Banner Budget Transfer Process Manual
Contents
1. FLORIDA ATLANTIC UNIVERSITY Banner Budget Transfer User Manual Updated August 2012 Table of Contents Budget Transfer Rule Codes 3 Instructions for Using Banner FGAJVCM Form Journal Voucher Entry 4 Datar Entry Dieta cea a RAM RANDE 5 FOATEXT for Grants 6 e Menu Options amp TipS 8 e Document by User FOADOCU 9 Budget Transfer Approval Process 11 FOAUAPP 12 FOIAPPH 14 e FOIAPHT 15 Review of Transfers Journal Voucher Summary FGIJSUM ie List of Suspended Journal Vouchers FGIJVCD 18 BannenBudger Account COOS oe area2. User E um um um um um m IL a r z z L m Record 1 1 14 Budget Transfer Approvals FOIAPHT Approval History Form j Oracle Developer Forms Runtime Web Open gt FO APHT File Edit Options Block Item Record Query Tools Help db v E L8 4 i im SPI ED 3 B EN E De eI za Approval History FOIAPHT 7 0 TESTO O Document Change Queue Queue Type Sequence ID Level Originating User f 4 STEPHEN T o kS OIX Approver s Approved Submission Name Date Number Wendy Stephens 20 Auc 2008 go s Originating User pore Robert L Pope Pore Robert L Pope 20 AUG roo2 1J Originating User pore Robert L Pope ECIMILLO Emily Ann Cimillo f 1 SEP 2008 foe x L SR Originating User Originating User pore Robert L Pope JWSTEPHEN Wendy Stephens E fh 1 SEP 2008 POPE Robert L Pope I Originating User Originating User lt osce 15 Budget Transfer Approvals FOIAPPH and FOIAPHT Continued 1 Note that no history will display on FOIAPPH or FOIAPHT until a document has been approved by at least one Banner user 2 Documents that have been Denied Approval will show a queue of DENY and will show on FGIJSUM with a st
3. p e MER E EM aaa memos saa ae ean seo aaa 20 1 Budget Transfer Rule Codes 1 BD04 Temporary Budget Adjustment Used for GTAIDS Auxiliary Athletics Student Gov Financial Aid amp Henderson Requires positive to equal negative within fund 2 BPFD Permanent Budget Transfers Used for Foundation Fund Type 25 FGRFND in ePrint Self balancing All entries can be positive negative or a combination 3 BPCG Permanent Budget Transfers Used for Grants and Research Fund Types 19 20 amp 30 Requires positive to equal negative within fund 4 GNEW Grants and Research For new C amp G budgets that are one sided entries Fund Type 19 20 and 30 Self balancing All entries can be positive negative or a combination Used only by the Budget Office and Provost Office 1 BDO01 Permanent Adopted Budget Used by Budget Office for the initial budget upload amp base budget changes during the fiscal year 2 BD02 Permanent Budget Adjustments Used when transferring base budgets between VP areas amp Colleges Email the Budget Office to process BDO2 transfers for all VP areas amp email the Provost Office to process BD02 transfers for Academic Affairs 3 Fora budget change for Auxiliary Student Gov Athletics Financial Aid amp Henderson funds e Submit request to budget office with approved signatures e For new budget request submit 3 Year Budget Plan for Auxiliary found on Budget Office website s Entry FGAJVCM 7 1 0
4. 1 STESO613 Document Number mexr Iv Journal Voucher Document Header Default Values Transaction Date B Document Total Type Id Description NSF Checking Deferred Edit Text Exists Bank 7 Deposit 1 Budget Period Currency 7j Journal Voucher Detail Seq T Status COA Fang Orgn Il ITE TITTETHTETER ll AUT AUT AUT LLL ALB AUT AU CTT TTT LLLI Enter the Document Number use NEXT or leave field blank to generate number Record 1 1 dg l Instructions for FGAJVCM Data Entry Document Number NEXT BLOCK Banner will assign the next document number starting with J for Journal Entry Transaction Date Today s date will default Do not change Document Total Enter the hash total for the transactions you will enter e example 100 and 100 hash total of 200 Defaults e Type Enter the appropriate Rule Class Slide 2 Do not mix rule classes on the same document e Description Up to 35 characters Start all descriptions with BT Budget Transfer e Budget Period Enter 01 to 12 Example July 01 amp June 12 e Changes to defaults after details are entered will not default FOATEXT Must use for Grants See next slide Next Block to Journal Voucher Detail to enter transactions Instructions For FGAJVCM Data Entry FOATEXT for Gra
