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PeopleSoft 9.2 Implementation

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Frequently Asked Questions

General

How do I get access to PeopleSoft?

All UTRGV employees are automatically given access to PeopleSoft to perform basic functions like submit timecards and enter leave requests. PeopleSoft can be accessed by logging into the My UTRGV Portal. New employees will automatically receive access shortly after their hire date and do not need to request it.

Employees who require additional access to perform advanced functions may use these instructions for submitting PeopleSoft FMS or PeopleSoft HCM access requests.

Where can I find training resources for PeopleSoft?

We have an extensive library of materials on PeopleSoft that can be found in the  Training & Resources site and in the  PeopleSoft Academy. These materials contain step-by-step instructions for various modules in PeopleSoft and should be utilized as the first resource.

Our Training & Resources site contains the following:

  • PeopleSoft HCM training resources  (timecards, absence requests, pay slips, etc.)
  • PeopleSoft FMS training resources  (purchasing, accounts payable, grants, etc.)
  • PeopleSoft Academy (foundation as well as advanced courses)
We also encourage you to periodically check our UTRGV Training Services Portal and search for PeopleSoft courses.

How do I get help if I have a question or an issue related to PeopleSoft?

Please refer to our Support & Contacts page to find the resources you need.

Why when I click on the PeopleSoft icon it takes me to Oracle login webpage?

The Oracle login page displays sometimes when the web browser did not properly log out of Peoplesoft previously. Please look at the following options to resolve issue:

  1. Clear your browser's cache
  2. If problem persist, try opening a in private browser.

Which application was replaced by PeopleSoft?

PeopleSoft's Financial Management Solution (FMS) system and Human Capital Management (HCM) system replaced the Oracle E-Business Suite, Release 12 (EBS R12) system.

Which applications were NOT be replaced by PeopleSoft?

The following applications will continue to be used:

  • Blackboard learning management system
  • CORE iPayment for online payments
  • Faculty Portfolio Tool (FPT) for faculty profiles
  • Hyperion Budgeting
  • iShop for purchase requisitions
  • iTravel for travel arrangements
  • PeopleAdmin for recruiting
  • ePAF system for submitting direct wage, student request for hires/changes, staff and faculty stipend requests, changes in salary, position changes, separations, and ETAP (Employee Tuition Assistance Program) applications

How has PeopleSoft improved our processes?

The following are examples of improved processes.

  • Streamlined and effective Employee and Manager Self-Service, which will allow submittal and approval of all types of transactions such as:
    • Request a leave
    • Request to work overtime
    • Competencies update
    • Total compensation review including benefits, leave, salary, additional compensation, etc.
    • Benefits updates
    • Request for statutory leave: FMLA and SLP
  • New and improved interface in 9.2 will enhance the user experience for staff/faculty.

Why was PeopleSoft chosen as our software?

The University of Texas System Board of Regents first approved the Shared Services initiative in October 2006 as a means of consolidating redundant information technology and business services in areas with multiple institutions in close proximity. The UT Shared Information Services (SIS) recommended the shared services model as a way to encompass these issues in a best practices approach.  The model is about more than just centralizing services; it allows for shared governance and permits greater flexibility. PeopleSoft is the selected software to support the UT System’s institutions.

Are other UT institutions currently using PeopleSoft 9.2?

Yes, Medical schools (UT Health Science Center, MD Anderson, UT Southwestern and UT Medical Branch) are currently using 9.2.  UTRGV was the first academic institution to implement PeopleSoft 9.2. Other UT Institutions including UT Arlington, UT Dallas, UT El Paso, UT Permian Basin, UT San Antonio and UT Tyler, completed their upgrade to PeopleSoft 9.2 in 2019.



FMS Budget & Commitment Control

How do I review account balances?

You can review these by using the Budget Overview. These training documents are provided in the Foundation Course in Blackboard.

How did we go into the budget Overview?

From the PeopleSoft homepage click the drop-down menu from Employee Self Service and go into Commitment Control. On this landing page go into the Budgeting and Planning tile and Budgets Overview will be on the left panel.



FMS General Ledger

What do I type in the Source of Funds Area?

In the Source of Funds area, type the Fund that is providing the funds for this Cost Center. This may be E&G (2100), Designated (3100), etc.

Where can I find Cost Center Key Member Update training materials?

Cost Center Key Member Update training materials can be found in Blackboard PeopleSoft Academy under the General Ledger module section then Request a Cost Center.

How can I change my cost Center?

For any Cost Center updates, key members need to submit updates in PeopleSoft through the Cost Center Request form. As a current practice,  email accountingandrereporting@utrgv.edu when the department and the function need to be updated. When changing a Cost Center in a chartfield string, it is recommended to change the speedtype instead.

