On-Line Budget Transfer (BT) Training

Transcription

1 On-Line Budget Transfer (BT) Training Presented by: Budget and Financial Planning

2 Table of Contents On-Line Budget Transfer (BT) Training Introduction Purpose 1 Getting Started 1 Changes 1 Remaining the Same 3 Fund Type 4 Fund Type List 8 Journal Type (Rule Code) W01 9 W02 9 W03 10 W04 10 W05 11 W06 11 W07 12 W08 12 W11 13 W12 13 W13 14 W17 14 W18 15 W19 15 Sponsored Research Journal Type (Rule Code) BD02 16 BR24 16 GRTS 16 Screen References 17 Verify Budget/Cash Availability 18 Budget Availability Status (FGIBAVL) 18 General Ledger Trial Balance (FGITBAL) 21 Organization Budget Status (FGIBDST) 24 o Activity Code Balances 24 o Drill Down capabilities 27 o Approver s review of budget availability 33 o NSF Alert 33 Determine Free Cash 37

3 Instructions and screen shots On-Line Budget Transfer (FGAJVCQ) 42 Approver 51 BT s Returned to Initiator 65 Trouble Shooting NSF Overrides 74 Index Authority 77 Invalid Fund, Orgn, or Index 78 Invalid Account Category 79 Process...error message 80 Document Retrieval [FOADOCU] 81 Find a Document Number 89 Find a Document in Banner 93 Approval History 96 Reports from Banner ERP System Banner Access Request 99 Fund/Orgn/Security 103 Reports from Information Navigator Approver s Document Detail 105 Budget Availability-Approver 109 Budget Availability By Activity Code 112 Budget Control Proof List-Detailed 115 Document Detail By Status 118 Free Cash-Approver 121 Free Cash-Initiator 124 Grant Inception to Date by Grant w/fund 127 Banner Preferences Display form name on Menu 130 Screen Colors 132 Set your My Banner Folder 134 Select most used screens for My Banner Folder 136 Copy or Reverse a Budget Transfer Document 138 Appendices Appendix A: Chart: Rule Codes & Account Codes Appendix B: Chart: Screen Reference i ii

4 Appendix C: Form: Determine Free Cash o Initiator Form o Approver Form Appendix D: Quick Reference Guide: Entering On-Line BT Appendix E: Quick Reference Guide: Approving On-Line BT Quick Reference Guide: BT s Incomplete or Disapprove Appendix F: Chart: Report Reference iii iv v vi Index 147 Notes 149

5 Introduction Purpose: The on-line budget transfer (BT) process in Banner will allow BTs to be routed electronically through the system. Getting Started: For you to begin using on-line BTs, you must: Have Completed Banner Navigation Online elearning Course Have Completed Budget Certificate-Budget Basics Have Completed Budget Certificate-Budget Transfers & Reports Attend and complete On-Line BT training until you are familiar with the entire process. Apply and be approved for Banner Access for on-line BTs as an initiator and/or approver. Changes: There are a few changes that come with on-line BTs. The changes are discussed below: 1. Forms: There is one electronic BT form. Be aware that the Activity Code and Account Code are not validated. 2. Cash Moves: You will request a cash move from one department to another department by submitting a journal entry document directly to Financial Services. 3. Transfer-out Budget: You will need sufficient transfer out budget (account code 8500) in the department giving the cash to another department before the cash move can be completed by Financial Services. (Rule Codes W03, W04, W06, W08, W11, W13, and W19) 4. Record Keeping of BT: We recommend that each department complete a BT form (be sure to write in your J number) and keep it in their office to be available for audit purposes. I. Sign in to My UWF II. Type Budget Transfer Form in search field III. Choose Budget Transfer form and complete IV. You can then save the completed BT form to your files or print it for your files b. Reasons copy is needed for your files: I. The BT document in banner limits the description on the document to 35 characters and many times this is not sufficient space to explain the purpose of the BT. II. Allow for departments to have further approvals in their files as needed for their BTs which are beyond the capabilities of the routing allowed in Banner. III. Internal and external auditors have requested that departments need to maintain a complete copy of the BT in their departments. When a document needs to be reviewed by the auditors then the department will be contacted by the auditor. Page 1 of 149

