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Finance and Business Services will safeguard the

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1. 720064 E Telephone Fax Modem Intra cam i J 180 00 720544 E Memberships 00 555 00 720553 E Other Office and General oo oo 135 30 720559 E Procurement Card l l 469 00 750000 E Travel Expense Budget 300 00 l 00 300 00 Net Total 8 228 98 Dup Item for Detail Count Query for Orgn Summary Dup Rec for Encum List Record 19 27 me i 0sc gt For Soft Money INDEX Codes the YTD Activity column is useful as it includes the total YTD revenue earned along with the YTD expenses incurred however the budget is only used for NSF checking and may not be an accurate indicator of the Available Balance At the very bottom of this column in the Net Total row the net income or loss for the current fiscal year is shown exclusive of amounts carried over from past fiscal years see figure above 59 Querying Transactions Summarized by Account FGIBDST To query transactions summarized by ACC code navigate to the Organization Budget Status Form FGIBDST Step 1 Inthe INDEX field enter your INDEX code amp Utah Valley University PROD Open gt FGIBDST BG File Edit Options Block Item Record Query Tools Help ORACLE AAA PFI SSS QA SDH SPH EIS PI loix Chart Uy Organization 243001 y Music Fund 20000 State Education and General Instruction Query Specific Account ACCO Activity id Commit Type Location 4
2. MIE Ed Mr ae Pas a 010 e e niversity yU SERVICES 2 S9 c AND BUSINE g lt Z m LL A CI STET ibi RIP TH a eed PHIL HHEHHHA HAAG feds HEHH AAA AAA HHA AMAA HAH H HH f THIF H H AAH H pi Hit d AA AO FE H H HHH i PHA HHHHRHH UTAH VALLEY UNIVERSITY avu FINANCE AND BUSINESS SERVICES MISSION STATEMENT Finance and Business Services will safeguard the assets and resources of the University We will provide accurate timely and relevant financial data and services to assist the campus community and other stakeholders in achieving institutional goals Our commitment is to provide these services in a professional innovative collaborative and service oriented environment 2010 FINANCE AND BUSINESS SERVICES PERSONNEL amp CONTACT INFORMATION Mike Francis Assistant Vice President of Finance Controller 8818 ACCOUNTANTS Main Office General hequesiSurotisia riada 8294 Jacob Atkin Training Banner Access Petty Cash Journal Entries Dept BIN 8576 Ked Black Financial Statements External Audits Taxes Payroll 8536 Sandy Capel Foundation ACCOUNT oo diia 8293 Bernell Hofheins Bursar Student Business Services 8292 Wendy Hope Customiz
3. C For multiple item orders choose Next Record or press the down arrow on the keyboard to advance to the next line Step 6 Next Block Ctrl Page Down to the Accounting Data block see figure below Accounting Data Sequence Number Accounting Record Count Chart of Accounts Year Index Fund Organization Account Program Activity Location Project 7 z e ka Ea u oa A 655001 h 20000 665001 B 720078 eoo 2 NSF Override Suspense lo NSF Suspense A Percent Amount Ej Enter activity code Record 141 lt OSC gt Step 7 Complete the following fields in the Accounting Data Block A Inthe INDEX field type your INDEX code B In the Account field type 720076 This will always be the ACC code for stores purchases 04 Step 8 Next Block Ctrl Page Down to the Completion block Step 9 Make sure everything balances and click the Complete button El NOTE If you have received or ordered the wrong item please call the warehouse at 8396 to make arrangements for the item to be picked up and the correct item to be delivered Changing a Requisition FPAREQN A requisition can be changed prior to being approved by the final approver If the requisition has been completed the document must first be denied see Denying a Requisition FOADOCU below Once the requisition is in an incomplete state changes can be made to the requisition using the Requisition Form FPAREGN
4. A The PO has been completed approved and forwarded to the Vendor X The PO has been canceled 101 D The ssues box is used for stores warehouse requisitions only It is populated when the order has been filled E The nvoice box lists all invoices received for a given PO In this box the Status field entries represent the following Blank The invoice is being processed by Accounts Payable C The invoice has been entered but is pending approval A The invoice has been approved for payment R The invoice has been entered but is awaiting receiving P Acheck has been issued for the invoice F The Check box lists all checks issued for a given PO In this box the Status field entries represent the following Blank F The check has been issued and sent to the Vendor The check has cleared the bank G The Receiver box lists all shipments received from a given PO In this box Status field entries represent the following C Shipment has been received and the commodities delivered to the department NOTE The Return box is currently not used The Asset Tag and Asset Adjustment boxes are used for tracking fixed assets Checking Approval Status FOAAINP 2 Oracle Developer Forms Runtime Web Open gt FOIDOCH AE File Edit Options Block Item Record Quer Tools Help AOA SERRE SE Bes Ali S s wi Sami Ee ei PIi lvolx a Document History FOIDOCH 8 0 BANNERS eee re erete ere erener i 3 Md Docum
5. in the field _ 43 NOTE Changing the responsible party on an INDEX code will also change the user in the approval queue B In the Banner INDEX Title field enter the name of the Banner INDEX code listed in the Banner INDEX Number field C In the Current Responsible Party Name field enter the name of the individual currently responsible for the INDEX code listed in the Banner INDEX Number field D Next to the NEW Resp Party Change to heading in the Name of Responsible Party field enter the name of the new responsible party E In the Banner Username field enter the new responsible party s Banner user name NOTE Banner user names are the same as Novell user names F Inthe UV ID field enter the UV ID of the new responsible party G Under the Reason for Change heading write a brief description of why the responsible party is being changed Step 3 Under the Effective date of changes requested heading enter the date for the responsible party to be changed see figure below Effective date of changes requested Step 4 In the Approval section of the form have the responsible party over the INDEX codes listed on the form or someone higher in the organizational structure sign and date the form see figure below Ap proval must be signed by the responsible party of the INDEX code s Ested or by someone higherin the organizational structure Step 5 Submit the form to Wendy Hope MS 109 hop
6. e Never cash checks or IOUs from change funds Pre numbered receipts tickets Always use Pre numbered cash register hand written receipts or tickets when making sales Pre numbered receipts tickets are only considered pre numbered when they are purchased with the numbers printed on them or when they are created with a point of sale POS system i e cash register Hand written numbering is not sufficient The guidelines below should be followed when using receipts tickets e Receipts tickets should be physically controlled by storing them in a secure area with limited access e Before sales are made a range of receipt ticket numbers should be assigned to responsible parties e Responsible parties should be held accountable to return all cash and unused receipts tickets after sales have been completed Cash Receipts Cash receipts for the purposes of this section are any monies received from departmental sales in the form of cash or check that have not been deposited with the Cashiers Office The guidelines below should be followed when handling cash receipts e Cash should be physically controlled by storing it on campus in a secure area with limited access e g a locked cash bag e Checks should be made payable only to Utah Valley University UVU and only in the amount of the purchase e Checks should be restrictively endorsed with a bank stamp immediately upon receipt e Cash receipts must be deposited with the Cashiers Off
7. y y y kd y Gd Ed id Additional C All os 120000 eeso 720715 600 Tax m Lol FOAPAL Line Total a Document Accounting Total 0 00 Enter Chart of Account code Record 1 1 A Your accounting information will default from the ORG code entered in the Organization field in If you wish to change the accounting information enter the appropriate INDEX code in the INDEX field Do not make changes in the COA field or the Acct field or your requisition may not process B If you are using only one INDEX code the Extended field will automatically populate Simply proceed to the Next Block C If you are using multiple INDEXes or ACC codes see figure below FOAPAL of o Remaining Commodity Amount 246 00 NSF Override C USD NSE Suspense Extended b COA Year Index Fund Orgn Acct Prog Locn Proj Discount L Actv i iid h fil Additional 100001 120000 hooo raori5 eco Tax O EE hzo fiocom zors 600 FOAPAL Line Total UN Document Accounting Total 0 00 MO i E Account Index is invalid Use LIST Record 2 2 Listof alu 0sc gt a Enter the first INDEX code in the INDEX field see figure above b To enter an exact amount to be allocated to the INDEX simply enter the amount in the Extended field c To enter a percentage amount to be allocated to the INDEX click the box next to the Extended
8. An accounting of income and expenses that indicates a firm s net profit or loss over a certain period of time usually one year Inquiry Form Form used to look up existing information on the database This allows you to view but not update information Any inquiry form will have the letter I in the third position of the form name Limited Purchase Check LPC A purchasing option for low dollar purchases Next Block Moves the cursor to the next information area block that has at least one entry field Next Field The next entry field in the current block Next Record Moves the cursor to the first entry field in the next record of the current block If the cursor is in the last record a new record is created Non Sufficient Funds NSF When documents requisitions are created which are in excess of your budget Non Appropriated Soft Funds Funds which are not appropriated by the Legislature Sources include Revenue from student fees sales and rentals grants course fees non credit instruction workshops etc 112 Operating Expenses Non compensation expenses i e supplies and equipment Organizational Hierarchy The structure of the organizational units in a firm for the purposes of internal controls Over Expenditure When actual expenditures and encumbrances exceed the budget of an INDEX Purchase Order PO A commercial document used to request someone to supply som
9. If you are the next approver for a requisition you will receive an e mail reminder that the requisition is waiting to be approved These e mails are automatically sent at 10 00 a m and 3 00 p m each weekday If you are a back up approver you will not receive e mail notifications but you can view documents for which you are the back up approver For instructions on how to view this information See the Approving Disapprovina or the Approving Disapproving Requisitions using UVLink section Pg 106 of this manual An approval queue may have multiple approvers If you receive an e mail that a requisition is awaiting approval but when you login the requisition is not in your listing then someone else authorized to approve that requisition approved it after the e mail was sent 108 ey cal ir mm o ac ten IMA E Appendix 109 Glossary Account Receivable A claim against a debtor carried on open account usually limited to debts due from the sale of goods and services Account Payable A liability to a creditor carried on open account usually for purchases of goods and services Alert Box A type of dialog box to notify you of a condition that may affect how you can enter information or the kind of information you can enter Allocation Transfers between specified account categories i e salaries and equipment or moving resources i e salaried positions from one INDEX to another Applicati
10. WARNING Do not enter protected information in any field when creating a requisition For a list of protected information refer to the Protected Information section of this manual Pg 26 C The Requestor field should populate with your information based on your user name lfyou wish to change it you may Remember when searching for requisitions Banner uses the name in this field D The Ship To field should always be UVU This gives the vendor the correct address for which to ship the items We want all items to be delivered to Receiving NOTE If you are on another campus or need something large installed Procurement Services will change the address on the PO E The Attention To field defaults with Warehouse Staff Replace this with the name of the department contact and the mail stop code where the PO should be sent Do not use more than 30 characters when entering this information NOTE The COA Organization Email Phone and Fax fields should populate based on your user name You may change anything but the COA field by manually entering the information or by contacting Procurement Services to have the auto populating information changed Changing the COA field will cause your requisition to go into suspense and it will not process correctly If needed add Document Text Document Text can be used to enter prospective vendors for a bid addresses that are too long for the Vendor field or vendor needed inform
11. YWOl YTB i 7 493 12 Po 201 30 660001 600 16 JA Technical Support p 004179 Correction UL g 6117 05 520130 660001 1600 16 2 504178 MOVE FROM COHO Ac YTD l 1 367 06 m About Banner r r r 520130 660001 600 16 J rerooe 3004177 SL EOM NOY 08 YW0 1 YTD 2 691 07 Step 3 Hold the Ctrl Key until a Windows dialog box appears File Download Do you want to open or save this file Mame gokoutd csv Type Microsoft Office Excel 97 2003 Worksheet From uvaps uvu edu Always ask before opening this type of file Step 4 Click Open on the Windows dialog box This will open Microsoft Excel and export all of the data from the Banner form to an Excel spreadsheet 2 99 Banner Extras Customizing Your Display GUAUPRF To customize the colors and shading of your Banner display your display options or your alert options Navigate to the General Users Preferences Maintenance Form GUAUPRF see figure below Step 1 In the defaulted Display Options tab check the boxes on the left hand side of the screen under the Display Options heading to alter the display and alert options Be sure to check the Include Header How in Data Extract option Step 2 Click on the Search buttons Ej next to the User Value fields under the User Interface Color Settings heading to change the color of the Buttons Canvas and Menus Step 3 2 Utah Valley University PROD Open
12. gt GUAUPRF File Edit Options Block Item Record Query Tools Help Save your changes by pressing F10 on the keyboard Db ORACLE AN Display Form Name on Menu Y Display Release Number on Title Bar Display Database Instance on Title Bar Alert Options 4 Prompt Before Exiting Banner Y Display Additional Confidential Warning Y Display Additional Deceased Warning Y Display Duplicate SSN SIN TIN Warning Data Extract AA A Y Include Header Row in Data Extract Check to have form name display on window title Record 1 1 PAAR FPS SIR User Interface Color Settings Description Default Value User Value Description Default Yalue User Value Description Default Value User Value Description Default Value User Value Description Default Value User Value Enter the RGB color code for non iconic buttons 12049204b153 r2049204b153 Enter the RGB color code for the canvas r2559255b255 r2559255b255 Enter the RGB color code for code description prompts CI Enter the RGB color code for the menu links canvas r2559255b255 r2559255b255 Enter the RGB color code for the menu broadcast message canvas 12559255b255 12559255b255 lt 0sc gt 54 Using the Calculator GUACALC The calculator Form GUACALC can be used to calculate figures for some amount fields En Calc
13. 00 Doc ue Approve Disapprove ES Detail Es Queue fail Step 2 To view a requisition s accounting breakdown and other detail A Click the Detail button under the appropriate requisition This will take you to the Requisition Approval Form FOQRACT which contains the accounting information for the selected requisition form not shown B To view more detail regarding the requisition in the Requisition Approval Form FOQRACT at the top of the screen click the Options menu This will provide you with a menu of two choices Document Query and View Commodities C Click Document Query to navigate to the Requisition Query Form FPIREQN which displays the entire requisition form not shown a Next Block Ctrl Page Down to cycle through the different blocks of the requisition b Exit this form X to return to the Requisition Approval Form FOQRACT 104 Step 3 Step 4 Step 5 Click View Commodities to navigate to the Commodities for Review Query Form FOICOMM which display a list of the items entered on the requisition form not shown Exit this form X to return to the Requisition Approval Form FOQRACT When you are finished reviewing the details Exit X the Requisition Approval Form FOQRACT to return to the User Approval Form FOAUAPP To view a requisition s approval history A C Click the Queue button under the appropriate requisition This will take you to the Documen
14. 006 75 0 00 0 00 2 006 75 720076 Warehouse Intra Campus 0 00 54 90 0 00 54 50 720210 Insiruckonal Supples 0 00 623 51 0 00 623 501 720044 Memberships 0 00 112 00 0 00 112 00 Report Total of all records 2 006 75 790 41 0 00 1 216 34 NOTE The data in the report that appears is set up in a similar fashion to data presented on the Organization Budget Summary Form FGIBDST described in Step 4 of the Checking the Available Balance in a Hard Money or Soft Budgeted INDEX FGIBDST FGIBSUM section Pg 66 71 Intercampus Transfers Making Payroll Budget and Journal Voucher Transfers Situations arise where Expenses Revenues Budgets or Payroll need to be transferred from one INDEX Code to another There are specific departmental forms that are used to process requests of this nature Step 1 Ask yourself the questions in the following chart to determine which form you must use Situation 2 Am Situation 3 Am nl x sia ene i transferring a transferring funds 9 9 Situation 1 Am ORG s Index for an i previously incurred from one Index to transferring hourly NO NO gt NO gt item or service expense s from another to cover wages or salary they purchased or one Index to a future eae another expense s IVO ORG YES YES YES YES v Y if v Will my transfer be Use the Payroll Use the Journal between two
15. Advertising Intra Campus 2 5 l 3 l 631002 UVSC Employee Medical Claims 20034 Parking Services Intra Campus gt 640001 Taxable Cell Phone Reimbursements 20046 Reimbursements Intra Campus 9 2 i 5 6 7 7 7 7 7 7 7 7 632001 Dental Insurance 2003 Postage and Handling Intra Campus 7 7 7 7 7 7 7 7 0 Warehouse Intra Campus 710138 Parts Maintenance 720110 Non UVSC Tuition Reimbursement 131 BUILDING MAINTENANCE CONTINUED GENERAL amp ADMINISTRATIVE CONTINUED Radios Repair Ins Fire and Boiler Ins Liability Equipment Instructional 710320 Ins Vehicle ISI Vehicle Maintenance Photo Supplies Service Scenery and Props Testing Supplies OPERATING LEASES Telephone Pagers These codes are for non capital leases 132 Taxes and Assessments Contact Wendy Hope x8108 with questions Buildings Additions Major Imp TRAVEL S O O Scholarships Food Scholarships Housing 760040 TuitionExpense 760045 Tuition Refunds OSS o 760050 Tuition Waivers O O OSSO 133 134 UVU a EN UNIVERSITY Y Tax A ess
16. Code Phone gt _ Fax o Cancel Contact Email a Click on the Search button 7 next to the Vendor field b Choose Entity Name ID Search FTIIDEN from the Option list window that appears see figure above c Inthe Last Name field of the Vendor Name ID Search Form FTIIDEN enter a portion of the vendor name surrounded by signs i e Company figure not shown NOTE This search is case sensitive and must match exactly The first letter of each word is capitalized while the rest are not d Click Execute Query E on the Toolbar or press F8 on the keyboard e Double click the appropriate Vendor ID number and the vendor information will auto populate the Vendor field f Many vendors have more than one address To access other addresses click the search button by the Sequence field after the Vendor ID has been entered see figure below RequestonDelivery Information Vendor Information CommoditwaAccounting BalancingiCompletion Vendor h 0017021 Jen General Licensing Address Type Po Sequence f Street Line 1 10 Music Square East Street Line 2 B Enter a Vendor ID in the left Vendor field 86 C If the vendor you want is not listed in the Vendor Name ID Search Form FTIIDEN a Leave the left Vendor field on the Vendor Information block blank b In the right Vendor field enter the vendor name and address see figure below c If the information is too large for that
17. Code receive funding and or revenues D Please give a brief explanation of why you need this INDEX Code and how it will be used A Under the Type of INDEX Code Requested heading select the INDEX type you wish to request NOTE Next to each INDEX Code type special instructions for filling out the form are included Be sure to follow any special approval setup or submittal instructions included here B Under the Requested INDEX Code Title heading write the desired name for the new INDEX Code NOTE INDEX Code titles are limited to 35 characters C Under the How will the requested INDEX Code receive funding and or revenues heading give a description of the type of funding revenues the INDEX Code will receive e g donations grants sales _ 40 D Under the Please give a brief explanation of why you need this INDEX Code and how it will be used heading explain the activities or programs that will produce the funding revenue Step 3 In the Approval section of the form have the responsible party over the INDEX code requested or someone higher in the organizational structure sign and date the form see figure below NOTE If this form is e mailed from the person authorized to sign that acts as an electronic signature Appro val must be signed by the responsible party of INDEX Code requested or by someone higher in the organizational structure Linda Makin If Required Printed Name of Responsible Party si
18. Enter Approval Parameters User ID THOMASBR Document Number Documents for which you are the next approver O AII documents which you may approve submit Query Step 5 Click the requisition number in the Document column to view detail see figure below step 6 Click the History link to view approval history Step 7 Click on the Approve link to approve the document or the Disapprove link to disapprove deny it Queried Parameters UserID THOMASBR Brandon Thomas Document Number Documents shoan Next Approver Approve Documents List Next Approver Type NSF Change Seq Subs Originating UserAmount Queue Type DocumentHistory Approve Disapprove oo o Y ea AER 15000 DOC R0048357 History Approve Disapprove Y ea WAER 40000 poc R0048360 History Approve Disapprove FREQ Y THOMASBR 50 000 00 DOG Ro048406 History Approve Disapprove ay Step 8 A page will be displayed with the default message This document has been approved or Approval has been denied This message will be forwarded to the individual who submitted the requisition You can edit it if you would like to Click on Approve Document or Disapprove Document to finalize the approval see figure below 107 Disapprove Document Document information Change Segi Sub Amount 15000 Comment Approval has been denied I Disapprove Document Cancel E mail Notification
