Welcome to the online Peoplesoft Knowledgebase!
This is task-based, and is organized into categories that reflect the business processes in which PeopleSoft is used. Additional categories and questions will be added as they are made available.
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Introduction to PeopleSoft
Time Entry/Leave Processing
Am I responsible to enter receipts in PeopleSoft? Are 9 month faculty required to be paid over 12 months? Can anyone enter a receipt in Peoplesoft? Can I indicate in PeopleSoft that a P-card Charge is Incorrect? Do employees automatically come off payroll when their contract ends or should a change par be submitted? Do I need to get signatures for 9 and 9 ½ month faculty paid over the summer months? How and when do I process a manual leave adjustment? How are banked holidays handled? How are Chartfield Strings used in PeopleSoft? How are payroll alternates from a different department established? How can I allocate P-card charges? How can I Correct Accounts Payable Errors? How can I Correct Journal Entry Errors? How can I get time entry approved in the primary approver is out of the office? How can I look up specific merchants that I have charged costs to? How can I research a Journal Entry (JE) Transaction Type? How can I research an Accounts Payable (AP) Transaction? How can I research an Accounts Receivable (AR) Transaction? How can I view the details of expenses charged against my State Non-Project budget? How did UMBC implement PeopleSoft? How does PeopleSoft Finance communicate with the Human Resources Database? How do I access the PeopleSoft databases? How do I add a Run Control ID? How do I Approve a Requisition? How do I approve my charges in PeopleSoft? How do I change the standard hours and FTE for an occupied position? How do I check the status of a Requisition? How do I close out a PO? How do I complete a Change PAR to transfer an employee from one campus department to a different department? How Do I Correct Payroll Errors? How do I Create Additional Lines? How do I create a new position for a one pay appointment? How Do I Distribute 100 percent of the costs to one Chartstring? How do I distribute to more than one Chartstring-Budget? How do I enter a purchase request as a Requisition in PeopleSoft? How do I find out the PO number for my Requisition? How do I find out what Status my PO is in? How do I find the chartstring associated with a purchase order? How do I find the purchase order given a CG number? Sometimes we get invoices for subcontracts that only reference a CG number. With nearly 150 faculty members and over 250 unique project numbers, I can't remember what grant has which subcontracts. How do I get access to PeopleSoft PCard? How do I get access to reallocate my own Visa card? How do I get additional information on each P-card transaction? How do I get Approval for a Requisition? How do I Identify Journal Entry Transaction Types on my Detail Reports? How do I know a Requisition has been assigned a PO Number? How do I locate a vacant position number? How do I logon and logoff of the PeopleSoft databases? How do I Make Changes to an Approved Requisition? How do I make changes to PS P-Card Proxies? How do I Print a Requisition that HAS been Approved? How do I print a Requisition that Has NOT been approved? How do I process a vacation leave payout? How do I put an employee on sabbatical leave? How do I put an employee on unpaid leave? How Do I Read a Journal Entry Detail Report? How Do I read an AP Drill Down? How Do I Read an AR Drill Down? How do I Read a Payroll Report? How do I read a Retriever Inquiry? How do I read a Statement of Payroll Charges Report? How do I read the General Ledger Activity Report? How do I Read the General Ledger Detail Report (Actuals) Report? How do I Read the Journal Review Inquiry? How Do I Read the Summary Report (Actuals)? How do I receive goods against a blanket PO? How do I record leave that I didn't input this pay cycle? How do I record the date the goods were delivered if I am entering the PeopleSoft receipt on a subsequent date? How do I reject goods that were shipped to me? How do I run a Journal Entry Detail Report? How Do I run a Journal Review Inquiry? How do I Run a Payroll Report? How Do I Run a Statement of Payroll Charges Report? How do I Run the General Ledger Activity Report? How do I Run the General Ledger Detail Report (Actuals) Report? How do I Run the Summary Report (Actuals) Report? How do I terminate an employee? How do I track time and leave for faculty, staff and students? How do I view all P-card statements for my department? How do I View a Summary of my State Non-Project Budget and Balance? How do I view monthly P-card reports in PS? How do I view my P-card Charges in PeopleSoft? How do I zero out pay for an employee that is no longer being paid, but is expected to return? How is compensatory time earned and processed? How is leave handled when an employee separates from service? How is my time entry processed if I am out of the office? How is training handled for newly hired payroll preparers? How often are leave balance updated? How will Accounts Payable know which PeopleSoft Receipt goes with a specific invoice? I've received an invoice that exceeds the available balance for a purchase order. What do I do? I've received a partial shipment, how do I receive it? I've spent all the money allocated to a PO, now what do I do? If an employee works and does not submit a timesheet, can work hours and leave be submitted in the next pay cycle? If I use my Visa card for a purchase, do I enter a receipt for payment in PeopleSoft? Is there a way to determine if an employee is still on payroll in another department to determine if they would be put on as a concurrent employee or new hire? Once a contract has been approved by HR can an employee begin work or do they need to wait until they appear on payroll? What are Chartfields and Chartfield Strings? What are my Department Personnel Expenses? What are the advantages of PeopleSoft? What are the best practices in utilizing vacant positions? What are the different parts of a Requisition? What are the modules of the Financial System? What are the modules of the Human Resources Database? What Change PAR action do I select when I renew a contract for Contingent I, II and PT Faculty positions? What do I do if I need direct delivery to a vendor location other that what is on file in PeopleSoft? What do I do if there is another invoice after the PO status is complete? What do I do if the Vendor is not listed? What do the different PO Statuses mean? What do the different statuses mean when I check a Requisitions in PeopleSoft? What form do I complete to change the title for an occupied position? What form do I complete to change the title of a vacant faculty, staff, graduate assistant or student position? What forms do I complete to rehire a former UMBC employee? What is a blanket Purchase Order and how do I receive against one? What is a Distribution? What is a Line in a Requisition? What is an employee ID number? What is an HR Account Code? What is a position number? What is a relational database? What is a Requisition and why would I enter it into PeopleSoft? What is a Run Control ID? What is a vacant position? What is PeopleSoft? What is PeopleSoft Retriever and Reporting? What is the Human Resource database? What is the maximum amount of vacation time allowable? What is the process for becoming a Requisitioner, Requester, and-or Approver? What is the Reconciliation Process for State Funding? What is the UMBC PeopleSoft Financial System? What levels of security rights are available in PeopleSoft? What queries-reports are available to help me manage my purchase orders? What will happen if I don't enter a PeopleSoft Receipt when I am responsible to do so? When can I start receiving against the PO? Where do I get a Requisition Number? Where do I go if I need help with a Requisition? Where will my leave balances appear on the PeopleSoft timesheet? Who do I contact for questions relating to DBE's, retros, Statement of Payroll Charges and History of Employee Charges? Why did UMBC implement PeopleSoft? Why Do I need to Approve my P-Card Charges in PeopleSoft? Why is the Data Sometimes Different in PeopleSoft Reports? Why would I need to use PeopleSoft Finance? Will employees be able to be paid by UMBC and other UM institutions on the same paycheck?