Spectrum Finance Premiere

1. Spectrum FinancePremiere Travel Purchase Orders Approvals

2. 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

3. Travel PO Review Travel Policy and Procedures • University Travel UM1309 http://policies.memphis.edu/UM1309.htm • International Travel • Canadian Travel • Travelennium

4. Travel PO Review Chart of Accounts (COA) Concepts • FOAPAL • Fund • Organization • Account • Program • Activity • Location • Index

5. 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

6. 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

7. 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

8. 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

9. Travel PO Activity • optional six-character code that is non-hierarchical 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

10. 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

11. 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

12. 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

13. 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

14. Travel PO Use scroll bar to move down to Self Service

15. Travel PO • Select Internal Training Database [ITRNG]

16. Travel PO Log on to Training Self Service • this log on user ID and PIN is for training only • enter User ID • Case Sensitive • TRAIN02 • enter PIN • Case Sensitive • 000000

17. Travel PO • PIN 000000 Test User ID TRAIN02

18. Travel PO • Select Finance

19. Travel PO Select Purchase Order

20. Travel PO

21. Travel PO

22. Travel PO

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24. Travel PO

25. 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

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

27. Travel PO Click on document number toview document

28. Travel PO Use Back button to return to query results

29. Travel PO Enter message in text box (optional) and click Approve Document or Cancel

30. Travel PO Verify document number and click Continue

31. Travel PO Click on History to Review Approval History

32. Travel PO Use Back Button to return to Query Results

33. Travel PO Travel PO Click on Approve to approve document

34. 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

35. 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

36. 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.