6 5. Journal Types: Journal Types (Rules Codes) have been added to Banner. (See Appendix A Rule Code & account Code) a. BTs must have a journal type (rule code), one type per BT, and we currently have identified the following journal types (rule codes) for BTs that are processed on-line and approved by the Budget Office and/or Research and Sponsored Programs: Approved by the Budget Office: I. W01 General Revenue (E&G) Budget Transfers II. W02 Carry Forward Budget Transfers III. W03 Student Activity Funds Budget Transfers IV. W04 Athletic Funds Budget Transfers V. W05 Contracts & Grants Budget Transfers VI. W06 Financial Aid Loan Budget Transfers VII. W07 Scholarship Funds Budget Transfers VIII. W08 Auxiliary Funds Budget Transfers IX. W11 Concession Funds Budget Transfers X. W12 Construction Funds Budget Transfers XI. W13 Technology Fund Budget Transfers XII. W17 Federal Grants TF-Edu (E) Budget Transfers XIII. W18 Federal Grants TF-Dis (D) Budget Transfers XIV. W19 Board Approved Fees Budget Transfers Approved by Research and Sponsored Programs: I. BD02 Sponsored Research Seed/Admin Funds II. BR24 Sponsored Research Grant Funds III. GRTS Sponsored Research Seed/Admin Funds with Cash 6. Sufficient Budget Available: Must have sufficient budget available before the BT can be requested. 7. Free Cash: This is a term used in cash carrying accounts, such as Athletics, Auxiliary, Student Affairs, etc, and defined as the difference between your Cash Interfund account balance and all obligations against this account. Available budget, encumbrances, and payables are all considered obligations against Cash Interfund. The difference is what we term Free Cash and is available for you to increase your budget if appropriate. 8. Timing: BTs must be completed and approved in the same month initiated. Therefore be aware when processing BT s at the end of the month that if it is not approved by the last working day, it will be returned to the initiator for a date change and rerouted for approvals. 9. Notifications: You will be ed each morning a list of BT s awaiting your approval. You may check more often in Banner (FOAUAPP) or The Information Navigator Reports (Approvers Document Detail). Page 2 of 149

7 Remaining the Same: See below for the things that don t change. 1. Cash Moves: You will still move cash with the Sponsored Research GRTS Rule Code. 2. Forms: The manual BT form has not changed and will remain in the same location on MyUWF. 3. Cross divisional requests: BT documents that are transferring funds outside your division can not be done as an on-line BT. I. An example of this would be where a Student Affairs department wants to give funds to a department within Academic Affairs. Student Affairs can do a BT within their departments, but does not have security (authority) over a department within Academic Affairs. II. The Banner security by fund and organization (orgn) will not allow this transaction to be processed. Therefore, a manual BT will need to be completed by the transferring department and submitted through Flexible RouteIt. I. Start an On-Line BT and complete through the first sequence so that a number can be assigned by Banner. II. Sign in to MyUWF III. Type Budget Transfer Form in search field IV. Choose Budget Transfer form and complete, making sure to put the document number assigned by Banner on it. The departments noted on the paper BT can print a copy of the BT by way of the Flexible RouteIt. 4. Assistance: The budget office personnel are available to assist you with questions, concerns, and/or problems. Page 3 of 149

8 Fund Type To determine which journal type (rule code) to use you must first determine the fund type, also known as the Level 2 Type. Below is how you find the Fund Type which is used to determine the journal type (rule code). 1. Go to MyUWF, Log in and select Employee Resources 2. Select Information Navigator 3. Select Show all if the default opens to my home 4. In Office of Record select Accounting and Finance Page 4 of 149

9 5. Select ID FIN which is titled Fund Hierarchy double click 6. Leave As-Of-Date defaulted to current date 7. Leave Financial manager defaulted to All 8. Select Both for Type 9. Select View Report Page 5 of 149

10 10. Select Edit from the tool bar 11. Select Find on this Page 12. Enter your index in the Find area Page 6 of 149

11 13. Select Next 14. Notice the 2 digit number to the right of the Description, in this case 16, which is your Fund Type, the column label is Level 2 Type and it is not always the same as the first 2 digits of the index. 15. Notice the far right column, this indicates if your fund is active (A) or inactive (I). If it is inactive you will not be able to request a BT using this fund until it is reactivated if appropriate. Page 7 of 149

