Travel Requisitions - Georgia State University
Contents
1. Travel Authorization User Manual The Spectrum System Georgia State University Chapter 2 People Soft Financials Version 7 5 November 2000 Page 2 Spectrum System Georgia State University Travel Authorizations Chapter 2 1 Introduction 1 1 Use of Travel Authorizations Travel Authorizations are used at Georgia State University to authorize employee travel or fee funded travel to attend conferences symposia workshops etc related to the employee s work professional development teaching or research needs Original documentation must be submitted to Disbursements prior to payment Travel Authorizations will be entered and electronically processed in the Spectrum System through the Purchasing Module This will enable us to utilize the pre encumbrance encumbrance budget checking and payment features of the system Page 3 Spectrum System Georgia State University Travel Authorizations Chapter 2 2 Entering a Basic Travel Authorization in the Spectrum System Each step in the online process of entering a travel authorization is described below Compare your screen to the ones shown in the example for each step 2 1 Selecting your panel Group Click on GO Administer Procurement Requisition Items Requisition Items w Administer Procurement w Requisition terms Page 4 Spectrum System Georgia State University Travel Authorizations Chapter 2 2 2 Creating a Travel Authorization Click on Use2. Requisition Form Add Requisition Items Blelglx el el Ei requisition 2 3 Add Requisition Window Add Requisitions GSUFSIES NEAT You will see a dialogue box The Business Unir will default to GSUFS Georgia State University Financial System Do nor change the Business Unit the transaction will not pass Budget Check unless GSUFS is selected The Requisition ID is automatically assigned by the system DO NOT enter a number or any other text in this field Click OK to proceed Page 5 Spectrum System Georgia State University Travel Authorizations Chapter 2 2 4 Requisition Forms Panel Tab The Requisition Form panel will pop up This is the first panel to be used in this transaction Requisition Items Use Requisitions Pending Approval nl F ie fe O U ae l a oooooy sf Page 6 Spectrum System Georgia State University Travel Authorizations Chapter 2 2 4 1 Copying a Requisition To copy from a Requisition select the copy button see page 6 for reference A dialog box like the one below will appear Copy Requisition Select a requisition by entering its ID or by using the prompt button Enter EMP TRAVEL or STUDENT TR in the Requisition ID field to retrieve the Travel Template form You can also use the drop down arrow to view a limited list Double click on your selection Complete DAG Daugherty Howard French ETRAVEL EMP TRAVEL Complete DAG Moorman Thomas J
3. The Requisition did not pass Budget Checking Requirements Do vou want the panel refreshed Header Commens Update Display Ai Click YES at this dialogue box PeopleCode Manager Update The Requisition did not pass Budget Checking Requirements Do you want the panel refreshed Page 27 Spectrum System Georgia State University Travel Authorizations Chapter 2 10 1 Correcting Budget Check Errors The BCM Status is Error Click the Requisition Forms panel tab to investigate the problem Requisition Items Use Requisitions oix i x Hai 7 El keka EIT Ei Ee es EE lv PALA sr 1m ma _ Header Comments 10 1 1 Requisition Form Panel Tab The BCM status is in Error Click on the Requisition Form Panel Tab to investigate the problem a Items Use Requisitions Miel xi T Page 28 Spectrum System Georgia State University Travel Authorizations Chapter 2 10 1 2 Selecting the Schedule Options Click on the Schedule button It will allow you to further investigate what could be the problem with the requisition Budget Check Approval Pressing this button will move into the Requisition Schedule panel Requisition Items Use Requisitions Pending Approval 4 gaduAhmed Faisal iD 611000000 Efm _Hfeonsutant Contract OEE 1oo0 fEA Ef oomoo fcentRaL fjordas fro _ffaeimbursabie Expenses OME POE LOTO0IICENTRAL oro Page 29 Spectrum System Georgia State University T
