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Queen's University - Utility Bar

Queen's University
 

Frequently Asked Questions 

Access

Q. How do I log into the portal?

Please go to the MyQueensU portal login page, which can be found at: https://my.queensu.ca/portal/dt

Q. I've logged in to the portal, but I'm still having trouble viewing research information. Why?

Access to view research information is automatically granted to the Principal Investigator (PI) and the “mail-to" person as identified in the legacy header information. If you are not seeing these projects, please contact Financial Services:

  • by calling 613.533.2050, Monday to Friday from 8:00am to 12:00 noon and 1:00 to 4:00pm

Q. How do I get access to PeopleSoft?

To get access to PeopleSoft, please complete the PeopleSoft Finance Security Access Request form, which can be found by scrolling to the table on the Forms page of the Financial Services website.

Accounts

Q. Where can I find my new account information?

Looking up your new accounts can be done directly within PeopleSoft. Please view the tutorial on Looking Up Your New Accounts for detailed information on how to access the mapping tables.

Q. How do I request a new chartfield?

To request a new chartfield, please complete the Chartfield Request form which can be found by scrolling to the table on the Forms page of the Financial Services website.

Q. When I try to use the Ledger Inquiry in PeopleSoft, I get an error message saying I'm not authorized. What should I do?

You will need to clear your browser's cache to get rid of this error message. Please refer to the tutorials on Configuring Your Web Browser Settings on the QUASR website for information on how to clear the cache for your browser.

Q. What do I do with these "Match Exception" emails I am receiving?

Please contact Financial Services::

  • by calling 613.533.2050, Monday to Friday from 8:00am to 12:00 noon and 1:00 to 4:00pm

Q. Where do I find information to reconcile my Balance Sheet accounts?

For people responsible for reconciling balance sheet accounts (for example, accounts receivable, accounts payable, bank accounts, etc) please note that these accounts are not on your Statement of Operations. The Statement of Operations reflects revenue and expense accounts only.

To obtain information from the general ledger about a balance sheet account, please use query "QU_GL_ACCTTRANS" which will provide you with detailed account activity for a month, or "QU_GL_ACCTTRANS_YTD" which will provide you with detailed account activity year to date.

Q. I sent a paper journal to Financial Services, and it was returned to me. Can I still send my journal entries to Financial Services for processing, or am I required to enter my own? I haven’t received any communication saying it’s mandatory that I do them myself.

Prior to the implementation of the new finance administrative systems, Financial Services used to make journal entries on behalf of some operational departments. If you are one of those departments, you may be able to arrange for Financial Services to continue to provide this service in PeopleSoft by contacting Financial Services at 613.533.2050.

If Financial Services did not process your journal entries prior to the PeopleSoft implementation, the individual creating the journal entry is expected to enter that journal into PeopleSoft. If you have not made a specific arrangement with Financial Services as described above, any paper entries sent to Financial Services will be returned to you unprocessed.

Authorized users with access to create/update journals in PeopleSoft can now enter journals involving multiple departments. For information on journal entry training and requesting journal entry access in PeopleSoft, please see the Important Update on Journals for Finance System Users.

Q. Will PeopleSoft work with my new version of Microsoft Office 2010?

If working in PeopleSoft for requisition, reports and journals, PeopleSoft will work. Unfortunately, if you are using the spreadsheet upload functionality, it will not work with Microsoft Office 2010 at this time. We will be updating PeopleSoft in the next six to nine months in order to make it compatible with this version of Microsoft Office. If you have purchased your laptop/computer from the Campus Computer Store, they will make available to users an Office 2007 CD for PCs and Office 2008 CD’s for Mac users, to enable the spreadsheet load functionality. If you have purchased a computer or software from an off-campus distributor you will have to make similar arrangements if they want a previous version of Office or purchase an additional license from the Campus Computer Store to get the 2007 or 2008 version media.

For more information about which operating systems, browsers and Office suites are supported in PeopleSoft, please visit the Support Software page on the QUASR website.

 

Accounts Payable

Q. How do I request a copy of Accounts Payable backup?

In general, invoice details should correspond to purchase order details and therefore individuals should not require a copy of the invoice. If for some reason, a copy of backup is required, please contact the Accounts Payable representative supporting the first letter of the vendor or last name of the person paid. A full listing of who supports what letter can be found on the Financial Services website at http://www.queensu.ca/financialservices/contacts/accountspayable.html. When requesting backup, please include the vendor or employee name and the invoice or voucher number.

