requesting a cost center - utrgv · 2021. 1. 29. · of the cost center. please be very detailed....

Requesting a Cost Center

Financial Services - Comptroller

Organizer(s): Aracely Esquivel – Training Coordinator

Updated: 12/03/18

Navigation to Create a Cost Center

• Log in to PeopleSoft using your credentials.• From the Landing Page drop down menu select Accounting & Financial Reports Landing page.

• Select Cost Center Request tile.

Alternate Navigation to Create a Cost Center

• Log in to PeopleSoft using your credentials.

• Using the NavBar, navigate to Set Up Financials/Supply Chain.

• Click Common Definitions.• Click Design ChartFields.• Click Define Values.• Click ChartField Request.

Navigate to Create a Cost Center

• Select Add a New Value from the two tabs available.• Populate the available fields as indicated below and click Add once

complete.Fields Values

Request ID Default to NEXT

SetID UTRGV

Field Name Select CHARTFIELD1 from magnifying glass

Field Action Add

Field Value Value with 8 characters – Will be changed by the accounting office.

Enter Contact Information

• In the header information include your phone number and e-mail address if not auto-populated.

Core Information

• Fields in the Core Information section should be populated as follows:

Fields Values

Effective Date Default to the current date

Status Default to Active

Description Description/Name of Cost Center

Short Description Short description of Cost Center

Business Justification

• Using the Prompt link, search for the appropriate key members using their employee ID. If employee ID is not known, click on the magnifying glass icon to search for the user by name.

• Attach any documentation necessary to justify the creation of the Cost Center.

• Note: If this Cost Center has not been budgeted, please select Non-Budget Request.

Business Justification

• Using the Prompt link, search for the appropriate Department, Function, and Fund Code.

• Attach any documentation that supports the selected Cost Center attributes.

Questions Section

1. Include the description and purpose of the Cost Center. Please be very detailed.

2. Determine the Function (NACUBO) to be used for this Cost Center. ChartField Instructions for the Function can be found by clicking on the ChartField instructions link under Business Justification.

3. Where is the Funding for this Cost Center coming from?

Submit the Request

• Save the request by clicking the Save button on the bottom right corner.

• Once saved, select Submit for Approval from Request Action dropdown.

• Click Go.• Once submitted the Request Action will turn gray and a link to

Review Approval Flow will appear.

Review Workflow

• Review the workflow by clicking on the View Approval Flow link.

Update a Cost Center

Why Update?

Updating a Cost Center is necessary when a Key Member such as a Cost Center Manager or Reconciler has changed.

Navigate to ChartField Request

• Navigate to ChartField Request by using the following navigation:

• Log in to PeopleSoft using your credentials.

• Using the NavBar, navigate to Set Up Financials/Supply Chain.

• Click Common Definitions.• Click Design ChartFields.• Click Define Values.• Click ChartField Request.

Locate the Existing Cost Center

• Click on the Add a New Value tab.• Populate the ChartFields as indicated below and click add once complete

Field Value

Request ID Default to NEXT

SetID Default to UTRGV

Field Name CHARTFIELD1

Field Action Update

Field Value Cost Center requiring change

Contact Information

• Include your telephone number and Email address if not auto-populated

Business Justification

• Using the Prompt link, search for the new key member (in this case the Cost Center Reconciler) and select the new individual.

• Select existing Key Members’ information using the Prompt link.

Questions Section

1. Include the description and purpose of the Cost Center. Please be very detailed.

2. Determine the Function (NACUBO) to be used for this Cost Center. ChartField Instructions for the Function can be found by clicking on the ChartField instructions link under Business Justification.

3. Where is the Funding for this Cost Center coming from?

Submit the Request

• Save the request by clicking the Save button on the bottom right corner.

• Once saved, select Submit for Approval from Request Action dropdown.

• Click Go.• Once submitted the Request Action will turn gray and a link to

Review Approval Flow will appear.

Review the WorkFlow.

• Review the WorkFlow by clicking the View Approval Flow link.

Approve a Cost Center Approval

Navigate to Cost Center Approval

Populate the Search Criteria

Locate and Approve Cost Center Pending Approval

Contact us at:

• accountingandreporting@utrgv.edu

Financial Services - Comptroller