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