll run the report on the 20 of the month Review and reconcile your report Look for anomalies or employees where trends are occurring with things like overtime or sick leave Validate and sign
63. ey pile up every time you use the Internet They can pile up so much that it can cause your computer to perform sluggishly or even start to get weird error messages that make no sense So it s important for you to clear out all the cache files every day to make room for the new ones that will come in The steps on the next page walk you through the procedure for clearing cache files Chapter 8 77 SDUSD PeopleSoft for Site Administrators Clear Cache Files Example Exercise Step by Step Clear Cache Files Internet Launch Microsoft Internet Explorer E elerer It makes no difference which web site or web page is displayed on your screen Step 2 Click Tools on the menu bar at the top of the screen 4 San Diego Unified Sc istrict Micr File Edit View Favorite Tools Welp a ey ee Address eho sercxljisar ste cefalt ao OO Sa Diego Unified Da SCHOOL DISTRICT DISTRICT PARENTS STUDENTS STAFF Home AboutUs Administration Departments E Step 3 Click Internet Options on the Tools menu Unified School District Microsoft Internet Expl ew Favorites Tools Help 3 x E lt o Mail and News Fop up Blacker Manage Add ons Synchronize Windows Update p Asani net San Diegi SCHOOL DIS Windows Wlescsencs Tadnoase Connection Send to Onehlote 78 Chapter 8 Step 4 Click Delete Cookies on the General menu Internet Options General Securitv Privacy Content Co
64. g Detail F Approve Authorization Prepaid Expense Return to Travel Authorization Details To view another expense detail or to do anything else click the Return to Travel Authorization Details link in the lower left corner Chapter 3 31 The next thing you should do is verify the Chartfield string for this Travel Authorization That means you need to see which budget was chosen to pay for the expenses and you should make sure it was the correct one You can accomplish this in two different ways 1 You can check the overall Chartfield string used for the entire Travel Authorization although it won t show you the individual Account number 2 You can check the Chartfield strings used on each individual expense item which does show you the individual Account number First we ll show you how to view the overall TA s Chartfield string and then we ll show you how to view an individual expense s Chartfield string View Overall Chartfield String for Whole Travel Authorization Step 8 At the end of Step 7 you clicked the Return to Travel Authorization Details link Back on that page now you need to click the Accounting Defaults link shown here Approve Travel Authorization Travel Authorization Summary Marina Falter Lise enerali imorm Description Math Conference Business Purpose Frofessional Growth Status Approvals in Process Date From 06 23 2008 Accounting Defaults You can deny indiv
65. gets pertaining to the criteria you entered and the current available balances for each one on the right hand side You can also download the information to an Excel spreadsheet 1 49 of 49 f Budget Period pepi Resource aua Ref account Program Cass Funa Extended Remaning Budget amt 4 20410 0003 ooooo foo fao ooo fiiio otoooloooo 2999672 00 2 z010 oo03 ooooo foo a201 1000 4410 o1oooloooo O 3000000 00 3 2m0 003 ooooo foo faam AOOO f1110 o1ooolooo0 2996427 75 4 200 003 ooooo oo 431 farso oono onooo ooo0 500 00 5 2010 0003 ooooo foo 4302 ooo 4410 OipOD 0000 2999607 26 6 2010 0003 jooooo foo s310 fiooo 1410 onooofoooo 3000000 00 7 2m0 oo03 ooooo foo aa AOOO f1110 o1ooolooo0 1994400 00 8 200 0003 ooooo foo s203 ano din onooo ooo0 3000000 00 9 2010 0003 ooooo OD 00 0003 oo000 e a 5207 1000 4110 i ooo ooon 29950049 24 I 5209 1000 41110 01000 ooog 2999950 00 SS d al a Chapter 1 11 Budget Overview Report Example Exercise This report provides information about as many or as few budgets as you wish to see It shows you available balances expensed amounts and encumbered amounts It contains interactive hyperlinks you can click to view more details within the results of the report Step 1 Log into PeopleSoft Production use your own user ID and Password Click on the Financials Budgets Overview gt Employee Self Service g
66. h Query Viewer Enter any information you hawe and click Search Leave fields bla By Query Mame begins with vanced Search Step 5 Click the HTML or Excel blue hyperlink Search Results next to the report you wish to run either Fila View AlFaltes Control or Expense Customize Find View Frot Aliza Pl Last Query Name Description Owner fol Schedule Mill W Files SOBO REMAIN BUDGET AMT_CNTRL Remain Budget Bal Control Ldgs Public chedule Favorite SO BO REMAIN BUDGET AMT EXP Remain Budget Bal Expense Ldgs Public Favorite Step 6 In Fund Dept Budget Period Resource To and From fields type the criteria you Fund 01000 A wish to use that will determine the results Dept o003 Q of the report In this example we entered Budget Period 201 0 criteria that will show the remaining Resource From ooo00 available amounts for all Adams Resource To 89999 Elementary School s Dept 0003 budgets that use Unrestricted Funds 01000 and View Results all Resources 00000 99999 for the Budget Period fiscal year 2010 Then click View Results Step 7 NOTE These balances may not be up to the minute current They may be a day or two behind To be absolutely sure check with your Budget Analyst to find out how current this report is Allow the computer time enough to load the information It may take a minute or longer You should then see a list of all the bud
67. h on more criteria than the Personnel Action Request screen With the PAR Search you can perform searches on any combination of the following fields Submitter Name Originator Name Site Admin or Dept Head PARs with contracts certificated only Last Name Position Number PAR Effective Date range Step 1 Navigation Workforce Administration PAR Search Step 2 As an example enter a last name in Last Name field and or type in Employee ID number Enter an Effective Date for the PAR s you are searching for Click Bese to view a list of results Depending on the criteria you enter several employees with the same last name and effective date might be displayed Choose the correct employee by clicking the Etails link to view the detailed PAR information PeopleSoft VYVorklist New Window Help Cu PAR Search Search PARID Position Q Effective Date gt 01 02 2007 Effective Date lt 01 09 2007 E EmpllD Q Submitted By Q Original Requestor Q z Workforce Administration gt Workforce Reports Name Status PAR Instructions Last Name Doe I v Personnel Action Request Employee Group Department Q PAR Type he Approver Role Q Approved Search Routing Role Q worked Clear Search Criteria Cl Open New Window when clicking on Details Associated Contract Customize Find view All zi First 4 4 2 of 2 P Last Details PARID EmpliD Hame Position Effective Date PARTyp
