Preventing Miscoding of Expenses

A new edit has been implemented for PeopleSoft Financial transactions to assist in preventing miscoding of expenses. It is effective immediately and will impact all financial transactions (PO's, P Cards, Payroll, A/P and Budgeting).

The edit name in the system is DPT_PRG and is used to validate Department & Program combinations. If a combination is used that is not currently valid the following error message will be displayed:

        "Combo error for fields Dept/Program in group DPT_PRG"

Any errors will have to be resolved either by the initiator of the transaction by changing the combination to a valid program and department combination OR by the Budget Office adding a new valid combination to the edit in the system.

When an error is encountered, the following procedure should be followed:

1.  Review the combination to determine if it is valid. 

  A) If it was not entered as intended, reenter and re-budget check.

  B) If entered as intended, check against the Valid Dept/Prog Combination Reference List. This list is accessed via a link on the Budget Office website and can be used to determine all Programs currently valid for a Department. The list is updated weekly by the Budget Office.

2. If the transaction has been reviewed and checked against the Valid Combo Reference List and is still resulting in an error message and you feel that the Program Code is correct for the Department contact the Budget Office via BudgetOffice[at] matcmadison [dot] edu (email )or contact a member of the Budget Office staff.

The Budget Office will review and either provide a correct combo to use or add a combo to the system edit and communicate the solution. Budget Office will complete the review and action within one business day if the request is submitted through the BudgetOffice[at] matcmadison [dot] edu (Budget Office).

You may also contact someone in the transaction related area (i.e. Payroll for Payroll, Purchasing for POs, Accounts Payable for Vouchers) for initial assistance. 

NOTE:  THE ABOVE PROCEDURE ONLY ADDRESSES CORRECTION OF THIS SPECIFIC EDIT ERROR.  AFTER CORRECTION OF THIS TYPE OF ERROR THE TRANSACTION MAY ENCOUNTER ADDITIONAL EDIT ERRORS. To resolve additional errors please contact the BudgetOffice[at] matcmadison [dot] edu (Budget Office) or the transaction related area (i.e. Payroll for Payroll, Purchasing for POs, Accounts Payable for Vouchers)

Please share this communication with appropriate personnel in your area.