5. 21 Banner Budget Account Codes Contract amp Grant Funds Acct Code amp Title 000010 Revenue 000020 Transfers In 110000 Salaries And Benefits 120000 Other Personnel Services 130000 Expenses 130002 Federal Grant Expense 130003 Non Fed Grants Expense 130004 All Grants Subcontract 1st 25K 130005 All Grants Subcontracts gt 25K 130006 All Grants Equipment 130007 All Grants Tuition 130008 All Grants Patient Care 130009 All Grants Participant Support 130010 All Grants Off Site Facility Acct Code amp Title 130011 130012 130013 130014 130015 130016 130017 800000 810000 Federal Grants Local Phone Federal Grants Postage Federal Grants Office Supplies Federal Grants Memberships Federal Grants Gen Purpose Equip Federal Grants Gen Purpose Software Federal Grants Transfers amp Ind Cost Transfers Out Transfers Grants 22
6. AUG 2008 20 AUG 2008 20 AUG 2008 20 AUG 2008 20 AUG 2008 24 AUG 2008 28 AUG 2008 28 AUG 2008 28 AUG 2008 8 AUG 2008 28 AUG 2008 28 AUG 2008 8 AUG 2008 02 SEP 2008 02 SEP 2008 10 SEP 2008 10 SEP 2008 ee Te Te TCI qr TT p rrr ae List of Suspended Journal Vouchers FGIJVCD Continued List of Documents that are not Posted to Banner Status Codes e C Completed but still needs approval e Incomplete and requires correction Documents on this list will not show on Banner Reports until Approved but the entries will impact FGIBAVL as soon as the document is initially completed An email reminder will be sent to the approvers automatically on daily basis until the transfer is approved 19 p 6 Banner Budget Account Codes Fund Acct Code amp Title GTAIDS 110000 Salaries And Benefits 120000 Other Personnel Services 130000 Expenses Auxiliary Student Gov 000010 Revenue Athletics amp Financial Aid 000020 Transfer in 110000 Salaries And Benefits 120000 Other Personnel Services 130000 Expenses 800000 Transfer out Construction Funds 130050 Fixed Capital Outlay 20 Banner Budget Account Codes Fund Acct Code amp Title Foundation 000010 Revenue 000020 Transfer In 110000 Salaries And Benefits 120000 Other Personnel Services 130000 Expenses Henderson School 000010 Revenue 110000 Salaries And Benefits 120000 Other Personnel Services 130000 Expenses
7. atus of for Incomplete 3 Incomplete Documents must be opened again and completed and then will route through the Approval process once more 16 e A wa 4 Review of Budget Transfers FGIJSUM Journal Voucher Summary Form oucher Summary FGIJSUM 7 0 TESTOT O Document fuoossez1 7 Submission o Transaction Date os sEP 2008 Document Total 250 00 Status Sequence Type Transaction Amount venas 128 00 le 6043 J 125 00 o0 Bee 2 ece j J J P B B B a B B B B B B B L B B Status Indicator P ostable E rror N SF Error TES Debit Credit CTT TT TT T C Record 1 2 17 Submission FIFIPPPMPMPMPMHHMR if L elelelelelele Description test foundation test 2 fest 3 let 0000000000000 Move Salary to Expense Transter to OPS from expense Move Expense to OPS Move OPS to expense fromeptoOPS 000 0 fest faoa funding to KCI860 Move Exp to OPS nove salary to expense mL test fest aBtoEXP 00000000 Set up new funds Transter funds for salary coverage 380 00 1 000 00 5 000 00 20 000 00 1 000 00 500 00 2 000 00 10 000 00 8 000 00 8 000 00 1 000 00 4 000 00 Transaction Date 08 AUG 2008 08 AUG 2008 08 AUG 2008 14
8. nts Rule Classes BPCG and GNEW From the header Block of FGAJVOM select options and then FOATEXT The type will display as JV and the Code will have your Document Number starting with J Next Block to the section below text e Enter the PI Name on line 10 then down arrow e Enter the Sponsor name on line 20 then down arrow e Enter the CAS 502 Approval Date if applicable on line 30 Save what you entered and exit back to FGAJVCM to complete your entry Instructions for FGAJVCM Data Entry Cont Journal Voucher Detail 1 Seq Tab through Will start with 1 Type Rule Class Will default from the Default Values Enter the Index number Fund and Orgn will default Enter the Acct Account code Budget Pool only see list on slides 423 25 Amount Enter transfer amount Whole dollar amounts only D C Enter to increase or to decrease Use the down arrow to process the line item The Status of the line item cannot be N NSF If it is you must fix the line before proceeding Instructions of Using FGAJVCM Menu Options 1 Header Information Select this option to make any changes to the JV Header block NOTE Default changes will not update the line items 2 Print Journal Voucher Do not use 3 Access Transaction Summary Information e Print Screen Information for your records amp to review before completing document or use FGIJSUM after completion 4 Access Completion Select when you are