19. Once you have made all of the necessary changes click the Complete button E The requisition will be forwarded to the approval queues Keep in mind that the requisition will need to pass through all approval queues required for the purchase even if it previously was approved in one or more of those queues Denying a Requisition FOADOCU Once you complete a requisition you can no longer make changes to it without denying the document and setting it back to incomplete This can be done anytime before the final approval To do this you will need to have the next approver deny the requisition or navigate to the Document by User Form FOADOCU to deny it NOTE Procurement Services cannot change requisitions nor can they deny them _95 2 Oracle Developer Forms Runtime Web Open gt FOADOCU File Edit Options Block Item Record Query Tools Help Pi BANA gI K Il SPm lie ISO IX an la la la la la re la la a a a aa a aa a a a a a aa aaa aaa a a a a a a rr a a aaa ee aa a a a a a a a a aaa asa aa a a a a a la a a a ee ee F Mas E A Eee A n Original User ID THOMASBR COA Lo pe Fiscal Year os pe Document Type REQ Document Status Completed Activity Date From EE Activity Date To E Document Document Change Activity Document Deny Status Type Code Sequence Submission Description Date Amount Document Co REG 0048404 Brandon Thomas 06 48 2009 246 00 ES ial o TT E Step 1 Ensure that your user ID de
20. Social Security Number to be kept on file In place of using Social Security Numbers UV ID numbers are used for all Purchasing Card documentation Since the bank requires a 9 digit ID number a zero will be added to the front of your UV ID when providing your ID to the bank Purchasing Card Restrictions Each card comes with built in restrictions that include certain blocked supplier Merchant Category Code s MCC and per purchase monthly limits Additionally UVU has restricted other purchases due to their business nature Your Purchasing Card CANNOT be used to purchase the following items Any purchase exceeding 1 000 including shipping and handling Alcoholic beverages Capital equipment or fabricated equipment Cash advances Cell phone bills accessories or phones Clothing including monogrammed articles Computers laptops and projectors must be campus standard Construction or remodeling must be campus standard Donations Employee benefits entertainment tuition gifts or flowers Fines including parking tickets late fees or penalties Food and meals candy office meals office parties doughnuts bagels pizza etc Furniture and blinds must be campus standard Gas or oil for any vehicles Gifts gift certificates or cards Holiday decorations Memberships Office party items Personal purchases Printing must be campus standard Rental or lease of vehicles facilities buildings or equipment 19 e
21. Text Transaction Date Delivery Date Commodity Total RequestoriDelivery Information Vendor Information CommodityAccounting Balancing Completion C Brandon Thomas Organization 665001 yPuchesing COA U Y Jjutan valey Universty Email thomesbr uvuedu D uu y Receiving 500 wy 1200 S D Building Floor City Orem Zip or Postal Code State or Province UT Requestor Ship To Street Line 1 Street Line 2 Street Line 3 Area Code Phone Number Extension hh es DL E Phone Fax Contact Warehouse Staff Attention To Brandon Thomas Area Code Phone Number Extension LE EL Nation e Enter delivery comments 30 characters maximum Record 1 1 Bai cal lt Osc gt A To enter the Delivery Date press any letter on the keyboard followed by the Tab or Enter key This will enter today s date If you would like the items delivered as soon as possible please use today s date otherwise enter a future delivery date You can also use the calendar to select a date by pressing the Calendar button next to the Delivery Date field see Using the Calendar GUACALN Pg 55 83 Step 3 B The Comments field does not print on the PO This field is for information you want to provide to Procurement Services Use this field to indicate requests such as Standing Open PO or rush order Do not include information that needs to be provided to the vendor
22. Toolbar is a panel of useful onscreen buttons These buttons can be used in place of key strokes Many useful functions of the Toolbar are described on the Banner Navigation Quick Keys Chart at the end of this section Pg 51 Menu Bar The menu bar houses drop down menus which interact with Banner The Helo Menu is located on this bar Many useful functions of the Menu Bar are described on the Banner Navigation Quick Keys Chart at the end of this section Pg 51 Status Bar This bar displays error messages and instructions Forms The different screens in Banner are called forms Each form allows the user to view specific information and perform specific tasks You can query enter change or view information in different fields within each form Banner forms have been assigned descriptive form names and seven letter acronyms e g FGIBDST The acronyms are used in Banner as addresses for direct access to different forms The first letter in the acronym stands for the form s Banner Module e g F is for Banner Finance The second letter is the Module section these sections will not be discussed The third letter is the type of form Most of the forms you will use have an A or an lin this position A is for an application form used to enter and update information in the database I is for an inquiry form used to look up existing information in the database The remaining four letters are an abbreviation of the f
23. U utah valley Universty Organization 100001 President Currency im PO Exchange Rate Commodity Record Count 1 Input Amount 246 00 Converted Amount Commodity Accounting Status Approved Amount 400 BALANCED Discount Amgunt O o BALANCED Additional Amoynt O BALANCED Tax Amount i BALANCED Complete C In Process E B Select to mark this document Complete Record 1 1 or lt 080 gt Step 13 Complete the Requisition see figure above A Ensure that the amounts under the Input Commodity and Accounting headings match and are balanced B If you wish to hold the requisition click the In Process button E This allows you to come back at any time and modify or complete the requisition _92 C If everything balances and you are ready to submit the requisition click the Complete button El This completes the requisition and submits it for approval Creating a Stores Warehouse Supplies Requisition FSAREQN To order supplies from the warehouse navigate to the Banner Stores Requisition Form FSAREQN NOTE Do not order warehouse supplies using the Requisition Form FPAREQN Step 1 Inthe Request field type NEXT Step 2 Next Block Ctrl Page Down to the Requestor block Oracle Developer Forms Runtime Web Open gt FSAREQN File Edit Options Block Item Record Quer Tools Help AOD EER HR 237 Boake Al Il Bwmle lle ivlx Tra Stores Requisition FSARE
24. UVU Banner Online Services To access UVU Banner Online Services in UVLink under the Home tab click the Financial Information Menu link under the Online Services Menus channel The figure below will appear alla Financial Information Budget Queries Encumbrance Query Requisition Approve Documents View Document Navigating Banner General Menu After logging into UV Banner INB the first thing you will see is the General Menu see figure below The General Menu links to every available Banner screen form Some useful parts of the General Menu include the following see figure below 22 Utah Valley State College PROD SEE File Edit Options Block Item Record Query Tools Help ORACLE CEE EA i i a General Menu GUAGMNU 8 0 PROD Thursday March 12 2009 v x Go To hd Welcom COOKRE Nat y Menu Site Map Help Center ee al My Banner My Links Banner Student Menu Bar Financial C Human Resources Check Banner Messages Financial Aid Title Bar Personal Link 1 C General Change Banner Password Personal Link 2 Personal Link 3 Toolbar Personal Link 4 Personal Link 5 Personal Link 6 My Institution Status Bar SUNGARD SCT HIGHER EDUCATION Banner Broadcast Messages Enter the object name Press LIST for listing Record 1 1 _ 48 Title Bar Shows the descriptive form name seven letter form acronym Banner release number database name and today s date Toolbar The
25. area enter it in the Email field or Document Text See Step 3 2 Oracle Developer Forms Runtime Web Open gt FPAREQN File Edit ies Block Item Record Quer Tools Help la A Document Information NO AA E A A xX Ma Requis RequestonDelivery Information Vendor Information Commodity Accounting Information VISA ee bpm Balancing Completion C Transaction Date 11 MAR 2009 z In Suspense Delrven Document Text Comments Document Text 0 00 Accounting Total 0 00 Requisi i Document Level Accounting RequestoriDeliwery Information Vendor Information CommoditwWsccountina BalancinaiCompletion Vendor ABc co 85 5 75 W Orem UT 84058 a b Address Type rl Sequence Y aes Street Line 1 Street Line 2 Street Line 3 City State or Province Zip or Postal Code Nation Phone Fax Discount Tax Group Currency Enter Vendor name 60 Characters maximunt Record 1 1 el 0sc D If you are entering a bid a Leave the left Vendor field blank b In the right Vendor field enter Bid and what the bid is for i e Bid for Speaker Equipment c Enter all of your vendors information in Document text NOTE If the address information in Banner is incorrect please note the changes in Document Text Step 6 Next Block Ctrl Page Down to the Commodity Accounting block ST 2 Oracle Developer Forms Runtime Web Open gt FPAREQN File Edit Options Block Item Record Qu
26. authorized to sign that can be used as an electronic signature If you need Linda Makin s authorization send to linda makin uvu edu and she will forward to Wendy Hope Submit form to Wendy Hope or hopewe uvu edu MS 109 or Nancy Bartlett for Grants nancy bartlett uvu edu MS 272 For questions send e mail or call Wendy 863 8108 or Nancy 863 8156 for Grants Banner Finance Request for Customized Approval Queue This is an electronic form Complete it by typing in the gray sections Use the tab key to move from field to field Print to sign and submit It may also be printed and used as a blank form If this form is e mailed from the person authorized to sign that can be used as an electronic signature Name Department Banner Username This is the same as your Novell username Date Mailstop Extension Standard approval queues will route requisitions to be approved by the responsible party If it is a request requiring VP approval they will route to the VP after the department approval Contact Wendy Hope hopewe uvu edu 863 8108 to find out your approval queue ID REQUEST FOR ADDITIONAL USERS TO BE ADDED AS APPROVERS Banner Approval Maximum Co Approver or Start Date po CoE Back po CoE Back po CoE Back A CoE Back Maximum dollar amount limits the amount for which a user can approve documents For example if the limit was 500 any document the user approved o
27. discussed except for the last one regarding the Available Balance for a Soft INDEX The following figure shows the Banner forms you can access through the Organization Budget Status Form FGIBDST and summarizes what can be accomplished with each form Hard Summary Soft YTD Start Here Navigate directly to this Banner form via the GO TO field on the General Menu Navigate to subsequent Banner forms via the Options Menu Organization e Querying Transactions Summarized by Account Budget Status Pg 60 FGIBDST Detail Transaction Organization Activity Budget Summary FGITRND FGIBSUM e Querying all Transactions e Checking the Available in an Account Pg 61 Budget Balance for Hard e Querying Individual and Soft Budgeted Indexes Transaction Detail Pg 63 v Pg 66 Organizational Encumbrance List e Querying all open Encumbrances for an Index Pg 64 FGIOENC Detail e Querying Individual Encumbrance Encumbrance Detail Pg 65 Activity FGIENCD Soft Money Navigate directly to this Banner form via the GO TO field on the General Menu Trial Balance Summary FGITBSR _ 58 e Checking the Available Fund Balance in a Soft Index Pg 68 NOTE All of the forms discussed in this section can also be accessed directly from the General menu In The Organization Budget Status Form FGIBDST the Adjusted Budget column shows the bala
28. documents have been reviewed the auditor will make arrangements to return all documentation to you and will present you with a preliminary audit report You are then expected to review the audit report and make corrections Violations 4 4 3 4 5 3 Once the audit report has been corrected the auditor will finalize the report file it in Procurement Services and then submit a copy of the report to you and to your Department Chair Director 20 Upon completion of the audit new violation points will be added to your profile Violation points accumulate from year to year and if they exceed 150 points then the card will be revoked Campus Standards Because of warranties aesthetics compatibility service and other issues the following campus standards have been established NOTE This is an abbreviated document For more information see the Procurement Services website lem Standard amp OO o O OoOG O Computers excluding Macs must be purchased from the Computer Shop ext 7094 To order a desktop PC fill out a Mac desktops can be ordered from the UVU Bookstore with a requisition Dell Epro Gateway HP IBM Panasonic Sony Toshiba and Laptops Apple are approved laptops Laptops must include a 3 year warranty and be installed with Windows XP or Mac OS Printers HP printers are the only approved network printers Networking Computer Parts Contact IT Help Desk ext 8888 Conta
29. from the person authorized to sign that acts as an electronic signature Step 7 Submit the form to Jacob Atkin BA 109 jacob atkin uvu edu ext 8576 Step 8 Contact Jacob Atkin for Banner training _ 39 Banner Finance Request for New INDEX Code Form The Banner Finance Request or New INDEX Code Form should be used to request new INDEX codes To complete this form do the following Step 1 In the top section enter your personal information see figure below Responsible Party UV ID pe Department Supervisor Banner Username This is the same as your Novell username Mailstop Extension Step 2 In the middle of this form complete the following see figure below A Type of INDEX Code Requested State Appropnated Hard Money must have Linda Makin s approval Institutional Interest Income must have Linda Makin s approval Reimbursed Overhead must have Linda Makin s approval Course Lab Access Fee must also contact Bernell Hofheins and Lilas Park for fee setup Grant Federal State or Private submit form to Nancy Bartlett along with copies of contracts or any other related documentation Agency Fund INDEX Codes where the funds do not belong to UVU but UVU is acting as the fiscal agent e g clubs national conference hosting sports camps Miscellaneous Soft Money for anything not listed above LI OOOO L B Requested INDEX Code Title max 35 char C How will the requested INDEX
30. if the invoice should be directed to a certain person B Current billing address include apartment number or suite both the street address and a P O Box if available C Phone number area code needed oon D Purchase Order Number PO numbers are usually required by larger businesses Ask the business Individual you are billing if one is required and if so reference the number and or attach an electronic copy of the PO to your billing request in the Attach File field u Description of services rendered Be specific Include all information that will help explain and clarify the reason for billing Itemize amounts and include such information as dates quantities unit prices etc F Amount G INDEX code and Account code If desired you may include your Detail Code in the Description of Services field H Requestor s contact information Include name department extension and date of request NOTE An electronic copy of any pertinent documentation can be attached to the on line Billing Request Form in the Attach File field before submittal Step 4 Click the Submit Form button at the bottom of the form to forward the form to the Accounts Receivable Department Hard Copy Billing Requests The simplest way to submit a Billing Request Form is through the on line method above but paper copies of the Billing Request Form will also be accepted through hand delivery to Browning Administration BA 109h inter cam
31. leaving the Document Level Accounting box checked see figure above NOTE You must have permission access to enter information for each INDEX on a requisition in Banner 88 temi 25 00 LAT Total 150 00 Index 2 20 Index 3 40 C To allocate each item s cost to specific INDEXes see example below choose Commodity Accounting by un checking the Document Level Accounting box see figure above Item 1 25 00 Koei Index 1 Item 2 50 00 _ e index 2 tema 500 gt Index 3 Total 150 00 D To allocate each item s cost to multiple ACC codes under one INDEX see example below choose Commodity Accounting by un checking the Document Level Accounting box see figure above tem 1 95 00 Ite e Account 1 Item 2 50 00 e N me Accounts Item 3 900 ndes 1 Account 3 Total 150 00 NOTE You must decide between Document Accounting and Commodity Accounting prior to entering any accounting information in Step 9 Procurement Services cannot change this later Also in Commodity Accounting item cost can also be allocated to multiple INDEXes Contact Procurement Services for further explanation Step 9 Describe what you are ordering Enter the following fields see figure below RequestoriDeliwery Information Vendor Information CommodityAccountino BalancingiCompletion UM Tax Group Quantity Unit Price tem of o Cer DI io x E 246 0000 Extended 246 00 Commodity Description Dis
32. spend use the III Student Fee Athletic Fee or Federal amp State Grants Summary or the Manager s Summary weekly reports e mailed to the responsible party You can also look at FGIBAVL or FGIBSUM in Banner See Pg 66 Bela ae Summary of INDEX Code Types o Hard Soft Soft Budgeted Funding Source Budgeting Method How to Determine Amount Available to Spend Carry Over to Next Fiscal Year State Appropriations Budget allocated by the Budget Office Budget Expenditures Encumbrances Amount Available to Spend e Weekly e mail Hard Money Summary or Manager s Summary Reports e FGIBAVL or FGIBSUM in Banner e Determined annually by President e Non State Appropriated Revenue Budget used for NSF checking only Beginning Fund Balance Revenue Expenditures Transfers Encumbrances Amount Available to Spend e Weekly e mail Soft Money Summary or Manager s Summary Reports e FGITBSR in Banner Yes In most cases 33 Institutional Interest Income III Student Fee Revenue Athletic Fee Revenue Federal amp State Grants and Contracts Budget allocated based on actual or estimated revenue streams Budget Expenditures Encumbrances Amount Available to Spend e Weekly e mail Ill Student Fee Athletic Fee or Federal and State Grants Summary or Managers Summary Reports e FGIBAVL or FGIBSUM in Banner Ill
33. the Change Banner Password link on the right side of the General Menu under My Links 51 Oracle User ID Oracle Password Database Hew Oracle Password Verity Password Save Button X Step 1 Inthe Oracle Password field type your old password Step 2 Inthe New Oracle Password field type a new password Reenter the password in the Verify Password field Step 3 Click on the Save button al NOTE Leave the Database field blank Creating a Personal Menu GUAPMNU To personalize the Menu Access folders on the General Menu navigate to the My Banner Maintenance Form GUAPMNU see figure below amp Utah Valley University PROD Open gt GUAPMNU SE File Edit Options Block Item Record Query Tools Help ORACLE Qo E AAaBD PFI BSS Qa sIiVA SPR CIF SOLI COOKRI s Personal Menu Type Oracle Forms module Description la hait Rannar Step 1 With your cursor in the Object field type in the Banner acronym of the first form that you want to add to your personal menu Step 2 Click the Down Arrow Key to move down to the next line Add additional forms by repeating Step 1 Step 3 When you have added all of the forms you want save the changes that you have made by clicking the Save button ll on the Toolbar or by pressing F10 on the keyboard 52 Step 4 Exit by clicking the Exit button X on the Toolbar NOTE You can modify the descriptive form n
34. transaction Submit the billing by clicking the Submit to Banner button or click the Save and Exit button to save the invoice for later updating and submission NOTE The Intercampus Billing System can be customized to meet your department s needs For example some departments have a Control Number field for invoice numbers and some have an Email Description field to explain charges to internal customers in more detail Viewing Current Transactions Current transactions are unfinished transactions that have been saved but not submitted To view current transactions click the View Current Transactions button The transactions will be shown in the second block of the form Ala Viewing Past Transactions UVU Banner Billing ATKINJA BANBILL11 Windows Internet Explorer http nsn uysc edu nsn bit Facilbit bas 4 TKINJA BANBILL1 1 Description Amount Transaction Process Approval Notification Debit Index Credit Index None Account None v Add To Invoice Reset Fields View Current Transactions e View Past Transactions UV Banner at Utah Valley State College Transaction Status A KANE EN B EEEE C e Approved Not Transferred Transferred Internet E 100 Step 1 Click the View Past Transactions button The Transaction Status menu will appear in the second block of the form see figure above Step 2 Select a menu option see figu
35. under the Employee tab in The Forms Channel click the Accounts Receivable Billing Procedures and Forms link This will take you to the Accounts Receivable Billing Forms page Step 2 If you are billing a business click on the Business Billing Request Form link If you are billing an individual click on the Individual Billing Request Form link These links will take you to the appropriate on line forms Step 3 Complete the selected Billing Request Form All billing requests must contain the following information see figure below Business Billing Request Form This is used to request an invoice to be sent to an off campus party tems marked with an indicate a required field Please fill in all the fields that are marked with asterisk Business Mame ABC Company Attn Billing Address 8000 S 500 E City Salt Lake City State Zip 84000 Phone 1 801 555 5555 ci o O if different from billing address Purchase Order Number D P0055555 E Provided financial service for one hour at 1 000 per hour Description of Services Rendered Quantity and Amount to be billed Quantity Amount Total FP Creditto Index Account G 1000 5 1000 311512 _ 560908 s s ss Oooo Moo O sio ss IO ee Grand Total s Request submitted by Department Your Department fal Extension 65 6 Date 03 30 2009 A Name of company or person to be billed Include a name in the Attn field
36. 0155650 200 80 A q 03 SEP 2008 10188528 181 20 30 SEP 2008 10191493 161 60 1 DEC 2008 10199704 142 00 11 DEC 2008 10199705 122 40 A 12 JAN 2009 10202101 102 80 Press Next Record or Previous Record to scroll accounting transaction details Record 1 1 a 0sc gt Step 4 Click the Exit button X on the Toolbar to return to the Organization Encumbrance List Form FGIOENC Step 5 Click the Exit button X on the Toolbar again to return to the Organization Budget Status Form FGIBDST Checking the Available Balance in a Hard Money or Soft Budgeted INDEX FGIBDST FGIBSUMI This query uses the Organization Budget Summary Form FGIBSUM This form has the same columns as the Organization Budget Status Form FGIBDST The difference is that the transactions are summarized by budget not by ACC code NOTE The Available Balance calculated below does not take into account outstanding Limited Purchase Checks Travel Expenses Purchasing Card Expenses and Intercampus Transfers 66 To check the Available Balance in a Hard Money or Soft Budgeted INDEX Code navigate to the Organization Budget Status Form FGIBDST If more funds are encumbered by a requisition than are available to spend per the budget showing on FGIBAVL then your requisition will go into an NSF approval queue after going through the regular approval queues which will increase the processin