12 16. The Fund Type is always mentioned in section a of the Journal Type information. Below is a list of all current Fund Types however realize that some could be added or changed in the future so always check Banner Fund Hierarchy to determine the appropriate Fund Type. a. Fund Type 11 E&G funds with 4 or 5 digits = Journal Type W01 b. Fund Type 11 CF funds beginning with C = Journal Type W02 c. Fund Type 11 ARRA-Educ funds beginning with E = Journal Type W17 d. Fund Type 11 ARRA-Disc funds beginning with D = Journal Type W18 e. Fund Type 12 Student Activities = Journal Type W03 f. Fund Type 13 Auxiliary Funds = Journal Type W08 g. Fund Type 14 Scholarship Funds = Journal Type W07 h. Fund Type 15 Athletic Funds= Journal Type W04 i. Fund Type 16 Concession Funds = Journal Type W11 j. Fund Type 17 SRT-Admin = Journal Type BD02 or GRTS k. Fund Type 18 SRT-Seed = Journal Type BD02 or GRTS l. Fund Type 19 Technology = Journal Type W13 m. Fund Type 34 Board Approved Fees Journal Type W19 n. Fund Type 21 Contract and Grant Funds = Journal Type W05 o. Fund Type 22 SRT Grant/Match Funds = Journal Type BR24 p. Fund Type 41 Financial Aid Funds = Journal Type W06 q. Fund Type 81 Agency Funds = Not set up for On-line BT s r. Fund Type 83 Research Foundation Funds= Not set up for On-line BT s s. Fund Type 91 Construction Funds = Journal Type W12 t. Fund Type 97 Investment in Plant Funds = Not set up for On-line BT s u. Fund Type 99 Bank Funds = Not set up for On-line BT s Page 8 of 149

13 Journal Types (Rule Codes) Information See Appendix A for Rule Code and Account Code Reference Guide W01 W02 1. General Revenue (E&G) Budget Transfers: a. Only for the four or five digit indexes within the fund which is Fund Type 11 on the Fund Hierarchy Report b. Increases and decreases must balance within the fund; however they may be split by many indexes within that fund. c. There must be available budget in the categories requesting the decreases. (Check FGIBAVL (Budget Availability Status) or FGIBDST (Organization Budget Status) or use BUDG (Budget Availability-Approver Report in Information Navigator). d. One-sided entries are not allowed e. Budget Categories Allowed: I Salaries II Salary Fringes III OPS IV Expense V OCO (Other Capital Outlay) VI Library Resources 2. Carry Forward Budget Transfers: a. Only for the six digit indexes that begin C within the fund which is Fund Type 11 on the Fund Hierarchy Report b. Increases and decreases must balance within the fund; however they may be split by many indexes within that fund. c. There must be available budget in the categories requesting the decreases. (Check FGIBAVL (Budget Availability Status) or FGIBDST (Organization Budget Status) or use BUDG (Budget Availability-Approver Report in Information Navigator). d. One-sided entries are not allowed e. Budget Categories Allowed: I Salaries II Salary Fringes III OPS IV Expense V OCO (Other Capital Outlay) VI Library Resources Page 9 of 149

14 W03 3. Student Activity Funds Budget Transfers: a. Only for the six-digit indexes with Fund Type 12 on the Fund Hierarchy Report. b. There must be sufficient cash available or be expecting additional revenue to cover the increase in budget that you are requesting. Check The Information Navigator Reports Free Cash-Initiator or calculate Free Cash using the form found in Appendix C using FGITBAL (General Ledger Trial Balance), FGIBAVL (Budget Availability Status) and/or FGIBDST (Organization Budget Status) I. If you are basing your budget request on additional revenue to be received, please indicate this with a comment(s) on the Document Text [FOATEXT] area on the BT so that the Budget Office will know what you are doing. c. There must be available budget in the categories requesting the decreases. (Check FGIBAVL (Budget Availability Status) or FGIBDST (Organization Budget Status) or use BUDG (Free Cash Approver Report in Information Navigator). d. One-sided entries are allowed e. Budget Categories Allowed: I Salaries II Salary Fringes III OPS IV Expense V OCO (Other Capital Outlay) VI Transfer-Out W04 4. Athletics Budget Transfers: a. Only for the six-digit indexes with Fund Type 15 on the Fund Hierarchy Report b. There must be sufficient cash available or be expecting additional revenue to cover the increase in budget that you are requesting. Check The Information Navigator Reports Free Cash-Initiator or calculate Free Cash using the form found in Appendix C using FGITBAL (General Ledger Trial Balance), FGIBAVL (Budget Availability Status) and/or FGIBDST (Organization Budget Status) I. If you are basing your budget request on additional revenue to be received, please indicate this with a comment(s) on the Document Text (FOATEXT) area on the BT so that the Budget Office will know what you are doing. c. There must be available budget in the categories requesting the decreases. (Check FGIBAVL (Budget Availability Status) or FGIBDST (Organization Budget Status) or use BUDG (Free Cash Approver Report in Information Navigator). d. One-sided entries are allowed e. Budget Categories Allowed: I Salaries II Salary Fringes Page 10 of 149

