PeopleSoft Financials, the system the university utilizes for accounting, budgeting, reporting, accounts payable and procurement, provides online, up-to-the-minute access to your data and can be accessed from anywhere internet access is available.
Please see Journal Sources Listing for Spreadsheet Uploads (PDF) and Journal Sources Listing for Reading nVision Reports (PDF) for information on PeopleSoft journal sources.
This chart shows the projected date that the PeopleSoft Financials team will require all submissions from the campus be received in order for entries to post to PeopleSoft in the current month. Projected dates for each month are added to this site as they become available and may be subject to change based on system processes and technical issues. Please use these dates to assist with your budget planning.
Contact the PeopleSoft Financials team at 410-704-5599, option 2 or psteam AT_TOWSON.
An interdepartmental request is used to move an expense or revenue between departments or, to bill other on-campus departments for goods and/or services. Submit these requests through an online journal and email the PeopleSoft Financials team in Financial Systems at psteam AT_TOWSON so the journal can be processed.
Please see the Interdepartmental Requests Instruction Manual (PDF) for questions regarding this process.
An interdepartmental request is NOT to be used for budget/appropriation transfers or for charges that belong on non-departmental requests.
Interdepartmental requests are submitted as online journals via spreadsheet journal import. An authorized signer from the department that originates the request notifies via email an authorized signer from the department receiving the request in order to review the charges, establish the PeopleSoft speed types and accounts to be used, and obtain approval.
The department originating the request creates and submits the journal for processing and ensures that the following information is included:
The department originating the request sends the email approval to the PeopleSoft Financials team at psteam AT_TOWSON along with the supporting documentation and notification that the journal was uploaded. So the email can be easily identified, use the wording “Interdepartmental Request” in the subject section.
It is crucial to retain records. Both the charged and the credited departments need to retain records/copies of the transaction for two reasons. First, the auditors may ask you to verify by producing your records. Second, compare your records/copies against the monthly budget report to verify any items posted to your department.
If you have inadvertently billed a department incorrectly on an interdepartmental request, you must submit a new interdepartmental request journal to correct the entry. Note the journal number of the original request in the detailed description.
Submit the journal to the PeopleSoft Financials team in Financial Systems at psteam AT_TOWSON.
There are 14 different major groups of expenditure accounts that can be used to break down each type of expenditure into the appropriate category within your department's budget. Please refer to the listing of PeopleSoft accounts.
To set up individual training or for any other questions relating to interdepartmental requests, please contact the PeopleSoft team at 410-704-5599, option 2 or psteam AT_TOWSON.
Obligating a purchase order is an option and it is the only way to draw on prior year funds after a budget year has closed. If your purchase orders meet the required criteria, please work with your department budget officer to submit a list of requested obligations to Financial Systems.
Please use the Prior Year Obligations Form (PDF) to submit requests to obligate a purchase order to prior year funds. The form ensures all required information is included in the request. It is the responsibility of the Department Budget Officer (DBO) to forward obligation requests to Financial Systems by the published deadline, usually mid-June.
The process of obligating funds enables you to charge related invoices in future years to prior year funding. Financial Systems, using state guidelines, must evaluate obligation requests and identify a firm list prior to year end close. The criteria for obligations are as follows:
It is important to monitor the following budget information because the associated funding may be lost if any of these situations are left on the department's budget until the end of the fiscal year.
Purchase orders - requisitions - open commitments: requisitions and purchase orders go onto the departmental budgets as open commitments of funding set aside for goods and/or services being purchased for the department. Since these set aside funds cannot be used for anything else, it is important to carefully monitor the status of open commitments.
The requisition initially sets aside (encumbers) funds from the department's budget when a request is made to the Procurement Office to make a purchase. This transaction is a pre-encumbrance in the PeopleSoft commitment control process.
The purchase order remains on the departmental budget with the encumbrance amount being reduced as each payment is made.
Invoices for commodity orders do not require department signatures. The Accounts Payable Office pays these invoices based on the receiving information entered in PeopleSoft. Therefore, it is essential that the Receiving Department is notified if a commodity order is shipped directly to your office.
Invoices for service orders require two authorized department signatures. The Accounts Payable Office pays these invoices based on the information provided on the coding block completed by the department. It is essential that the coding block specify partial versus final payments.
If any of the above are found on a departmental budget, please contact Associate Director Jeffery Sutton or call the Procurement Office at 410-704-2171.