37. 09 Po 4500 20270 243001 05 FEB 2009 Poo 4500 fo 201 50 _ _ TY Or n k 202 0 720270 243001 720270 243001 720270 243001 720270 243001 720270 243001 720270 2s3001 720270 243001 720270 243001 720270 243001 720270 243001 720270 243001 1720270 243001 720270 243001 o o mV BIS o o Edwin F Kalmus P0045204 Edwin F Kalmus amp Co 2 wy lt ll P0045204 Edwin F Kalmus amp Co P0045204 Edwin F Kalmus amp Co P0045204 Edwin F Kalmus amp Co 2 Leg lt oo of Oo KHN o D P0045204 P0045204 Edwin F Kalmus amp Co Edwin F Kalmus amp Co m O P0045204 Edwin F Kalmus amp Co o P0045204 P0045204 Edwin F Kalmus amp Co Edwin F Kalmus amp Co o o lt TET R0049523 Bryce Rytting P0045074 P0045074 Row Loff Productions o Row Loff Productions AAA o P0045074 Row Loff Productions eg A Ca lt P0045074 Row Loff Productions dd 7 PA PP Oo 0 0 Oo ml Oo 9 9 9 9 9 S S Go So CICICFICF O Frlrlrla rilrerlririlrila k La olol olo plo D 8 OB Oo OB it j S Press Key Dup Item for document query forms Count Query for encumbrance detail Record 1 s lt 080 gt NOTE In the Detail Transaction Activity Form FGITRND some transactions will appear to be duplicates However they most likely represent different stages of one tran
38. 3 Step 4 B Request Date You can search for specific date or you can narrow your search by a date range For example to search for all requisitions created after October 1 2008 enter the following gt 01 OC T 2008 C Request Type There are two request types enter P for a general requisition and S for a stores requisition D Organization Enter an ORG code E Completed Enter Y or N F Approved Enter Y or N NOTE For more query options See the Navigating Banner section Pg 481 When you have entered all of your desired search criteria execute the query by selecting Execute from the Query menu clicking the Execute Query button on the Toolbar or by pressing F8 on the keyboard When you have located your desired requisition you can double click it to copy the requisition number to the previous form i e FRAREQN or FOIDOCH Checking the Status of a Requisition FOIDOCH To check the status of a requisition or PO navigate to the Document History Form FOIDOCH see figure below Step 1 Step 2 Step 3 In the Document Type field enter either REQ for requisition or PO for purchase order Enter the appropriate document number in the Document Code field NOTE You can search for either the document type or the document code by clicking the appropriate Search button Sl Next Block CTRL Page Down A The Requisition box contains Re
39. 5062 Bert Murdock Music o 720270 100 246 00 lu 0045074 Row Loff Productions o 720270 100 AS 580 00 TA Step 3 Click the Exit button X on the Toolbar to return to the Organization Budget Status Form FGIBDST _ 64 Querying Individual Encumbrance Detail FGIBDST FGIOENC FGIENCD For more detailed information on a specific encumbrance the Detail Encumbrance Activity Form FGIENCD should be used This form shows the original amount of the encumbrance the summarized amount spent from the encumbrance the Liquidation Amount and the remaining balance of the encumbrance Additionally the last block of this form shows the detail behind the summarized amounts including the date of each transaction the amount of each increase and decrease to the encumbrance each transaction s document code and the remaining balance of the encumbrance Step 1 Complete Steps 1 and 2 of the Querying All Encumbrances for an INDEX FGIBDST FGIOENC section Pg 64 amp Utah Valley University PROD Open gt FGIBDST FGIOENC Ea ORACLE A gA Dag T o k OOX LISI FGIOENC 8 0 0 1 PROD A rro o o o o o oo oro E E roo o o ooo ooo a o ooo LX dl Chart u v Index T Organization 620001 wi Human Resources Fiscal Year oa e Fund 120000 wi State Education and General Encumbrance Vendor Item Acct Prog Acty Locn Amount Commit Type P0040949 Midwest Commercial Interi
40. A PROG code identifies a function e PROG codes are based on the definitions provided by the National Association of College and University Business Offices NACUBO e PROG code categories are Instruction Academic Support Student services Institutional Support Operation and Maintenance of Plant Student Financial Aid Auxiliary Enterprises Research and Public Service ACTIVITY ACTV e An ACTV code tracks specific projects within an ORG code e ACTV codes are optional and are only used in specific situations e ACTV codes cannot be used to set up separate budgets within the same ORG code e An example of using ACTV codes is the Facilities Department having one ORG code for remodeling but using ACTV codes to track specific remodeling projects within that ORG and INDEX code LOCATION LOCATION codes can be used with the fixed assets system to identify where assets are physically located However UVU is not currently using these codes _29 INDEX Codes e An INDEX code is used to default and group together certain FOAPAL elements e INDEX codes should be used on all transactions e Most commonly FUND ORG and PROG will be defaulted e lfan ACTV code is being used that will also be defaulted and the INDEX code name will be the same as the ACTV code name e The FOAPAL elements that are defaulted from an INDEX code should never be changed A FOAPAL string is a complex concept to grasp Here is a simple way to thi
41. App roval mustbe signed by the responsible party of all INDEX Codes or by someone higher in the organizational structure understand that by adding users to an approval queue am giving them signature authority to approve requisitions understand that remain fully responsible for all transactions posted to the Banner INDEX code for which have responsibility Printed Name of Responsible Party signature of Responsible Party Date Step 4 Submit the form to Wendy Hope MS 109 hopewe uvu edu ext 8108 NOTE If this form is e mailed from the person authorized to sign that acts as an electronic signature Banner Finance Request for Change of Responsible Party Form The Banner Inance Request for Change of Responsible Party Form Is used for changing an INDEX Code s responsible party To fill out this form do the following Step 1 In the top section enter your personal information see figure below Department Banner Username This is the same as your Novell username Mailstop Extension Step 2 In the middle section of this form do the following see figure below A Banner INDEX Number NEW Resp Party Change to Reason for change G A Inthe Banner INDEX Number field enter the INDEX Code for which the responsible party is to be changed If all of the INDEX Codes for which an individual is responsible are to be reassigned to a new responsible party then in place of an INDEX code enter ALL
42. Decrease Fund Balance heading Te Step 5 Put the same Expense ACC code that was charged in Banner under both of the Banner Exp Rev Account headings Step 6 In the Reason box state that you are moving an Expense and write the description of that Expense Step 7 Complete the rest of the form and send it to Finance and Business Services Situation 3 Transfer to Cover Future Expenses For this situation think in terms of Revenue Revenue moves in the same direction as Cash Do the following Step 3 Put the INDEX providing the funds on the right side of the form under the Decrease Fund Balance heading Step 4 Next to that INDEX under the Banner Exp Rev Account heading put the Expense ACC code 720070 Step 5 Put the INDEX receiving funds on the left side of the form under the Increase Fund Balance heading Step 6 If you are moving funds into a Soft INDEX put the Revenue ACC code 582070 next to the INDEX receiving the funds under the Banner Rev Exp Account heading If you are moving funds into a Hard INDEX use the Expense ACC code 720070 instead of 582070 Step 7 In the Reason box state that you need to cover future Expenses Step 8 Complete the form and send it to Finance and Business Services Situation 4 Intercampus Billing For this situation think in terms of Revenue Revenue moves in the same direction as Cash Do the following Step 3 Put the INDEX being charged on the right si
43. Edit Options Block Item Record Query Tools Help ORACLE AYA BARR SP EIBSHS A Si RH RR EIS PIO OI za Organization Budget Summary FGIBSUM 8 0 PROD oI IIIS e X Chart of Accounts U Organization 243001 Music Commit Indicator Both Fiscal Year oa y Fund h 20000 State Education and General Account Type Adjusted Budget YTD Activity Commitments Available Balance 0 00 0 00 Labor 607 909 38 423 867 44 Expenditures 63 954 00 22 299 41 Transters r r r r Step 4 Adjust the Total Available Balance calculated in Step 3 for any transactions not yet posted to Banner which could include outstanding Limited Purchase Checks Travel Expenses Purchasing Card Expenses and Intercampus Transfers This Adjusted Total Available Balance is the true amount remaining in the INDEX aif Step 5 To return to the Organization Budget Status Form FGIBDST press the Exit button X on the Toolbar see figure above NOTE When a requisition is completed past a certain point Banner will encumber the amount as if the requisition had been completed The Organization Budget Status Form FGIBDST and the Organization Budget Summary Form FGIBSUM do not take into account funds encumbered by incomplete requisitions or requisitions waiting to be approved Therefore when Banner checks for non sufficient funds NSF the Total Available Balance may be lower than what is calculated u
44. Finance Finance Forms amp Information link and in the Forms section of this manual Pg 114 Instructions for each Banner Finance Form are presented below TIA Ti TE Banner Finance Access Form Gaining access to Banner Finance CU 0 eNO INDEX Code Form a Que A A Approval Queue Form queue Ad O espone pani Responsible Part responsible party a OA on A Code Title Form Banner Finance Access Form The Banner Finance Access Form is used for gaining access to Banner Finance To fill out this form do the following Step 1 In the top section enter your personal information see figure below Department C Novell Username This will also be your Banner username Mailstop Extension A On the Name line enter your name as you would like it to appear on requisitions as the requestor B On the UV ID line enter your UV ID C Complete the remaining fields of the top section ila Step 2 If special access is needed such as query budgets only please describe the needed access in the second section see figure below Access will be granted to submit requisitions and query budgets If you need a different type of access please explain NOTE Default access will allow a user to submit requisitions view approval process forms showing where a requisition is in the approval process and query budget information Step 3 If you desire Banner to default to a certain INDEX code when you create r
45. Hard NO Use the Journal Redistribution Voucher Form all numeric Index Voucher Form Form codes YES v Use the Budget Transfer Request Form NOTE If you need to make a long list of Journal Voucher related transfers on a regular basis contact Jacob Atkin ext 8576 for a FZPLOAD Template which is a spreadsheet used to enter journal entries into Banner If your department regularly provides goods or services to other departments on campus contact Jacob Atkin ext 8576 about using the Intercampus Billing System NOTE For transfers that do not fall into the situations discussed above contact Jacob Atkin ext 8567 or another accountant in Finance and Business Services Step 2 Go to the appropriate form and situation section below and continue from there ID Payroll Redistribution Form Situation 1 The Payroll Redistribution Form is available on the Payroll Office s website and in the Forms section of this manual Step 3 If you are moving an employee s entire Payroll Expense for a pay period leave the area under the AMT heading blank and the entire amount will be transferred Otherwise enter the exact dollar amount Step 4 If you are permanently transferring a current employee s Payroll Expense to another INDEX submit a completed Electronic Personnel Action Form EPAF with the Payroll Redistribution Form The EPAF is available on Human Resources website Step 5 lf you want Payroll Expense t
46. Include Revenue Accounts Step 2 If you want to query the summary total of one particular ACC code do the following If not skip this step see figure above A Click the Query Specific Account box B Enter the ACC code in the Account field Step 3 Next Block Ctrl Page Down Account Type Title Adjusted Budget YTD Activity Commitments Available Balance 1720061 E Telephone Long Dist Intra campu 0 00 157 07 0 00 157 07 720064 E Telephone Faxodem Intra cami tO A180 720076 E Warehouse Intra Campus 0 00 154 53 0 00 154 53 gt E A E 720425 E Services Other oof 089 oof 8 720505 E Advertising and Pubicty oof oo o o o Faosta E Computer Sotware oo taese oo 366 Net Total 95 313 15 26 529 61 9 468 24 NOTE The second block of this form shows all of the budget information for the selected INDEX summarized by ACC code Only ACC codes that have been used will appear If a certain ACC code was entered in Step 2 only information summarized under that ACC code will be shown 60 Querying All Transactions in an Account FGIBDST FGITRND This query uses the Detail Transaction Activity Form FGITRND This form gives a history of every YTD Budget and Encumbrance transaction incurred for a given INDEX Code Each transaction s activity date accounting information and document number is given along with a short description To query all transactions in a part
47. LA SORENSEN CENTER FOR EXCELLENCE COMPSHOP NETWORK FEE R0049033 F50269 COMP NETWORK PARTS INTRA CAMPUS 582007 E70180 FORREST WILLIAMS UC BASIC COMP LAB ACCESS FEE COMPSHOP REIMBURSE FEE P0044803 E70180 COMP NETWORK PARTS INTRA CAMPUS 720007 EDDIE SORENSEN INFO TECH SETUP MAIN COMP NETWORK PARTS INTRA CAMPUS Internet _79 Step 1 Step 2 Step 3 Pull up any list of transactions using a method described above in the Viewing Current Transactions or Viewing Past Transactions sections Scroll down to the bottom of the list Click the Print Invoice button to print the list or click the Extract Invoice button to extract the list into Microsoft Excel 80 Banner Procurement Instructions 81 Banner Requisitions Requests for Purchase Order Creating a Requisition FPAREQN Navigate to the Requisition Form FPAREGN in Banner NOTE Do not order warehouse supplies using the Requisition Form FPAREQN amp Oracle Developer Forms Runtime Web Open gt FPAREQN EG File Edit Options Block ltem Record Query Tools Help ao aaa PP SSR QA Ss HHI RIC Si PIO l voix ZA Requisition FPAREQN 8 0 BANNERS Veee e e e e e e e e e EES 2 X Requisition z Copy Button Step 1 Create a requisition from scratch or copy a previous requisition A To create a requisition from scratch a Leave the Requisition field blank see figure above Do not create your own requis
48. OT DESTROY THE CHECK Doing so may result in your department being charged for any stop payment fees _15 Failure to Comply with Policy Violations Violations Violations are defined as follows Checks written to individuals UVU employees students or their relatives Checks written for cash or for an amount exceeding purchase Failure to return Limited Purchase Check documentation Use of more than one check to pay for an invoice Checks written for anything on the list below of items you cannot buy Checks written without approval for anything on the list below of items you should not buy that are not accompanied by prior approval Checks written for food without proper approval or documentation Violation Actions The following are actions that will be taken if violations occur 1st violation the supervising Vice President will be notified of the infraction 2nd violation will result in a 3 month probation 3rd violation will result in a 12 month probation 4th violation may result in no further consideration NOTE If after 12 months no further violations occur then the previous violations will be purged unless you have had 4 violations and are being given no further consideration Restricted Items Items You Cannot Buy Limited Purchase Checks LPC CANNOT be used to purchase items that are not in agreement with the expenditure policy including but not limited to the following items Alcoholic beverages Cash advances C
49. QN 8 0 0 1 BANNERS ee ee EM Request 0048407 e Requestor Transaction Date 07 JAN 2009 E Delivery Date A 07 JAN 2009 E Cancel Date Requestor B Brandon Thomas Phone C Extension 8969 Ship To D h do Gi Address Purchasing Building AD Floor 109 Document Text Exists lo M NSF Checking In Suspense N Printed a Step 3 Complete the following fields in the Requestor block see figure above A Inthe Delivery Date field type any letter and then press Tab This will fill in today s date The warehouse will try for next business day delivery if possible B Inthe Requestor field type your full name C Put your telephone number in either the Phone field or the Extension field _ 93 D Inthe Ship To field type your mail code If this pulls up the wrong information please send an e mail to minerje Vduvu edu with the correct information Step 4 Next Block Ctrl Page Down to the Commodity Data block Step 5 Complete the following fields in the Commodity Data Block see figure below Commodity Data Item Commodity i Extended Cost Suspense 1 A bss Paper Copy Cherry 1755 2 5520 Paper Copy Goldenrod a appropriate commodity code on the Commodit Codes for Warehouse Purchases section in the Appendix Pg 127 or on the Procurement Services website Stores warehouse commodity codes are alway four digit number B Inthe Quantity field type the desired number of items
50. Request for Bid must be submitted to multiple vendors for competitive bidding This policy applies to any purchase regardless of fund source It is against Utah State policy to avoid this limit by submitting more than one requisition It is especially important to include all pertinent information on these requisitions Specifications should be clear and concise and not vendor specific Also if possible include the names and contact information of qualified vendors that you would like to be included in the bidding process Procurement Services is responsible for submitting processing and awarding bids If a purchase will exceed 30 000 an invitation to bid must be advertised in a State wide periodical Procurement Services will place the necessary advertisement and charge the same INDEX code that is on the original requisition These bids must be open for two weeks Please be aware of this timetable NOTE If you use a vendor as a consultant to write up the specifications for your bid that vendor cannot be included in the bidding process ol ae NOTE If you are using a current State Contract a bid is not required for the purchase A link to the list of current State Contracts can be found on the Procurement Services ebsite Sole Source Purchases Sole source procurement may be used if a product or service is only available from a single supplier or for compatibility reasons A request for sole source procurement must be submitted in writ
51. Services that would be considered either payroll salary or independent contractor payments Independent Contractor Form e Student events travel tuition scholarships or stipends e Travel related transportation lodging meals etc e Unregistered software NOTE Contact the Purchasing Card Administrator at ext 7416 or the Director of Procurement Services at ext 8303 for special needs or exceptions Purchasing Card Audits Because of the importance of this program Procurement Services has established a separate Purchasing Card Auditing Department The purpose of the Purchasing Card Auditors is to ensure that all cardholders are complying with the established guidelines policies and procedures for Purchasing Card use The Purchasing Card Auditors will require your records to be available on at least a yearly basis The auditor will make arrangements to have all documentation including signed monthly statements and receipts brought to his her office This information is required to be presented to the auditor within the first two weeks of the month of request The entire audit is required to be completed by the end of the following month Once the auditor has all applicable documentation an audit of your records will be conducted by reviewing the documentation and compiling an audit report noting violations All violations have been given point values which are shown on the following table Splitting of Transaction 60 When the
52. Student Fee and Athletic Fee with permission only Federal amp State Grants and Contracts will carry forward any amounts remaining on the grant INDEX Code Naming Conventions Hard Soft Soft Budgeted e First digit of FUND is dropped and replaced For INDEX codes using pooled e All numeric will wiin leter budgets the first digit of ORG is match the ORG code l dropped and replaced with a letter C Clubs l only Hard has all atthe end of the INDEX code E Service Enterprise Li numeric IIWInstitutional Interest Income F Lab amp Course Fees T Student Fee Revenue NE G Grants 4 Contracts Ending in U L V are Ie Academic Snc A Athletic Fee Revenue the Upper Lower Voc G Grants codes used for N Loan Funds n P Plant Funds salaries R Scholarship S Other Soft Money W Conf amp Workshops X Auxiliaries Y Agency Funds For Federal amp State Grants the first digit of FUND is dropped and Starting with CEL replaced with G are CEL grants If using an ACTV code the INDEX code will be the same as If using an ACTV code the INDEX code the ACTV code e If using an ACTV code the INDEX code will be the same as the ACTV code will be the same as the ACTV code _34 Understanding the Organizational Hierarchy ORG codes are arranged in a hierarchical order patterned after the organizational chart of the University Dat
53. Trip Mileage Mileage should be computed from the internet a mileage chart or an odometer reading If your travel will be to several points within one area keep track of the miles driven and then list them as area travel Mileage is reimbursed at the State of Utah rates As of July 1 2008 the rates are 0 36 per mile when a state car is available for use but not taken and 0 505 per mile when a state car is not available or appropriate for use eee Meal Allowances Meal allowances are given at the State of Utah rates As of July 1 2008 they are as follows __ In state Out of state An overnight stay is required to receive any meal allowance In order to receive a full day s allowance the traveler must leave before 7 a m and return after 7 p m Meals included in or provided by conferences will not be reimbursed Receipts In order to receive a reimbursement receipts for hotel taxi limousine rental car registration fee etc MUST be turned into the Travel Office Obtain and keep receipts from all travel related expenditures If there is any question whether or not an expenditure is reimbursable keep the receipt Parking Parking is available at the airport for 7 per day For more information visit the State Travel Office Web site http finance utah gov travel NOTE All rates are subject to change After Travel The Travel Reimbursement Form A completed Travel Reimbursement Form should be sent to Fin
54. Y UTAH VALLEY UNIVERSITY CHANGE FUND RECONCILIATION FUNDS ON HAND Currency Amount 100 Bills 50 Bills 20 Bills 10 Bills 5 Bills 1 Bills 1 00 Coins 50 Coins 25 Coins 10 Coins 05 Coins 01 Coins Checks by Date Amount SUMMARY Total Cash Checks Total Less Sales Balance Should Be Over Short Signature Co Signature TOTAL COMMENTS Location of Cash Purpose of Fund Additional Comments Reconciliation of Deposit Amount to Banner Entry Signature Date Banner Finance Access Form This is an electronic form Complete it by typing in the gray sections Use the tab key to move from field to field Print to sign and submit It may also be printed and used as a blank form If this form is e mailed from the person authorized to sign that can be used as an electronic signature Name UV ID Department Novell Username This will also be your Banner username Date Mailstop Extension Please read the instructions provided at the end of the form for help in completing this form Access will be granted to submit requisitions and query budgets If you need a different type of access please explain INDEX Code to default for requisitions Optional INDEX that you would use most often If you need access to all current and future INDEX codes for a department or area complete this section Contact Jacob Atkin x8576 jacob atkin uvu edu if you