68. idual expenses and still approve o Expense Type Step 9 You will see the overall Chartfield string budget used for the entire Travel Authorization When done viewing it click the OK button to return to the main TA Summary Page Approve Travel Authorization Accounting Defaults Marina Falter Authorization ID DU DUD1 34 Accounting Summary GL Unit Depth Resource Ref Program Class Fund Extended PC B 100 00 SDLUSD 0003 o0000 1000 1110 o1000 OK GoTo User Defaults 32 Chapter 3 SDUSD PeopleSoft for Site Administrators View Individual Expense Item s Chartfield String Step 8 From the Travel Authorization Summary page click the linked name of the individual expense item you wish to view You can deny individual expenses and still appro Expense Type ConterencefReg Fee NOT in i 6D Airfare Lodging Shuttles abie its Bus Yai 2008 Step 9 At the bottom left corner click the Accounting Detail link Description Registration Amount Exception Comments Location Amount Accounting Detail Approve A utbas Return to Travel Authorization Details Step 10 Here you can see the whole Chartfield string for that one expense item including the individual Account number When you are done looking at it click OK to return to the previous page Approve Travel Authorization Accounting Detail Marina Falter Authorization ID 0000013811 This is the accounting detail for expens
69. iece Each Chartfield contains its own unique piece of a numeric budget name The example below shows a Department Chartfield Deparment 003 Example Chartfield String A numeric sentence comprised of several Chartfields seven for Travel Expenses or eight for eProcurement One entire Chartfield String represents a single budget Think of a Chartfield String as a bunch of puzzle pieces fitting together to create a whole unit one whole budget Example of a GL Unit Department Resource Program Class Fund Extended typical Travel Chartfield String SDL 0003 oo000 a ma foon a hn Q Jorooo a noon OL The Chartfield String is a required element of eProcurement requisitions and Travel amp Expense forms Chartfield Strings must be manually entered by the Originator Requester who is creating the online form It is the responsibility of the Originator Requester the person who creates and submits these forms to ensure that the correct Chartfield Strings are entered It is the responsibility of the Approver the site administrator principal department head to examine the details of these submitted forms and then to approve send back for revision or deny them The Chartfield String basically does two things 1 It controls the workflow 1 e it determines which Approver receives the form ePro requisition or Expenses form 2 It points to and connects with the budget whose funds will be pre encumbered to pay for the requi
70. k button on the browser window Budget Transaction Types Department Resource Instead click on a blue hyperlink or Budget Amount yellow button on the current page itself Examples OK or ngina AETUD Return Adjustment 2 000 000 00 USD Transfer Adjustment 1983 00 USD Additionally you can always click Transfer Original 0 00 USD Closing 0 00 USD on another page link in the main Roll Forward 0 00 USD menu on the left side Total Budgeted Amount 2 000 011 00 USD Return 16 Chapter 1 Chapter 2 Financials eProcurement Approve or Deny eProcurement Requisitions Requisitions sometimes called ePros created within our eProcurement software are online forms we use to order goods and services Typically an employee within your department creates and submits the ePro often this person is a financial clerk or administrative assistant Upon submission the ePro is sent automatically to your PeopleSoft Financials Worklist on your computer As the principal site administrator or department head it is your responsibility to examine each ePro requisition that is submitted for processing You must either approve the requisition or deny it You can also deny individual items on a requisition and approve the rest It is important to note that ONLY designated approvers are permitted to approve ePro requisitions A designated approver must be a site administrator such as a principal or department head
71. l Step 4 In the list locate the Travel Authorization you want to work on NOTE If you are certain there ought to be something there for you to approve and the list is empty please refer to the Job Aid entitled Troubleshooting Expenses found on our web site www sandi net peoplesoft readandlearn jobaids Once you locate the Travel Authorization you want click on its hyperlinked ID number on the right side of the page That will open the TA so you can check its details k Search Pending Transactions k Change Sort Order iia tec Reviewed Send Back Budget Check Refresh List Transactions to Approve Select Alert Errors Transaction Type Total Unit Name Employee ID Description Trangaction F Expense Report 6 79 USD Falter Marina Medel 120080 Mileage October 2007 f 0000034944 h N Expense Report 6 79 USD Falter Marina Medel 120080 Mileage October 2007 2 OO0003 4946 Expense Report 50 00 USD Falter Marina Medel 120060 Academic Conference L i al 0000034474 Travel Authorization 50 00 USD Falter Marina Medel 120080 Meh eonference TEST E annoo1a776 Travel Authorization 1001 72 USD Falter Marina Medel 120080 Wath Conference D DD0013792 Z Approve R eyjewe Send Back Hal Budget Check A socana Ocean ee Reviewed end Back Hold Budget Check Step 5 You can now choose to view the details of the Travel Authorization before you decide whether to budget check approve or send it back for revision
72. n en Pee ee eee Ee ee ee NN 75 How 10 Checkona P ARu i uku u u y aae 76 Chapter 8 Resources amp Support 77 i Q MCS os u cuicecce E E 77 Help Your Computer Work Better For You 77 Clear Cache Piles Example Exercise crena a a a aE ii 78 Support How CO Find Helbu uu Susa 5855 81 PAT Stale raa aya kawalan aaa ansalla E E N al ince ti basalt basis t died 82 Pavo L PRONG Li herena A N 84 PeopleSoft Human Resource Support Contact LiIst 85 Q 3I IN D Dann xO Af fax Osta Aware ctreatnea SLU SL reo WESOIt TOF SIte AGCMINIS Tators i Introduction and General Information This manual was created for use by SDUSD site administrators such as school principals directors and other department heads It contains information to help you complete your most common tasks in both the Human Resources HCM and Financials PeopleSoft applications The San Diego Unified School District uses a computer software program called PeopleSoft or Oracle PeopleSoft Enterprise to handle the day to day business of running the district This includes managing your budgets to help you provide your site and staff with the goods and services they need While you don t have to be a computer whiz to use the district s PeopleSoft software you do need to be relatively comfortable using a
