Welcome to Focus on Finance! January 17, 2019
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1 Welcome to Focus on Finance! January 17, 2019
2 Agenda Equipment Purchases Kathy Archie Departmental Revenue Deborah Keeney Tips & Tricks Future Year Travel Authorizations Terrice Watson What s New? Who Knew? What s Due?
3 Equipment Purchases Kathy Archie Manager, Financial Reporting Accounting Department
4 PO Account Codes Items under $1,500
5 PO Account Codes Single Item $5,000 and Over
6 Controlled Equipment PO Example Items should be coded at the header with and accessories should be coded at the line to
7 PO Example Computer Purchase (NOT Tagged - OK under $1,500)
8 Incorrect PO Computer Purchase (Tagged)
9 Incorrect PO Computer Purchase (Tagged) Computer less than $1,500.
10 Incorrect PO Supplies (Account Code 78XXX Item in excess of $5,000)
11 Dell Example - Requisition 1. Add items to the Shopping Cart. 2. Select Create Order Requisition. 3. Select Submit Order Requisition. 4. Review Order and Select Proceed to Checkout. 5. When Tigerbuy Requisition pops up, select Accounting Codes.
12 Dell Example Requisition (cont d) 6. If most of your items are supplies, indicated supplies (74500) at the header and change asset line item. 7. Select Edit, next to the applicable line. 8. Add items to the Shopping Cart. 9. Update Account Code and Select Save. 10. Verify that Account Codes are consist with Account Code Guide. 11. Select Place Order. (Example on Next Slide.)
13
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15 QUESTIONS?
16 Departmental Revenue Deborah Keeney, Associate Director Budget Financial Planning
17 Banner Finance Account Types and Budget Pool Account Codes
18 What is Account Type 75? Departmental Revenue Account Codes Are to be used only for services provided by a Campus Department to another Campus Department Are not to be used for a Campus Department expense (invoice, travel, reimbursement, etc.) The most misunderstood are: o 75431, Conference Fees Non Taxable The correct expense Account Code 74830, Training Costs for Employees o 75432, Equipment Rental Non Taxable The correct expense Account Code 74630, Rental of Equipment o 75435, Parking Fees Non Taxable The correct expense Account Code 74992, Parking Spaces / Decals
19 Where to find Listing of Account Codes
20 Account Type 75 Departmental Revenue Account Code Listing Account Code Account Title Account Pred Account Type Code Account Pool Account Data Entry Account Normal Bal Account Cap Asset Code Title AP ATC AP DE NB CA 754 Departmental Revenues 75 N C 7540 Departmental Revenues Budget N C Departmental Revenue Budget Pool B C 7541 Departmental Revenues N C Departmental Revenues Y C Dept Revenues A Non Taxable Y C Dept Revenues B Non Taxable Y C Dept Revenues C Non Taxable Y C Dept Revenues D Non Taxable Y C Dept Revenues E Non Taxable Y C Dept Sales and Services A Non Tax Y C Dept Sales and Services B Non Tax Y C Dept Sales and Services C Non Tax Y C Dept Sales and Services D Non Tax Y C Dept Sales and Services E Non Tax Y C Source: Banner Finance Program Guide Account Code List (Export to EXCEL) 1 of 4
21 Account Code Account Type 75 Departmental Revenue Account Code Listing Account Title Account Pred Account Type Code Account Pool Account Data Entry Account Normal Bal Code Title AP ATC AP DE NB CA Departmental Local Telephone Y C Departmental Long Distance Y C Departmental Sales and Services Y C Departmental Leases Y C Departmental Cellular Y C Departmental Cable Vision Y C Departmental Chargeback Y C Univ Facilities Rental Non Taxable Y C Conference Fees Non Taxable Y C Equipment Rental Non Taxable Y C Vendor Fees Non Taxable Y C Technical Service Fees Non Tax Y C Parking Fees - Non Tax Y C Departmental WCCG Y C Dept Catering - Other Y C Source: Banner Finance Program Guide Account Code List (Export to EXCEL) 2 of 4 Account Cap Asset
22 Account Type 75 Departmental Revenue Account Code Listing Account Code Account Title Account Pred Account Type Code Account Pool Account Data Entry Account Normal Bal Account Cap Asset Code Title AP ATC AP DE NB CA Rats Y C Rabbits Y C Mice Voles Y C Hamsters Y C Warm Blooded Creatures Y C Pigs Y C Animal Purchase Y C Corel Word Perfect Revenue Y C Software Licenses Revenue Y C Surgical Room Rental Y C Surgery Room Clean Up Y C Pig Room Charges Y C Veterinarian Service Fees Y C Technician Service Fees Y C Source: Banner Finance Program Guide Account Code List (Export to EXCEL) 3 of 4