55. _____ PKG_ 2820 FormsContractualService___________ PKG_____ 2829 FormsLimitedPurchaseCheck__________ PKG_ 2850 FormsScantron882Green Abc _________ PKG_______ 2855 FormsScantron2052NBlue 123 PKG 3020 Gloves Derma Thin Large 100 BOX 3023 Gloves Derma Thin Medium 100 BOX 3025 Gloves Derma Thin Ex Large 100 BOX 13635 ___ LabelsMailigUvSC____________ PKG_______ 4210 Liners Trash 24 X 24 Small BOX O 42200 Liners Trash 33 X 40 Medium BOX 42400 Liners Trash 43 X 48 Large BOX 5500 Paper White 88 Drilled CIN 5501 PaperWhite88Non Drilled_________ CTN 5505 PaperCopyBlie RM 5510 PaperCopyCanay RM 5515 Paper Copy Chery RM 5520 PaperCopyGoldenrod____________ RM_ OS 5530 PaperCopyGreen________________ RM_ O 5540 PaperCopyPinx________________ RM O 5555 PaperCopyWhitelegal85X14_______ RM 5560 PaperCopyWhiteLetterg 5X11_________ RM________ 6625 RagsCottonWiping25lb ______ BOX______ 8330 Tissue Facial BOX 8342 ToiletSeatCoves_____________ CSE 8355 Towels Paper White 6 Case CSE 127 gt Commodity Codes for Capital Purchases These codes should only be used for the purchase of Capital Assets A Capital Asset is equipment or a group of items that works together as a system which costs 5000 or more Capital Assets also include buildings and land improvement infrastructure projects which cost 50 000 or more For more information please contact Nathan James extension 7416 Commodity Co
56. a entry level ORG codes are used in INDEX codes ORG codes that are predecessors to the data entry level ORG codes are called roll up ORG codes The number of digits in the roll uy ORG code indicates how many levels away from reporting to the President that ORG code is The following figure illustrates the hierarchy levels Office of the ati President Level 1 Roll up ORG One Digit Level 2 Roll up ORG Two Digits School of Business 220 School of CET Level 3 Roll up ORG 260 Three Digits Intemational Canter 5650 Auta CRT Diesel Level 4 Rollup ORG Accounting 2615 Four Digits 2210 Automatlve International study Abroad 56550 Level 5 Roll up ORG Five Digits Accounting 29100 Technology 261591 Automotive Tech Example 261519 Int Study Abroad Example 565501 Accounting Example 221009 Data Entry Level ORG Six Digits Ra In order to keep the levels consistent with the number of digits used in each level some areas will have the same ORG code description repeated in order to form the hierarchical chain to the data entry level For example Office of the President ORG Code 200002 VP Academic Affairs Example Data Entry Level 36 Banner Finance Basics Accessing Banner Banner Finance Forms In order to gain access to Banner Finance and to make certain executive changes you will need to fill out the proper forms and obtain proper authorization Banner
57. air Office Equipment Repair Maintenance Equipment Instructional Floral Arrangement Food Classrooms Freight General Fuel Aviation Office Furniture Gas Oil Grease GROUNDS _ 710120 Grounds Maintenance Ins Other Instructional Supplies Janitorial Supplies Keys and Locks Laptops Laundry and Linen Services Luncheons Receptions 125 Commodity Code ACC Code Description Medical Care and Related Supplies MEMBER 720544 Memberships Moving Relocation Musical Instruments Office Equipment OFFGEN 720553 Other Office and General OFFSUPP 720550 Office Supplies Paint PARKING 710135 Parking Lot Maintenance Parts Instructional Parts Maintenance Periodicals Binding Photo Supplies Service Postage and Handling Printers Printing Supplies and Services Radios Repair Rentals General Rentals Space Scenery and Props Scientific Supplies Services Consulting Services Instruction Services Maintenance Services Officials Services Other Services Professional Services Staffing Services Testing SIGNS 710150 Signs Computer Software Subscriptions Testing Supplies Testing Services Toner Cartridges Tools and Instruments Vehicle Maintenance Motor Vehicle Repair 126 Commodity Codes for Warehouse Purchases These codes are only to be used on the Stores Requisition Form FSAREQN 0950 Cups Paper7Oz 0 PKG 1010 Catalogs A 2230 EnvelopesCatalog7 5X105_______ EA OOO 2815 FormsCheckRequest________
58. ames for each form if you prefer a different description Extracting Banner Forms to Excel Most Banner forms can be extracted to Microsoft Excel This allows you to modify the data to fit the format of your choice Step 1 Select Help on the Menu bar Step 2 While holding the Ctrl key to disable any pop up blockers select Extract Data No Key from the Help drop down menu 2 Utah Valley University PROD Open gt FGITRND File Edit Options Block ltem Record Query Tools aw PE BEMS FI E G Online Help za Detail Transaction Activity FGITRND 8 0 01 nie Help Query Dynamic Help Edit PP II LIA ALA IA E A IAE IDAS IIA ALA AAA ADA AAA AAA IAS IIA Jlduidiidididiidileigididlgidile PAPA APO API LPP A PO PO AP UP Y E Y EP UD Y EY O UY CW OD Y O UP APN O OPD PU AP LUPI PO UP SPP AP PV API PRPP DP A AAA AAA AAA AAA AAA AAA AAA AAA A AAA AA AAA COA Fiscal Year Index Fund C Help Item Properties Program Activity Location Period Query Type Commit Type 7 bd bd id Show Keys X 7 u os 560001 120000 List 600 6 Display Error Display ID Image Increase or Account Organization Program Acti Calendar Document Field Amount Decrease ZEN 660001 600 o6 m Calculator 004273 Correction YTD 1 00 e 520130 660001 1600 23 FE Extract Data with Key 042 Correction YTD 7 492 12 e 520130 660001 600 11 FE SACE ea A da 004224 SL EOM JAN OS
59. ance and Business Services within 30 days of the traveler s return On the form list all expenses eligible for reimbursement attach all Original Itemized receipts and subtract out any travel advance received Both the traveler and the appropriate supervisor must sign the form Supervisors should review Travel Reimbursement Forms before signing Expenses Allowed e Airfare not already paid for by the University e Mileage for University business used on a personal vehicle OR airfare in lieu of mileage whichever is less Hotel room charge Parking shuttle Per diem Public transportation _ 94 e Rental car Expenses NOT Allowed Personal expenses Hotel food charges Hotel movies Hotel bar charges Exercise facilities Personal travel or mileage Laundry charges Telephone charges except one call home per day Reimbursements to the University Any reimbursements to the University should be deposited with the Cashiers Office Deposits should be made to your INDEX code and account code 750015 for out of state travel and account code 750005 for in state travel The deposit receipt should be sent to the Travel Office with the completed travel reimbursement form and other receipts NOTE Do not send checks to the Travel Office _25 Protected Information THIS IS ONLY AN ABREVIATED REFERENCE For the full policy please go to the following URL http www uvu edu policies officialpolicy Protected Information for the
60. annot be written out to individuals This includes UVU employees students and their relatives Checks cannot be written for over the authorized maximum amount Purchasing many items at the same time with more than one check even if you have two invoices or receipts is not acceptable This is the same as using two checks for one purchase When an invoice or receipt is more than the maximum authorized amount the check can only be written for the maximum authorized amount Checks can only be used once per day per vendor The Limited Purchase Check LPC system is designed for small purchases and any requirements over the maximum authorized amount need to be handled by the Procurement Services Checks are not to be written for cash The University is EXEMPT FROM UTAH STATE SALES TAX Do not allow the vendor to charge tax The tax exemption number is printed on the face of the check underneath the second signature line Checks written for food must have proper approvals and documentation Under certain circumstances and stipulations exceptions may be made in writing by Procurement Services Check Copy Returns Within thirty days of use the purchasing copy of the check along with the receipt must be returned to Procurement Services The department copy is retained for the department s records If a check is voided for any reason the entire check check and all copies must be returned to Procurement Services DO NOT KEEP THE CHECK DO N
61. ase Step 3 In the Password field enter your password If you are a new user and this is your first time logging in your password will be your first name i e john for John Smith Step 4 Click Connect NOTE Leave the Database field blank when you login It will default to PROD If for some reason you are unsuccessful in logging in try typing PROD in the Database field NOTE The first time you run Banner from your own computer it will ask you if you want to install an Oracle Initiator program Answer YES and proceed through the installation of this program This is a one time installation If you have a problem loading the Oracle Program and you are using the Netscape browser try using Internet Explorer Test Please use the Test instance FASTTEST for exploration practice and to test functions in Banner as it does not update live information in PROD To access this instance do the following Step 1 Go to the following URL http bannertst uvu edu 7770 forms frmservlet config fasttest Step 2 Complete Steps 2 4 for Logging into PROD shown above NOTE Leave the Database field blank when you login It will default to FASTTEST UVU Banner Online Services UVU Banner Online Services can be accessed through UVLink lt has a different format and different functionality than UV Banner INB Use this system if you need to access Banner information from off campus Approving requisitions is also done easily with
62. ate mileage rate multiplied by the miles driven or at the lowest available airfare which can be obtained through the Travel Office plus airport _22 transportation and reasonable parking fees whichever is less No additional expenses are reimbursed for travel en route The University will reimburse only those expenses incurred had the traveler used a commercial airline Per diem is based on the travel days if you had traveled by plane Rental Cars Rental cars if considered necessary are to be reserved through the Travel Office UVU obtains car rentals through the State Travel Office Rental cars are available for both in state and out of state travel Our State contract includes Reasonable rates Unlimited miles Liability and collision insurance A loss damage waiver No charge for underage drivers No charge for an additional driver Lodging Arrangements Lodging arrangements are to be made by the traveler Hotel deposits will not be paid by the University Please use a travel advance as described above or a personal credit card to guarantee room reservations An itemized lodging receipt is required for reimbursement Credit card receipts are not considered to be sufficient documentation Travelers staying with friends or relatives will be reimbursed 35 per night In this situation please provide the name address and phone number of the person with whom the traveler stayed NOTE All rates are subject to change During the
63. ation regarding the order Document Text can be entered at anytime during the creation of a requisition NOTE Do not use Document Text for information that is specific to a certain item being ordered That information should be entered in tem Text found in the Options menu Item Text works just like Document Text except that it ties the text directly to a specific item WARNING Do not enter protected information in any field when creating a requisition For a list of protected information refer to the Protected Information section of this manual Pg 26 _ 84 A To enter Document Text select Document Text from the Options menu see figure below This will take you to the Procurement Text Entry Form FOAPOXT Ignore all of the information in the first block Oracle Developer Forms Runtime Web Open gt FPAREQN BG MES Block item Record Query Tools Help aw Becton ala EA fm ba A EB Seo ET aT eT I X rei coduvestovDellvery Information on FPAREON AAAA e 3 NI Vendor Information Commodity Accounting Information Requisi q SIN suspense Balancing Completion Transaction Date 4 1 MAR 2009 E In Suspense Comments Document Text 0 00 Accounting Total 0 00 i Document Level Accounting B Next Block Ctrl Page Down to the Text fields see figure below or select the first Text field with your mouse amp Oracle Developer Forms Runtime Web Open gt FPAREQN FOAPOXT BG File Edit Options Bl
64. c parking tickets received in a University vehicle Special Instructions for Gifts Prizes and Awards e Properly approved gifts prizes and awards that are taxable for employees must be reported using a Payroll Action Form PAF 10 e Any gift prize or award to a non employee greater than or equal to 600 00 per year requires completion of a W 9 by the recipient NOTE For more detail regarding appropriate expenditures listed and not listed please refer to UVU Expenditure Policy Section 204 Appropriateness of Expenditures Food Expenditures Food Expenditures Requiring Vice Presidential Approval e One faculty or staff social per year per organizational unit e Institution wide employee functions events President and or VP Food Expenditure Requiring Second Level Approval Institutional meeting event limited to Institutional employees Food Expenditures Requiring Associate VP Dean or Assistant VP Approval e Institution recognition awards academic programs e Reasonable food candy for welcoming recruiting purposes Food Expenditures Requiring Responsible Party Approval e Light refreshments for staff meetings e Retirement and going away receptions for employees leaving the University Inappropriate Food Expenditures e Refreshments for meetings receptions or waiting areas without an Institutional business purpose e Breakarea food refreshments e Food refreshments for baby showers wedding showers and birthday part
65. count F ne 7 A ka kd Additional 0 00 FURNITURE BLack metal bookcase 5 shelf 30x1 x72 O CommodityText Tax gc item Text Commodity Line Total 246 00 A B Add Commodity Document Commodity Total o pT Distribute A Inthe Commodity field enter the commodity code of the item you are requesting Commodity codes default the appropriate Expense ACC codes to assign to each purchase Entering commodity codes will also _ 89 ensure that your requisition is forwarded to the appropriate purchasing agent saving time To look up commodity codes go to the Commodit odes for General Purchases section in the Appendix Pg 125 or go to Procurement Services website NOTE Never use a stock Warehouse commodity code on a requisition to an outside vendor Doing so will increase the warehouse inventory After you enter a commodity code the Description field will populate with a default description Replace the default description with a description of the item you wish to purchase Failure to include sufficient information will cause the requisition to be delayed This field is limited to 50 characters For a longer description use Item Text found in the Options menu Please include as much information regarding the item as possible WARNING Do not enter protected information in any field when creating a requisition For a list of protected information refer to the Protected Information section of t
66. ct Media Services ext 6700 Furniture may only be purchased with a Purchase Order This includes but is not limited to roll around file cabinets book cases clocks and desktop lamps Furniture Blinds Clocks Lamps Any construction room changes must be approved by the Space Committee and be coordinated with the Planning Office This includes anything being attached to a wall All printing jobs over 500 00 must be handled through Printing Services ext 8415 Construction Room Changes 21 Travel Guidelines THIS IS ONLY AN ABBREVIATED REFERENCE For the full policy please go to the following URL http www uvu edu policies officialpolicy NOTE Travel forms are not available on line Please order these forms from the arehouse using the Stores Requisition Form FSAREQN in Banner see the Commodity Codes for Warehouse Purchases section Pg 127 for travel form commodity codes Please include your Banner Finance INDEX code on all travel forms NOTE For questions and concerns contact the Travel Office at ext 8965 e mail travel uvu edu or mail stop 109 Please ask questions BEFORE the trip This will help you avoid reimbursement problems after travel has been completed Before Travel Travel Authorization A Travel Authorization Form must be completed and approved by an appropriate supervisor for all overnight and out of state travel The form MUST be sent to the Travel Office before any travel arrangements are
67. d of the fiscal year To determine the amount available to spend use the Soft Money Summary or the Manager s Summary weekly reports e mailed to the responsible party You can also look at FGITBSR in Banner bee Pg 68 Budgets are entered on regular Soft Money INDEX codes to be used by the requisition system in Banner The budget entered may be based on the actual Fund Balance or may be estimated The budget should not be viewed as an accurate indicator of funds available it is only used for NSF Non Sufficient Funds checking when processing a requisition See the Soft Budgeted INDEX Codes section below for different information about those budgets Soft Money INDEX codes have a unique FUND that is used only for that INDEX code and any related INDEX codes using a different ACTV code Soft Budgeted INDEX Codes Soft Money INDEX codes that do use budgets to determine the available balance are called Soft Budgeted INDEX codes One group of Soft Budgeted INDEX codes use a common FUND and several ORG codes similar to Hard Money This group includes Institutional Interest Income III Student Fee Revenue Athletic Fee Revenue and some grants e e Another group of Soft Budgeted INDEX codes represent Federal and State Grants Because many of these grants operate on a reimbursement basis a budget is used to indicate the total funds that are available to receive reimbursement or that have been awarded e To determine the amount available to
68. de Description CAIRCRAFT Aircraft CAPART Works of Art Historical Treasures CAUDIOVIS Audio Visual Equip CDATAPRO Data Process Equip Computers CINSTEQP Instructional Equip CMISCEQP Misc Equipment CMOTVEH Motor Vehicles COFFEQP 770035 Office Equipment CBLDGS 770040 Buildings Additions Major Imp CINFRAS Infrastructure CLANDIMP Land Improvements Depreciable CLANDIMPN Land Improvements Non Depreciable CLANDPUR Land Purchases CLEASES 770060 Leases A These codes are for non capital leases LEASEBLD 720355 Lease Payments Buildings LEASEEQP 720360 Lease Payments Equipment LEASEOTH 720365 Lease Payments Other 128 Account ACC Codes Revenue Account Codes Senior Citizens FEE REVENUE OTHER 520505 520515 Athletic Fee Spring 520120 Financial Aid Repay 129 Activity Fees 130 INTRACAMPUS REVENUE CONTINUED OTHER REVENUE CONTINUED 582067 Telephone Services Intra campus 560938 Signs 582070 Transfers Intra Campus 560941 582073 UVSC Net Intra Campus 580005 Interest Income 582076 Warehouse Intra Campus 580010 Gains Losses Expense Account Codes 582xxx revenue account code 7 630801 LT Disability Insurance 2002 Luncheons Receptions Intra Campus 630901 Indemnity Insurance 2002 Maintenance Remodeling Intra Campus 631001 Health Insurance 720031 Misc Intra Campus charges 7 632002 UVSC Employee Dental Claims 2004 Printing Intra Campus 633002 Benefit Plans Fees 2004 Publicity
69. de of the form under the Decrease Fund Balance heading Step 4 Next to that INDEX under the Banner Exp Rev Account heading put the appropriate Intercampus Expense ACC code NOTE A list of all Intercampus Revenue and Expense ACC codes hat can be used with this form is available on Finance and Business Services website Please do not use ACC codes that are not on this list 74 Step 5 Step 6 Step 7 Step 8 Put the INDEX that is making the charge on the left side of the form under the Increase Fund Balance heading Put the appropriate Intercampus Revenue ACC code from the Account Codes list next to that INDEX under the Banner Exp Rev Account heading NOTE Revenue ACC codes cannot be used with Hard INDEXes For Hard INDEXes use the same Intercampus Expense ACC code on both sides of the form under the Banner Exp Rev Account heading In the Reason box state that you are charging another INDEX and what the charge is for Complete the form and send it to Finance and Business Services _75 Using the Intercampus Billing System For regular departmental billings the Intercampus Billing System can be utilized to enter transactions directly into Banner This will save you the time of filling out paper forms and keep your Banner records up to date To gain access to the Intercampus Billing System contact Jacob Aitkin at ext 8576 You will receive a URL which will direct you to the syst
70. don t know your roll up ORG code Roll up ORG Code ORG Department Title STOP In addition to or instead of a roll up ORG list specific INDEX Codes to grant PLEASE READ access to Use this section to grant access to an INDEX Code that is not INSTRUCTIONS _ included in the roll up ORG code listed above or if no roll up access is CAREFULLY desired Most users will not need to complete this section BEFORE COMPLETING THIS SECTION Approval must be signed by the responsible party of all ORG INDEX Codes listed or by someone higher in the organizational structure Printed Name of Responsible Party Signature of Responsible Party Date Signed If this form is e mailed from the person authorized to sign that can be used as an electronic signature Submit form to Jacob Atkin MS 109k or jacob atkin uvu edu FOR OFFICE USE ONLY FOMPROF Web ID UVU Ship To REVISED 6 30 08 BANSECR COA U ORG Default ORG Sec GOATPAD All Req Bud Master FUND Ext amp E mail FUND Sec GOATPAC Banner Finance Request for New Banner INDEX Code This is an electronic form Complete it by typing in the gray sections Use the tab key to move from field to field Print to sign and submit It may also be printed and used as a blank form If this form is e mailed from the person authorized to sign that can be used as an electronic signature Responsible Party UV ID Department Supervisor Banner Username This is the same as your Novel
71. e specific INDEX code s and their accompanying INDEX title s under the INDEX Code and INDEX Title headings see figure below STOP In addition to or instead of a roll up ORG list specific INDEX Codes to grant PLEASE READ accessto Use this section to grant access to an INDEX Code that is not INSTRUCTIONS included in the roll up ORG code listed above or if no roll up access is CAREFULLY desired Most users will not need to complete this section BEFORE COMPLETING INDEX INDEX Title INDEX INDEX Title THIS SECTION Code Code NOTE Most users will not need to complete this section The following are examples of situations when you would need this access e Youwork with another department that wants to share access to a specific INDEX Code with you e The department supervisor does not want you to have access to all budgets for that department but just specific ones Step 6 In the Approval section of the form have the responsible party over all the ORG INDEX codes listed on the form or someone higher in the organizational structure sign and date the form see figure below Approval must be signed by the responsible party of all ORG NDEX Codes listed or by someone higher in the organizational structure Printed Name of Responsible Party Signature of Responsible Party Date Signed NOTE The Approval section must be signed by the responsible parties of all ORGS INDEX Codes listed on the form If this form is e mailed
