MULTIPLE LINE BUDGET TRANSFER FORM

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1 MULTIPLE LINE BUDGET TRANSFER FORM The Multiple Line Budget Transfer Form allows you to prepare a budget transfer moving budget dollars from one INDEX and/or ACCOUNT to another via the BannerWeb application. See APPENDIX A for Definitions & Acceptable Transfers. Important notes: Similar to other BannerWeb applications, if there is inactivity for 15 minutes during entry, BannerWeb will log you out and NOT save your work! Please do not use the Back arrow button in your Internet browser window you have the potential of submitting your transfer twice if you do-so. There are two types of budget transfers: BD04 temporary budget adjustment, which applies to the current fiscal year only. BD02 permanent budget adjustment, which applies to current and future fiscal years. The form is accessible from the Multiple Line Budget Transfer link of the BannerWeb Finance menu. In order to access BannerWeb you must first log into mymiami. mymiami is the main portal for Miami s web-based services. 1. Visit mymiami.muohio.edu and log in using your Miami UniqueID and MUnet password. 1 P age

2 2. Once you have successfully logged into mymiami, click the BannerWeb link located in the Miami Web Page Index Module. At which point you should be taken directly into BannerWeb. 3. At this point you should be at the Main Menu of BannerWeb, click on the Financial Information link. 4. Once in the Finance menu, click on the Multiple Line Budget Transfer link. 2 P age

3 You should now be in the Multiple Line Budget Transfer form. To process the form, follow the steps listed below: 1. The Transaction Date field populates with the current date. Banner uses this to derive the fiscal year and accounting period that the transaction will post to in in the system and when it will appear on the Monthly Financial Reports. For example, the transaction date of March 13, 2012 will post to the 2012 fiscal year and to the March accounting period. Note: If you try to backdate your transaction to a closed period in Banner, you will receive an invalid date error. 2. Click on the drop-down menu for the Journal Type, and choose the appropriate type based on the type of adjustment you wish to make. Remember that there are two types of adjustments: a permanent adjustment (BD02) and a temporary adjustment (BD04). A BD02 permanent budget adjustment applies to current and future fiscal years, and a BD04 temporary budget adjustment applies to the current fiscal year only. 3 P age

4 3. The Total Amount is the sum of the move budget from and move budget to amount columns. For example, if we enter $150 on line 1 of the form and $150 on line 2, the Total Amount will be $300. Therefore, you would enter $300 as the Total Amount. This is a required field. TIP: If you initially type in $1 for the Total Amount, when you click Complete, BannerWeb will show the $1 total and calculate the Total of the transactions you entered in the rows so that you don t have to calculate the Total yourself. You can then replace the $1 amount with the Total figure BannerWeb calculated. 4. In the Description field, enter a description that adequately describes the purpose for the budget transfer. It is also a required field. This maximum 35-character description will appear in the approval process, in Banner queries, and on Monthly Financial Reports so everyone who can access this information knows why the budget transfer was processed. It is important to include specific information when space allows so the purpose of the transfer is as clear as possible to the viewer. Possible reasons descriptions for budget transfers: Move CarryForward budget *account/index* Budget Allocation for *various areas* Transfer part of budget to *account/index* Support *certain event* Cover expenses in *account* Startup funds for *new area/index* Align budget lines more accurately Awarding budget to *an area* Cover expense lines from contingency Permanent transfer of budget to *certain area* 4 P age

5 5. Begin inputting the Index, Account, and Amount fields under the sections Move Budget From and Move Budget To. The Fund and Activity codes are not required. The system will automatically enter the Fund when you click Complete. See Appendix B for assistance in looking up an index or account codes if unknown. Remember that the grand total amount of Move Budget From must equal the grand total amount of Move Budget To. They must stay in balance. Note: There is a limit of 15 lines per form. If more than 15 lines are needed, multiple forms must be created and each balanced separately. 6. Click the Complete button to validate all entered fields. If the date, fields, and data are valid, the Budget Transfer will be forwarded to the Unversity Budget Office for approval. If you have entered an invalid code, you will not be able to complete the transaction until it has been corrected. 5 P age

6 Once all required fields have been validated, a JV (Journal Voucher) document number should appear at the top, indicating the form has been forwarded to the University Budget Office for approval. Retain this number with your documentation, as it will be the document number that will appear in Banner queries and on Monthly Financial Reports. You will also be able to use this number in the View Document feature in BannerWeb Finance. See APPENDIX C if you wish to make a copy of your transfer in BannerWeb. You will also receive an indicating that your budget transfer request has been submitted to the University Budget Office for approval. Once the document has been approved by the University Budget Office, you will receive an notifying that the transfer has been approved and posted in Banner. If the transfer is denied, you will receive an notification with an explanation of why the transfer was denied. If declined the transfer must be re-submitted after the correction is made, according to the instructions above. See APPENDIX D on how to do a Document lookup after approval. 6 P age