15 III OPS IV Expense V Travel (Individual) VI Group Travel VII OCO (Other Capital Outlay) VIII Transfer-Out IX Scholarship Transfer-out X Fee Waiver Transfer-out W05 5. Contracts & Grants Budget Transfers: a. Only for the six-digit indexes with Fund Type 21 on the Fund Hierarchy Report b. There must be sufficient cash available or be expecting additional revenue to cover the increase in budget that you are requesting. Check The Information Navigator Reports Free Cash-Initiator or calculate Free Cash using the form found in Appendix C using FGITBAL (General Ledger Trial Balance), FGIBAVL (Budget Availability Status) and/or FGIBDST (Organization Budget Status) I. If you are basing your budget request on additional revenue to be received, please indicate this with a comment(s) on the Document Text (FOATEXT)] area on the BT so that the Budget Office will know what you are doing. c. There must be available budget in the categories requesting the decreases. (Check FGIBAVL (Budget Availability Status) or FGIBDST (Organization Budget Status) or use BUDG (Free Cash Approver Report in Information Navigator). d. One-sided entries are allowed e. Budget Categories Allowed: I Salaries II Salary Fringes III OPS IV Expense V OCO (Other Capital Outlay) VI Transfer-Out W06 6. Financial Aid Loan Budget Transfers: a. Only for the six-digit indexes with Fund Type 41 on the Fund Hierarchy Report b. There must be available budget in the categories requesting the decreases. (Check FGIBAVL (Budget Availability Status) or FGIBDST (Organization Budget Status) or use BUDG (Free Cash Approver Report in Information Navigator). c. One-sided entries are allowed d. Budget Categories Allowed: I Expense II Transfer-Out Page 11 of 149

16 W07 7. Scholarship Budget Transfers: a. Only for the six-digit indexes with Fund Type 14 on the Fund Hierarchy Report b. There must be available budget in the categories requesting the decreases. (Check FGIBAVL (Budget Availability Status) or FGIBDST (Organization Budget Status) or use BUDG (Free Cash Approver Report in Information Navigator). c. One-sided entries are allowed d. Budget Categories Allowed: I Expense II Transfer-Out W08 8. Auxiliary Funds Budget Transfers: a. Only for the six-digit indexes with Fund Type 13 on Fund Hierarchy Report b. There must be sufficient cash available or be expecting additional revenue to cover the increase in budget that you are requesting. Check The Information Navigator Reports Free Cash-Initiator or calculate Free Cash using the form found in Appendix C using FGITBAL (General Ledger Trial Balance), FGIBAVL (Budget Availability Status) and/or FGIBDST (Organization Budget Status) I. If you are basing your budget request on additional revenue to be received, please indicate this with a comment(s) on the Document Text (FOATEXT) area on the BT so that the Budget Office will know what you are doing. c. There must be available budget in the categories requesting the decreases. (Check FGIBAVL (Budget Availability Status) or FGIBDST (Organization Budget Status) or use BUDG (Free Cash Approver Report in Information Navigator). d. One-sided entries are allowed e. Budget Categories Allowed: I Salaries II Salary Fringes III OPS IV Expense V OCO (Other Capital Outlay) VI FCO (Fixed Capital Outlay) restricted use VII Transfer-Out Page 12 of 149

