Audit Manual

PeopleSoft Information and Access Procedures

Travel Expenditures

In PeopleSoft Financial Reporting module perform the following steps to access travel information:

  • Travel and Expenses/
  • Travel & Expense Center/
  • Expense Report/
  • View/
  • Find Existing Value Advanced Search/
  • Report ID “contains”/
  • Enter Transaction ID and “search” to review expense report details
  • Drill down on “Travel Auth ID” to review authorization details or go to "Travel Authorization" instead of Expense Report

Vouchers

In PeopleSoft Financial Reporting module perform the following steps to access voucher information:

  • Accounts Payable/
  • Accounts Payable Center/
  • Vouchers/
  • Add/Update/
  • Regular Entry/
  • Find Existing Value/
  • Voucher ID “contains”/
  • Enter Transaction ID and “search” to review voucher data

In PeopleSoft Financial Reporting module perform the following steps review the documents associated with a voucher:

  • Accounts Payable/
  • Accounts Payable Center/
  • Review/
  • Vouchers/
  • Document Status/
  • Find Existing Value/
  • Voucher ID “contains”/
  • Enter Transaction ID and “search” to review documents associated with the voucher
  • Drill down on payment, purchase order, receipt or requisition to review detail information and approval histories

Alternatively, you may select the "Purchasing" menu option and perform similar inquiries.

Internal Service Charges (ISC)

  • UTMB Internal Services
  • Requests
  • Find an existing value search

Journal Entries

  • General Ledger
  • Journals
  • Journal Entry
  • Create JE
  • Find an existing value search

PS Roles

To determine the specific PeopleSoft role(s) that an employee has been assigned, access the FPRT component of PeopleSoft:

  • In the menu on the left side of the screen
  • 1. Click on PeopleTools.
  • 2. Click on Security.
  • 3. Click on User Profiles.
  • 4. Click on Complete User Profile.
  • 5. You will be prompted to “Find an Existing Value”.
  • a. You can enter the employee’s user ID for example “186888”
  • b. Or you can click on the drop down and select description, then enter the user description, for example “Schwing”. Entering the user description is the recommended option.
  • 6. Go to the “Roles” tab (fourth to the right).
  • 7. In the Blue Column Header select “View All”.
  • 8. The result will be all roles that employee has and a description of each of those roles. To view the role definition, click on the link.
  • 9. To view the departments for which the employee may approve transactions, select "complete users profile" at step 3 above and go to the "approval authorizations" tab on the far right.

PS Chartfield Definitions

  • Set up financials/Supply Chain
  • Common Definitions
  • Design Chartfields
  • Define Values
  • Chartfield Values
  • Select desired value and perform "find an existing value" search.