4. the F7 function key or press the Insert Row icon a INSERT ROW Icon same as F7 function key El DELETE ROW Icon same as F8 function key Click on any field of the line item s you wish to use and enter the Price and Date Change the Unit of Measure UOM and Quantity if necessary Requisition Items Use Requisitions File Edit View Go Favorites Use Process Inquire Report Help alele Aaa ele a lv ii7 Requisition Form Requisition Schedule l Header Comments Defaults Details Activities Business Unit GSUFS Requisition ID NET Status Pending Approval Requester A gadir Ahmed Faisal Ox ie ES es Origin DRG Dept 797100000 Item ID Category Long Description Actions Line Requisition Quantity LOK Price Ship To Location Due Date 1 64010 Employee Travel Reimbursement OJEE 1 0000 EA gt 0 00100 CENTRAL ooo 2 64010 Aitfare for Employee Travel ey 1 0000 Ea gt 0 00100 CENTRAL gt l 4 E401 0 Ground Transportation al Now you can edit line fields such as quantity unit of measurement and description as necessary Page 17 1 0000 DAY al 0 00100 CENTRAL H Requisition Form Add E Spectrum System Georgia State University Travel Authorizations Chapter 2 4 2 Adding Comments to Requisition Line The system allows you to enter separates comments to all requisition lines Requisition Items Use Requ
5. 00000 2800 Page 34 Spectrum System Georgia State University Travel Authorizations Chapter 2 12 1 3 Adding Lines to the Chartfield Distribution With the cursor still in the amount field insert another row F7 key or Insert Row icon The difference for this line should default in the new amount field Line 1 Schedule 1 Details 50 GSUFS 714000 13 14300000 2800 a0 GSUFS an 4000 13 Al 4300000 2800 The ChartFields from the Line Schedule Distribution Window will be visible The new budget being charged must be entered Click in the box next to the SpeedChart field and enter a SpeedChart Tab out of the field and ensure all the ChartFields for the new budget are populated OR Enter all of the ChartFields for the budget being charged tabbing from field to field Click on the Ok button to return to the Requisition Schedule Panel NOTE These steps need to be repeated for each line on the requisition being charged to multiple budgets After all the lines have been corrected the edit and budget checking processes Line 1 Schedule 1 Details 5 50 GSUFS a 4000 B Ai 4300000 2800 Page 35
6. AFANI Due Date Origin DRG Currency fuso US Dollar Cancel Click OK to accept changes and continue with the transaction Page 8 Spectrum System Georgia State University Travel Authorizations Chapter 2 2 4 3 Selecting a Requester Tab to the Requester field There are several methods to enter the data e Enter the Requester name LastName FirstName e g Smith John e Use the drop down arrow to view a list of valid values Press the F4 function key Double click in the field Enter the first character s of the last name and press lt shift gt F4 Note The PeopleSoft drop down tables are limited to 300 lines You may not see all of the values for that field The last method lt shift gt F4 listed above will give you the best results Highlight your selection and double click or press Enter Page 9 Spectrum System Georgia State University Travel Authorizations Chapter 2 2 4 4 Department ID Tab into the Department ID field this a required field for transaction Workflow If you selected a Department rule you will be prompted to enter a Department Code If you entered a project rule you will need to enter the Project Number The Department Code or the Project Number on this panel will determine how the transaction is routed for approval who approves it and in what order Each College and VP area determines workflow rules and routings To enter the Department Code or Project Number use t
7. Select requisition to be used for copying Click OK to continue Copy Requisition EMP TRYL Page 7 Spectrum System Georgia State University Travel Authorizations Chapter 2 2 4 2 Requisition Date Using the Requisition Form panel make sure that the transaction date is the correct one Requisition Items Use Requisitions File Edit View Go Favorites Use Process Inquire Report Help Be X HHE ele Oe Sle Sel ly vile Requisition Form Requisition Schedule l Header Comments Defaults Details Activities l Business Unit GSUFS Requisition ID NET tus Pending Approval Requester A gadir Ahmed Faisal Origin DRG Dept 797100000 Item ID Category Long Description Actions Line Requisition Quantity LOK Price Ship To Location Due Date 1 64010 Employee Travel Reimbursement al 1 0000 EA gt 0 00100 CENTRAL 3 64010 Aitfare for Employee Travel ey 1 0000 Ea gt 0 00100 CENTRAL 3 E e4010 Ground Transportation JAANE 1 0000 DAY al 0 00100 cENTRAL Hooo co Requisition Form Add F gl Select the Header Details Icon to enter Requisition Date Origin and Due Date A dialog box like the one below will appear on your screen Double click in the Requisition Date and Due Date beginning date of travel fields to view the calendar Use arrow keys to navigate on the calendar Requisition Header Details Reg Date LAFL
