Spectrum Finance Premiere Travel Purchase Orders Approvals Training

Spectrum Finance Premiere Travel Purchase Orders Approvals

Training Agenda Power Point Presentation reviewing travel policies and procedures reviewing FOAPAL creating travel purchase orders approving travel purchase orders Demonstration users follow along Exercises users hands-on 2 1/7/2022

Travel PO Review Travel Policy and Procedures University Travel UM 1309 http: //policies. memphis. edu/UM 1309. htm International Travel Canadian Travelennium 3 1/7/2022

Travel PO Review Chart of Accounts (COA) Concepts FOAPAL Fund Organization Account Program Activity Location Index 4 1/7/2022

Travel PO FOAPAL Fund six-character code that identifies a set of accounts and identifies ownership balance sheets and revenue/expense reports can be produced for any fund, which can be restricted or unrestricted examples of fund codes include Current Unrestricted Fund, Auxiliary Funds, and Endowment Funds 5 1/7/2022

Travel PO Organization six-character code that identifies a unit of budgetary responsibility and/or departments within an institution normally used to define a responsible official (financial manager) codes may be established in a hierarchy of up to eight levels for roll-up and reporting purposes examples of organization codes include College of Education, School of Nursing, and Department of Human Resources 6 1/7/2022

Travel PO Account five-character (data entry) code that identifies objects, such as the general ledger accounts (assets, liabilities, control, fund balances) and the operating ledger accounts (revenue, expenditures, transfers) codes may be established in a hierarchy of up to four levels for roll-up and reporting purposes examples of account codes include Supplies, Travel, Accounts Payable, Fund Balance, Tuition, and Salaries Formally known as Object Codes in FRS 7 1/7/2022

Travel PO Program four-character (data entry) code that identifies a function and enables the institution to establish a method of classifying transactions across organizations and accounts codes follow the programs defined by the National Association of College and University Business Offices (NACUBO) codes may be established in a hierarchy of up to five levels for roll-up and reporting purposes examples of program codes include Instruction, Research, Academic Support, Student Services, and Plant Operations 8 1/7/2022

Travel PO Activity optional six-character code that is nonhierarchical and can be used to further define an object of expenditure, such as, temporary units of work, subsidiary functional classifications, or short duration projects no budget checking code will be maintained at the departmental level 9 1/7/2022

Travel PO Location six-character code that identifies physical locations primarily used with Fixed Asset module scheduled to go live this fall codes may be established in a hierarchy of up to five levels for roll-up and reporting purposes 10 1/7/2022

Travel PO Index Codes to the Rescue!!!!! optional chart of accounts feature value for a set of FOAPAL elements that acts as a shortcut for speed data entry by the user the current FRS six digit account will be the index code using the index, the system will populate fund, organization, and program account code must be entered 11 1/7/2022

Travel PO Creating Travel Purchase Orders use the Purchase Order form required for all travel available budget must be present fund/organization security is used create travel templates once started must complete purchase orders can not be altered after completed automatically forwarded to approval queue 12 1/7/2022

Travel PO Log on to Training Self Service easy to use internet accessible user friendly point and click training site http: //spectrumtest. memphis. edu: 9099 13 1/7/2022

Travel PO Use scroll bar to move down to Self Service 14 1/7/2022

Travel PO Select Internal Training Database [ITRNG] 15 1/7/2022

Travel PO Log on to Training Self Service this log on user ID and PIN is for training only enter User ID Case Sensitive TRAIN 02 enter PIN Case Sensitive 000000 16 1/7/2022

Travel PO Test User ID TRAIN 02 17 1/7/2022 PIN 000000

Travel PO Select Finance 18 1/7/2022

Travel PO Select Purchase Order 19 1/7/2022

Travel PO 20 1/7/2022

Travel PO 21 1/7/2022

Travel PO 22 1/7/2022

Travel PO 23 1/7/2022

Travel PO 24 1/7/2022

Travel PO Document Approval Queue Travel Purchase Orders will be routed to departmental approval queue Implicit approvals for Financial Managers and Designees During training sessions, explicit approvals are used, approve own documents After appropriate departmental approvals are obtained, document will be routed to Travel approval queue 25 1/7/2022

Travel PO Select next approver and click ‘submit query’ for list of documents that you are next in queue to review, approve, or disapprove 26 1/7/2022

Travel PO Click on document number to view document 27 1/7/2022

Travel PO Use Back button to return to query results 28 1/7/2022

Travel PO Enter message in text box (optional) and click Approve Document or Cancel 29 1/7/2022

Travel PO Verify document number and click Continue 30 1/7/2022

Travel PO Click on History to Review Approval History 31 1/7/2022

Travel PO Use Back Button to return to Query Results 32 1/7/2022

Travel PO Click on Approve to approve document 33 1/7/2022

Travel PO Document Approval Review Document – click on document number to review travel purchase order History – click to review approvals required and approvals secured for travel purchase order Approve – select, if enabled, to approve a document Approve Document form click Approve document for final approval or click Cancel to exit Disapprove – select, if enabled, to disapprove a document Disapprove document form enter text in text box with reason for disapproving for INB messaging click Disapprove document for final disapproval notify accounting@memphis. edu when documents have been disapproved or click Cancel to exit 34 1/7/2022

Travel PO Routing of Documents Financial Manager or Designee implicit approval Travel Purchase Orders are routed to Travel in General Accounting after departmental approvals are obtained 35 1/7/2022

Purchasing/Travel PO Hands-On Exercise Melissa Ramage is traveling to Orlando, FL for SCT Summit on April 1 – April 5, 2006. Airfare will be $330, lodging will be $600, conference fees will be $135. Use organization code 202000, Training Organization 1. 36 1/7/2022