73. nager Supervisor Classified Payroll Supervisor Certificated Payroll Administrative Aide Senior Systems Analyst Personnel Payroll Clerk 84 Chapter 8 725 7729 725 7712 725 7711 725 7722 725 7723 725 7727 725 7728 725 7733 725 7726 725 7709 725 7710 725 7710 725 8009 725 7709 725 8146 725 8009 725 8146 725 7718 725 8146 725 7717 725 7702 725 7730 725 7718 725 717135 725 7736 Anna Marie Villegas Margie Warthen Steve Dozier Alice VanCleave Yesenia Mundo Dana Chernoy Brunetto Norma Velazquez Denise Hill Sherie Redding Arlene Mataban Lori Wilkinson Lori Wilkinson Deana Davidson Arlene Mataban Catherine Dickens Deana Davidson Catherine Dickens Karen Guild Catherine Dickens Sue Weir Trudy Johnson Judy Wind Walker Karen Guild Cyndi Grape Christi Lary PeopleSoft Human Resource Support Contact List If you have a question about or would like some help with the Human Resource side of PeopleSoft this 1s the document for you This shows you how to get help for the following PeopleSoft applications e PAR Processing e eRecruit Post amp Bid Summer School Intersession The first thing you need to do before you pick up a phone or send an e mail for help is to refer to the appropriate hard copies of training materials Training materials are the printed manuals and job aids cheat sheets that are given to you when you attend training classes The same training materials can also
74. nd 20 of the month for the hourly payroll The principal department manager is responsible for certifying each payroll The Audit Paid to Reported Time report is required for validating payroll The Audit Paid to Reported Time report does show the data that actually processed For each payroll the site must run the Audit Paid to Reported Time report The principal department manager must review and sign the report Retain the reports in the binder with the corresponding time data Run one report for monthly one for hourly Chapter 5 59 TRC QTY Position Number Check Number Toal Gree DUR Position Name EmplID aly Cons Oprid Description x Timekeeper Account Code Pplesoft Report ID SDPY498 AUDIT REPORTED TO PAJ TIME FOR PAY END DATE 22 7 05 3 Status pdge No 2 Department 03 Adams Elefentary yon Date 04 01 2008 Mn Time 13 33 42 Name Emplid chk Total Gross Job Code Reg Earns Hour Rt Position Position Description Erncd Oth Hrs oth Erne TRC Qty DUR Stat oprid Account Code Paid wert ree Reported 4900 110 88 13 86 10009166 Visiting Teacher Ece Cc vcs amp 0 110 88 sccvr 8 00 05 16 07 TP SD_SAMS_INTRFC 0003606000011500101320000 Chris Doe 133335 1661369 1 254 56 2940 516 40 16 14 10009447 Subst Tchr Day To Day VTS 2 00 516 40 rT 8 00 0s 04 0 TP SD_SAMS _INTRFC 0003000000011620102010000 SVT 9 00 05 10 0 TP SD_SAMS_INTRFC 0003000000011620102010000 SVT 9 00 05 14 07 TP SD_SAMS_INTRFC 0003000000011620
75. ng to it Position Management and Changing an Existing Position Unless additional allocations have been approved any changes to existing positions must result in a net zero effect on the FTE at a site Sites submit the online Change Position Attributes PAR to request changes to existing positions These PARs must be approved by Position Control and Finance before the changes can be made If FTE changes to one position will be balanced by changes to another position at the site the PAR submitter should note in the Comments field all the positions affected by the change to show the net zero effect Understanding Budgeting by Position The Finance department sets up Position Funding and Payroll Expense distribution in the HCM system so expenses are charged to the correct Combo Code Chapter 7 67 SDUSD PeopleSoft for Site Administrators Position Reports There are two custom reports for you to review and analyze position information Each report can be run against a set of selection criteria defined by the user e Filled Positions report e Allocations Status report Allocations Status Report The Allocation Status report shows the total allocation used and the total allocation remaining A Active Position Position Number FTE Head Cnt Allocated I Inactive Position Location Used Allocsted Balar Dist FTE Dist if HCM Account Code Job Code a Saar any Description F Combination Code Peep Leto fori s iat cs
76. nnections Prograrns Advanced Home page A ou can change which page to use for pour home page Address http www sandinetd Use Current Use Default Use Blank Temporary Internet files Delete Cookies Delete Files Settings History ee The History folder contains links to pages you ve visited for quick access to recently viewed pages Dave to keep pages in history zo Clear History Colors Fonts Languages Accessibility Carce __ Step 5 Click OK Delete Cookies Delete all cookies in the Temporary Internet Files Folder Step 6 Click Delete Files Internet Options General Security Privacy Content Connections Programs Advanced Home page You can change which page to use for your home page Address http AA sandi net Use Current Use Default Use Blank Temporar Internet files Pages vou view on the Interet ar med in a special folder For quick viewing later i Delete Cookies Delete Files Settings History The History folder contains links to pages you ve visited for quick access to recently viewed pages Days to keep pages in history 20 Clear History Colors Fonts Languages Accessibility OF Cancel Apply Chapter 8 79 T TO 4 A I d 4 4 CT PERA PE A oa mw K ta A Aiea nen Q lt JAH eN orTt Tor Nite Y dm yctrators k l S WJ YL it UU l JIN DU L I
77. nth The hours worked and reported between the timekeeper deadline the previous month 16 of the month and the end of that month are payable on or before the 10 of the succeeding month Below is an example of pay and timelines for this off cycle or hourly payroll e Pay Period October 1 30 e Positive hours worked after the timekeeper deadline for the monthly payroll in the preceding month 17 through the end of the month reported by the 1 of the month by 5 p m if the first falls on a weekend the deadline will be the following Monday e Pay date on or before the 10 of the month Chapter 4 57 Records Retention The following retention procedure Is recommended from the District Auditor s Office Please retain your payroll records for auditing purposes in the following manner e Payroll records should be retained in a binder designated as Site Name and Payroll Records with fiscal year e g Adams Elementary Payroll Records July 2009 June 2010 A separate binder should be used for each fiscal year Payroll records are required to be kept for four years Beginning the fifth year only the year one payroll records for the completed proceeding four years can be destroyed Grants and other programs may require a longer retention period Contact the program office or read the grant requirements to determine length of record retention e Organization of records gt Principal Administrator signed copies of the Audit Paid to Re