8. University Travel Authorizations Chapter 2 7 Refreshing the Requisitions When the edit process is complete click on the Refresh dog icon Notice that the system has now assigned a Req ID number Note this Req ID number now Requisition Items Use Requisitions Page 23 Spectrum System Georgia State University Travel Authorizations Chapter 2 8 Budget Checking the Requisition Click the Budget Check magnifying glass and spreadsheet icon to check for fund sufficiency Requisition Items Use Requisitions Click Yes at this dialogue box If the requisition does not pass Budget Check refer to Section 7 Budget Checking Errors on Requisitions and Appendix A 2 for assistance If you are unable to resolve your problem consult your department business manager You should also check your chartfields for accuracy The most common reasons for an unsuccessful Budget Check and how to correct them can be found at the end of this chapter Appendix A 2 Do NOT proceed with this transaction until you have a Valid Budget Check You may save this form Teal diskette icon on the toolbar if you want to continue this process at a later time The requisition will not enter workflow until the BCM is Valid PeopleCode Manager Update E Ci Ne Cancel _ Ewn Page 24 Spectrum System Georgia State University Travel Authorizations Chapter 2 The panel now looks like this Notice that the BCM has changed from Not Chk d to V
9. You can use the drop down arrow or use the preferred method first character s digit s and shift F4 Highlight and double click on your selection Tab out of the SpeedChart field to populate fields Page 15 Spectrum System Georgia State University Travel Authorizations Chapter 2 When you tab out of the SpeedChart field the chartfields associated with the SpeedType are automatically populated by the system The account code will be picked up by the system from the Requisition Form panel Your panel should now look like this Requisition Items Use Requisitions Ble lalx Ha SIG lo ee e DAA eS 000500702 CEHTRAL c00 Page 16 Spectrum System Georgia State University Travel Authorizations Chapter 2 4 Reviewing the Requisition Form Panel 4 1 Adding and Deleting Rows Click on the Requisition Form panel tab To review the EMP TRAVEL requisitions that you copied is a template The template contains several preset line items for travel expenses You may use all of the lines or you can simply delete the rows of items you do not need to use You need to change only those fields that are different for your specific travel form Use the scroll bar to view the other line items To delete a row you do not wish to use place your cursor in one of the fields in the line item and press the F8 function key or the Delete Row icon To insert a row place your cursor in one of the fields in the line item and press
10. alid If status is valid the requisition has been automatically saved Requisition Items Use Requisitions Be eX aa ey Sle Sle Sle E ely Click on the Requisition Panel Tab to continue with transactions Page 25 Spectrum System Georgia State University Travel Authorizations Chapter 2 9 Exiting a Requisition To Exit this panel press the Red X located on the tool bar Requisition Items Use Requisitions HIJE x aE ee ea fics E as aE OPA Franklin Hary K DRG 612250000 fooro _Efftest workftow AEAEE _10 0000feA JE 10 00000 CENTRAL 13072000 To exit from the system use the File menu and select Exit If you have other Requisitions Forms to add you can click the Add Green plus sign button in your toolbar to continue Page 26 Spectrum System Georgia State University Travel Authorizations Chapter 2 10 Budget Checking Errors in the Requisition If the requisition fails Budget Check the system should give you an error message similar to the one below Requisition Items Use Requisitions File Edit View Go Favorites Use Process Inquire Report Help EHAK arse mE AA Sle AA ly vile Aequisitian Form Requisition Schedule Header Comments Defaults Details Activities Business Unit GSUFS Requisition ID OO0001 18 46 M Active Only Post Document Post Status Hone PeopleCode Manager Update B TES Update i PeopleCode Manager Update B