17 W11 W12 9. Concession Fund Budget Transfers: a. Only for the six-digit indexes with Fund Type 16 on the Fund Hierarchy Report b. There must be sufficient cash available or be expecting additional revenue to cover the increase in budget that you are requesting. Check The Information Navigator Reports Free Cash-Initiator or calculate Free Cash using the form found in Appendix C using FGITBAL (General Ledger Trial Balance), FGIBAVL (Budget Availability Status) and/or FGIBDST (Organization Budget Status) I. If you are basing your budget request on additional revenue to be received, please indicate this with a comment(s) on the Document Text (FOATEXT) area on the BT so that the Budget Office will know what you are doing. c. There must be available budget in the categories requesting the decreases. (Check FGIBAVL (Budget Availability Status) or FGIBDST (Organization Budget Status) or use BUDG (Free Cash Approver Report in Information Navigator). d. One-sided entries are allowed e. Budget Categories Allowed: I Salaries II Salary Fringes III OPS IV Operating Expenditures V Other Capital Outlay VI Transfer-Out 10. Construction Fund Budget Transfers: a. Only for the six-digit indexes with Fund Type 91 on the Fund Hierarchy Report b. Activity Codes are required on each line item. c. There must be available budget in the categories requesting the decreases. (Check FGIBAVL (Budget Availability Status) and FGIBDST (Organization Budget Status) to verify available balance by activity code or use BUDG (Budget Availability By Activity Code Report in Information Navigator). Banner does not check the Activity Code level it only looks on FGIBAVL at the high level category! d. One-sided entries are allowed e. Budget Categories Allowed: I FCO (Fixed Capital Outlay) Page 13 of 149

18 W Technology Fund Budget Transfers: a. Only for the six-digit indexes with Fund Type 19 on the Fund Hierarchy Report b. There must be sufficient cash available or be expecting additional revenue to cover the increase in budget that you are requesting. Check The Information Navigator Reports Free Cash-Initiator or calculate Free Cash using the form found in Appendix C using FGITBAL (General Ledger Trial Balance), FGIBAVL (Budget Availability Status) and/or FGIBDST (Organization Budget Status) I. If you are basing your budget request on additional revenue to be received, please indicate this with a comment(s) on the Document Text (FOATEXT) area on the BT so that the Budget Office will know what you are doing. c. There must be available budget in the categories requesting the decreases. (Check FGIBAVL (Budget Availability Status) or FGIBDST (Organization Budget Status) or use BUDG (Free Cash Approver Report in Information Navigator). d. One-sided entries are allowed e. Budget Categories Allowed: I Salaries II Salary Fringes III OPS IV Operating Expenditures V Other Capital Outlay VI Transfer-Out W Federal Grants TF-Edu (E)) Budget Transfers (Only used in FY 2010 and FY 2011): f. Only for the five digit indexes beginning with E within the fund which is Fund Type 11 on the Fund Hierarchy Report g. Increases and decreases must balance within the fund; however they may be split by many indexes within that fund. h. There must be available budget in the categories requesting the decreases. (Check FGIBAVL (Budget Availability Status) or FGIBDST (Organization Budget Status) or use BUDG (Budget Availability Approver Report in Information Navigator). i. One-sided entries are not allowed j. Budget Categories Allowed: I Salaries II Salary Fringes III OPS IV Expense V OCO (Other Capital Outlay) VI Library Resources Page 14 of 149

19 W18 W Federal Grants TF-Dis (D) Budget Transfers (Only used in FY 2010 and FY2011): k. Only for the five digit indexes beginning with D within the fund which is Fund Type 11 on the Fund Hierarchy Report l. Increases and decreases must balance within the fund; however they may be split by many indexes within that fund. m. There must be available budget in the categories requesting the decreases. (Check FGIBAVL (Budget Availability Status) or FGIBDST (Organization Budget Status) or use BUDG (Budget Availability Approver Report in Information Navigator). n. One-sided entries are not allowed o. Budget Categories Allowed: I Salaries II Salary Fringes III OPS IV Expense V OCO (Other Capital Outlay) VI Library Resources 14. Board Approved Fees Fund Budget Transfers: f. Only for the six-digit indexes with Fund Type 34 on the Fund Hierarchy Report g. There must be sufficient cash available or be expecting additional revenue to cover the increase in budget that you are requesting. Check The Information Navigator Reports Free Cash-Initiator or calculate Free Cash using the form found in Appendix C using FGITBAL (General Ledger Trial Balance), FGIBAVL (Budget Availability Status) and/or FGIBDST (Organization Budget Status) I. If you are basing your budget request on additional revenue to be received, please indicate this with a comment(s) on the Document Text (FOATEXT) area on the BT so that the Budget Office will know what you are doing. h. There must be available budget in the categories requesting the decreases. (Check FGIBAVL (Budget Availability Status) or FGIBDST (Organization Budget Status) or use BUDG (Free Cash Approver Report in Information Navigator). i. One-sided entries are allowed j. Budget Categories Allowed: I Salaries II Salary Fringes III OPS IV Operating Expenditures V Other Capital Outlay VI Transfer-Out Page 15 of 149

