PeopleSoft Financials is utilizing electronic form functionality to replace old formats, such as paper or Outlook. The electronic forms include automated workflow into the Approvals tile, thereby eliminating manual processes for obtaining approvals.
General training material is provided in the Electronic Forms 9.2 Training Guide.
| New/Transitioned Form | Highlights |
|---|---|
| One Card Application | This form is currently populated by the Cardholder within MyHR or is a PDF version that is filled and submitted. Approval signatures are required and images are then routed to the One Card Team. This form is moving to PeopleSoft and will electronically route for approval before it comes to the card team for processing. Cardholder "signature" is no longer needed since the agreement acceptance piece has been included in the training process. |
| One Card Change | Currently, requests for changes or cancellation are filled out using separate Outlook forms that are manually routed for approval and then sent to the One Card Team. Suspension requests are processed by making special notes on either the change or cancellation form. One form for all options has been developed within PeopleSoft with the form automatically routing. |
| One Card Dispute | This form currently resides in PeopleSoft. It has been developed in the new tool for consistency. |
| One Card Reimbursement | This form currently resides in PeopleSoft. It has been developed in the new tool for consistency. |
| Chartfield Request | Two current PeopleSoft forms have been transitioned to one. It has been developed in the new tool for consistency. Procedures are demonstrated in the General Ledger Core User training guide. Note: The link on the left will open the guide; use the table of contents on the second page to jump to the topic. |
| ARBI Customer Request | Transitioned from Outlook. The form is being used as part of a business process change where ARBI customer IDs will now have multiple addresses rather than creating new customer IDs for additional addresses. Upon approval, customer records are automatically created or updated, reducing manual data entry. Note: The link on the left will open the guide; use the table of contents on the second page to jump to the topic. |
| Sponsor Billing | Transitioned from PDF form and now has dynamic electronic workflow based on funding. Upon final approval a journal entry is automatically created for the charges. |
| T&E Entry Delegate | A new form allowing non-travelers/non-cardholders to assign entry delegate access. Using the form, entry delegate access may also be removed. Promotes one card reconciliation and travel reimbursement efficiency. Note: The Entry Delegate topic is located near the end of the linked training guide; use the table of contents on the 2nd page to jump there. |
| PO Change Request Form | A new form for users to request changes to an existing purchase order (PO). Currently, departmental staff will contact the Buyer who issued the PO via email to request a change be made and there is no departmental approval if the amount increases from what was originally requisitioned. The new form will have automated workflow that when submitted will route to the fiscal approvers for the MoCode(s) used on the PO and then to the Buyer. Upon final approval, the Buyer will make the change to the PO in PeopleSoft. Note: The PO Change Request Form topic is located near the middle of the linked training guide; use the table of contents to jump there. |
Reviewed 2021-08-27