PeopleSoft Financials FAQ

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1. How do I get access to PeopleSoft Financials?

First, you need an account with a user id and password. Your supervisor must request this and would do this if he/she felt you had a need to use the system, for instance, you travel for your job and need to enter mileage and other expenses, or you are responsible for purchasing for your department. If they have not already done so, they can fill out a form and submit it to the IT Helpdesk either in person, via interoffice mail or via fax at 603-621-3472. The form is accessible by clicking on the following link - Easter Seals New Network User Form.doc. The form must be signed by your immediate supervisor and they should indicate what you will be doing in the financial application so you can be assigned the correct roles. Once you have an account, you may need to receive training from the Accounts Payable department on how to enter mileage and expenses or how to create requisitions.

2. Who do I contact to reset my password in the Financial system (mileage and reimbursements, purchasing)?

IT Help Desk at 603-621-3666 or helpdesk@eastersealsnh.org

3. How and where do I enter my mileage and expenses to get reimbursed?

You enter mileage and expenses in the PeopleSoft Financials system. Your supervisor has to request an account through the IT Helpdesk and indicate that you need to enter travel and expenses. You will receive a user id and password specific to Financials and then you will need to be trained on how to enter the expenses. This training is generally provided by Jen Krol in Accounts Payable or from a manager in your department. For training inquiries on travel and expenses, please call Jen Krol at 603-621-3400 or email her at jkrol@eastersealsnh.org.

4. When are travel and expense reimbursements due to the Accounts Payable Department?

Online monthly reimbursements are due by the 30th of each month. Paper expense reports should be submitted on the last day of every month for that current month.

5. When can I expect payment on my travel and expense reimbursement?

Those employees who have direct deposit will receive their payment of all approved reimbursements by the 5th banking day after the 3rd of each month. Those employees who receive a check for approved reimbursements will have their payments issued 5 banking days after the 5th of each month.

6. When do I need to approve my employee’s expense reports by?

The Accounts Payable Department asks approvers to check their worklist periodically, but at least on the 3rd and 15th of each month so that employees can be reimbursed in a timely manner.

7. How can I find out if an expense report has been paid?

Log in to PeopleSoft Financials, go to Employee Self Service, and click on Travel and Expenses, then select Review Payments. It will list all payments made to you through the Financials system.

8. My approver did not receive a worklist item of my reimbursement request. What should I do?

You should call or email Accounts Payable and speak with Jen Krol at 603-621-3400 (jkrol@eastersealsnh.org). 9. Can my approver change the amount of my expense reimbursement?

No, if the amount needs to be changed, the approver will have to reject the submission and return it to the originator, you, with a comment explaining the reason for rejection. You can then amend your submission and re-submit it to the approver.