20 Sponsored Research Journal Types (Rule Codes) Information BD02 BR24 1. Sponsored Research Seed/Admin Funds a. Can only be used for Fund Type 17 16xxxx and Fund Type 18 18xxxx funds b. You are moving budget within the same index c. There must be available budget in the categories requesting the decreases. Check FGIBAVL (Budget Availability Status), FGIBDST (Organization Budget Status), or Information Navigator-Budget Availability-Approver for budget. d. One-sided entries are not allowed e. Budget Categories Allowed: I Salaries II Salary Fringes III OPS IV Operating Expenditures V Other Capital Outlay 2. Sponsored Research Grant funds (Must have PI s written approval prior to initiating the budget transfer) a. Can only be used with Fund Type 22 which are grant funds (21xxxx ) b. Increases and Decreases must balance within the grant fund c. There must be available budget in the categories requesting the decreases. You will need to use the Information Navigator Report-Research & Sponsored Programs -Grant Inception to Date by Grant w/fund report to determine your budget availability. (Note-this data is only as current as last night) d. One-sided entries are not allowed e. Budgeted categories should remain as originally budgeted by the Agency GRTS 3. Sponsored Research Seed/Admin Funds (w/cash) a. Can only be used for Fund Type 17 16xxxx and Fund Type 18 18xxxx b. You are moving budget and cash between 2 or more indexes. c. Moves budget in 7000-Operating Expenditures and Cash Interfund in one journal entry-no need to indicate cash move other than in description. d. Can only be used for 16xxxx and 18xxxx funds e. There must be sufficient budget available to request a transfer from one index to another. It is assumed that if you have budget, then you have cash, unless there has been an error in posting, in which case the RSP office will get it corrected. Check FGIBAVL (Budget Availability Status), FGIBDST (Organization Budget Status), or Information Navigator-Budget Availability-Approver for budget. f. One-sided entries are not allowed g. Can only use transfer account codes: I Transfer In II Transfer Out Page 16 of 149

21 Screen References Throughout this documentation references will be made to different areas of the Banner screen. Below is a list of the references: Title Bar-is the very top bar which displays the Oracle Developer name and has the min/max/close program icons. Tool Bar- is the bar that contains the drop down lists such as File, Edit, Options, Block, etc. Icon Bar-is the bar that contains the various icons used to select a specific task. Note the Close icon performs the same close as the close icon on the Form Title Bar. Form Title Bar-is the bar that is just below the icon bar and displays the Form Title. Note the close icon performs the same as the close icon on the Icon Bar. Form/Screen-is the entire area below the Form title Bar Hint Line- is the very bottom area that displays any messages from the system. Title Bar Tool Bar Icon Bar Form Title Bar Form/Screen Hint Line Page 17 of 149