72. e from shipment Along with the monthly statement and documentation it is advised that you use the Purchasing Card Log of Transactions to help keep track of their records The Purchasing Card Log of Transactions becomes an ongoing record of information about the transactions made on your card The form is simple and easy to use and will require a minimum amount of time to maintain Card Maintenance Security You are responsible for the security of your card and the transactions made with the card The card is issued in your name and it will be assumed that any purchases made with the card have been made by you The Purchasing Card is UVU s property and should be secured just as you would secure your personal credit cards lf your card is lost or stolen notify the 18 Purchasing Card Administrator and contact U S Bank Customer Service at 1 300 344 5696 immediately Upon receipt of your call further use of the card will be blocked Prompt action in these circumstances can reduce UVU s liability for fraudulent charges In addition to your responsibility for the security of your card you are also responsible for all purchases made on your card To avoid purchases that may be violations and also because some vendors will only accept the card if you are the one presenting it to them you should be the only person using your card Personal Credit The Purchasing Card in no way affects your personal credit As such we do not require your
73. ed funds revenues and that begins with an alpha character and ends with five numeric characters 113 Forms sil Utah Valley University Budget Transfer Request Date Reference MI inilar Nama Banner Index Banner AGUA NI Index Name Banner Index Banner One Time Number Account Number Account Permanent Reason Signatures Submitted By Administrator responsible party or administrator of source accounts Budget Office Amounts to rounded to nearest dollar Please specify where transfer is one time or permanent one time P permanent Budget transfers can only be made between hard money indexes Indexes are all numerical All other transfer need to made with a journal voucher Contact Business Office ext 8294 All transfers made to hourly or salary funds must include the appropriate transfer to benefits Questions contact Budget Office ext 8516 Banner accounts are salary hourly benefits current travel and capital LIVI j UTAH YALLEY UNIVERSITY DEPARTMENTAL DEPOSIT FORM GRAND TOTAL GUIDELINES FOR PREPARATION Deposits should be submitted daily and contained in sealed envelopes or money bags VVVV WV All deposits must include a completed copy of this form Date Prepared BUS SERVICES VALIDATION Date Received Date Entered Amount Initials Receipt Number RECAP OF DEPOSIT CURRENCY 100 s 50 S 20 S 10 S 5 S 2 S 1 S GRAND TOTAL Checks included in t
74. ed Financial Reports Plant Funds COA Setup 8108 Troy James Grants GONTA eana id idea 8958 Mike Jones Treasury Services Campus ID Card 8291 Scott Wood Auxiliaries Accounts Payable Travel 8822 ACCOUNTS PAYABLE Jeannette Hall Payables Check Requests Contractual Services 8963 ACCOUNTS RECEIVABLE Rozanne Russell Billings Payment Receipts Sponsored Students 8961 COLLECTIONS Lynn Siemer Short Term Payment Plans Returned Checks Perkins Loans Trust AGGOUNIS naar doit acaso 8611 COMPUTER SHOP Computer Upgrades REpaifS ee 7094 MAIL SERVICES USPS UPS FedEx Bulk Mail Intra Campus Mail 8181 PAYROLL Main Office Paychecks Direct Deposit Withholdings Advances 8841 Gary Griffin A eeie 8290 PROCUREMENT SERVICES Main Office Requisitions Purchase Orders Bids Sole Source Limited Purchase CHECKkS series ie a 8301 Ryan Lindstrom Director of Procurement SErvices 8303 Jeana Miner Assistant Director of Procurement Services 8429 P Card Office P Card Audits P Card Tra
75. ed and used as a blank form If this form is e mailed from the person authorized to sign that can be used as an electronic signature Name Department Banner Username This is the same as your Novell username Date Mailstop Extension Changing the title of an INDEX will also change the corresponding FUND or ORG title associated with it psa Current Title New Title Requested 35 char max Effective date of changes requested Approval must be signed by responsible parties of all ORGS FUNDS INDEXES listed or by someone higher in the organizational structure Printed Name of Responsible Party Signature of Responsible Party Date If this form is e mailed from the person authorized to sign that can be used as an electronic signature Submit form to Wendy Hope MS 109 or hopewe uvu edu For questions send e mail or call 863 8108 Commodity Codes Commodity Codes for General Purchases Please DO NOT create new commodity codes Description Advertising and Publicity Audio Visual Supplies Auto Parts Awards and Gifts Building Materials Improvement Building Maintenance and Repairs Books and Publishing non Library Books and Publishing Library BUSES 720805 Buses Chemicals Clothing Uniforms Clothing Uniforms Instructional Computer Hardware Parts Computer Network Parts Conf Seminars Off Campus Copying Costs Off Campus Electrical Supplies Entry Fees Equipment Maintenance Equipment Rep
76. em see figure below UVU Banner Billing ATKINJA BANBILL11 Windows Internet Explorer http nsn uvsc edu nsn bit Facilbit bas ATKINJA gt BANBILL11 Description Amount Transaction Process Approval Notification Debit Index Credit Index None Account None v Add To Invoice Reset Fields Save And Exit Submitto Banner View Current Transactions View Past Transactions Delete NETWORK FEE P0045675 13222 720007 100 00 NOTIFICATION WILLIAM ERB STD INSURANCE FEES COMP NETWORK PARTS INTRA CAMPUS Delete NETWORK FEE P0045660 723001 720007 100 00 NOTIFICATION EDDIE SORENSEN IT SYSTEMS OPERATIONS COMP NETWORK PARTS INTRA CAMPUS Delete 51510T 720007 NOTIFICATION STUDENT FEEDISCRETIONARY COMP NETWORK PARTS INTRA CAMPUS Delete 51510T 720007 NOTIFICATION STUDENT FEE DISCRETIONARY COMP NETWORK PARTS INTRA CAMPUS Delete NETWORK FEE P0045528 731504 720007 NOTIFICATION CLINT MOSER ADVISOR TRAINING COMP NETWORK PARTS INTRA CAMPUS Delete NETWORK FEE R0050393 F50269 100 00 NOTIFICATION FORREST WILLIAMS UC BASIC COMP LAB ACCESS FEE COMP NETWORK PARTS INTRA CAMPUS Delete NETWORK FEE R0050351 731001 720007 E70180 100 00 NOTIFICATION PAULA TIBBITTS ACADEMIC ADVISEMENT COMP NETWORK PARTS INTRA CAMPUS usa MANTTETA ATTO NOU ADATT MOAT CEODITFES CONAM NOTWIADY NADTS MTOA FSirmMmMre Internet 100 Creating a Billing Step 1 Fill in the following fields UVU Bann
77. ent Type REQ Requisition Document Code Rone e 0049246 R a E F E i Ul Of AO Ul a LU E E C U DEE If in the Document History Form FOIDOCH the Status field in the Requisition box is C see figure above the Document Approval Form FOAAINP will show the queues in 102 which the requisition is awaiting approval Navigate to the Document Approval Form FOAAINP Step 1 Inthe Document field enter the requisition number Step 2 Next Block CTRL Page Down The approval queues through which a requisition must pass are listed on the left hand side of the form see figure below The individuals authorized to approve requisitions within each queue are listed on the right hand side and may be listed on several different levels One person in each queue must approve the requisition before it is forwarded to Procurement Services amp Oracle Developer Forms Runtime Web Open gt FOAAINP File Edit Options Block ltem Record Quer Tools Help AYR SER PT HBB amp e al S 1 Bl mw ce Sl Ff ivelx per E E AE A A A A J D ocume rit SNO rowal Fi 14 M F an 1 B 4 M N E My A TA O ee a la a ala a a ea la a ala LI pa ES JOC ENT Ab Aro ys AA o U Low Ra Oooo a ae a ae eo fe lane ee a ia neo go eco to e e ela ele tenia on Oo aja ian ala ao oe ooo ooo oo A Document RO048406 Type REQ e Change Sequence ta Submission Po Queue Queue Queue Approval ID De
78. equisitions list the INDEX code next to the INDEX Code to default for requisitions heading see figure below INDEX Code to default for requisitions Optional INDEX that you would use most often NOTE The ORG code associated with this INDEX code will be entered as a default on the Banner Requisition Form FPAREGN NOTE If you leave this area blank you will have to enter an ORG code every time you submit a requisition The INDEX code to use for the requisition can always be changed even if a default is set Step 4 If you need access to all current and future INDEX codes in a department or area roll up ORG access in the fourth section enter your ORG code and your department s name in the Roll uo ORG Code and ORG Department Title columns see figure below If you only need access to a specific INDEX Code s skip this step and go to Step 5 see figure below If you need access to all current and future INDEX codes for a department or area complete this section Contact Jacob Atkin x8576 con a e if you don t know your roll up ORG code Roll up ORG Code A i NOTE If you do not know what the roll up ORG code is for your department contact Jacob Atkin jacob atkin uvu edu ext 8576 Step 5 If you only need access to some of your ORG s INDEX Codes or you need access to INDEX Codes in addition to those attached to the roll up ORG code you specified in Step 4 then in the fifth section enter the id
79. er Billing ATKINJA BANBILL11 Windows Internet Explorer E http nsn uvsc eduj nsn bit Facilbit bas 4TKINIJA BANBILL1 1 lt Es Description A 1PSHOP NETWORK FEE Amount 100 lo B Transaction Process Approval Notification C Debit Index D 600000 Credit Index S13234 Computer Shop Y E Account Y F Add To Invoice Reset Fields Save And Exit 76 Step 2 Step 3 A B C u Enter the description of the charge in the Description field This is the description that will show up in Banner Itis limited to 35 characters Enter the amount of the charge in the Amount field To the right of the Transaction Process heading select Approval to ask for the approval of the responsible party for the INDEX being charged before completing the transaction or select Notification to notify the responsible party of the billing without asking for approval NOTE These messages are sent via e mail In the Debit INDEX field enter the INDEX code to be billed To select the INDEX code to receive the funds click the Drop Down Menu button next to the Credit INDEX field and select the appropriate INDEX code To select the ACC code to be charged click the Drop Down Menu button E next to the Account field and select the appropriate ACC code lf needed you can add transactions to the invoice A B Click the Add to Invoice button Repeat Step 1 for each
80. erence between the Balance and Should Be lines on the Over Short line H Complete the Comments box Sign the form and have your co preparer sign the form After the cash receipts have been deposited an individual independent from Steps 1 3 should do the following A Verify that the correct amount has been posted to Banner NOTE The amount posted to Banner should be equal to the amount in the Less Sales line B Sign and date the form in the Reconciliation of Deposit Amount to Banner Entry box Departmental Deposits Cash receipts are credited to your Banner INDEX after being deposited with the Cashiers Office Deposits can be made in person or placed in the night depository The following guidelines should be used when preparing your deposit for submission to the Cashiers Office e All deposits must include a completed copy of the Departmental Deposit Form his form is available on the Cashiers Office website and in the Forms Section of his manual Pg 114 e All deposits should be contained in sealed envelopes or money bags dated and labeled with your department name and mail code e Checks included in the deposit must be properly endorsed and accompanied by an adding machine tape which supports the CHECKS TOTAL on the deposit form e Amounts from credit debit card sales must be accompanied by a settlement report which supports the CREDIT CARD TOTAL on the deposit form e All deposits should be checked by two individuals prio
81. ers and encumbered amounts To see all current encumbrances for a given INDEX Code navigate to the Organization Budget Status Form FGIBDST Step 1 Complete Steps 1 3 of the Querying Transactions Summarized by Account FGIBDST section Pg 59 Step 2 On the Organization Budget Status Form FGIBDST in the Options menu select Organization Encumbrances All outstanding encumbrances for the indicated INDEX will be listed see figure below amp Utah Valley University PROD Open gt FGIBDST FGIOENC DO File Edit Options Block Item Record Query Tools Help ORACLE BA AAR RI SPEKI gis ME EC SB Ol fe a Organizational Encumbrance List FGIOENC 8 0 0 1 PROD oro af X Ml Chart lu gt Index e Organization 243001 Music Fiscal Year oa e Fund 120000 Ra State Education and General Encumbrance Vendor Item Acct Prog Acty Locn Amount Commit Type NASM o 720544 100 65 00 lu P0039346 Educational Music Services a 720270 1100 5147 U P0041120 Summerhays Music Center Orem o 720270 100 i 002 lu P0041379 UKS Music o 720270 100 950 00 lu Poo41600 VanYWagenen 0 720270 1100 35 00 U P0042940 Utah Music Educators Association o 720605 100 765 00 lu P0043038 Educational Music Services o 720270 400 135 75 lu P0043145 Lyon and Healy West o 720270 100 65 00 U P0044987 Backbests o 720215 400 585 00 lu P004
82. ery Tools Help BOA 424 a 2 PRBS aA S HR Dh IEA IEI21O121x Requisition IROOSO 82 Order Date WAR 2009 E Transaction Date 4 1 MAR 2009 E In Suspense Delivery Date 25 MAR 2009 E Comments Document Text Commodity Total 0 00 Accounting Total 0 00 i Document Level Accounting vendor Information CommoditwAccaunting Balancing oampletion RequestonDelivery Information step 7 At this point a requisition number is assigned Your requisition number is visible in the Requisition field see figure above Write this number down in case you need to refer to it in the future Step 8 Choose a cost allocation method Document or Commodity Level Accounting Oracle Developer Forms Runtime Web Open gt FPAREQN File Edit Options Block Item Record Quer Tools Help Requisition NEXT Order Date 22 JAN 2000 E Transaction Date 22 JAN 2009 E in Suspense Delivery Date 22 JAN 2009 E Comments Document Text Commodity Total 0 00 Accounting Total 0 00 i Document Level Accounting A D A To allocate the total dollar amount of your requisition to one INDEX see example below choose Document Accounting by leaving the Document Level Accounting box checked see figure above tem 1 29 00 tem 2 20 00 Item 3 9 00 Total 160 00 Index 1 B To allocate the total dollar amount to multiple INDEXes based on percent or arbitrary dollar amounts see example below choose Document Accounting by
83. ething in return for payment and providing specifications and quantities Purchasing Card P Card A purchasing option for low dollar purchases Personnel Action Form PAF A Human Resource related form stating how and what an employee will be paid Post Requisitions that are completed go to the Banner posting process This is when Banner adjusts the budget Posting is done every few minutes automatically Previous Block The previous information area that has at least on entry field If the previous area is another window then that window is opened Previous Field Moves the cursor to the previous entry field in the current block Previous Record Moves the cursor to the first entry field in the previous record Record All information displayed in the window for an item Rollback A Toolbar button which clears all information and returns you to the first entry field Requisition An authoritative or formal request for something to be done given Supplied etc Show Keys A Help option on the Menu Bar which displays a list of keystroke options for any open form Soft Budgeted INDEX An INDEX code category which represents non appropriated funds revenues which have been distributed to multiple budget units in the form of budgets These codes usually start with five numeric characters and end with an alpha character Soft Money INDEX An INDEX code category which represents non appropriat
84. ewe uvu edu ext 8108 NOTE If this form is e mailed from the person authorized to sign that acts as an electronic signature _ 44 Banner Finance Request for Change to INDEX Code Title Form The Banner Inance Request for Change to INDEX Code Title Form is used for changing the title of an INDEX Code To fill out this form do the following Step 1 In the top section enter your personal information see figure below Department Banner Username This is the same as your Novell username Mailstop Extension Step 2 In the middle section of this form do the following see figure below Changing the title of an INDEX will also change the corresponding FUND or ORG title associated with it pal New Title Requested 35 char max Effective date of changes requested D A In the INDEX Code column enter the INDEX Code s for which you wish to change the title s B In the Current Title column enter the current title s of the INDEX Code s C In the New Title Requested column enter the new title s NOTE INDEX Code titles are limited to 35 characters _45 D On the line next to the Effective date of changes requested heading enter the date you wish the title s to be changed Step 3 In the Approval section of the form have the form signed and dated by the responsible party over the INDEX Codes listed on the form and over the ORG FUNDs associated with those INDEX Codes or have someone
85. faults in the Original User ID field Step 2 Enter REQ in the Document Type field Step 3 Change the Status field to Completed Step 4 Next Block CTRL Page Down Step 5 A list of documents meeting the specified criteria will be listed Locate the document you wish to deny and click the Deny Document button Deleting Incomplete Requisitions FPAREQN To delete a requisition that is still in process navigate to the Requisition Form FPAREQN NOTE If the requisition has been completed but not approved first set the requisition to incomplete status See Denying a Requisition FOADOCU Pg 95 step 1 Inthe Requisition field enter the requisition number you wish to delete This number should be an R 0 zero 0 zero and the five digit number i e R0027722 Step 2 Next Block CTRL Page Down Step 3 Goto the Record menu and select Remove click the Record Remove button on the Toolbar or press CTRL F6 on the keyboard _ 06 5 Oracle Developer Forms Runtime Web Open gt FPAREQN File Edit Options Block Item Acida Quer Tools Help Rees arie Bima a SB i Seok ce aT eT eI eX d Her O o a E Requisition Entry Regue Scroll Up T Bla Requisition Ste ps 3 amp 4 Order Date Transaction Date 30 MAR 2009 E In Suspense Delivery Date 3 Comments Document Text Commodity Total Duplicate 246 00 Accounting Total ADO Lock i Document Level Accounting Ste
86. field enter the percentage in the Extended field and press Enter on the keyboard d Press the down arrow to get to the next record e Repeat steps a and b or c for each INDEX For the last INDEX entered the remaining balance will automatically populate the Extended field NOTE Never leave a zero dollar amount line on an INDEX or you will have to recreate the requisition If you need to delete a line of accounting information FOAPAL string highlight the INDEX and click Remove in the Record menu see figure below _Q 2 Oracle Developer Forms Runtime Web Open gt FPAREQN Ele Est options Block tem ERA Quer Tools Help AWE A Em E eius Aa Al gap Sol el eT SIX Mext scroll Up asaction Date 4 1 MAR 2003 E In Suspense F Insert ainments Document Text Commodity Total adicto 00 Accounting Total 0 00 Lock i Document Level Accounting H Requisition Entre Commodity Requisition Order Date Delivery Date 25 MA Step 12 Next Block to the Balancing Completion block NOTE Once you get to this tab the requisition will automatically encumber funds whether you complete it or not If you decide not to process the requisition you will need to delete it in order to release the encumbrance of funds see Deleting Incomplete Requisitions FPAREQN Pg 96 RequestonDelivery Information Vendor Information CommoditwAccounting Balancing lompletion Vendor Fe Requestor Richard saron Cook COA
87. g time by a few days Step 1 Complete Steps 1 3 of the Querying Transactions Summarized by Account FGIBDST section Pg 59 Step 2 On the Organization Budget Status Form FGIBDST in the Options menu select Budget Summary Information see figure below This will take you to the Organization Budget Summary Form FGIBSUM 2 Oracle Developer Forms Runtime Web Open gt FGIBDST DO re a a z A Y RA MALI PPPPPPPPPPPPPPPPPPPPPPPLPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPPLPPPPPPPPPPPPPPPI Y Y A Vasi Or ani pa 0 0 1 BANNERS PPP AS NA IAS A AA D AAA dl dd DADI A SAA AS IE OP CP LP GOP DP EP ASA AE AI AG GN AI A ES AAA LP LP Cr AP Cr IIA ar av UP OP OF LP or x L A AO A LEA AO A 4 a Ad AN de A Ae aed al a AA EA SALIA TUE ESE ASES EAS a Bl Bs di de de ee all du dl du gel al del Bel ae AE SAO ATA ES ASIS di di a a AS AAA al a Bl AO Al al AI a IEA ALI I el ae A Format Display Preferences A Chart Organization 243001 v Music Fiscal Year 09 v Fund 120000 State Education and General Index 243001 gt Program 100 Y Instruction Cl Query Specific Account Account Step 3 In the Available Balance column on the far right of the form each budget s Available Balance will be shown see figure below Simply add the amounts in this column to arrive at the Total Available Balance for the INDEX amp Utah Valley University PROD Open gt FGIBDST FGIBSUM DO File
88. gnature of Responsible Party Step 4 Follow any special instructions given next to the INDEX code type selected in Step 2 Al Step 5 Submit the form to Wendy Hope MS 109 hopewe uvu edu ext 8108 or for a grant INDEX Code submit the form to Nancy Bartlett MS 272 nancy bartlett uvu edu ext 8156 Banner Finance Request for Customized Approval Queue Form The Banner inance Request for Customized Approval Queue Form Is used for adding approvers to requisition approval queues To fill out this form do the following Step 1 In the top section enter your personal information see figure below Name Department Banner Username This is the same as your Novell username Mailstop Extension Step 2 Under the REQUEST FOR ADDITIONAL USERS TO BE ADDED AS APPROVERS heading enter the following information see figure below 4 Standard approval queues will route requisitions to be approved by the responsible party If it is a request requiring VP approval they will route to the VP after the department approval Contact Wendy Hope hopewe uvu edu 863 8108 to find out your approval queue ID REQUEST FOR ADDITIONAL USERS TO BE ADDED AS APPROVERS Banner Approval Maximum Co Approver or Username Dollar Limit Backup saline ES y _ Co P Back AB ee _ co Ba TT eo ak Y A Inthe Banner Username column enter the additional approvers Banner usernames In the Approval Queue ID col
89. he deposit must be properly endorsed Include department name and Index with endorsement Checks included in the deposit must be accompanied by an adding machine tape which supports the CHECKS TOTAL in the RECAP OF DEPOSIT The bankcard amount must be accompanied by a settlement report which supports the CREDIT CARD TOTAL in the RECAP OF DEPOSIT STATE LAW REQUIRES THE UNIVERSITY TO DEPOSIT ALL CASH RECEIPTS WITH ITS BANK WITHIN THREE WORKING DAYS TO BE IN COMPLIANCE ALL DEPARTMENTS MUST DELIVER THEIR DAILY RECEIPTS TO THE UVU CASHIER BY THE FOLLOWING WORKING DAY IVI A Request Date Li W hd UNIVERSITY Journal Voucher Increase Fund Balance Decrease Fund Balance Banner Index Banner Exp Rev Banner Index Banner Exp Rev H Index Name Amount Index Name Number Account Number Account Reason submitted by Print Name Signature Administrator Name responsible party or administrator of soume accounts Internal use only Reference Date Redistribution Form Name BANNER ID Department Extension Employee Position and Suffix From Pay Period Date __ To Pay Period Date or AMT INDEX FUND ORG ACCT PROG INCORRECT CORRECT From Pay Period Date __ To Pay Period Date or AMT INDEX FUND ORG ACCT PROG INCORRECT CORRECT From Pay Period Date __ To Pay Period Date or AMT INDEX FUND ORG ACCT PROG INCORRECT CORRECT Budget Approval Date Department Approval Date _ FOR OFFICE USE ONLY RECEIVED PROCESSED B