Q. How do I correct an Accounts Payable data entry error?

If a data entry error was made on an Accounts Payable voucher by Accounts Payable, a correction can be done within the Accounts Payable module of Peoplesoft if the payment was made to a vendor who has been registered in the system (i.e. not a single payment vendor).

If a correction is required, please contact the Accounts Payable representative supporting the first letter of the vendor or last name of the person paid for which the correction is required. A full listing of who supports what letter can be found on the Financial Services website at http://www.queensu.ca/financialservices/contacts/accountspayable.html. When requesting a correction, please include the name of the vendor, the chart field to which the transaction was originally coded, and the voucher ID number, as well as the correcting information that is required.

Q. How do I request a change to a supplier mailing address, e-mail, or banking information?

Requests to change any supplier information should be routed to Strategic Procurement Services. When requesting a change to supplier information, please complete the supplier request form, clearly indicating that the request is a CHANGE REQUEST, and send the information to Strategic Procurement Services.

Q. How do I check the status of a Travel Advance Requisition?

Before inquiring on the status of a travel advance requisition with Accounts Payable, please first check with the individual responsible to approve the payment to ensure that the request has been approved and forwarded to Accounts Payable.

Requests for the status of travel advance requisitions should be forwarded to Diane Begin at begin@queensu.ca. When requesting information, please include your employee number, the destination of the trip, the date travel is to commence, the amount of the advance, and the date the requisition was submitted to Financial Services.

Q. How do I check the status of a cheque requisition, travel expense claim, or invoice applied against a purchase order?

Please allow 15 business days for Accounts Payable to process an invoice or cheque requisition before contacting us to inquire about the status of payment. For a travel expense claim, please first check with the individualresponsible to approve the travel expense claim to ensure your claim has been approved and forwarded to Accounts Payable for processing.

If information is required, please contact the Accounts Payable representative supporting the first letter of the vendor or last name of the person paid for which the information is required and provide details of the vendor name and date the payment request was submitted to Financial Services. A full listing of who supports what letter can be found on the Financial Services website at http://www.queensu.ca/financialservices/contacts/accountspayable.html.

Q. I need to issue a stop payment…what do I do?

To request a stop payment, please complete a stop payment / cancel request form found under the Forms Tab on the Financial Services website. When completing the form, details on the cheque number and cheque date must be included. To obtain this information, please contact the Accounts Payable representative supporting the first letter of the vendor or last name of the person paid for which the stop payment is required. A full listing of who supports what letter can be found on the Financial Services website at http://www.queensu.ca/financialservices/contacts/accountspayable.html.

Forms

Q. After I fill out and save the Travel form, it adds a bunch of blank pages when I re-open it. Why?

There was a problem with four of the new forms, including the Travel form, where users were experiencing issues with re-opened forms inserting blank pages and adding numerous repeated headers. This problem has now been resolved, and users should make sure they go to the Forms page of the Financial Services website to access the most up-to-date version of all of the forms. Form revision dates can be found in the footer of each form.

Q. The new forms seem to use up a lot of paper and ink. Is there any way to make them more environmentally friendly?

We have already made a number of changes to the new forms to address environmental concerns. One of them is to update the headings to remove the black bars, and another is to change the printing settings so that neither the instructions nor the submission methods will print unless you click the checkboxes in both of these sections. We are also reviewing ways to redesign the forms so they print on fewer pages.

Q. How do I check the status of a Travel Advance Requisition?

Requests for the status of travel advance requisitions should be forwarded to Diane Begin at begin@queensu.ca. When requesting information, please include your employee number, the destination of the trip, the date travel is to commence, the amount of the advance, and the date the requisition was submitted to Financial Services.

Purchasing

Q. The supplier I want to submit a requisition to is not in the database. What should I do?

In order to request that a supplier be added to the PeopleSoft database, please complete the Supplier Request form, which can be found the on the Forms page of the Strategic Procurement Services website.

Q. How do I add a "Ship-To" location?

Please email nm26@queensu.ca with the specific ship-to location details.

Q. My requisition is stuck - it hasn't moved in days! Why?

The answer will depend on the status of your requisition:

  • Pending status - The requisition could require an amount approval from a Business Officer, or it could require chartfield approval because the category is a vetted commodity (e.g. IT, EHS).
  • Open status - The requisition could still be placed on HOLD, or a box might still be ticked off (with a green check mark in it) next to the status of the Requisition. To correct this, un-tick this box.
  • Approved status but with Budget “Error” - The requisition could be approved, but has failed the budget check. The requestor should contact the Financial Servicees Support Centre to enquire about the issue. You should provide your research project number at this time.