78. o lack of funds w x Budget Status Mot Chk d Budget Checking is required before the Travel Authorization can be Approved Please click on Budget Options the Budget Options hyperlink Approve Send Back SDCS Expense Rules Return to Approval List Previous in List Step 7 Click the OK button on the Submit Confirmation page if you click the Cancel button instead you will be let out of denying this form Approve Travel Authorization Submit Confirmation Marina Falter Authorization ID 0000013814 Travel Authorization Totals Total 75 00 USD Total Authorized 0 00 USD Less Non Approved 75 00 USD v This entire report will be denied After you click the OK button you are finished with this form and you are brought back to your Approve Transactions page There you can work on another travel form or you can navigate elsewhere or log out Approve or Deny Expense Reports After returning from any travel an Expense Report must be completed by the person who traveled or their proxy and then submitted to the correct Department Head Principal This is required even if there will be no reimbursements or payments after the trip Once an employee completes and submits an Expense Report PeopleSoft routes this request to the employee s Department Head Principal for approval The Department Head Principal needs to review the expenses and can perform one of the following actions 1 Approve the entire Expense Report
79. o the Password textbox Then click the Sign In button Fri Dec 11 09 wot San Diego Unified 123456 Password w Sign In Step 2 On the next page you see click the PeopleSoft link in the upper left corner DO NOT click the Worklist link in the upper right corner on this page It is the wrong link Chapter 3 41 SDUSD PeopleSoft for Site Administrators Incorrect Welcome Debra Sayble ac 11 09 M r San Diego Unified Ki Acid Link Content Layout El amp Welcome Welcome to SDUSD District Wide Applications Enterprise Performance 3 8 4 ccess Enterprise Performance Management mis Tat T E S TT Human Resources 8 9 4 ccess Human Resources Management System Production environment 3 Step 3 On the next screen you see click the Travel and Expenses link in the main menu list Don t worry if your menu list is different from the one shown here everyone s 1s a little different Cor 4 i AD LI Sr F CHT ERA Fi 2 Financials i Personalize Content Layout gt My Favorites gt Employee Sel Service gt Manager Sel Sernice gt Supplier Contracts gt Vendors gt Purchasing gt Travel and Expenses Commitment Control gt WWrorklist gt Reporting Tools gt PeopleTools My Personalizations Then click the Approve Transactions link the second smaller link 42 Chapter 3 SDUSD PeopleSoft for Site Administ
80. o track position attributes and vacancies SDUSD can track specific information for a position such as FTE full time equivalent regardless of whether an employee actually fills that position In the following chapter we will focus on the sections of HCM relevant to Site Administrators e Position Management Overview e Understanding Budgeting by Position e Position Reports e The Personnel Action Request PAR e Approving PARs e Searching fora PAR e How to Check on a PAR Chapter 6 65 Chapter 7 Position Management Position Management Overview Position Management allows you to staff budgeted positions each of which has a Job Code Job Title Dept Location and Combo Code s In February 2010 the district moved to One to one Position Management meaning there is a unique position number for each salaried employee This is In contrast to the previous model of Many to one Position Management in which many salaried employees shared the same position number Hourly positions still allow more than one employee per position number With the Position Management reports discussed below you can determine how many FTE full time equivalent you have filled and how many you have available This gives SDUSD the flexibility to e Budget for positions and departments e Create and track position data and history e Process employee appointments by position e Maintain incumbent data e View position and budget histories
81. ontrol Details Source Transaction Type ere Travel Authorize Budget Checking Header Status Valid Budget Check Commitment Control Amount Type Commitment Control Tran ID o001 060004 Commitment Control Tran Date O82 772008 Override Transaction Budget Check g Goto Transaction Exceptions Go To Activity Lo Cancel Notice that the Totals are adjusted on the Travel Authorization Summary page to show the denied expense line Total 943 92 USD Less Non Approved 46 00 USD Total Authorized 098 92 USO 40 Chapter 3 Step 10 Click the Approve button Budget Status Valid Budget Chec Budget Options d Approve Send Back Now you can either click return to your Approve Transactions page also called the Approval List to view more items or else log out of the PeopleSoft Financials system Deny an Entire Travel Authorization Example Exercise An approver can deny an entire Travel Authorization This means the TA will be rendered permanently unavailable thereby effectively ending killing the Travel Authorization The following steps walk you through how to deny an entire Travel Authorization Step by Step Deny an Entire Travel Authorization Step 1 Launch Microsoft Internet Explorer and go to the district s sign in page for PeopleSoft The correct URL address is https dwa sandi net Be sure to enter your Employee ID number into the User ID textbox and enter your password int
82. ook for the hyperlink titled Practice what you ve learned at Open Lab You can click on that link to see details about Open Lab 3 After you have done Steps 1 and or 2 above if you still feel you need further assistance please contact the appropriate district expert To find help with eProcurement please contact this person in the Purchasing Dept Robin Hoffpauir at 858 522 5805 or rhoffpauir sandi net To find help with Travel Expenses as of the printing of this manual the following page shows a current list of staff members in the Accounts Payable Department who are assigned to assist employees across the district according to the last name and or Employee ID number Chapter 8 81 SAN DIEGO UNIFIED SCHOOL DISTRICT ACCOUNTS PAYABLE UNIT ALPHA BY FIRST NAME VENDOR ASSIGNMENTS EFFECTIVE 07 01 09 06 30 10 Vendors are assigned to A P staff alphabetically by the payee s last name or company name Employee Travel Authorizations and Expense Reports with receipts are assigned to A P staff alphabetically by the traveler s last name Employee Mileage Reports are assigned to A P staff by the last 2 digits of the employee s six digit employee number A P Staff ALPHA VENDOR NAME A P TECHNICIAN PHONE NUMBER Garassa E ce Addresses Cristi Childers Childers 705 7683 7683 Abe Aelia net phens sandinet CoCo svelazquez sandi net sandi net sandi net C e CnySephons 7257788 Kuy caceeont sand ne x D Shey steams
83. opulate with the current year If it doesn t you can type 2010 or whatever the current fiscal year is Step 7 Type your Dept code number in place of the sign in the DEPTID field Do the same for any other Chartfield Value you desire In this example we entered criteria to display a report showing all 01000 Funds with 4301 Accounts that use the General Resource of 00000 for Dept 0003 Adams Elementary Then if you want to retain this query so you can run future reports click SAVE in the bottom left corner of the screen To just run this report this one time do not save it just run it see next step to run it Budget Inquiry Criteria Budget Overview Inquiry DEMO 10 09 Description all Fund 01000 Resources as of 10 09 Search Clear Reset Amount Criteria _ Search Clear Reset Ledger GroupiSet Ledger Group z Ledger Group EXPENSE Q From Budget Period 2010 oO 2010 al To Budget Period ChartField Criteria ChartField ChartField From ChartField To Value Account Deptit Fund Class Program Bud Ref Resource Extended Chapter 1 13 Step 8 Scroll back up to top of page and report It may take several moments for the results to appear e Search Cle Step 9 First you will see the general information at the top of the screen Budget Overview Business Unit SDUSD Ledger Group EXPENSE EXPEMSE Bdgt CC Lig Type of Calendar Detail Budget Period Amounts in Bas