90. higher in the organizational structure sign and date the form see figure below Approval must be signed by respons ble parties of all ORGS FUNDS INDEXES listed or by someone higher in the organizational structure Printed Name of Responsible Party Signature of Responsible Party Date Step 4 Submit the form to Wendy Hope MS 109 hopewe uvu edu ext 8108 NOTE If this form is e mailed from the person authorized to sign that acts as an electronic signature Logging into Banner There are two ways to access Banner information UV Internet Native Banner UV Banner INB and UVU Banner Online Services UV Banner INB UV Banner INB is the most common way to access Banner This is where most of your work with Banner Finance will be performed There are several instances copies of Banner each with a different purpose and login procedure Definitions and login procedures for the Production and Test instances are described below Production The Production instance PROD updates live data This instance is where you will perform your work To access PROD do the following Step 1 Go to the following URL http uvaps uvu edu 7770 forms frmservlet config prod Step 2 On the Logon window that appears see figure below in the Username field enter your user name Your Banner user name is the same as your Novell username i e SMITHJO for John Smith _ 46 Logan Username ismithJO Password fae Datab
91. his manual Pg 26 In the U M field enter the Unit of Measure The most common is each EA Click the Search button_ next to the U M field for a list of more choices In the Quantity field enter the quantity of the item you want based on the Unit of Measure selected In the Unit Price field enter the dollar amount of the item requested If you are unsure of the exact price enter your best approximation please indicate that this is an approximate price in the Item Text Requisitions encumber funds in Banner Requisitions with zero line amounts will post but they will not process into POs These requisitions will need to be cancelled and recreated If your order includes free items list them in Document Text See step 3 In the Discount field enter any special discount Do not enter vendor terms here i e 2 net 10 Accounts Payable will receive that information on the invoice lf you are using Document Accounting to enter another item select Next Record Down Arrow and repeat Step 9 If you are using Commodity Accounting repeat Steps 9 11 for each item Step 10 Next Block Ctrl Page Down to the Accounting block Step 11 Allocate the cost of the requisition in the Accounting block see figure below _ 90 FOAPAL of O Remaining Commodity Amount 246 00 NSF Override NSE Suspense B Extended COA Year Index Fund Orgn Acct Prog Actv Locn Proj Discount L 7
92. ice prior to making any departmental purchases with the funds NOTE Making purchases directly from cash receipts is a violation of the University s procurement policy e State law requires the University to deposit all cash receipts with its bank within three working days To be in compliance all departments MUST deliver their daily cash receipts to the Cashiers Office by the following working day e All deposits should be made at the Cashiers Office never to an outside bank account e Backup documentation for all cash receipts and deposits should be retained for seven years 1 e six years plus the current year Reconciliation Once all sales are final receipts tickets should be promptly reconciled to cash receipts preferably immediately after the sales by two individuals using the Change Fund Reconciliation Form available in the Forms section of this manual Pg 114 To fill out this form do the following Step 1 Total the cash receipts under the Funds on Hand and Total headings see figure below NOTE Steps 1 3 are to be completed by two individuals A Total all bills by denomination on their respective lines under the Funds on Hand heading B Enter the sum of all the bill denomination amounts under the Total heading on the first line be Total all coins by denomination on their respective lines under the Funds on Hand heading D Enter the sum of all the coin denomination amounts under the Total headi
93. icular ACCOUNT navigate to the Organization Budget Status Form FGIBDST Step 1 Complete Steps 1 3 of the Querying Transactions Summarized by Account FGIBDST section Pg 59 step 2 In the second block of the Organization Budget Status Form FGIBDST select the appropriate ACC code from the Account column Make sure the cursor stays in the Account column see figure below amp Utah Valley University PROD Open gt FGIBDST BG File Edit felaigem Block Item Record Query Tools Help ORACLE gotat rirfemaati Aa ck SET BT OI xX 0 0 1 PROD ooo ooo ooo ooo ooo at DO zm Chart i Organization 243001 iv Music Fiscal Year o fe Fund 120000 iv State Education and General Index 243001 gt Program 100 Instruction Cl Query Specific Account Account ll M Include Revenue Accounts Account Type 5 Activity v Commit Type Both Location e Account Type Title Adjusted Budget YTD Activity Commitments Available Balance 720215 E Equipment Instructional 0 00 7 062 90 585 00 7 647 90 E Instructional supplies 0 00 5 576 66 2 063 24 7 639 90 A Se SOT E Services Contract 1099 0 00 1 708 00 0 00 1 708 00 E Services Other 0 00 0 69 0 00 0 69 720505 E Advertising and Publicity 0 00 0 00 765 00 765 00 720514 E Computer Software 0 00 1 366 61 0 00 1 366 61 720535 E Limited Purchase Exp 0 00 25717 0 00 257 17 Step 3 Select Transacti
94. ies NOTE For more detail regarding appropriate food expenditures listed and not listed please refer to UVU Expenditure Policy Expenditure Policy B 1 4 NOTE If you hold an on campus event anywhere other than at the McKay Events Center food for the event MUST be purchased from UVU Dining Services 11 Procurement Guidelines THIS IS ONLY AN ABBREVIATED REFERENCE For the full policy please go to the following URL http www uvu edu policies officialpolicy Requisitions Requests for Purchase Order Requisitions are used to request products and or services from vendors A requisition must be submitted through Banner for all purchases except those being made with a Limited Purchase Check or a Purchasing Card In order to comply with Utah State and UVU policy the requisition must be approved and the purchase order completed prior to ordering any materials or services It is very important that your requisition include all the information necessary to place the order Not doing so could slow down the process considerably Please be sure to include all vendor information as well as detailed specifications of the item to be purchased including quantity WARNING Do not enter protected information in any field when creating a requisition For a list of protected information refer to the Protected Information section of thi manual Pg 26 Bid Limit If the total purchase including freight charges will exceed 2 999 a
95. ing The Sole Source Justification Form can be found on the Procurement Services website Procurement Services will search the market in an attempt to confirm the validity of the sole source request Procurement Services will determine whether the materials or services may be purchased using a sole source Please be aware that this may delay the purchasing process NOTE Materials or services that can only be obtained from one vendor or manufacturer may not qualify for a sole source Materials and services of like specifications quality and value must be considered NOTE All purchases estimated over 30 000 and believed to be a Sole Source must be posted for two weeks on an online notification system Please be aware of this timetable Receipt and Payment of Materials and Services Materials and services must be marked received in the Banner system to authorize payment of the corresponding invoice s Please encourage vendors to deliver all materials to Receiving This ensures that you will receive your materials and the vendor will be paid in a timely manner When materials and services are received through Receiving Receiving personnel enter the receiving information into the Banner system If you receive materials or services directly please contact Receiving and confirm receipt of materials or services All invoices should be forwarded to Accounts Payable MS 109 Please make sure the purchase order number is listed on the in
96. ing anticipated or known obligations Enter Query Puts the form into query mode and lets you enter search criteria to see what information is already in the database ENTER QUERY appears in the Status Bar Enterprise Resource Planning System ERP An institution wide computer software system used to manage and coordinate the institution s resources information and functions Execute Query In query mode searches the database and displays any records that match the search criteria 111 Exit From forms and windows exits you out of the form or window From the General menu exits you out of the Banner system From query mode cancels the query and takes the form out of query mode Field Box in a form where you can enter query change information or existing information is displayed Banner describes fields as either enabled disabled entry or display only Fiscal Year FY Any yearly accounting period The State s and University s fiscal year begins on July 1 and ends on the following June 30 Summer semester is the beginning academic term in a fiscal year Form Window or series of windows containing entry fields for a process Fund Balance Also known as Net Worth Retained Earnings or Net Assets is the difference between what you own Assets and what you owe Liabilities Hard Money INDEX An all numerical INDEX code representing appropriated funds budgets Income Statement
97. ining Opening Closing Accounts 7223 STUDENT BUSINESS SERVICES Student Services Billings Refunds Departmental Deposits Tuition Hold A ere tree Reena eee 7200 SURPLUS Surplus Property Control canon ano na nan cana nan ncnna nano 7284 TRAVEL Travel Arrangements Advances Reimbursement 8965 WAREHOUSE Reeve 8396 TABLE OF CONTENTS Finance and Procurement Manual 2010 UVU Finance Policy Summar TABLE OF CONTENTS Continued Introduction to Banner Finance Querying Individual Encumbrance Detail FGIBDST FGIOENC FGIENCD TABLE OF CONTENTS Continued Checking the Available Balance in a Hard Money or Soft Budgeted TABLE OF CONTENTS Continued Banner Finance Request for Customized Approval Queue Form 122 Banner Finance Request for Change of Responsible Party Form 123 Banner Finance Request for Change to INDEX Code Title Form 124 Commodity Codes Commodity Codes for General Purchases Commodity Codes for Warehouse Purchases Commodity Codes for Capital Purchases Account ACC Codes Revenue Account Codes Expense Account Codes TAE z RE a L A ind Ay dt AAA MAA n i ey oO A ae A oc barn a e ANA l lew E UVU Finance Policy Summary The information contained in this manual is a summary of policy and a helpful guide
98. ition number b Next Block Ctrl Page Down to the Requestor Delivery Information block NOTE If you enter something accidentally delete the requisition see Deleting Incomplete Requisitions FPAREQN Pg 96 A requisition with an invalid number may not process B To copy the data from an existing requisition to a new requisition a Click the Copy button l or select Copy Requisition from the Options menu b Inthe Copy window that appears type the number for the requisition you wish to copy in the Requisition field see figure below c Press the Tab key on the keyboard If a vendor was entered on the original requisition it will be displayed in the Vendor field o d If you need to search for a number click on the Search button next to the Requisition field see Searching for a Requisition FPIRQST Pg 99 e Click OK to proceed to the Requestor Delivery Information block 82 Ta Copy FPAREGN 8 0 BANNER Copy From Search Button Requisition Wendor r Complete the following fields in the Requestor Delivery Information block see figure below Step 2 2 Oracle Developer Forms Runtime Web Open gt FPAREON File Edit Options Block ltern Record Query Tools Help RO0ELLEeB IS PIB a IB IAEA IES 1a NEXT 28 0c7 2009 EH 28 oct 2009 E A s ocT 2009 E Comments B 0 00 Accounting Total 0 00 Y Document Level Accounting Requisition Order Date In Suspense Document
99. l username Date Mailstop Extension Type of INDEX Code Requested State Appropriated Hard Money must have Linda Makin s approval Institutional Interest Income must have Linda Makin s approval Reimbursed Overhead must have Linda Makin s approval Course Lab Access Fee must also contact Bernell Hofheins and Lilas Park for fee setup Grant Federal State or Private submit form to Nancy Bartlett along with copies of contracts or any other related documentation Agency Fund INDEX Codes where the funds do not belong to UVU but UVU is acting as the fiscal agent e g clubs national conference hosting sports camps Miscellaneous Soft Money for anything not listed above O O OOOO Requested INDEX Code Title max 35 chan How will the requested INDEX Code receive funding and or revenues Please give a brief explanation of why you need this INDEX Code and how it will be used Office Use Onl FTMFMGR FTMORGN DEF Approval Queue FTMFUND DEF FTMAPPQ FTMACCI Uncheck override FOMAGRC FTMACTV FOMPROF PROG CODE _ 1001 _ 110 IV 130IL _ 150 IU 1200 RES _ 300 PS 400 AS 1410 ASL _ 500 SS 510 SSA _ 600 IS _1700 OP _ 800 SFA 1900 AUX 970 SERV _ 990 GENREV Approval must be signed by the responsible party of INDEX Code requested or by someone higher in the organizational structure Printed Name of Responsible Party Signature of Responsible Party Date If this form is e mailed from the person
100. made or any reimbursements are given Conference Registration Conference Registration Forms should be completed and sent to Procurement Services with the Banner requisition number listed on the form The Registration Form and check will be mailed by Accounts Payable unless other arrangements are made Please allow sufficient processing time to meet deadlines and early bird discounts A Purchasing card may be used for conference registration Travel Advances Travel advances are available for up to 75 of the estimated out of pocket expenses with a minimum advance of 150 Please check the box on the Travel Authorization Form to request an advance Please allow enough time for processing All advances are to be picked up in the Finance and Business Services office BA109 by the traveler Only airline tickets and conference registration fees are pre paid by the University All other expenses are to be paid by the traveler and are reimbursed by the University after travel Please keep all receipts Airline Tickets Airline tickets can be ordered through the Travel Office Please give all pertinent information i e times dates and discounts offered by the conference to the Travel Office UVU uses the State Travel Office to obtain state negotiated rates that can be purchased at any time and fully refundable tickets are available Out of State Travel via Private Automobile Out of state travel via private automobile is reimbursed at the appropri
101. more specific performance related detail for transactions An INDEX code is used to default certain FOAPAL elements normally the FUND ORGANIZATION and PROGRAM FUND e A FUND code identifies ownership or the funding source e ltisthe balance sheet or general ledger which organizes the information into a self balancing set of accounts Assets Liabilities Fund Balance Equity e Some specific FUND categories include State Appropriations Restricted Grants Private Donations Institutional Interest Income III Student Fee Revenue Auxiliaries and Agency Funds _ 28 ORGANIZATION ORG e An ORG code identifies a department or budget unit e t defines who is spending the money e ORG codes are organized according to a hierarchy patterned after the University s organizational chart e ORG codes are the operating or subsidiary ledger that tracks the detail of revenue and expenditures income statement items e Budgeting is done at the ORG code level ACCOUNT ACC e An ACC code classifies or categorizes a transaction e General Ledger ACC codes are assets liabilities and fund balance e Operating Ledger ACC codes are revenue income expenditure and transfer e Budgets are also categorized by ACC codes Salaries Hourly Wages Benefits Current Expense Capital Expenditures and Travel e Using a Commodity code on a Banner requisition will automatically assign the proper ACC code PROGRAM PROG e
102. nce for each budget The YTD Activity column shows year to date expenditures from each budget summarized by ACC code The Commitments column shows amounts of encumbrances earmarked funds for pending requisitions open POs Summarized by ACC code The Available Balance column shows the Adjusted Budgets less Year To Date YTD Activity and Commitments see figure below For Hard Money and Soft Budgeted INDEX Codes this form will show the correct Available Balance Adjusted Budget YTD Activity Commitments Available Balance amp Utah Valley University PROD Open gt FGIBDST BG File Edit Options Block Item Record Query Tools Help ORACLE BOR BEBBSFIEEEC SIRO Chart u e Organization 225011 Hospitality Management Fiscal Year o9 fe Fund 120000 ly State Education and General Index 225011 gt Program 100 Instruction C Query Specific Account Account M Include Revenue Accounts Account Type Activity Commit Type Both gt Location __ Account Type Title Adjusted Budget Commitments Available Balance 710000 E Current Expense Budget 3 666 00 oof 3 666 00 720007 E Comp Network Parts Intra Camp 00 92 50 720025 E jLuncheons Receptions Intra Car i 4 99 720037 E Postage and Handling Intra Camp 00 j 83 77 720040 E Printing Intra Campus i 553 25 720049 E Rentals Intra Campus I i 883 38 720061 E Telephone Long Dist Intra campu i i 37 52
103. ng on the second line down E Record the date and amount of each check received under the Funds on Hand heading F Enter the sum of all the check amounts under the Total heading on the third line down Date May 13 2009 FUNDS ON HAND TOTAL Currency Amount 2100 Bills P 50 Bills 20 Bills 40 00 10 Bills 30 00 A 5 Bills 10 00 1 Bills 6 00 586 00 1 00 Coins d 50 Goins 25 Coins 1 25 10 Coins 0 30 d 05 Coins C 01 Coins 0 05 1 60 D Checks by Date Amount May 13 2009 P 25 00 May 12 2009 13 00 530 00 F Step 2 Complete the Summary and Comments boxes see figure below A Enter the sum of the total amounts for bills and coins calculated in Step 1 B and D on the Total Cash line of the Summary box B Enter the total amount of checks calculated in Step 1 F on the Checks line Total Cash Checks Total Less Sales Balance should Be Over Short Step 3 Step 4 C Enter the sum of the amounts from the Total Cash and Checks lines on the Total line D Enter the total amount of sales for the day per pre numbered receipts tickets on the Less Sales line SUMMARY COMMENTS Location of Cash 587 60 A Multicultural Center 30 00 B a i IM sales a 125 60 C Additional Comments 3105 60 D 20 00 E 20 00 F s o G E Enter the difference of the amounts from the Total and Less Sales lines on the Balance line F Enter the residual amount of the change fund on the Should Be line G Enter the diff
104. nk of how a transaction is organized by a FOAPAL made a purchase with this money FUND for my department ORG purchased this type of product or service ACC This purchase will help the University fulfill this function PROG by helping complete this project ACTV Although the above example does not represent a 100 accurate usage of a FOAPAL string it gives you a general idea of how each element is used Understanding INDEX Codes To save time and to ensure data is accurately entered into Banner Finance INDEX codes were developed An INDEX code normally defaults a unique combination of FUND ORG and PROG codes for each transaction An INDEX code can be compared to a personal bank account number When you provide a bank with your account number the bank knows who you are and to which bank account your money is to be deposited or withdrawn based on that number In the same way when you provide Banner with an INDEX code Banner knows your ORG and to which FUND and PROG your ORG s money is to be deposited or withdrawn Each college school department club etc can request as many INDEX codes as are necessary to bank with Banner and properly account for the transactions they are incurring There are three different types of INDEX codes Hard Soft and Soft Budgeted The INDEX code type is displayed on the weekly e mailed Manager s Summary report with the following key H Hard S Soft SB Soft Budgeted It is impo
105. not a direct statement of the University s policies For complete information on the University s policies please go to the following URL http www uvu edu policies officialpolicy Accounts Receivable Cash Handling Guidelines Accounts Receivable Billing Procedures A receivable results when goods and or services have been provided but payment has not yet been received The function of the Accounts Receivable Department is to record these transactions and prepare invoices to individuals and businesses that owe money to the University In order for a receivable to be recognized and accurately reported on the University s financial statements the receivable must be processed by the Accounts Receivable Department NOTE Intercampus billings should be processed using a Journal Voucher Form see he Intercampus Transfers section Pg 72 or by using the Banner Billing System NOTE We do not recommend that you have checks sent to your department in payment of an invoice but if you do receive the payment in your department the check MUST be forwarded to the Accounts Receivable Department to be applied against the outstanding invoice DO NOT include the check in your departmental deposit see the Cash Handling section Pg 5 Billing Requests On line Billing Requests To submit an on line billing request to an off campus party complete the following steps as soon as goods are sold or services have been provided Step 1 In UVLink
106. o be transferred to only one other INDEX for multiple pay periods there is no need to use more than one box just include the entire range of dates on the From To Pay Period Date lines above the first box Step 6 If you are moving Payroll Expenses between more than two INDEXes use the other two available boxes This will show the appropriate INDEX to charge for each time period Step 7 Complete the form Remember to include your extension number Budget Transfer Request Form Situation 3 This form is available on the Budget Office s website and in the Forms section of this manual Pg 114 When filling out a Budget Transfer Request Form think in terms of Cash Source is the source of the Cash and To is where you are sending the Cash Complete the form and send it to the Budget Office Journal Voucher Form Situations 2 3 and 4 The Journal Voucher Form is available on Finance and Business Services website and in the Forms section of thi manual Pg 114 When filling out this form you need to think in terms of Expenses and Revenues not Cash Instructions for the applicable situations from the chart above are described below Situation 2 Transfer of Past Expenses For this situation think in terms of Expense Do the following Step 3 Put the INDEX that incurred the Expense on the left under the Increase Fund Balance heading Step 4 Put the INDEX that will receive the Expense on the right under the