Q. How do I view the status of my requisition?

Navigate the following steps within PeopleSoft:

  • Purchasing
  • Requisitions
  • Add/Update Requisitions
  • Find an Existing Value
  • Enter your Requisition ID
  • Search

       

    • Your requisition should come up below, with the status indicated next to it. Click on the link for the requisition to access it.

    Q. How do I make a revision to one of my purchase orders?

    Please contact Strategic Procurement Services with the changes that need to be made; they will produce the Change Order on your purchase order.

    Q. A supplier says they did not receive my purchase order. What should I do?

    Please contact Strategic Procurement Services so they can investigate the situation on your behalf.

    Q. Why won't the UPS or Fedex courier pick up my delivery with a paper waybill?

    Outbound courier service MUST be done using the online service provided by the supplier. Drivers have been instructed by Strategic Procurement Services not to pick up deliveries with a paper waybill. For more information, please see the news story on Revised Courier Service Procedures on the Financial Services website.

    Q. How do I code courier charges?

    Courier charges have always been a challenging process to code correctly, and efforts continue within Financial Services and Strategic Procurement Services to streamline the process and educate users on how best to enter and/or process courier charges.

    For further information in relation to coding courier charges, please reveiw the Coding Courier Charges tutuorial.  

    Q. How do I request a change to a supplier mailing address, email, or banking information?

    Requests to change any supplier information should be routed to Strategic Procurement Services. When requesting a change to supplier information, please complete the supplier request form, clearly indicating that the request is a CHANGE REQUEST, and send the information to Strategic Procurement Services.

    Reports and Queries

    Q. Why am I having problems in Query Manager when I click on the “Download to Excel” link?

    In order to access all of the functionality within the PeopleSoft applications, your web browser security settings must be configured to allow some downloading and popups, and cache clearing may be required. Please visit the page on Configuring Your Browser Settings on the QUASR website to find tutorials for Internet Explorer, Mozilla Firefox and Safari.

    Q. I'm confused about the choice of available queries. How do I know which one to run, and what I’ll get?

    An explanatory guide is now available to assist users in better understanding the various public queries available to general PeopleSoft GL Inquiry users. For more information, and to access a downloadable PeopleSoft Public Query Guide, please visit the page on PeopleSoft Public Queries.

    Statement of Operations

    Q. What are the amounts appearing in the line GAIN LOSS FX in my statement of operations?

    When the University purchases goods or services in a foreign currency, there is typically a delay between recording the amount of the purchase and the payment date. This delay will result in a gain or loss on the transaction. 

    In the past this difference (i.e. the gain or loss) was absorbed centrally by a University operating department and you would not see any impact on your department. Going forward this amount will be credited or debited to the department that recorded the original expense.

    Wire Payments

     

     Q. How do I send a wire payment?

    Accounts Payable can process foreign currency wire payments for a fee of $40 per transaction. If you require a wire payment to be issued, please complete a cheque requisition form found under the Forms Tab on the Financial Services website and forward the form to Financial Services with "WIRE TRANSFER" clearly marked at the top of the form. "Wire Transfer" is activated on the form by selecting the "Wire Transfer" button. The original invoice or other supporting documentation to substantiate the payment request and to verify banking information must be included with the form for the form to be processed.

    To process a wire transfer, the name of the beneficiary of the account, the account number (IBAN if it is EURO or GBP), the name and address of the recipient bank and the SWIFT code must be included. Please forward completed forms to Diane Begin at begin@queensu.ca. 

    Q. How do I check the status of a wire payment that has been issued by the University?
    To check the status of a wire payment that has been issued, please provide the beneficiary name, the amount, the currency, and the date submitted to Diane Begin at begin@queensu.ca.

    Q. How do I check the status of a wire payment that has been received by the University?

    To check the status of a wire payment that has been received, please provide the beneficiary name, the amount, the currency, and the date submitted to Diane Begin at begin@queensu.ca

     

    Year End

    Q. I used to book mid-year closing entries in the general ledger. Will I still be able to do that?

    The transition to PeopleSoft has presented several noteworthy changes to the way we do business here at Queen’s. One significant change is that mid-year closings are no longer available.

    Several business units which previously reported a fiscal year end that differed from the University year end of April 30th have adjusted their year end to be congruent with the University’s. This will contribute to the overall efficiency in financial reporting and the timelines with which financial results are available to both internal and external users.

     

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Kingston, Ontario, Canada. K7L 3N6. 613.533.2000