84. others is against district policy and places you and them at risk Once an employee completes and submits a Travel Authorization the PeopleSoft software automatically routes it to the employee s Department Head Principal for approval The Department Head Principal reviews the authorization and can perform one of the following actions 1 Budget Check and approve the entire Travel Authorization 2 Deny one or more lines and then budget check and approve the Travel Authorization 3 Send Back or Deny the entire Travel Authorization without budget checking it If the Department Head Principal chooses to approve the travel authorization in whole or in part he she must perform a budget check prior to approval to verify that funds are available and to reserve those funds from the budget For example let s say that you the approver intend to approve 1 000 in expenses for one Travel Authorization and your budget contains 50 000 in available funds Once you budget check the Travel Authorization you will immediately have 49 000 left in available funds This is referred to as encumbering funds It allows you to reserve money within in your budget thereby preventing overspending NOTE If the Travel Authorization doesn t pass the Budget Check process and you receive a budget error you CANNOT approve the Travel Authorization The budget error must be resolved before you can approve the T A After a department head
85. oyee 47 55 WSO Non Reimbursable Expenses 6 62 JSO Due Vendor 0 00 WSO Non Approved Expenses 5 47 USD Prepaid Expenses 0 00 JSO Definition of Totals Employee Credits 0 00 WED Vendor Credits 0 00 JSO Cash Acvances Applied 0 00 USO Alternate Step 10B Click the Approve button Budget Status Walid Budget Checking completed Report is ready for Approval Posting Budget Options Approve B Send Back SOCS Expense Rules Alternate Step 11B Click the OK button to complete the approval Approve Expense Report submit Confirmation Marina Falter Report ID 0000034976 Expense Report Totals Employee Expenses 43 17 USD Due Employee 37 35 USO Non Reimbursable Expenses 5 92 USB Due Vendor 0 00 USD Non Approved Expenses 5 82 USD Prepaid Expenses 0 00 WSO Definition of Totals Employee Credits 0 00 USO Vendor Credits 0 00 JSO Cash Advances Applied 0 00 WSO This report will be approved but some ofthe expenses have been denied approved expenses will be reimbursed 52 Chapter 3 SDUSD PeopleSoft for Site Administrators Deny an Entire Expense Report Example Exercise An approver can choose to deny the entire Expense Report This means the approver stops the Expense Report without returning it to its creator thereby effectively ending the Expense Report The following Alternate Step 6C walks you through this procedure Alternate Step 6C FIRST type an explanation into the Comment box as to why you
86. p Lee FTH T EON FFERR LL 1 POLE EQ Lig Loe 1118 G bie ie 8 Da TR SGN PERT eee Tee g Lie Lae Tiba Oe pHa 16585 ES SBS SS LL eee Te BS Lies Lae LIS Oiei biti At the end of the Salaried section there are 5 subtotals of FTE Used Allocated and Balance Jot Goda Dameript ion FTE nand Aliccated _ Balanca 1905 Briscipoal 1 000 1 0009 0 0000 for each Job Code Description and totals by 000 angular Taschar i oa aoa n aqan 2085 Tasma Leader Tacher 1 Ono 1 0001 0 0006 Resource 00 ichel Burm 2 0500 D 2003 0 0500 605 Schon muomma 2 0490 D 200 0 0800 HIO GmaleEb Techician T 0113 D B113 0 0005 At the end of the Hourly section the report will ae ias show a subtotal of the FTE columns Used DHII BEmasmurca Totals O EADS LeTII 0 1105 Allocated and Balance only Report is sorted by Salaried and Hourly positions then by Job Code 68 Chapter 7 Filled Positions Report SDUSD PeopleSoft for Site Administrators The Filled Position report shows how many of your allocated positions are filled and which employees are occupying the positions Status of Employee Employee D Information Red Jobocode Description HCM Account Code Combination Code Pos Num Pos Dept Pos Loc Poop dgiod E afart Tn me ee FILIO PORITIONE I CEPANTPENT Peja Bo Es sk aj Sac Report mat Dake pasar mia f iai I Kusma Tiss ijti ii ASTET map im Em ial FTE Tibet Dede E pt pat roe Fai Po
87. pecific information not required by the State Example of a Typical ePro Requisition Chartfield String DeptlD Resource Buu Account Program Ref Code Class Fund Extended 003 Q ooo Q foo Q fa301 Q frooo Q fi110 Q 000 ooo Q Adams Elementary School might order textbooks using this Chartfield String NOTE The highlighted Chartfields below are the most important ones for site administrators to double check before approving something a Department 0003 Adams Elementary Resource 00000 Unrestricted Funds Budget Reference 00 Undefined Account 4301 Instructional Supplies Program 1000 Instruction a Class 1110 Regular Education K 12 Fund 01000 General Fund Extended 0000 Undefined 8 Chapter 1 Budget Check Overview Budget Check is a process that must be run on every eProcurement Requisition Travel Authorization and Expense Report All these forms must pass the Budget Check process successfully or they cannot be approved and processed When Budget Check is initiated on an item the computer system immediately goes into the designated budget determined by the Chartfield String that the Requester entered onto the form and encumbers the money right away This means that enough money must be available in that budget to cover the cost of the ePro Requisition Travel Authorization or Expense Report prior to the creation of the form The following people are responsible
88. ported Time Report along with the Filled Position Report in a binder chronologically gt The Timecards separated by employee in alphabetical order in a binder located in the same file cabinet or file box with reports Timecards and leave forms must be retained at the site for four years gt Principal Administrator signed copies of the Cross Site Account Charges and Site Account Charges reports in separate binders organized chronologically The updated timecards forms identified as site retained documentation are available on the sandi net website Use paper copies 8 1 2 x 11 for processing and retention in the binder or file 58 Chapter 4 SDUSD PeopleSoft for Site Administrators Chapter 5 Review and Approve Reports Reports for Administrators Time Approval Reports e Audit Paid to Reported Time validate against Filled Positions report gt Monthly Report gt Hourly Report e Cross Site Account Charges report gt Department Report e Site Account Charges report gt Salaried Report gt Hourly Report Audit Paid to Reported Time Report This report is an official audit record The administrator must review and sign this document to validate the payroll This report shows you the earnings leave reported and paid for each employee at your site The report must be run for each payroll each month after the payroll processes Run the report 10 days after the payroll processes 10 of the month for the salaried payroll a