107. o move from field to field Print to sign and submit It may also be printed and used as a blank form If this form is e mailed from the person authorized to sign that can be used as an electronic signature Name Department Banner Username This is the same as your Novell username Date Mailstop Extension Changing the responsible party on an INDEX Code will also change the user in the approval queue To change ALL INDEX Codes assigned to a responsible party write ALL in the INDEX Number field Banner INDEX Number Banner INDEX Title Current Responsible Party Name AAA NEW Name of Responsible Party Resp Party Banner Username Change to UV ID EA AAA Reason for change AA Transactions Detail Code FOMPROF Effective date of changes requested Approval must be signed by the responsible party of the INDEX code s listed or by someone higher in the organizational structure Printed Name of Responsible Party Signature of Responsible Party Date If this form is e mailed from the person authorized to sign that can be used as an electronic signature Submit form to Wendy Hope MS 109 or hopewe uvu edu For questions send e mail or call 863 8108 Banner Finance Request for Change to INDEX Code Title This is an electronic form Complete it by typing in the gray sections Use the tab key to move from field to field Print to sign and submit It may also be print
108. ock Item Record Query Tools Help SIGNS AGRE FT CSR QB SHH ESSE Text Type REQ hd Code R0048404 gt Change Sequence fo item Number Vendor Commodity Description Modify Clause Copy Commodity Text Default Increment 10 Text Clause Number Print Line O O 4 2 E Enter Text Here j E z C Type as many as 1000 lines Unfortunately there isn t a wrap feature At the end of each line manually move to the next field by pressing the Down Arrow key on the keyboard D Save your work by pressing the F10 key E When you are finished entering Document Text press the Exit button X to exit the form This will return you to the Requisition Form FPAREQN NOTE The Accounts Payable Office A P does not see the online requisition Please do not put requests for A P in Item or Document Text 1 e check holding If you need a check held please contact A P directly or attach a note to your invoice when you send the document to A P for payment 99 Step 4 Next Block Ctrl Page Down to the Vendor Information block Step 5 Enter the vendor information see figure below A To search for the vendor ID RequestonDelivery Information CommoditwAccounting BalancingiCompletion Vendor a E Entity Name fID Search FTIIDEN b Sequence Vendor Maintenance FTMYEND Address Type Street Line 1 Street Line 2 Street Line 3 City State or Province Zip or Postal
109. on Detail Information in the Options menu see figure above This will take you to the Detail Transaction Activity Form FGITRND This form will show all of the transactions behind the summary total for the selected ACC code see figure below _ 61 2 Utah Valley University PROD Open gt FGIBDST FGITRND File Edit Options Block ltem Record Query Tools Help AMY A AGRE PPI BSR Qs QA PH CIF S1Ols yr TO FPArPReaaAiIim O O a ad a A 0 0 0 0 0 0 0 0 o o I I I SIMA A AA ALIS AN AI ES ADAL E EA EAS EII EE OE AOS PIP SL AIA AUDE ELIAS SAS EPS E AE E ES SS AAA A AAA BED a 1 za Detail Transaction Activity FGITRND 8 0 0 1 PROD rr er rrr rene errr ern A dE a a a gh a a a EVI eS gi ded I iid a Sh dig de sai dt L al e alta Index Fund Organization Account Program Activity Location Period Query Type Commit Type y y y y hd hg y y hg e g ba 2s3o01 120000 243001 720270 100 o g Increase or Account Organization Program Activity Date Type Document i Decrease 26 MAR 2008 Wo207340 Edwin kamus P8890 26 MAR 2009 10207340 Edwin F Kalmus fp amo le 27 FEB 2009 P0045204 fg fe 11 FEB 2009 f 500 fo 41 FEB 2009 100 00 11 FEB 2009 f 85 00 11 FEB 2009 Po sf 11 FEB 2009 40 00 41 FEB 2009 fa 4 00 fe 41 FEB 2009 285 00 11 FEB 2009 65 00 M1 FEB 2009 p00 09 FEB 2009 p36 4 00 fe 05 FEB 2009 45 00 20270 243001 05 FEB 2009 Poo 3500 fo 720270 243001 05 FEB 20
110. on Form A type of Banner form used to enter update or query information An application form will have the letter A in the third position of the form name Appropriated Hard Funds The general operating budget for the institution appropriated by the Legislature includes salaries benefits operating expenses fuel and power The sources of appropriated funds include state taxes tuition and may also include one time supplemental funds from legislature Approval Queue The levels of approval through which a requisition must pass before being processed into a purchase order Available Balance For Hard INDEXes Available Balance is the Beginning Budget Balance less Expenditures For Soft INDEXes Available Balance is Beginning Balance plus Revenues ess Expenditures Balance Sheet A record of the financial situation of an institution on a particular date by listing its assets and the claims against those assets Banner Finance The finance module of the Banner database Block An area of information on a Banner form usually separated by tabs or a solid line Budget An authorized amount of expenditure allowed for an individual INDEX Budget Transfer Transaction that reduces the budget in one INDEX and increases the budget in another INDEX by an equal amount Budget Unit A unit of budgetary responsibility or departments within an institution such as the President s Office 110 Calling F
111. on on the Toolbar or F8 on the keyboard Searches are case sensitive Most words start with a capital letter and end with lowercase letters Acronyms and some abbreviations could be in all caps If the exact text is not known a wild card query can be used Either type the beginning of a value or word and then type to search for any entry starting with that value or word type a on both sides of a value or word to search for any entry containing that value or word anywhere within the entry or type and then type a value or word to search for entries ending with that value or word For example type 7 to search for all entries beginning with 7 type 7 to search for all entries containing the number 7 or type 7 to search for entries ending with the number 7 For Date and Number fields querying by range is also possible simply type lt or gt before a number or date to pull up all numbers or dates below or above that number or date Dates are entered in the DD MMM YYYY format e g 30 JUN 2009 50 Banner Navigation Quick Keys TOCATA aod meme dn Gs monton re ewan omen fr ESTO remoti re Changing Your Password GUAPSWD As a new user you should change the password you were initially given If you were not prompted to do this on first login navigate to the Oracle Password Change Form GUAPSWD see figure below NOTE You can navigate to this form by clicking
112. onstruction or remodeling Employee benefits entertainment tuition gifts or flowers Fabricated equipment Fines including parking tickets late fees or penalties Lodging hotels motels or housing including deposits or holds on such Personal purchases Special services independent contractors performers or speakers Student events travel tuition scholarships or stipends Travel including airline tickets Vehicle rental Office furniture of any kind Computers of any kind Memberships Food that requires VP approval 16 Items You Should Not Buy Limited Purchase Checks LPC SHOULD NOT be used to purchase the following items e Gifts gift certificates or gift cards e Holiday decorations e Clothing including monogrammed articles NOTE Checks can be used for the items in the should not category in accordance with University policy with prior VP approval Checks without prior approval will result in a violation Purchasing Cards P Cards When using your Purchasing Card make sure that you follow all of the proper guidelines that have been established The guidelines are in place to keep the Purchasing Card program running smoothly and to help both the University and its employees by allowing purchases of items that fall within the guidelines The guidelines are as follows e Follow proper internal procedures specific to your department to obtain authorization to make a purchase e Determine whether the
113. orm The original form from which a button was clicked to access another form Cancel Query A Toolbar button which exits you from an Option List or List of Values Capital Appropriations Funds provided for a specific physical plant related project Capital appropriations must be used for the specific purpose for which the funds were provided Capital Expenditures Expenditures which result in the acquisition of or addition to fixed assets tangible items with an individual item cost of 5 000 or more Carryover Carry Forward A portion or total of the unexpended balance of an INDEX code budget or fund balance which is made available for expenditure in the succeeding year Cash Receipts Any monies received from departmental sales in the form of cash or check that have not been deposited with the Cashiers Office Change Fund A set amount of money used by a department to make change for customers who are purchasing goods or services Clear A Block ltem or Record option on the Menu Bar which clears block item or record fields and returns the curser to the first entry field in the block or record cleared Deficit The excess of liabilities and reserves of a fund over its assets or excess of expenses over revenues budget Dialog Box A window which requires you to respond to information before allowing you to continue Encumbrances An amount of the Available Balance in an INDEX earmarked for pay
114. orm s descriptive form name Forms can be accessed in the following ways see figure below Utah Valley State College PROD DO Optionsk Block ltem Record Query Tools Help ORACLE ABRBIEBEAIEIAIIOIX i za General Menu GUAGMNU 8 0 PROD Mmursday March 12 2009 LEX Mi Welcome COOKR Products vl Menu Site Map Help Center EE Options Menu My Links I Student Change Banner Password JJ Financial ta Hunan Rosourcas Direct Access Check Banner Messages Financial Aid Personal Link 1 DI General Menu Access Personal Link 2 Direct Access Entering a form acronym in the Direct Access field takes you directly to the form Menu Access Menu Access allows you to search through an organized list of forms 49 Options Menu Once you have accessed a form clicking a link in the Options Menu will take you to a related form This menu can also take you to other windows or blocks within a form Blocks are separate sections of information within a form usually separated with headings Windows are pop up screens Next Block You will normally access blocks within forms by clicking the Next Block button ap on the Toolbar or pressing Ctrl Page Down on the keyboard Querying To perform a query in Banner enter query mode by clicking the Enter Query SRI button or F7 on the keyboard Type the exact text for which you are searching into the appropriate field and then click the Execute Query butt
115. ormation Step 1 In UVLink under the Home tab click the Financial Information Menu link on the Online Services Menus channel Step 2 Select Budget Queries from the menu that appears see figure below Financial Information Requisition Approve Documents View Document Step 3 On the next screen that appears on the drop down menu next to the Create a New Query Type heading select Budget Quick Query see figure below Step 4 Click Create Query Create a New Query Type Budget Quick Query v Create Query Retrieve Existing Query Saved Query Retneve Query Step 5 On the next screen enter your INDEX Code in the INDEX field see figure below 70 Location Commitment Type Include Revenue Accounts Save Query as Step 6 Click Submit Query This will populate the Fund and Organization fields Step 7 Click Submit Query again This will bring the Query onto the screen where it can be viewed or printed see figure below Report Parameters Organization Budget Status Report By Account Period Ending Jun 30 2006 As of Feb 26 2009 Chart of Accounts U Utah Valley Stale College Comm ment Type All Fund 150144 Lab Fees Auto Mech Program 100 Instructon Organizafon 261510 Misc Automotive Technology Activity All Account A Loca on Al Query Results Account Account Title Adjusted Budget Year to Date Commitments Available Balance 710000 Current Expense Budget 2
116. ors o P2075 600 45 00 lu Shred it O 720425 600 5330 U UVU Bookstore o 720550 600 345 07 U Ea man a a i en Step 2 From the Organization Encumbrance List Form FGIOENC select the appropriate encumbrance Make sure your cursor stays in the Encumbrance field Step 3 Select Query Detail Encumbrance Info trom the Options menu This will take you to the Detail Encumbrance Activity Form FGIENCD see figure below This form shows the following A The Encumbrance field shows the original amount of the encumbrance B The Liquidation field shows the amount spent C The Balance field shows the remaining funds _65 amp Utah Valley University PROD Open gt FGIBDST FGIOENC FGIENCD DO File Edit Options Block Item Record Query Tools Help ORACLE RAEBMEABBIS Vi BBS A SIMA SBR A B I OI IX Encumbrance P0041944 Ra Description Shred it Status o Type Po Date Established 17 JUL 2008 Balance 53 30 Vendor 11061 8788 Shred it Item 0 Document Accounting Distribution Sequence 1 Fiscal Year 09 Status o Commit Indicator u COA Index Fund Orgn Acct Prog Acty Locn Proj u 620001 120000 620001 720425 600 Encumbrance Al 240 00 Liquidation Bl 186 70 Balance 53 30 Transaction Date Document Code Remaining Balance 4 7 JUL 2008 P0041944 240 00 p T 22 JUL 2008 10154959 220 40 01 AUG 2008 1
117. p 4 Repeat Step 3 You must select Remove twice in a row to delete a requisition Step 5 A box stating All Commodity and Accounting Records will be deleted will pop Up Step 6 Click OK The requisition will be deleted and no record will exist in Banner NOTE Remember that Banner encumbers the amount listed on requisitions So if you do not cancel unneeded or incorrect requisitions they will still show up as encumbrances and reduce the Available Balance in your INDEX Canceling a Requisition FPARDEL To cancel a requisition that has been completed and approved navigate to the Requisition Cancel Form FPARDEL If your requisition has not been approved you ill need to delete the requisition see Deleting Incomplete Requisitions FPAREGN Pg 96 97 2 Oracle Developer Forms Runtime Web Open gt FPARDEL File Edit Options Block Item Record Quer Tools Help AYE BER BS SP BBA 12 10 RIPFaAlIEIli210O0I1o TX Request Code RO048044 7 kelie Hancock Cancel Date Request Date 03 NOV 2008 Transaction Date OsNOv 2008 Request Type Po Delivery Date 03 Nov 2008 Vendor TE Vernier Software and Technologies Origin BANNER Extended Discount Tax Additional Het Amount Amount Amount Charges Amount 660 00 0 00 000 000 660 00 Step 1 Inthe Request Code field enter the requisition number of the requisition you want to cancel see figure above You can also search fo
118. purchase is restricted on the Purchasing Card e Determine that the price quoted is the best you can obtain NOTE Many items have University or state contracts available for superb savings You may contact Procurement Services at ext 8301 for special pricing contracts available e Be certain that the total amount which includes shipping and handling charges will not exceed your per purchase limit on the card e Do not split a transaction into smaller amounts to avoid dollar limits placed on the card e Ensure that no sales tax is charged e Do not give your card number to a sales representative to keep on file for future use e Retain itemized receipt for records The Purchasing Card is an ideal purchasing tool for low dollar purchases and it is the intent of the University that the Purchasing Card program be used successfully The above guidelines are the means that assure a successful program Following these guidelines will not require an extraordinary amount of work and have been established to ensure that UVU funds are used in an appropriate manner 17 Purchasing Card Policies By accepting a Purchasing Card you agree to follow the policies and procedures that have been established by UVU This section will go over a few of the policies and procedures including monthly statements documentation card maintenance and personal credit for a complete list of all policies and procedures see he Purchasing Card Policy and Proced
119. purposes of this manual is any specific information about an individual or independent entity that is considered private or sensitive which can lead to adverse consequences if disclosed such as identity theft financial loss or invasion of privacy Access to such data is governed by state and federal laws both in terms of protection of the data and requirements for disclosing the data to the individual to whom it pertains Specifically protected information includes but is not limited to the following Social security numbers Credit card information Birthdays Student directory information including name address dates of attendance phone number field of study and degree Bank account numbers E mail and personal documents Health and medical records Institutional financial records Family financial data commonly found in financial aid applications and supporting documents Any identifying bio demographic information Employee payroll and personnel data Corporate foundation and individual donor data Computer passwords PIN authentication Data concerning any other individual or independent entity flagged for non disclosure Employees are personally responsible for the protection of such information Do not include protected information when creating requisitions in Banner Finance when filling out Check Request Forms or when making journal entries FZPLOADS _ 26 AA Introduction to Banner Finance s9 a Introd
120. pus mail in care of Accounts Receivable to mailstop 109 or by email to AR uvu edu Billing Request Processing Once a Billing Request Form is received by the Accounts Receivable Department an official University Invoice will be prepared and sent to the customer The INDEX and Account codes listed on the Billing Request Form will be credited at the time the invoice is sent and the Accounts Receivable Department will track the invoice until it is paid in full Records and Reporting Each month the Accounts Receivable Department e mails an updated Outstanding Invoice Listing The purpose of this report is to keep you informed of the status of your billing requests Please notify the Accounts Receivable Department if any changes should be made to the billing information i e address changes amount adjustments In addition please notify the Accounts Receivable Department if you are aware of any extenuating circumstances that may impact collection efforts Collection Procedures A series of letters and phone calls are consistently made by Accounts Receivable personnel to facilitate collection of payment If the Accounts Receivable Department is unable to collect payment on your invoice within a reasonable amount of time the department will send a memo to you asking you to authorize the forwarding of the invoice to the Collections Office Please respond quickly if you receive such a memo it will assist in the timeliness of the collections If
121. quisition and Status fields see figure below The Status field entries in this box represent the following Blank The requisition has either not been completed or has been denied 100 he requisition has been completed but not approved see hecking Approval Status FOAAINP Pg 102 A The requisition has been approved and forwarded to Purchasing X The requisition has been canceled B The Bid box will only contain a bid number if a Request for Bid was sent out by Procurement Services If there is a number in the Request field and the Purchase Order field is blank then Procurement Services is processing the bid Oracle Developer Forms Runtime Web Open gt FOIDOCH LEE File Edit Options Block Item Record Query Tools Help Bhi AAR A A EE IAEA A AO x a Document History FOIDOCH 8 0 BANNERS e Rea gt Requisition 0047380 Document Type Document Code Requisition Purchase Order Status 0047380 na A Invoice 10194624 a E E 0002436 a 00461 130 m F P P0043826 ps G BA SS Asset Tag a CJC ILI E O E m Use NEXT BLK PREY BLE to navigate use DUPLICATE ITEM for Doc Inquiry Form Record 1 1 si osc C The Purchase Order box contains Purchase Order and Status fields The Status field entries in this box represent the following Blank The PO is being processed by Purchasing
122. r the requisition by clicking the down arrow see Searching for a Requisition FPIRQST Pg 99 Step 2 Next Block CTRL Page Down and the remainder of the form will fill in automatically Verify that the requisition is the one you want to cancel amp Oracle Developer Forms Runtime Web Open gt FPARDEL File Edit Options Block ltem Record Query Tools Help an0 Ce ee ee ee ee ag pg Re uisition Cancel FPARDEI 8 O BANNERS RARA DAA AN AGRA PO AAA A AA AMA AA AA AA AAA O O O EE A dA dl AA AA A A A A AN A A GL AGAR 4 A D 0 ACI A A dE di ALA di IA s KI LENM SINGERA erro o rr P O DD OO al tlh 20 O AL OO AAA W OO O W ODON OD D OOO al OD W A OO WN A di all ae Bl Al dl A A di Request Code R0048044 gt kelie Hancock Requisition Record Count Accounting 1 Cancel Date Commodity 4 Reason Code Make Cancellation Permanent D6 JAN 2009 Ex Step 3 Next Block CTRL Page Down to the Cancel Date tab see figure above Step 4 Inthe Reason Code field enter the appropriate reason for canceling the requisition You can view a list of codes by clicking the Search button next to the Reason Code field UN Step 5 Click on the Make Cancellation Permanent button This will cancel the requisition and send it to the posting process Within several minutes the encumbrance on your budget will be removed Once canceled a requisition cannot be reopened NOTE Remember tha
123. r to submittal to ensure accuracy NOTE The night depository is located in the Browning Administration Building immediately before the first window of the Cashiers Office A key is needed to open the depository To obtain a key contact the Locksmith at ext 8019 Appropriate Inappropriate Expenditures Summary THIS IS ONLY AN ABBREVIATED REFERENCE For the full policy please go to the following URL http www uvu edu policies officialpolicy Miscellaneous Expenditures Miscellaneous Expenditures Requiring Vice Presidential Approval All expenditures 25 000 00 and above Departmental uniforms Clothing apparel Gifts prizes and awards presented to non employees VP or designee UVU sponsorship Flowers for the following o Bereavement flowers for death of employee or immediate family member o Bereavement flowers for death of a student o Hospitalization of employee e Reasonable holiday decorations e Membership related to Institutional business Miscellaneous Inappropriate Expenditures Personal expenses of any kind Charitable donations Gifts to employees in excess of 50 other than approved recognition programs Alcoholic beverages Going away receptions reasons other than retirement or leaving the University Child care expenses Gasoline fuel for private vehicles Intra campus holiday cards Flowers for weddings baby showers Secretary s Day Valentine s Day Loans internal Political contributions Towing and traffi
124. re above A Click the Awaiting Approval button to view a list of all transactions that are still awaiting responsible party approval see figure below A int 300 d Resend COMPSHOP NETWORK FEE P0030387 0 n Invoice Total 700 00 78 NOTE To send an e mail reminder to an individual responsible for approving a transaction press the Resend button see figure above B Click the Declined button to view a list of transactions requiring approval that have been declined C Click the Approved Not Transferred button to view a list of transactions that have been approved but are still processing NOTE The IT Department posts transactions to Banner daily so approved transactions will not show up in Banner until the following day D Click the Transferred button to view a list of completed transactions in between any two dates To enter the desired dates do the following View Past Transactions a Click the Show Calendar button next to the Starting Date field and select the proper date in the calendar that appears The date will populate the Starting Date field b Click the Show Calendar button next to the Ending Date field and select the proper date in the calendar that appears c Click the Find button This will pull up a list of completed transactions in between the dates entered Printing Extracting Current and Past Transactions COMPSHOP NETWORK FEE P0044890 203001 582007 E70180 URSU