Are the Director/Dean of VP included in the workflow for an update?

No, unless they are the Key Member being updated. The workflow to update a Key Member will only include the Cost Center Manager and the Key Member being updated.

Do I have to type all Key members names if I'm only changing the Manager?

Yes, however, the workflow will only route to the Key Member being changed, the Cost Center Manager, and the Accounting Office. If the Cost Center Manager is being changed the workflow will route over to the Alternate Approver.

Can we submit Cost Centers and Projects together?

If the Project and Cost Center are not related, submit these separately. However, if correcting an expense from a Project to a Cost Center they can be journalized together, but use reference DPC. Cost Center Entries are approved by the Accounting Office while Project entries are approved by the Grants office.

Where can I find Cost Center, Project Numbers, and Crosswalks?

  1. Log into https://my.utrgv.edu/
  2. Click on the PeopleSoft icon.
  3. Navigate to NavBar > Navigator > Financials > UTRGV FMS Conversion > RGV Project to CostCtr/Proj (the same path is used for grant accounts.) Type in UTRGV for your SetID and your RGV Project ID and click Search.

Where can I find the crosswalks for Object Codes or Projects?

These can be found in utrgv.edu/peoplesoft website. Click on Training & Resources then FMS Training and Resources. At the bottom of the page, you'll find a section that reads Resources. From here select Oracle to PeopleSoft crosswalks which will provide all available files. You can also follow this link: https://www.utrgv.edu/peoplesoft/training-and-resources/financial-management-training-and-resource/peoplesoft-crosswalks/index.htm



FMS Procurement & Accounts Payable

How do I approve iShop or Travel Requisitions?

  1. Log into https://my.utrgv.edu/
  2. Click on PeopleSoft the icon.
  3. Use the PeopleSoft Navigation Guide and iShop Approvals Guide for further steps.

How can I gain access to close a PO?

This requires reconciler access. Please contact Esmeralda Rios extension 5-7184 for more information.

Where do I go to see if a PO has been Paid?

You can search for a PO and view the Payment status in iShop. All payment information will reside in iShop.

  1. Log into https://my.utrgv.edu/
  2. Click on the PeopleSoft icon and select the iShop Tile.
  3. Use the Payment Inquiry Guide for further steps. Please use the UTRGV PeopleSoft Academy Enrollment Guide if you do not have access to the above guide.

How do I get access to the prior version of Oracle iShop?

If you need access to the prior version of Oracle iShop please contact the procurement office via email at purch@utrgv.edu.

What can I do for old FY 2018 Purchase Orders PO's?

Please check either Oracle or Old the old version of iShop. Accounts Payable has just started paying for FY2019. We will only migrate POs that have an open encumbrance.  All other POs will stay in Oracle.

Users with Requester roles in iShop will have access to the old instance of iShop via their MyUTRGV homepage. All other users will have to contact the Procurement Office at purch@utrgv.edu for more information on PO's made prior to FY2019.



HCM

How can I submit my Timesheet?

Instruction for submitting employee timesheets can be found under the Employee Self-Service section at HCM Training & Resources.

What is the role of the Timekeeper/Leave Administrator?

The Timekeeper/Leave Administrator acts as a liaison between the Timekeeper's assigned departments(s) and the Human Resources and Payroll Offices.

The role a liaison includes:

  1. Being the key employee responsible for time and absence event records and inquiries in the department.
  2. Communicating relevant information received, including policies and procedures, from Absence Management and Payroll to employees in the assigned department(s).
  3. Provide necessary training for new and existing employees.
  4. Ensures department complies with Absence & Payroll deadlines.
  5. Coordinates security needs with Payroll and Human Resources.
  6. Understanding state and federal requirements and UTRGV policies and procedures related to timekeeping and Absence Management; informing assigned departments of the importance of adhering to these requirements, and providing notice to supervisors of noncompliance.
  7. Submitting/adjusting time entry and absence records for employees in the assigned department(s) when necessary.
  8. Providing information to Payroll and Human Resources on PeopleSoft Self Service usage
  9. Coordinate with designated department and time/absence administration to designate alternate timesheet and absence event approver on emergency circumstance.

Who do I contact for questions or concerns regarding ePAF and cPAF?

We encourage you to visit the  ePAF training manual . Once you have thoroughly reviewed it, if you still have questions about the system, pending forms, termination notices, or other related to PeopleAdmin and hiring proposals, please send email to SalaryAdministration@utrgv.edu .

Who do I contact for questions or concerns regarding timesheets, Direct Deposit, and W4?

Please contact the Payroll Office at Payroll@utrgv.edu.



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