89. pprovals gt Wy Favorites gt Employee Sel Service v Manager Self Service Procurement Manage Approvals b eProcurement b Services Procurement gt Travel and Expenses On the Manage Approvals page you have a wide variety of options as to what you wish to view and how you want to view it Probably the most common thing Approvers do is to expand all the ePro requisitions listed here To make that happen you click the Expand All link 20 Chapter 2 SDUSD PeopleSoft for Site Administrators Approve Requisitions Search Requisitions To locate requisitions that require your approval for requisitions that previously required Search button Requisition ID Requisition Name Business Unit Status Pending Date From Date To Requester Entered by Search Clear Requisitions plete details and approve a Requisition click the requisition ID link Expand all YE Collapse All u Action Status Req ID Requisition Name Bus Unit i 7 0000063510 0000063510 SDUSD 09042007 P Pending goods DO000D6557D SDLSD 1011 2007 gt ES Pending 0D066399 TestMultittems 1808 SDUSD U4 erode By expanding the requisitions out you can view more details about them Requisition Name Bus Unit Date Requester Entered By s Pending 000063510 0000063510 SOWSD DD5 4 2007 Leona Gerety Leona Gerety Summary Requisition Pending Total Pending 85 60 USD Priority Medium Justification No fustficaton entered by
90. r site charging another sites budget for an employee PeopleSoft Report ID s0TL2T9 SITE ACCOUNT CODE CHARGES Page Ho 1 Group ID 5196H Run Date 09 12 2003 From 01 01 2003 thru 10 01 2003 Run Time 17 41 25 Budget Employee Charged Account Cd Descr Department Description Resource Budget Account Progra Date and Hours zet Type Emplid Na Rod Department Description Joebeode Description sscription Comments Employee Information iii 01000 Time 0 0300 0010011070100000n0 a E Elenentary 0000 oo 1107 1000 Di Reporting 400001 Harju Peggy r BS5B Unassigned Labor 254 0 20BST TCHR DAY TO DAY O7 222003 30 BIVT d 23 ode 40001 Harju Peggy r 5998 Unassigned Labor z34D B8UBST TCHR DAY TO DAY OF f23 2003 00 BIVT 300001 Harju Peggy B99B Unasaigned Labor 2540 80BST TCHR DAY TO DAY 07 24 2003 00 ESIVTO134A Hage Elementary School 400001 Harju Peggy i ESB5B Unamsigned Labor 2940 20BET TCHR DAY TO DAY 07 25 2003 00 EIVTD134 Hage Elementary School 400001 Harju Pegg i SS5B Unmassigned Labor Z84D SUBST TCHR DAY TO DAY 07 25 1003 09 EIVTL 400001 Harju Pegay i B99R Unagsigned Labor z34D BUBST TCHR DAY TO DAY oF f29 2003 00 BIVTL 400001 Harju Peggy i ESBB Unmamsigned Labor zZ34D BUBST TCHR DAY TO DAY ov 30 2003 90 BIVTL QI5000 00000250513 0000000 FOOD PERSO 350 Hlsslon Bay High io 2505 3700 o000 13000 anggi OO0019 Donovan Zarah 5998 Unassigned Labor REGULAR TEACHER Oo 01 20093 6 00 REG O350A Mission Bay High te
91. r verifying that all the information is correct it s okay to approve the requisition Close the details window displayed above If you have any doubts then it s probably best to hold onto the requisition until all questions are satisfied Clicking the Return to Worklist link at the bottom left of the screen will keep the requisition fresh in your Worklist until you re ready to either approve or deny it The Worklist maintains all requisitions that require approval from the Worklist owner the Approver Once a requisition is approved it no longer appears on the Worklist If you want to deny a requisition the Enter Approver Comments textbox is where you are required to list the reasons for the denial Any additional approvers can also view these comments if the requisition is routed to them Chapter 2 19 g Be sure to check your Worklist on a regular basis about once or twice a week Verify all work before approving any requisitions Manage Your Approvals SDUSD PeopleSoft for Site Administrators L 2 View Line Details Review Edit Approvers Stage 1 Requisition 0000063510 Fending SD_DEPT_APPR Pending O Judith Brings PAF _SD_ROLE_APPR_B _DEPTID Enter Approver Comments Ie Approve Deny Return to wvorklist You can view all requisitions you ve approved or denied in the Manage Approvals page To get there you must navigate by clicking Manager Self Service gt Procurement gt Manage A
92. rators Main hlenu Step 4 Locate the Travel Authorization you want to access In the list NOTE If you are certain there ought to be something there for you to approve and the list is empty please refer to the Job Aid entitled Troubleshooting Expenses found on our web site www sandi net peoplesoft readandlearn jobaids Once you locate the Travel Authorization you want click on its hyperlinked name or ID number on the right side of the page That will open the TA for you Travel Authorization 75 00 USD Falter Marina Medel 120080 ESL Conference l 0000012314 06 30 2008 Submitted for Approval NOTE Do NOT Budget Check a Travel Authorization if you plan to deny the whole thing NOTE If you want the originator to edit and resubmit the Travel Authorization do NOT Budget Check and be sure to do Step 6a on the next page Step 5 FIRST type a message into the Comment textbox explaining what you want the originator to do This is required or the system will not allow you to deny the TA The Comment textbox is located towards the bottom of the Travel Authorization Comments This conference has been canceled due to lack of funds Step 6 To deny the entire Travel Authorization which will render it permanently and irreversibly unavailable to everyone click the Deny button at the bottom of the form Chapter 3 43 SDUSD PeopleSoft for Site Administrators Comments This conference has been canceled due t
93. re experiencing currently requires diligent accounting in all areas Payroll accounts for more than 80 of the district budget All of us responsible for managing that expense must adhere to require timelines for reporting earnings and auditing our records Employee Verification Active Terminated FTE Placement 56 Review your rosters and Filled Position reports Too many employees are erroneously reported as active Too many employees are reported with incorrect FTE placement Make sure when you submit Personnel Action Requests PARs that you review what has been entered for accuracy Make sure the FTE is correct and the Time and Labor calendar is correct If you have questions about what the proper placement is contact Human Resources before you submit Make sure a Termination or Leave of Absence PAR is completed immediately upon notification of an employee resigning or going on a leave of absence Contact your payroll specialist so they may intervene on the payroll if necessary to avoid overpayment Chapter 4 e Make sure you have a sign in system for all substitutes at your schools e Validate that substitutes have signed in and out for the entire time reported for the assignment e SAMS certificated assignments are scheduled for 8 hours and default to hours of time to Time and Labor When verifying assignments in SAMS you MUST reconcile whether assignments are for a full day If they are not you must make the appropriat