22 Verify Budget/Cash Availability See Appendix B for Screen Reference Guide You must have available budget and/or cash before you initiate a BT or cash move. There are 3 screens in Banner and several reports in the Information Navigator Reports that are used to determine if you do have the available budget and/or cash. The Banner screens are FGIBAVL (Budget Availability Status), FGITBAL (General Ledger Trial Balance), and FGIBDST (Organization Budget Status). The reports in the Information Navigator Reports are Grant Inception-to-Date w/fund (RSP000008), Free Cash-Approver (BUDG000009), Budget Availability-Approver (BUDG000008), which is FGIBDST summed, and Budget Availability-Activity Code (BUDG000010), which is FGIBDST summed by Activity Code. This section will explain the use of the Banner screens with screen shots and instructions. Instructions for running the Information Navigator Reports mentioned will be discussed later in this document. Important: Banner uses the available balance listed on FGIBAVL to determine if you have sufficient budget. Therefore if you are transferring between Activity Codes you will need to verify that there is sufficient budget at the Activity Code Level using FGIBDST screen in Banner or the Budget Availability by Activity Code report in the Information Navigator Reports. Also, Banner does not check Cash Availability so it is very important that you check this before initiating/approving a BT request using the Free Cash-Initiator (to be used prior to starting a BT) or Free Cash Approver (used after the BT has been started) reports located in the Information Navigator Reports or calculate free cash using FGITBAL, FGIBAVL, and/ FGIBDST screens in Banner (see pages 16-38). (FGIBAVL includes pending transactions while and FGIBDST only includes posted transactions-see pages for NSF Alert). Budget Availability Status (FGIBAVL) This is the only screen used if you are transferring within the same index and are not using Activity Codes. 1. FGIBAVL is used to check available balance and the amounts committed to determine if there is budget available to transfer within categories. This screen is also used as part of the process in determining if there is cash available to increase your budget. 2. Open Banner 3. Enter FGIBAVL in the "Go To" field on the Welcome Screen. Page 18 of 149

23 4. Press Enter and this will take you to the FGIBAVL form 5. Tab to the Index field and enter the INDEX (make sure the current fiscal year is displayed). Page 19 of 149

24 6. Tab through Fund, Orgn & Program, do not enter anything in these fields as they will default based on the index you entered. 7. Tab to the account field and enter account Select Next Block there are 3 ways to select next block a. Select Block from the tool bar then select Next from the drop down menu b. Use the shortcut which is Ctrl Page Down c. Select the icon from the icon bar. Page 20 of 149

25 9. Review that there is enough budget available for journal types (Rule Codes) W01, W02, W06, W07, and W12, and/or that there is enough cash available for journal types (Rule Codes) W03, W04, W05, W08, W11, and GRTS. If you are moving between indexes for Rule Codes W03, W04, W05, W08, W11, and GRTS then this screen is only one of three that will be used. You will also need FGITBAL and FGIBDST to determine if there is enough free cash available. 10. Select the button from the icon bar to return to the Welcome Screen. 11. If budget and/or Free Cash is available proceed with your BT. General Ledger Trial Balance (FGITBAL) FGITBAL is used to check for Cash Interfund balance, which is used as part of the process of determining if you have sufficient Free Cash to cover the budget request. Note: You will also need to use FGIBAVL and possibly FGIBDST to complete the process of determining Free Cash. There is also a Free Cash-Initiator (BUDG000002) and Free Cash-Approver (BUDG000009) report located in the Information Navigator Reports. 1. Enter FGITBAL in the Go To field on the Welcome Screen 2. Press Enter and this will open the form FGITBAL Page 21 of 149

26 3. Tab to the Fund field and enter the INDEX 4. Tab to the Account field and leave blank-if there is already an account number displayed hit your delete key to clear the field. 5. Select Next Block and this will display a list of Balance sheet account codes. The two amounts you are interested in are Cash Interfund (10099) & Accounts Payable (the sum of all accounts beginning with 2). Page 22 of 149

27 6. You may wish to print this page or just make a note of the current Cash Interfund balance and the Accounts Payable Balances, those that begin with 2, as they are needed to calculate Free Cash. 7. Select the button from the icon bar to close and return to the Welcome Screen. Page 23 of 149

28 Organization Budget Status (FGIBDST) FGIBDST is used for the following purposes: Used to check for budget availability by Activity Code for Journal Type (Rule Code) W12 and any other groups that elect to use activity codes, and for finding the Fee Waiver amount for determining Free Cash. Used for drilling down to see all prior transactions. Drilling down is described later in this document. Used by the Approver to verify budget availability. Banner will remove the Postable transactions amounts from the FGIBAVL screen as soon as you save the line, where it is not removed from FGIBDST until after it has gone through all the approval queues and has posted. FGIBDST is used just like FGIBAVL previously mentioned except it gives you the entire list of account codes being used by your department (which must be subtracted from the budget lines), and the activity code balances. If you are transferring from one activity code to another, the Activity code being decreased must have available balance enough to cover the request. There are also two reports, Budget Availability-Approver and Budget Availability by Activity Code available through Information Navigator Reports. Important Note: Banner will not check balances at the activity code level as it merely checks at the high level budget category account code; this can cause a problem if you are transferring between activity codes for an amount in excess of FGIBAVL balance for that account. 1. Enter FGIBDST in the GO To field of the Welcome Screen Page 24 of 149