11. cess PeopleCode Manager Get Cancelling a reg will commit any changes made and prevent further changes Continue 10100 7 Page 32 Spectrum System Georgia State University Travel Authorizations Chapter 2 12 Splitting Charges on the Requisition To split charges on a specific line in a Requisition go to the Requisition Schedule Panel Select line for which you want to split charges using the scroll bar 12 1 1 Opening the Line Chartfield Distribution Click on the Distribute button to access the Chartfields distributions Requisition Items Use Requisitions alelalx 1a ee So a o gt r CENTRAL 1071272000 E 1 0000 100 00000 Page 33 Spectrum System Georgia State University Travel Authorizations Chapter 2 12 1 2 Changing the amounts and Line Distributions Go to the Distributed by field and using the prompt button opens the window and change from quantity to amount Line 1 Schedule 1 Details Ea Bock AE Cancel Quantity 1 0000 Each US Dollar Ship To Distribute by D SpeedEhart ie ol ft se iX 0 100 GSUFS 7 4000 13 414300000 2800 Place the cursor in the Amount field and change the dollar amount to the amount being charged to the budget on the Line Schedule Details window Line 1 Schedule 1 Details Ea Bock AE Cancel Quantity 1 0000 Each UWS Dollar Ship To CENTRAL Central Re Distribute by CE SpeedChart 10 A00 GSUFS 714000 13 A143
12. chezynski Aseanne M MACINTYRE 001 Macintyre Lawrence E l MACK PRINT 001 Mack Frinting Group MACK ARBUR 002 Mack Arburn J MACK CHARL O01 MACK DARIU O01 MACE GEOFF 001 MACK JAMES O02 MACK OCTAY 001 MACK AAY C O02 MACK AODER 001 MACE UARSUL 001 Mack James Clarence Mack Octavia Lashone Mack Aap Charles Mack ARloderck Alonzo Hack Ursula Chrse More matching entries were found than can be displayed Page 13 Spectrum System Georgia State University Travel Authorizations 3 1 2 Vendor Information Requisition Items Use Requisitions Geen aHa Se Ss IB ele ely e Requisition Items Use Requisitions Bigi lx siete Se sls sa E avid Chapter 2 Insert Row EA se an tore e Coe mon a Epen ror Wing ene T Cee tee tenbel epee eer VAT Applicable Press the Fetch Dog icon to select the vendor Press the detail button to see vendor detail information Press the check mark to select Vendor after verifying vendor information Select Origin to return to the Default Details Panel tab Page 14 Spectrum System Georgia State University Travel Authorizations Chapter 2 3 2 Selecting Speedcharts At this moment you will be able to see vendor information in the Defaults Details Panel Our next step will be to select the Speedchart to select our chartfields Tab to the speedchart fields and enter all required information Requisition Items U
13. e 77 Requisition schedule Header Comments Defaults Details Activities aa aS Business Unit GSUFS Requisition ID OO0001 1846 Quantity 1 0000 Each Sched Num Ship To Due Date Quantity Price CENTRAL 107122000 all 1 0000 100 00000 Az Requisition Schedule Update Display ae Page 31 Spectrum System Georgia State University Travel Authorizations Chapter 2 11 Canceling the Requisition Users can only cancel requisitions if the status is Open or Pending Approval If the requisition has been approved please contact the Purchasing Department for assistance Tab to the Status field in the Requisition Form panel and Change the Status to Canceled You can enter the information or use the drop down arrow to view a list and then double click on your selection Requisition Items Use Requisitions File Edit View Go Favorites Use Process Inquire Aeport Help Bele aHa Sle aa Sle ee LALALA Requisition Form Reqgui ition Schedule Header Comments Defaults Details Activities Business Unit GSUFS Hequisition ID OO0001 1846 Requester Nguyen Linh T Origin DRG Dept 612250000 een Long Description Actions Price Ship To Location Due Date A pie Book ONENESS A 0000 EA 100 00000 CENTRAL jon 272000 7 Requisition Form Update Display Zi Click Yes at this dialogue box It will complete the deletion pro