94. requester Lines Find view Al BE rirst 4 4 of 1 H Last tem p322 000 1 6 5411 quadrilled 4 28 USD 20 0000 Pad ruled pa ePro Requisitions Report To view all the details about your school s or department s eProcurement requisitions you can run an easy query that generates a report The report is called List Sites ePros The query name that generates this report is SD_SITES_EPRO_REQS Its details include e Requisition ID number e Requester employee ID number who created the requisition e Item descriptions amp ID numbers Chapter 2 21 e Requisition date e Requisition status e Budget s used and their status e What was ordered how many costs When you run this query it returns data based on the following criteria you enter e Your Department code number e Date frame you enter the beginning and ending dates for the frame of time during which requisitions you want to know about were processed Below is an illustration of an example of an eProcurement Requisitions report It s quite wide and so is shown here in three pieces please see following page 22 Chapter 2 tist sites EPROs 5 l l d 2 Req ID 0000106791 0000106791 0000106791 0000106791 0000106791 0000107143 9 000107143 10 0000107143 11 000107143 F 12 0000107143 13 0000107143 14 0000107143 15 0000107369 16 0000107369 17 0000107369 18 0000107369 19 0000107369 20 0000107369 24 00001 07369 Co wy C
95. same as for doing a Budget Check on a Travel Authorization To review how to do a Budget Check please review Chapter 3 Once you have a Valid budget status you can approve the report by clicking the Approve button Budget Status Valid Budget Chec Budget Options a Approve j send Back Send Back an Expense Report for Revision Example Exercise If you want the person who originated the Expense Report to make a change to it and resubmit it or resubmit because of a previous budget error you can make that happen by clicking the Send Back button Only by clicking the Send Back button can you allow the originator to gain access to the report again The following Alternate Steps 6A 11A walk you through this procedure Alternate Step 6A Do not run a Budget Check on any Expense Report you plan to Send Back You will do that after it has been resubmitted to you First you must type an explanation into the Comment textbox at the bottom of the report The purpose of this is to inform the originator why you are sending the form back and how you want him her to edit the form before they resubmit it to you The system will not allow you to send back the report without including an explanation When you are finished typing the explanation click the Send Back button Y Comments You forgot to include the day you drove to the Ed Center for our meeting on 440 08 Please add that mileage to this report ry E and resubmit it Bu
96. sition or the travel expenses NOTE It is extremely important that the correct Chartfield String is entered and that the budget related to that String has sufficient funds at the time the form is created and submitted Forms submitted without correct funded budget Chartfield Strings will not be processed NOTE It is the Approver s responsibility to ensure that the correct Chartfield String budget is used on every form For example if an Approver approves an eProcurement requisition that uses the wrong budget it is the Approver s responsibility not the Requester s Chapter 1 7 Chartfield Definitions 1 Department Leading digit indicates a school 0 small school 3 central administration 5 or Food Services departments 8 or Central 2 Resource The Resource Chartfield corresponds to the Local State or Federal Grant number 3 Budget The Budget Reference corresponds to the year the funding Reference ends for certain resources most transactions accept default of 00 SDUSD s Account number the type of expense State of Calif mandated field that classifies transactions according to the purpose reason for the transaction Further categorization of the Program field mandated by the State of Calif required only in particular circumstances 7 hing pst to identify the source of funds for a transaction 8 Extended An extension of the Program field that will store District s
97. sting testing 123 557T972841031182010000040 Literacy W 5579 Literacy Department 03 1152 1000 72841 QDDQ15 Donovan Zarah BS9B Unassigned Labor Pool REGULAR TEACHER fos 00 REG O350A Misaion Bay High Enter Location different Account Code than 0350 Chapter 5 63 Blank Account Codes Report This report is not an official audit record However this is a critical report to run on a regular basis to assure combo codes are being reported accurately The T amp L Blank Account Codes Report displays substitutes whose time was pulled in from SAMS to Time and Labor via an interface This data is pulled into Time and Labor using default Combo Codes budget numbers for district related absences i e professional development for teachers Timekeepers must change the default Combo Codes budget numbers for each of these records This report is your tool for identifying the records that need to be changed This report should be run no less than weekly throughout the month Changes to Combo Account Codes budget numbers must be done at the time you run the report and should not be held until just prior to the timekeeping deadline Only Timekeepers that use SmartFindExpress SAMS run this report This report does not need to be signed Substitute Information Date Hours TRC Eeport ID 5DTL309 San DieWh Unified School District Page 4 of 14 Group ID 59988H ye amp Labor HMak Account Code Audit L 102007 Locaton Deser Ma T amp L Lo
98. wareports sandi net psreports hem 339596 SDP 4985_533517 PDF Go x iz h A Search Folders p Favorites E l Links l GS E Ajlo Asm PeopleSoft Report ID EDPY498 AUDIT REPORTED TO PAID TIME FOR PAY END DATE 2008 01 31 Page No 5 Department 0352 Morse High Run Date 04 02 2008 Run Time 10 53 40 Name Total Gross Job Code Reg Earne r Position Position Description Erncd Oth Hrs T a Account Code 10006288 Regular Teacher 10020828 Regular Teacher 114044RTE 445403510011700102010000 114044RTE 445403510011700102010000 114044RTE 445403510011700102010000 114044RTE 5445403510011700102010000 8 Unknown Zone Job Code Job Code In bold type is associated with Position and shows the amount earned by the staff member in this position at this site The amount earned is listed under the column Reg Earns Sites validate the wages paid for the earnings reported that are for the Job Code shown in bold type Position The specific position in the number of positions allocated for the particular Job Code For example if the site was authorized 10 teachers for Job Code 2000 then positions numbers could range from 10000001 thru 10000010 An employee may have multiple positions for the same Job Code Reg Earns The earnings for that position in the preceded Job Code This these amount s may not equal the Total Gross if the staff member had earnings at another location Total Gross This is the employee