23 Account Type 75 Departmental Revenue Account Code Listing Account Code Account Title Account Pred Account Type Code Account Pool Account Data Entry Account Normal Bal Account Cap Asset Code Title AP ATC AP DE NB CA Dept PP Direct Charge Utilities Y C Dept PP Direct Charge Maint Repair Y C Dept PP Direct Charge Grounds Y C Dept PP Direct Charge Custodial Y C Dept PP Direct Charge Motor Fuel Y C Grants Non-Sponsor Revenue Y C Student Activity Fee Allocations Y C Source: Banner Finance Program Guide Account Code List (Export to EXCEL) 4 of 4
24 Banner Finance SSB Query
25 Banner Finance SSB Query
26 OnBase Document Lookup
27 Accounting TV
28 Banner Finance eprint Report FYBR005
29 Financial Planning Web Page
30 Financial Planning Web Page
31 Financial Planning Office: Phone: Website:
32 Questions
33 Tips & Tricks Future Year Travel Authorizations Terrice Watson Assistant Controller Accounting Department
34 Purpose of Request for Future Year Travel Authorization To request authorization for travel in the next fiscal year. Any travel dates that extend past June 30 th are considered future year. (i.e. June 26 th July 3 rd ) Travel begins on or after July 1 st.
35 Is a Request for Future Year Travel Authorization required? No There will be no transactions related to the trip in this fiscal year. Yes Reservations related to the trip will be made in this fiscal year. (i.e. airline) Expenditures related to the trip will be paid in this fiscal year. (i.e. registration) International Travel and the 21-day requirement includes current fiscal year.
36 Future Year Travel Authorization Form Fully Complete the Request for Future Year Travel Authorization Form. (Signatures are not required by Accounting, however, departmental authorizations apply.) International Travel Include a detail listing of expenditures. (Memo or Estimated Travel Expenses Worksheet) Submit to Accounting for data entry. After Accounting has created the PO, an will be sent to the contact person notifying that the PO has been created and approval is required. (Please be sure to review and approve PO.) After all approvals are complete, the traveler may begin making reservations and submit Check Requests.
37 General Travel - Frequently Asked Question Is Hawaii, Alaska, Puerto Rico, Canada, or Mexico considered international? Yes, they are considered international and require detailed expenses and the 21-day rule applies.
38 Applicable Forms Request for Future Year Travel Authorization htm Estimated Travel Expenses Worksheet worksheet.xls
39 Questions
40 What s New? / Who Knew? / What s Due?
41 What s New? Duo MFA Update Jon Weber, Director IT Security, Identity Management and Compliance
42 Reminder: Duo MFA Requirement The University will enable Duo multi-factor authentication (MFA) for all employees Provides an additional layer of authentication Does not include student workers/gas who don t teach Can use office phone, mobile phone, mobile app, or token for secondary authentication Protects all single-sign on (SSO) resources Assistance can be requested via the ITS Service Desk at extension 8888 Current employees opt-in period: Now through February 4, 2019 New employees effective: November 1, 2018 Effective all employees: February 4, 2019
43 NEW - Duo Tokens Additional authentication option being offered small physical device resembling a USB key Generates a one-time use passcode Intended for use as a primary or backup device for users who do not have phones or travel internationally without a US-based device Available for a one-time $20 fee charged to a campus index Fee will be waived through June 30 th to cover initial rollout period More information will be available on the Duo webpage -
44 Links & Contact Information Thank you!
45 Who Knew? Workshops Date Budget Basics Wednesday, January 30, 2019 Admin Bldg. Room :30-12:00 Noon Accounting Basics Thursday, January 31, 2019 Admin Bldg. Room 178 1:30-3:00 PM Fixed Asset Inventory (Finance Workshop) Tuesday, February 26, 2019 Admin Bldg. Room 178 2:00-3:00 PM Fixed Asset Inventory (Finance Workshop) Wednesday, March 6, 2019 Admin Bldg. Room :00-11:00 AM
46 What s Due? Activity Deadline W-2 and Vendor 1099-MISC Availability/Mailing Wednesday, January 31, 2019 Fall Effort Certification - July December 2018 Wednesday, January 31, 2019 Inventory Confirmation (Distribution) Friday, February 15, 2019 Inventory Confirmation (Due to Accounting) Monday, April 1, 2019
47 Next Focus on Finance February 21, :30-3:00 PM Senate Chamber - UC 261 Comments or suggestions? bffin@memphis.edu Focus on Finance website:
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