14. e Header Comments Defaults Details Activities Business Unit GSUFS Requisition ID NET US Dollar Vendor f pooo gt Buyer PO Ship To CENTRAL Central Receiving Location iopPLLB Spectrum Office Fost Doc N Budget Check Not Chk d SpeedChart GL Unit GSUFS Dept EES Bdgt Pd O El Account Progam gt Proj Grt Func Class 4 Stat Defaults Details Add ve Page 11 Spectrum System Georgia State University Travel Authorizations Chapter 2 3 1 Selecting a Vendor The Vendor field must be used to identify the traveler employee or student Use the Georgia State University PantherCard ID number The traveler can be the same as the Requester or a different individual There is no requirement that the Requester and the Vendor traveler be the same person The Requester information has carried forward from the Requisition Form panel If you know the traveler s PantherCard ID number enter it in the Vendor field However it is good practice to use the vendor table to ensure accuracy Click on the Flashlight icon next to the Vendor field to search for Vendor using Short Names confirms Vendor information Requisition Items Use Requisitions File Edit View Go Favorites Use Process Inquire Report Help S ele lt Sale Sle OI Sle ale LALALA Requisition Form Requisition Schedule Header Comments Defaults Details Activities Busi
15. he drop down arrow to view a limited list or use the preferred method of entering the first character s or digit s and pressing lt shift gt F4 to view valid values In this example we entered 6 and used the lt shift gt F4 method to see the Org codes in the 6xxxxxxxx range Use the scroll bar to scroll through the list Highlight and double click your selection to proceed irq a iP rtp te ber m a eae m eh fl Pa lig g Fe jan E T ETLE aip eee a b k f F T 2 ee n eem m am mol ee ee m 8 ee i m ea Se u mwg EESTE ans mmg w N a Page 10 Spectrum System Georgia State University Travel Authorizations Chapter 2 3 Defaults Details Panel Click on the Defaults Details panel tab On this panel you will enter the Vendor and chartfield information The Ship To and Location fields have been filled in by the system The Ship To is now CENTRAL and the location code has been associated with the Requester from the Requisition Form panel The GL Unit has also defaulted to GSUFS Note You must complete the information on the Form Defaults panel before proceeding with line information on the Requisition Form panel If you do not follow this order the Requisition will not pass Budget Check Requisition Items Use Requisitions File Edit View Go Favorites Use Process Inquire Repor Help Sle ex ama Sle BS Sle ele tjej Requisition Form Requisition Schedul
16. isitions alala 4 Sie Se ala eA 447 Pending Approval 4 gaduAhmed Faisal in EE 797100000 797100000 E 64010 Employee Travel Reimbursement OJ EE O Ea E 0 000 E feENTaa i F 64010 fAitare tor Employee Trave QUIEN 10000 1000 EA Sores eT CENTRAL CENTRAL _ i afomo _ fferound Transportation JEEN pay ff _do0i00 aie Select the Comments icon to enter line comments This will open a dialog box in which you are able to enter comments related to requisition specific line Page 18 Spectrum System Georgia State University Travel Authorizations Chapter 2 4 2 1 Comment Dialog Box Requisition Line 1 Comments Using this dialog box enter all comments that you may find necessary You can also links documents from software such as Microsoft Word The comment space will allow you to write as many characters as you want After completing this window press OK to return to the Requisition Forms window to continue entering items Page 19 Spectrum System Georgia State University Travel Authorizations Chapter 2 5 Header Comments Panel Requisition Items Use Requisitions ajelelx aj ele s s ala ee A Use Scroll Bar to View ALL COMMENTS Traveler s Name Eduardo Delannoy Travel To San Juan Puerto Aico Dates November 10 13 Purposes Training Classes Dutes in my absence will be handled by Johan Duba This authorization does NOT imply automatic approval of indi
17. ness Unit GSUFS Requisition ID NET Dollar Q Vendor O O w D Buyer Ship To CENTRAL Central Receiving Location iopPLLB Spectrum Office Fost Doc N Budget Check Not Chk d SpeedChart GL Unit GSUFS Dept Bdgt Pd o Account Progam gt Proj Grt Func Class Stat e Defaults Details Add ve Page 12 Spectrum System Georgia State University Travel Authorizations Chapter 2 3 1 1 Vendor Short Name Search After selecting the Flashlight the following screen will appear Enter criteria for Short Name Field A dialog Box will appear in which you will be able to select the correct vendor Employee or Student To select vendor highlight and then click OK You can double click on Vendor Short Name to select Requisition Items Use Requisitions File Edit View Go Favortes Use Process Inquire Feport Help CALACA Search Criteria Ame P Origin Add Vendor City Manage Search Results State ShortName MADDOX 002 Hax Rows Country USA Type 10 a Ei Postal Class i 1 to 1 of 1 Search Results HHH al Select Vendor ID Address Vendor Name Detail Ei 000537659 1 Were James A al Valid Yalues SetlD G SUFS Short Vendor Name MA Cancel Search Hame 1 Yendor ID Default Location SellD Short ame Mame MACHADO 001 Machado Christine L MACHLAYNSE 001 Ma
