Submitting Requests for Transfer General Accounting Nancy Viafora 2/16/17

Transcription

1 Submitting Requests for Transfer General Accounting Nancy Viafora 2/16/17

2 Requests for Transfer (RFTs) General Accounting accepts ed RFTs to Banner - General Accounting (for faster service since there is a different approver every day), original paper RFTs, and faxed RFTs to (904) We try to process all RFTs within two business days. Please do not send duplicate requests. If you believe that an RFT should have already been processed, please contact Banner - General Accounting by , so one of us can research the matter. Please include an subject line that is meaningful, e.g., P-Card Charge S for $ or University Center Invoice #14386 for $108.00, in the event that we have to contact you about an RFT. 2

3 Finding the Requests for Transfer Form in Excel Select link or Navigate to the following: Start on the UNF My Wings Home tab. Click on the UNF Home link under Bookmarks. Search for General Accounting in the Go Box. Click on the General Accounting link. Look under Forms for Transfer Request. Do a File Save As of the form in a folder for later use. 3

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13 Fiscal Year is important during June & July when two fiscal years are open. An Index can only point to one Fund / Organization / Program combination. It is essentially a shortcut for this information. The Office of Planning and Budget determines all of these components. The Document Number should be used whenever possible to refer to a previous posting or to a new invoice. We cannot process a transfer until the original transaction posts, if there is one. Amounts should be listed individually by Document Number and Index / Account combination. Add rows to the form if needed or use more than one form. Banner cannot accept negative amounts. For Credit Memos reverse the debit and the credit in the transaction. Total Debits, Total Credits, and Document Total are formulas designed to verify that Total Debits equal Total Credits and to provide a required piece of information (the Document Total) for those who key Requests for Transfer. The Transfer Explanation shows up on a Banner Self Service View Document 13 query as Document Text.

14 Requests for Transfer Debit vs Credit Debits Increase the year-to-date balance of Expense Accounts (starting with a 6 or a 7 ) Decrease the year-to-date balance of Revenue Accounts (starting with a 5 ) Increase Asset Account balances (starting with a 1 ) Decrease Liability Account balances (starting with a 2 ) Credits Increase the year-to-date balance of Revenue Accounts (starting with a 5 ) Decrease the year-to-date balance of Expense Accounts (starting with a 6 or a 7 ) Increase Liability Account balances (starting with a 2 ) Decrease Asset Account balances (starting with a 1 ) 14

15 Example of a Query Showing the Elements of an Index (Fund, Organization, and Program) A commonly used expression when talking about Banner transactions is FOAPAL, which stands for Fund, Organization, Account, Program, Activity, and Location. UNF does not use Activity and Location, which are often used by Banner schools with multiple campuses. Most Banner transactions require an Index (Fund/Org/Pgm) and an Account. The Index tells the system the source of the funds (Fund), the Organization involved, and the functional expense (Program), e.g., Housing, Parking, Student Centers, Athletics, Libraries, Museums, Student Health Services, and General Academic Instruction, and General Administration. The RFT form requires Fund and Org be input for the confirmation of the Index. The Account tells the Banner System whether an entry affects an Asset, Liability, Fund Balance, Revenue, Expense, or Transfer. Most RFTs use Revenues, Expenses, and/or Liabilities. Some employees and some invoices still refer to the previous SAMAS System terminology of Account and Object Code, which are the Banner 15 Index and Account, respectively.

16 Commonly Used Requests for Transfer Transfer from one Index and Expense Account to another Index and Expense Account Payment of an invoice from one Organization by another Correction of a posting error Payment of a fee of an Organization by charging an Agency Fund Liability Account 16

17 Example of a Budget Query RFTs which refer to existing transactions should include a copy of the Banner Self Service Budget Query and a View Document query showing the original transaction as part of the documentation for the transfer. 17

18 Example of an RFT Transferring a P-Card Charge from the Default Index for the P-Card and the Default Expense Account to the Correct Index and Expense Account Example of an RFT Transferring a P-Card charge (an S document) from one Index / Account to another. Note 1: The format would be the same for transferring an Accounts Payable Invoice starting with an I or a Travel Reimbursement starting with a TR from one Index and Expense to another. Note 2: All of this type of transfer should show the Document Number(s) of the previous transaction(s). Note 3: Do not combine more that one document since that makes research difficult later on. 18

19 Example of a Budget Query Showing a Credit Memo on the P-Card Default Example of a P-Card Credit Memo that posted on the P-Card Default Index for that P-Card holder and the P-Card Default Account

20 Example of an RFT Transferring a P-Card Credit Memo from the Default Index for the P-Card and the Default Expense Account to the Correct Expense Account Example of an RFT Transferring a P-Card Credit Memo (an S document from one Index / Account to another Note: The Default Index / Account is being debited because this is a Credit Memo, so it s done as the reverse of a Charge, since Banner cannot accept negative amounts. 20

21 Example of an RFT for the Payment of an Invoice Crediting a Revenue Account Example of an RFT for the payment of an EHS invoice showing a debit to the paying organization Expense Account (starting with a 7 ) and a credit to the billing organization Revenue Account (starting with a 5 ) Note: The format would be the same for a University Center invoice, a Fine Arts Center invoice, a CIRT invoice, a Health Services invoice, etc., and should include a Document Number from the billing organization, if there is one. 21

22 Example of an RFT for the Payment of an Invoice Reimbursing an Expense Account Example of an RFT for the payment of a UPD invoice showing a debit to the paying organization Expense Account (starting with a 7 ) and a credit to the billing organization Expense Account (starting with a 6 or a 7 ) Note: This is one of the few valid examples of transferring payroll expenses without using a PHAREDS labor redistribution transfer, because UPD only bills for gross pay, FICA and Medicare expenses, not insurance and retirement expenses. Also PHAREDS should always be used for Cell Phone Allowance 22 transfers.