9. quence Submission Originating User Amount Detail Queue d Disapprove l l Disapprove FRM 40400 Transaction complete 1 records applied and saved Record 1 1 m lt osc gt 12 Budget Transfer Approvals FOAUAPP User Approval Form Provides a list of your Unapproved Documents Can be used by Approvers to Approve Disapprove or Review Documents Uncheck the Next Approver Box to see all documents that you can Approve If the NSF box has a Y the journal entry contains NSF line item s and if Approved will still route to the NSF Queue Approvers should disapprove such items and force the Originator to fix the NSF Queue Will display FOAAINP Document Approval Form similar to the Approval History in Self Service 13 P Budget Transfer Approvals FOIAPPH Document Approval History Oracle Developer Forms Runtime Web Open gt FOIAPPH Eile Edit Options Block Item Record Query Tools Help BOD 8 4 i PPI BoB Aa Bi HRI DR E LRL LO TX za Document Approval History FOIAPPH 7 0 TESTO707 Document Change Submission Code Type Sequence Number eg H Approver s Name El S tn S JILELEELLELLELLII LUU U CE AF Originating
10. ready to complete and submit your document for Approvals Click on the Complete Icon Complete IB iL Tips 1 The Type code Rule Class will control the routing of the document for Approval 2 Enter only one Rule Class on the same document If you need to do Budget Transfers for two different fund types ex GTAIDS and Grants use two documents to post the entry since they use different Rule Classes 3 Ifthe Status field is N Fix the entry before completing the document or it will route to the NSF Queue The Budget Office will then return it for correction ABERANT uu o C Ate Document by User FOADOCU Status p a a Original User ID ii a COA TA Fiscal Year bs v Document Type i Document ActivityDate From Activity Date To Eg Document Change ivit Document Code Sequence Submission ipti Amount Deny Document P e D J CTT TEE ET TT TUUTTI AR AUT TOTTI i Select a document status or leave blank for all m Record 1 1 lt osc Vc v ane N Document by User FOADOCU continued 1 Displays an online list of all documents for a specific user 2 Document Type use JV to view only the Budget Entries or Blank for All Documen
11. ts 3 Status Completed C Approved A Incomplete I Cancelled X Posted P 4 Completed Document needs to be Approved will not be on FGIBDSR or reports until the status is Posted 5 Incomplete Documents will need to be corrected on FGAJVCM by accessing the journal voucher and fixing errors then completing it again 10 3 Budget Transfer Approval Process Rule classes combined with Fund and Organizational Code hierarchy will control the routing of the documents for Approvals in Banner e BD04 entries will post to Banner automatically after final approval by the approver in the College or VP area e BPED entries will route to the Foundation Finance Office for final approval after approval by the College or VP area e BPCG amp GNEW entries will route to the Division of Research office for final approval after approval by the College or VP area Documents will be Disapproved if they cross funds do not have correct account codes insufficient budget or other reasons such as missing FOATEXT information for Grants Documents entered by Approvers will require their approval before they will post to Banner 11 Budget Transfer Approvals FOAUAPP User Approval Form Web Open FOAUAPP File Edit Options Block Item Record Query Tools Help Ha pL ELE 8 LL fA es SU EX 73 User Approval FOAUAPP 7 0 TESTO707 177777 User ID Pore Robert L Pope Document E Next Approver Change Document Se
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