18. ravel Authorizations Chapter 2 10 1 3 Selecting the Schedule Options In the Requisition Schedule panel select the Details button It will allow you to go onto the Schedule Details Window to verify the transaction chartfields Requisition Items Use Requisitions Bisex le Sie Se Sie eee el War CENTRAL 1071272000 E 1 0000 100 00000 Page 30 Spectrum System Georgia State University Travel Authorizations Chapter 2 10 1 4 Searching for Details Distribution Verify all information and proceed with changes If changes are made select OK to save changes and return to the Requisition Schedule Panel If not sure about changes made select cancel to return to Requisition Schedule Panel Line 1 Schedule 1 Details Book Quantity 1 0000 Each Ship To CENTRAL Central Re Distribute by City r SpeedEhart Open Quantity 1 0000 ionoj rca cus fot poo rove 1 Open 10PP The BCM Status details why the requisition failed budget check Refer to Appendix A 2 for the most common reasons for an unsuccessful Budget Check and how to correct them Click on the Requisition Form Panel Tab to return to the Requisition Form panel NOTE These steps need to be repeated for each line on the requisition After all the lines have been corrected repeat the edit and budget checking processes Requisition Items Use Requisitions File Edit View Go Favorites Use Process Inquire Report Help el ge ala Sie Sle Ae el
19. se Requisitions File Edit View Go Favorites Use Process Inquire Report Help alele x aa GA SE cas LALALA Requisition Form Requisition Schedule Header Comments Cetaults Details Activities Business Unit GSUFS Requisition ID 0000011973 US Dollar Vendor eff N mas Buper P Ship To CENTRAL Central Receiving Location eooo Physical Plant Hold From Further Processing Fost Doc N Budget Check Not Chk d SpeedChart GL Unit GSUFS Dept Bdgt Pd SetlD GSUFS SpeedChart key E Effective Date 1170972000 SelD SpeedChart Eff Date Descr ee SUES 11106 2000 06 01 Basketball Post Season Event re GSUFS 11114 2000 06 01 Basketball Men Sports Operat GSUFS 11124 2000 06 01 Basketball Women Sports Oper GSUFS 11134 2000 06 01 Basketball Media Table Ga GSUFS 11144 2000 06 01 Basketball Press Guide GSUFS 11224 2000 06 01 Softball Sports Operations GSUFS 11324 2000 06 01 Volleyball Sports Operations GSUFS 11414 2000 06 01 Soccer Men Sports Operations GSUFS 11424 2000 06 01 Soccer Women Sports Operatio GSUFS 11514 2000 06 01 Cross Country Men Sports Ope GSUFS 11524 2000 06 01 Cross Country Women Sports 0 GSUFS 11614 2000 06 01 Golf Men Sports Operations GSUFS 11624 2000 06 01 Golf Women Sports Operations an 4 More matching entries were found than can be displayed Tab to the SpeedChart field and enter your SpeedType
20. vidual items of expense but serves the purpose of Complete all information requested for this travel authorization Be sure to use the scroll bar to enter all required information Traveler s Name Travel to location Dates of travel Purpose of travel Duties handled by in absence Note the standard disclaimer Page 20 Spectrum System Georgia State University Travel Authorizations Chapter 2 6 Editing the Requisition Click the Header Comments panel tab and enter vendor information in the Comments field if applicable Click the Edit blue check mark icon Requisition Items Use Requisitions The edit process checks for errors or required fields that have not been completed When the process has been initiated you will see a message Click OK to proceed If the system detects any errors you will get an error message Fields which contains an error will be highlighted for you in red Enter the correct information and perform the Edit process again Click OK to proceed with the Edit process Edit Requisition GOUEMP CEE En Page 21 Spectrum System Georgia State University Travel Authorizations Chapter 2 If you click the Refresh dog icon before the check is completed you will receive another message Click OK if you receive this message or one similar Wait a few seconds and click the Refresh icon again GL Journal Entry Processing A ae _ Ewan Page 22 Spectrum System Georgia State
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