23 Example of a View Document Query (Can be reached directly by inputting the Document Number for a Journal Voucher or an Invoice in View Document or indirectly via a Budget Query) A Banner Self Service View Document query shows exactly how a transaction posted to the Index and Account provided and should be included as documentation for a previously posted amount being transferred to another Index and/or Account. It also shows the Document Text which explains why the transaction was done. Note: Unlike other aspects of a Banner transaction, the Document Text can be added to or edited after the transaction has posted. This is particularly helpful for future research by the requestor or anyone who needs to understand why a transaction occurred. 23

24 Example of an RFT for the Correction of a Prior Posting Example of an RFT for the correction of a revenue deposit showing a debit to the incorrect Index and Revenue Account (starting with a 5 ) and a credit to the correct Index and Revenue Account (starting with a 5 ) Note: All of this type of transfer should include the Document Number from the original posting and, in this case, the Document Number that should have posted. 24

25 Example of an RFT for the Payment of a Fee by an Agency Fund Debiting a Liability Account Example of an RFT for the payment of a fee by a TLO Agency Fund (starting with an 8 ) showing a debit to a Liability Account (starting with a 2 ) to an Auxiliary Fund (starting with a 3 ) Revenue Account (starting with a 5 ) Note: Agency Funds are not UNF s money, but instead are deposits held in a Liability Account on behalf of others; and therefore cannot have revenue or expense transactions posted to 25 them.

26 Common Errors on Requests for Transfer Debit entries and Credit entries reversed Missing or incorrect Index, Fund, and/or Org Mix-up between Index, Fund and Org, i.e., the Index does not point to the correct Fund/Org combination Missing or incorrect Account Entries to wrong Index and/or Account, i.e., transfers that do not refer back to the correct original transaction, when there is one Entries using a Revenue or Expense Account on an Agency Fund, i.e., a Fund starting with an "8", e.g., TLOs, that usually use Liability Account Submitting a Request for Transfer before the original charge, e.g., a P-Card charge (an "S" document), an Accounts Payable invoice (an "I" document), or a Travel Reimbursement (a "TR" document), has posted 26

27 Common Errors on Requests for Transfer Submitting a Request for Transfer before the original deposit, e.g. a deposit to the Cashiers Account (an "F" document) or an ACH deposit (an "FR" document), has posted Combining entries, i.e., entering a single amount for a total of multiple documents on the same line when there should be a line for each document in order to show the individual Document Reference Numbers and Amounts, e.g., P-Card charges or invoices of various types Document Reference Number missing or incorrect when referring to a previously posted transaction, e.g., an "I" document, an "S" document, a "TR" document, an "F" document, an "FR" document, or an FZ document Document Reference Number missing or incorrect when referring to a bill from one organization to another for services or rental, e.g., UCR12345 for University Center reservation, UC98765 for University Center invoice, EHS0987 for Environmental Health & Safety invoice, CIRT123 for Center for Instruction & Research invoice, FAC12345 for Fine Arts Center invoice, UPD123 for University Police Department invoice, etc. 27

28 Common Errors on Requests for Transfer Entries to Budget-Only Accounts, e.g., , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , Entries for food (Account ) to a Fund other than the Concession Fund or an Auxiliary Fund (usually Funds that start with a "3") Entries for alcohol, which can only be paid for with Foundation Funds requested directly from the Foundation Entries to Revenue Accounts for other than State Appropriations Revenue to Fund

29 Common Errors on Requests for Transfer Entries directly to the Claim on Cash Account Entries directly to the Beginning Fund Balance Account Entries to Expense Accounts starting with 79 that aren t for property that is $5,000 or greater Missing or incorrect Amounts Negative Amounts used Description larger than 34 characters Inadequate or missing Explanation (Document Text) RFT used for transfer of payroll expenses that should go through PHAREDS, e.g., Cell Phone Allowances Total Debits not equal to Total Credits No Total of all Debits and all Credits shown 29

30 Common Errors on Requests for Transfer University Center invoice charging a Foundation Account Inadequate supporting documentation, e.g., not including a Budget Query and a View Document query showing the previously posted item, when there is one, being transferred or not including the invoice when there is one Too much documentation, e.g., when transferring a previously posted item such as a Travel Reimbursement, it is not necessary to send every hotel, cab, parking, and meal receipt; just the Travel Reimbursement report will suffice 30

31 Other Resources for Banner Information Select link or Navigate to the following: Start with the UNF My Wings Home tab. Click on CPDT Class Register (Training) link under Quick Links. Click on CPDT Home. Click on Training Manuals under Employee Resources. Click on Basic Internet Native Banner Navigation for a manual (that you may want to save as a PDF file on your computer Desktop for easy access) or on Basic Internet Banner Navigation PowerPoint for a brief slide show or on Finance Self Service for a manual (that you may want to save as a PDF file on your computer Desktop for easy access). 31

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36 General Accounting Contacts Assistant Controller Wilson Navarro Ext 2497 Coordinators of Accounting Karene Fabian Ext 2743 Ana Guzman Ext 2924 NaKinya Robinson Ext 2788 Nancy Viafora Ext 2762 Senior Accountants Ashley Parnell Ext 2792 Sonal Patel Ext