125. requisitions and POs _ 68 2 Oracle Developer Forms Runtime Web Open gt FGITBSR File Edit Options Block litem Record Query Tools Help CEIT adan AHE COA 5 Utah Valley University Fiscal Year Fund h 70125 vi Parking Operations OR Fund Type Account v OR Acct Type Acct Beginning Type Account Description Balance Balance Accounts Payable Pre Banner AP Balances 200011 lap Accruals 200026 Deposits Bi 0000 Net Assets 434 422 434 34 a1 01 TELE Control 976 939 58 Wmo Expendity 9 637 4104 Encumbrance Control 4202 Budgeted 4204 4205 Reserve for Reservations 4206 Budgeted Change to Net Assets _ denotes amount is opposite of Normal Balance Total ALL ACCOUNTS a ln bt br eN fato e an fato lat E lat fato Record 8 20 n lt 0sc gt NOTE If the Current Fund Balance shows a D in the D C column and there is an asterisk in the far right column then that indicates a deficit situation Step 4 Adjust the Total Available Balance calculated in Step 3 for any transactions that have not yet posted to Banner which could include outstanding Limited Purchase Checks Travel Expenses Purchasing Card Expenses and Intercampus Transfers This Adjusted Total Available Balance is the true amount remaining in the INDEX 69 Querying Budget Transaction Information Using UVLink UVLink interfaces with Banner Finance to provide another way to access Banner Finance inf
126. rtant to know the type of INDEX codes you are working with because they are accounted for differently and the Available Balance is calculated differently for each one These INDEX code types are described below 30 Hard Money INDEX Codes Each fiscal year funds from the Utah State Legislature are appropriated to the University INDEX codes budgeted from these State appropriated funds are known as Hard Money INDEX codes Hard Money INDEX codes operate with budgets The Budget Office controls the budgets and makes all budget adjustments and budget transfers Hard Money INDEX codes have a unique ORG code that is used for that INDEX code and any related INDEX codes using a different PROG or ACTV code Hard Money INDEX codes all share the same FUND code Revenue CANNOT be posted to a Hard Money INDEX Code Annually under the direction of the President the Budget Office will publish guidelines for processing of year end appropriated INDEX code balances To determine the amount available to spend use the Hard Money Summary or the Manager s Summary weekly reports e mailed to the responsible party You can also look at FGIBAVL or FGIBSUM in Banner See Pg 66 Soft Money INDEX Codes INDEX codes with sources of funding other than State appropriations are called Soft Money INDEX Codes For most Soft Money INDEX Codes the balance will roll from one fiscal year to the next i e you will not lose the funds if they are not spent by the en
127. saction Look in the Field column to differentiate the amounts The following is a list of the most common field codes and their meaning Description Actual increase or decrease to fund Year to Date Li balance from an invoice or journal entry Encumbrance Increase or decrease to PO encumbrances Original Budget Increase or decrease to budget Adjusted Budget Increase or decrease to budget Increase or decrease to requisition Reserve encumbrances Step 4 Click the Exit button X on the Toolbar to return to the Organization Budget Status Form FGIBDST 62 Viewing Individual Transaction Detail FGIBDST FGITRND To query individual transaction detail navigate to the Organization Budget Status Form FGIBDST Step 1 Complete Steps 1 3 of the Querying All Transactions in an Account FGIBDST FGITRND section Pg 61 Step 2 On the Detail Transaction Activity Form FGITRND highlight a transaction Make sure the cursor stays in the Account field Step 3 In the Options menu select Query Document This will bring up the Inquiry version of the Banner form that was used to create the transaction amp Utah Valley University PROD Open gt FGITRND SEE File Edit elummpe Hteet tem Record Query Tools Help ORACLE Query D De DEEKIE IEEE BIBI Ole Cx za Detail Tin A PROD trote a X ME Query Total for all records al Format Display Preferences Fund Organization Accoun
128. scription Level Level Queue Level User 469R FIRE SCIENCE HEL E 445R 20 Ernest Carey hear FIRE SCIENCE a 445R 20 Jennifer Clegg 495 FIRE SCIENCE DEGREE PROGRAMS a 445R 20 Jett Maxfield 4SR FIRE SCIENCE DEGREE PROGRAMS a Poo Poo paso COLLEGE OF TECHNOLOGVicomPUTNG a ee O TTT Fs FIRESCENCEaSSTORFNaNcE o 7 MI O En meo fvpacabemcarrars T o C OD n eee OO PE TPES NOTE If the queue is set up with different dollar levels it may require more than one person per queue to approve the document 103 Requisition Management Approving Disapproving Requisitions FOAUAPP To approve or disapprove deny a requisition navigate to the User Approval Form FOAUAPP Step 1 Your user name will default Next Block Ctrl Page Down NOTE This screen will only show you requisitions for which you are the next approver To see requisitions for which you are not the next approver or for which you are a back up approver uncheck the Next Approver box see figure below 2 Oracle Developer Forms Runtime Web Open gt FOAUAPP SEE File Edit Options Block Item Record Query Tools Help EO BORER IS FENG ALIRRDAIEIA GI Ivolx Ta User Approval FOAUAPP 8 0 BANNERS nn af X User ID PETERSVA Val Peterson Document Y Next Approver Document Document Change Document Queue Next NSF Type Number Sequence Submission Originating User Amount Type Approver E REQ 0048357 n 150
129. sing the method above Make sure all incomplete requisitions have been completed or removed when making spending decisions If an incomplete requisition was created by mistake delete it see Deleting Incomplete Requisitions FPAREGN Pg 96 Checking the Available Balance in a Soft INDEX FGITBSR The Trial Balance Summary Form FGITBSR allows you to view general ledger information which includes beginning balances or funds carried over from prior fiscal years This makes it appropriate for calculating the Available Balance in Soft Money INDEX Codes To check the Available Balance in a Soft Money INDEX Code FUND navigate to the Trial Balance Summary Form FGITBSR see figure below Step 1 Inthe Fund field enter your Soft Money INDEX Code s corresponding FUND code NOTE This field will not accept INDEX Codes Step 2 Next Block Ctrl Page Down Step 3 Subtract the amounts in the Current Balance column that correspond to the Encumbrance Control and Reservation Control descriptions from the Current Fund Balance amount shown at the very bottom of the form see figure below This is the Total Available Balance The following example illustrates this step amounts from figure below Current Fund Balance 569 736 69 Less Encumbrance Control 60 435 02 Less Reservation Control 470 00 Total Available Balance 508 831 67 NOTE Reservation Control and Encumbrance Control are summary amounts of funds encumbered by
130. t Approval Form FOAAINP which shows the current approval queue with all of the individuals in the queue that have access to approve the selected requisition form not shown To view the approval history select Approval History in the Options menu This will take you to the Document Approval History Form FOIAPPH When you are finished Exit X both the Document Approval and Approval History Forms to return to the User Approval Form FOAUAPP To approve a document click on the Approve button To disapprove deny a document click the Disapprove button A Document Approval message window with the default message DOCUMENT IS APPROVED or DOCUMENT IS DISAPPROVED will be displayed This message will be forwarded through Banner to the individual who submitted the requisition You can edit it if you would like to Click on OK to finalize the approval Ma Document Approval FOAUAPP 6 0 BANNER Type REQ Number RO04E357 Submission Change Sequence i OK f Cancel F 105 NOTE If you complete and approve a NSF non sufficient funds document it will not go to Procurement Services after it is approved Requisitions that are NSF go into a NSF approval queue Finance and Business Services personnel review these documents prior to processing the purchase order Viewing Approval History FOIAPPH To view approval history navigate to the Document Approval History Form FOIAPPH 2 Oracle Developer Forms Run
131. t Banner encumbers the amount listed on requisitions So if you do not cancel unneeded or incorrect requisitions they will still show up as encumbrances and reduce the Available Balance in your INDEX Searching for a Requisition FPIRQST To search for a requisition navigate to the Requestor Validation Form FPIRQST NOTE You can navigate to this form by clicking the Search button T next to any Requisition Number or Document Code field Step 1 The form will load populated with all of the requisitions ever entered into Banner To begin a query select Enter from the Query menu click the Enter Query buttonE on the Toolbar or press F7 on the keyboard amp Oracle Developer Forms Runtime Web Open gt FPAREQN FPIROST AE File Edit Options Block Item Record Query Tools Help BOB 24 S BSA Ia HH SR CIA BA Mas Feel A A A A AA AA A A AA A A AAA AAA AAA L Request Humber Requestor Name Request Date Request Type Deliver by Date A fine B CF ea Organization Completed Approved Dea EM F Vendor Origin Reference Number a A PO Step 2 Choose a field from which to query You can query on one or more of the following fields see figure above A Requestor Name The name must be entered exactly as it was entered during the creation of the requisition You can also search using part of a name by using signs i e Miner will search for all names with Miner in them This search is case sensitive _ 99 Step
132. t Program ae Location Period Query Type Commit Type u os 512236 112236 565500 1100 a E Increase or Organization Program Activity Date Type Document Field Amount Decrease 2 250 00 565500 100 15 DEC 2008 JEl 6 FZ007477 G SKABELUND 121208 YTD 29 SEP 2008 JETE Fz007229 565500 100 GSKABELUND 091908 vro f r f r 4 500 00 f r r r NOTE This process will not work for transactions created by journal entries or feed documents The process will however work for transactions created by requisitions purchase orders receiving documents and invoices Fora transaction created by a completed requisition all of the requisition information will be available in the same format as on the Requisition Form FPAREQN discussed in the Banner Requisitions Requests for Purchase Order section Pg 82 Step 4 Next Block Ctrl Page Down to view the different blocks of the transaction s inquiry form Step 5 Click the Exit button X on the Toolbar to return to the Detail Transaction Activity Form FGITRND step 6 Click the Exit button X on the Toolbar again to return to the Organization Budget Status Form FGIBDST 63 Querying All Encumbrances for an INDEX FGIBDST FGIOENC This query uses the Organizational Encumbrance List Form FGIOENC This form shows a list of all current encumbrances for a given INDEX Code including vendor names document numb
133. the Collections office needs to send an invoice to an outside agency for assistance in collecting the debt the revenue that was posted to your Banner INDEX will be reversed Invoices that are forwarded to an outside collection agency will have collection costs associated with them if the agency is successful in collecting the debt If no signed contract stating our collection policy is in force these collection costs will be deducted from the receivable amount and your department will only realize a portion of the revenue You can protect your department from this loss of revenue by having customers sign a contract for services rendered with a section explaining UVU s collection procedures policies and the charges that will apply if it becomes necessary to forward an account to an outside agency Contact the Collections Manager at ext 8611 for help with the appropriate wording of this contract NOTE If you have further questions regarding billing procedures please call the Accounts Receivable Department at ext 8049 or 8961 Cash Handling Change Funds If change funds are needed for sales they must be obtained through Finance and Business Services contact Jacob Atkin ext 8576 The guidelines below should be followed when using change funds e Never mix personal funds with the University s change funds e Never use change funds to make purchases of any kind personal or business as this circumvents the University s procurement policy
134. the Limited Purchase Check Request Form A maximum of five checks can be requested at one time per INDEX code Request must be signed by the responsible party over the INDEX code INDEX code must be included one INDEX code per request Checks will be available the following Monday or Thursday whichever is soonest Check Pickup The responsible party signs and dates the request and is responsible to pick up the check s however the responsible party may sign a memo designating another individual to pick up their checks by doing one of the following e Send a memo every time an individual other than the responsible party picks up checks The memo needs to include the person s name who is signing for the checks the date they are being picked up and the INDEX code of the checks e Send a memo granting permission for an individual to pickup checks for one fiscal year The memo needs to include the name of the individual authorized to _14 pickup checks the INDEX code and the fiscal year i e 2006 07 An Authorization Form can be downloaded from the Procurement Services website Check Use Checks remain the responsibility of the responsible party regardless of who spends them The user should countersign the check and include his her driver s license number A receipt or invoice must be obtained A complete description of the items purchased must be included on the check receipt where indicated Restrictions Checks c
135. time Web Open gt FOIAPPH File Edit Options Block Item Record Query Tools Help aw PAAR RIP PI Boal a Hi Dale 43 1 2 l Document Change Submission Approved Code Type Sequence Number Approver s Name Date Ro042654 Rae me US Briant Farnsworth 14 MAY 2008 Briant Farnsworth 14 MA Y 2008 Po Briant Farnsworth 14 MAY 2008 Briant Farnsworth 14 M4 Y 2008 po Elizabeth Hitch 20 MAY 2008 Step 1 Enter the requisition number in the first Document Code field Step 2 Click Execute Query or F8 on the keyboard This will display a list of individuals that have reviewed and approved the requisition Approving Disapproving Requisitions Using UVLink Step 1 On UVLink under the Home tab click the Financial Information Menu link in the Online Services Menus channel step 2 Click Approve Documents from the Menu that appears see figure below Financial Information Budget Queries Encumbrance Query 106 Step 3 Your User ID should default Choose to view just one requisition by entering its requisition number in the Document Number field select Documents for which you are the next approver to see all of the requisitions for which you are the next approver or select All documents you may approve to view all of the requisitions you will need to approve see figure below Step 4 Click the Submit Query button Approve Documents
136. uction to Banner Banner is an Oracle based Enterprise Resource Planning System ERP which is an accounting related database that connects the entire University Banner is made up of six modules which store and allow for easy access to the University s data The modules include the following e Banner General e Banner Student e Banner Finance e Banner Financial Aid e Banner Human Resources e Banner Accounts Receivable The focus for this manual is the use of the Banner Finance Module Banner Finance lts purposes include entry storage and timely reporting of accurate relevant financial data lt also provides a controlled purchasing procurement environment for creating approving and checking the status of requisitions i e requests for purchase orders POS Understanding the Chart of Accounts The Chart of Accounts is a systematic classification of accounts and an essential part of the Banner Finance accounting system It defines the accounting distribution used on all transactions and organizes the data in the way needed to produce financial statements and reports The FOAPAL string is an acronym used to identify the different elements of the Chart of Accounts FUND ORGANIZATION ACCOUNT PROGRAM ACTIVITY and LOCATION The FUND ORGANIZATION ACCOUNT and PROGRAM codes are the primary Chart of Accounts elements used for classification budgeting recording and or reporting The ACTIVITY and LOCATION codes are used to provide
137. ulator GUACALC 8 0 PRODI i a 0 1 o m 9 5 6 E Mey i a Step 1 Double click an amount field in a form Step 2 Calculate a figure Step 3 When you are finished calculating click the OK button Your calculated figure will populate the form field you are working on Using the Calendar GUACALN The Calendar Form GUACALN can be used to populate date fields Step 1 Double click a date field in a form Step 2 Select the appropriate date 55 Step 3 Click the OK button The date will populate the form field you are working on NOTE In a date field you can also type any letter followed by the Tab or Enter Key to insert today s date If you have typed something else in the field this will not work Dates must be entered in the following format DD MMM YYYY month is a 3 digit alphabetical abbreviation JAN FEB etc or py a i gs 1 r SR a Tn iri 7 n F ms oa woes 2 la NEUE a G ME G ME Elan eof o e Fg Calendar GUACALN 8 1 PROD rr rr M DIE March 2009 GG DI 4 wi Pp Pi UM TUE E o L D E 8 mm EN A ie _ 56 Banner Budgeting Instructions Transaction Budget Availability Queries The Organization Budget Status Form FGIBDST can be used as a home base when making transaction and budget availability queries The following section will start from and return to the Organization Budget Status Form FGIBDST for each of the query examples
138. umn enter the approval queue ID s for the appropriate approval queue s NOTE If you do not know what your approval queue ID is contact Wendy Hope hopewe uvu edu ext 8108 or Jacob Atkin ext 8576 C In the Maximum Dollar Limit column enter the maximum dollar amount under which each approver will be allowed to approve requisitions NOTE If an approver approves any requisition in excess of his her maximum dollar limit the document will have to be approved by another individual with a higher maximum dollar limit In the Co Approver or Backup heading select Co or Back for each approver NOTE Co approvers receive e mail notifications when they need to approve requisitions just as the responsible party does Backup approvers do not receive notifications but they do have access to approve documents for which they are authorized as a backup approver Viewing requisitions for which you are authorized as a backup approver is explained in the Approving Disapproving Requisitions FOAUAPP section Pg 104 u If the requested approval access will only be for a certain time period enter the start and end dates in the Start Date and End Date columns otherwise leave these columns blank Step 3 In the Approval section of the form have the responsible party over the listed approval queues respective INDEX codes or someone higher in the organizational structure sign and date the form see figure below _ 42
139. ures Manual available on the Procurement Monthly Statement The billing cycle for each card is from the 11 of the month through the 10 of the next month if the 10 falls on a weekend or holiday we will cycle at the end of the next business day Within 7 10 business days of the end of the billing cycle you will receive your monthly statement from the bank You are then expected to review and reconcile your monthly statements including all relevant documentation after which you need to sign and date your monthly statement After you have signed and dated your monthly statement you need to have your supervisor review the monthly statement and attached documentation to ensure that all purchases were for legitimate University business Once your supervisor reviews the monthly statement he she needs to sign and date it and then return it to you to keep on file Documentation You will receive a monthly bank statement that details all purchases made during the billing cycle In addition to the statements you are expected to obtain supporting documentation from the vendor for each purchase made A minimum of one form of documentation is necessary for each purchase made and must include a date vendor brief description and purpose and the dollar amount All of the following are acceptable forms of documentation Original itemized receipt E mail internet confirmation page Fax confirmation page Telephone order form Packing list or invoic
140. ver their dollar limit would have to also be approved by someone with a limit higher than the requisition amount A Co Approver will receive notifications that a requisition needs to be approved just as the responsible party will A Backup approver will not receive notifications but will have access to approve documents if they look at documents for which they are not the next approver If the access is for a certain time period only enter start and end dates If you have a need for customizing the routing of approval queues such as having a department secretary review and approve all requisitions before the department head approves them please contact Wendy Hope hopewe uvu edu or 863 8108 Approval must be signed by the responsible party of all INDEX Codes or by someone higher in the organizational structure understand that by adding users to an approval queue am giving them signature authority to approve requisitions understand that remain fully responsible for all transactions posted to the Banner INDEX code for which have responsibility Printed Name of Responsible Party Signature of Responsible Party Date If this form is e mailed from the person authorized to sign that can be used as an electronic signature Submit form to Wendy Hope MS 109 or hopewe uvu edu Banner Finance Request for Change of Responsible Party This is an electronic form Complete it by typing in the gray sections Use the tab key t
141. voice Failure to forward invoices to Accounts Payable may result in delay or non payment to the vendor 13 Service Purchases Any services received from a company must be procured using a requisition Any services from an individual must be procured using a Contractual Service Agreement These forms should be sent to Finance and Business Services with the appropriate signatures If the services received are provided by a current UVU employee payment for services rendered must be handled through the Human Resources Department NOTE Contractual Service Agreements should not be used for services that would normally be provided by a UVU employee For example a Contractual Service Agreement should not be used for a department secretarial position Purchasing Violations All purchases except those made with a Procurement Card or Limited Purchase Check require a purchase order and approval by Procurement Services Failure to obtain a ourchase order prior to ordering materials or services is a Utah State Law and UVU purchasing policy violation In order to pay for unauthorized purchases a memo stating the reason for the violation and requesting direct payment of the purchase must be submitted to Procurement Services The memo must be signed by the appropriate Vice President Please read the policies regarding violations for additional information Limited Purchase Checks LPCs Limited Purchase Check Requests Requests must be made with

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