7 APPENDIX A Definitions & Acceptable Transfers Budget Transfers are used to transfer budget within Unrestricted Educational & General (E&G), Auxiliary, Designated, or Restricted index codes, but they cannot transfer between campuses or between fund types (e.g., not from designated to E&G, E&G to restricted, Auxiliary to E&G, etc.) The index code is a shortcut to the fund, organization, and program codes. The fund code represents the various types of funding sources to be used for specific purposes. The fund code is a 6 digit numeric code that identifies the funding source. Examples of funds: Unrestricted E&G Fund Codes begin with 0xxxxx. There is a different E&G code for each campus. (index code example: UBO001) o Oxford o Hamilton o Middletown o VOA An unrestricted E&G fund implies an allocation of funding, which represents funds allocated to a department in the General Fund. These funds, which have budgets, represent a plan or estimate. Auxiliary Fund Codes begin with 2xxxxx. Auxiliary funds are self-supporting, budgeting a plan each year and can only transfer within each auxiliary s fund. Designated & Restricted funds are smaller scale self-supporting funds that receive internal or external revenue rather than a budget allocation from the General Fund. Similarly, transfers can only be made between account codes within the same fund. Also, not all designated & restricted funds are budgeted, so only the ones with budget can be transferred within. o Designated Fund Codes begin with 1xxxxx o Restricted Fund Codes begin with 3xxxxx Index code examples for both Designated & Restricted: UBO P age

8 The account code is a 6 digit numeric code. The budget dollars are recorded at the highest expense account code level; therefore, the budget must be transferred at that same level. Some examples include: o (Supplies & Materials), not o (Services), not P age

9 APPENDIX B Code Lookup This feature is located at the bottom of the budget transfer form, this function allows users the ability to look up different codes related to a specific chart of accounts within Banner. 1. Select the appropriate Chart of Accounts Code from the drop down box, it is usually C. C is for Miami University (Main Chart of Accounts) F is for Miami University Foundation P is for Paper Science and Engineering Foundation 2. Select the Type Some examples: Index (for index codes) Account (for expense account codes) 3. It is not required to enter into either the Code Criteria or Title Criteria fields; however, the search may by refined by adding criteria. Place a percent sign (%) as a wildcard character before and/or after the entry. (e.g., you want to know the account code for Travel select account as the Type and enter Travel% in the Title Criteria field) 4. Select the Maximum rows to return 9 P age

10 5. Click on Execute Query The query results will appear above the budget transfer form itself under Code lookup results. 10 P age

11 APPENDIX C Print Screen of Transfers There is currently no way to save your transfer entry through BannerWeb, so until any enhancements are made to the application, please use the following option to save a copy to your computer (for ing purposes or saving as a file ). 1. Once you have input all of your transfer information, press the PrtScn (Printscreen) button on your keyboard. This will copy the screen you have just entered. 2. You can then use the Ctrl V keys on your keyboard to paste the screen copy: a. In an to send to an approver or other department so they are aware of the transfer. b. In a Word document to save on your computer. 3. If you have two computer monitors, as a lot of people do, your printscreen will show both monitors, so you will want to use the Crop feature in Word or Outlook. 1. Choose Format from the menu bar. 2. Click on Crop. 3. You will then be able to drag the crop feature over the portion of the picture you need to remove. 11 P age

12 APPENDIX D Document view and lookup after approval There are two ways (Native Banner and BannerWeb) to view the posted budget transfer: Native Banner (Banner Prod) In the Go To box, type in FGIDOCR and press enter. Enter the Document # that was provided after the transfer was submitted (J000xxxx) and then Ctrl Page Down to move down to the Detail Information section to view the details of the transaction. BannerWeb Log into BannerWeb through mymiami (see instructions above). Click on View Document under the Finance menu. 12 P age

13 From the drop-down menu for the Choose Type field, select Journal Voucher. Enter the Document Number that was provided after the transfer was submitted (J000xxxx). Click View document. The following screen will appear with the details of the budget transfer. 13 P age

14 The Approval History of a transfer can also be viewed. If the transfer was approved, the following screen will appear. There are no approvals required at this time indicates the transfer has posted to Banner. If the transfer is still in process of being approved, the message No approvals have been recorded for this document will appear, along with a list of approvers. 14 P age

15 If the notification of the transfer being denied has been deleted or somehow was not received, there is a screen in Banner Prod (Native Banner) that will pull up the denied message for viewing. o o o o Click the Check Banner Messages link in the My Links section of the main Banner window (at the right). Initiate query mode by either pressing the F7 key or choosing Query/Enter from the menu at the top of the Banner window. Click in the Item field, and enter the document # or J00% (using the % wildcard will allow the look-up of multiple documents from the same submitter). If the wildcard method is used, input the submitter s unique ID in the Recipient field in order to pull only that submitter s transfers. Execute the query by either pressing the F8 key or choosing Query/Execute from the menu. See example of results below. 15 P age