99. x Then click the Sign In button e Fri Dec11 09 123456 Password CEELTTELT Sign In Step 2 On the next page you see click the PeopleSoft link in the upper left corner DO NOT click the Worklist link if you see it in the upper right corner on this page It is the wrong link Chapter 3 27 SDUSD PeopleSoft for Site Administrators S lt _ CC xa A Incorrect k 1 4 San Diego Unified Home k Hi Add Link Correct ous content Layout E OM fet Welcome to SDUSD District Wide Applications No articles currently availa Finance Human Resources 8 9 Access Human Resources Management System Production environment Step 3 On the next screen you see click the Travel and Expenses Z 2 Financials link in the main menu list Don t worry if your menu list ku is different from the one shown here everyone s is a little I Personalize Content Layout different gt My Favorites gt Employee Sel Service gt Manager Selt Service gt Supplier Contracts gt Vendors gt Purchasing gt Travel and Expenses Commitment Control gt Reporting Tools gt PeopleTools My Personalizations 28 Chapter 3 SDUSD PeopleSoft for Site Administrators Then click the Approve Transactions link the second smaller link Main hlenu Travel and Expenses Access travel and expenses Approve Transactions Pere ai i ad B transactions Co Approve Transactions Tala
100. xample 0 8 FTE by the distribution percentage divided by 100 In this example 8 total FTE x 75 100 6 FTE for the first Combo Code and 8 x 25 100 2 FTE for the second Combo Code See the sample Allocation Status Report screen shot below for an example Hourly positions are created for each unique combination of Job Code Department Location and Combo Code Multiple hourly employees can be assigned to the same hourly position number 66 Chapter 7 Position Management and Creating a New Position In SDUSD s system the positions are created based on allocation formulas If a site wants to use discretionary funds to create or change a position because they need extra help besides what has been awarded the Administrator will fill out the online Request New Position PAR form that provides Duties statement Combo Code funding source Position start end dates FTE full time equivalent Traditional or Year round designation Calendar 10 month 11 month 12 month etc This form is system delivered to the HR department where its information is verified HR also determines the job code and union characteristics for the particular position HR creates the position in inactive status and the PAR is sent to the Finance department Budget Analyst for approval and also to Position Control If there is adequate and appropriate funding for the requested position Finance approves the PAR and activates the new position and assigns fundi
101. xisting Value Step 2 To search by PAR ID PAR Type or Status click the drop down menu for that field to make your selection To reduce the number of rows returned in your search be specific with the search fields Enter your DeptID in the Department search field Click _Search_ to view a list of results PAR Personnel Action Request Enter any information you have and click Search Leave fields blank for a list of all values Find an Existing Value PAR ID PAR Type Status Submit Approver Processor a Department eons win lows G Employee Group Emplid beginswn y R Case Sensitive Search Clear basic Search H Save Search Criteria 72 Chapter 7 SDUSD PeopleSoft for Site Administrators Step 3 Choose the PAR you want to view by clicking the link PAR Personnel Action Request Enter any information you have and click Search Leave fields blank for a list of all values Find an Existing Value PAR ID PAR Type ee submit Approver Processor Role Ps a Description begins with s Department begins with Employee Grou a Emplid begins with w Case Sensitive Basic Search save Search Criteria Search Results 4 1 2 of 2 P DARIN PAR Type Status Submit Ong Reg Approver Processor Role Description Department Emplo 12152 Hire RHire Init Reg 03 02 2009 blank SDH HR_PAR_ROUTER Request Approval 0195 li 121375 121527 Hire RHire Init Req 03 02 2009 blank SD H HR_PAR_RO
102. y Ch C 122930 122930 122930 122930 122930 7110013 7110013 7110013 7110013 7110013 7110013 7110013 7110013 7110013 7110013 7110013 7110013 Piece 2 Center co ay d Q C G co 4 oo ao amp co ih 000000000000007517 F 000000000000007518 J 000000000000007519 000000000000007520 000000000000007521 o00000000000007522 000000000000007523 o00000000000007517 o00000000000007518 o00000000000007519 000000000000007520 o00000000000007521 o00000000000007522 o00000000000007523 a A aa EN Gamletni mn n aaa rm 4302 h ADD meq pare aa 7 30 2009 Complete 7 30 2009 Complete 7 30 2009 Complete 7 30 2009 Complete 8 10 2009 Complete 8 10 2009 Complete 8 10 2009 Complete 8 10 2009 Complete 8 10 2009 Complete 8 10 2009 Complete 8 10 2009 Complete 8 15 2009 Approved 8 16 2009 Approved 8 15 2009 Approved 8 15 2009 Approved 8 15 2009 Approved 8 15 2009 Approved 8 15 2009 Approved Ep Har Status Valid Valid Valid Valid Valid Valid Valid Valid Valid Valid Valid Valid Valid Valid Valid Valid Valid Valid Ep in Stews Valid Valid Valid Valid Error Error Error Error Error Error Error Valid Valid Valid Valid Valid Valid Valid Chapter 2 oan EDX EDX EDX EDX ONL ONL ONL ONL ONL ONL ONL ONL ONL ONL ONL ONL Al SDUSD PeopleSoft for Site Administrators cs cs cs cs EA EA EA EA EA EA E
103. y approval for that one expense line ConferencefReg Fee NOT in SD OBf2462009 500 00 USO Mileage OUT of SD County OBf24 2009 55 20 USD Prepaid Expense Lodging TEETE 250 72 USO w Prepaid Expense heals DUB 24 2D03 45 00 VSD Meals OB25 2009 45 00 VSD Meals OBIE 2009 45 00 USD Select reasor Totals Step 6 You are required to choose a reason for the denial Click the drop down menu list under Reason and choose an appropriate reason from the list To see a detailed list of reasons for denial you can click the SDCS Expense Rules link at the very bottom of the page and scroll down to the bottom of the Rules page 001 100 mil a 002 Addit App 003 Add Expl 00 4 pitied 003 z _ 009 C let ind rust DP ELT Appr Date Tit 944 Flight Rei Y Chapter 3 39 SDUSD PeopleSoft for Site Administrators Step 7 Click Budget Options in the lower left corner so you can budget check the Travel Authorization am f Step Click the Budget Check button to initialize the budget checking process Commitment Control Commitment Control Details Source Transaction Type Travel Authorization Budget Checking Header Status Mot Budget Checked Commitment Control Amount Type Encumbrance Override Transaction Budget Check e Goto Transaction Exceptions GoTo Activity Step 9 Click OK if you receive a Valid Budget Click Cancel if you receive an Error in Budget Commitment Control Commitment C

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