29 2. Press enter on your keyboard 3. Chart should default to Fiscal year is defaulted to the current year. 5. Tab to the Index Field and enter the INDEX 6. Tab Through Organization-do not enter anything as it will default dependent on the index entered 7. Tab through Fund- do not enter anything as it will default dependent on the index entered 8. Tab through Program- do not enter anything as it will default dependent on the index entered 9. Tab to the Account Field a. Leave Blank if you are looking for Activity Code balances and enter your Activity Code in the Activity field b. Leave Blank if you want to view all accounts and do not have an activity code. c. Enter the high level account code you want to view. Note that what ever account code you enter simply lets the computer know where to start. So if you enter 6000 then you will get all account codes numbered 6000 or higher. 10. Account type-leave blank 11. Tab to the Activity filed and enter your activity code if one, else leave blank 12. Location-leave blank 13. Select Next Block Page 25 of 149

30 14. Review and calculate (subtracting expense lines from the budget lines) to determine if you have enough budget available to cover this request. 15. Select the button from the icon bar to return to the Welcome Screen. 16. If budget and/or Free Cash is available proceed with your BT. Page 26 of 149

31 Drill-Down Capabilities with FGIBDST FGIBDST will allow you to see the individual transaction history that comprises the total. 1. Enter FGIBDST in the GO To field of the Welcome Screen 2. Press enter on your keyboard 3. Chart should default to Fiscal year is defaulted to the current year. 5. Tab to the Index field and enter the INDEX Page 27 of 149

32 6. Tab through Organization-do not enter anything as it will default dependent on the index entered 7. Tab through Fund-do not enter anything as it will default dependent on the index entered 8. Tab through Program-do not enter anything as it will default dependent on the index entered 9. Tab to the Account field a. Leave Blank if you are researching accounts for Activity Codes and enter your Activity Code in the Activity field b. Leave Blank if you want to view all accounts and do not have an activity code. c. Enter the high level account code you want to view. Note that what ever account code you enter simply lets the computer know where to start. So if you enter 6000 then you will get all account codes numbered 6000 or higher 10. Account type-leave blank 11. Tab to the Activity field and enter your activity code or leave blank 12. Location-leave blank 13. Select Next Block 14. Use the down arrow on your keyboard to select (highlight) the account code you are researching Page 28 of 149

33 15. Select Options from the tool bar 16. Select Transaction Detail Information [FGITRND] from the drop down menu 17. Use the down arrow on your keyboard to select (highlight) the line you want to research 18. Select Options from the tool bar 19. Select Query Document [By Type] from the drop down menu. Page 29 of 149

34 20. Select Next block 21. Notice the number of items. This indicates the number of lines on the document. It can be a really large number. Also notice the bottom half of the scroll bar, for the detail information section is a different color depending on your color preferences, in this case it is purple. This indicates that there are more lines to view. 22. Select Enter Query icon from the icon bar or select Query from the tool bar 23. Select Enter from the drop down menu if you used Query from the tool bar Page 30 of 149

35 24. Place your cursor in the field you want to query such as Index, Orgn, Actv, etc. 25. Enter the Index, Orgn, Actv, etc that you want to gather information about. 26. Select Execute Query from the icon bar or Query from the tool bar. 27. Select Execute from the drop down menu if you used Query from the tool bar. Page 31 of 149

36 28. In this example, although there were 4 lines to this document only 2 pertain to the Index selected. Had there been more lines your detail Information section scroll bar would show a different color at the bottom. 29. Print if you like 30. Select the button from the icon bar to close. This will take you back to the Transaction Detail Information [FGITRND] screen. 31. Repeat from step 15 above until you have researched all the lines you need. 32. Select the button from the icon bar to close. This will take you back to the FGIBDST screen. 33. Select the button from the icon bar to close. This will take you back to the Welcome screen. Page 32 of 149

37 Approver s review for budget availability with FGIBDST FGIBDST will allow you to verify that budget is available prior to approving BTs. You may also use the Free Cash-Approver, Budget Availability-Approver, and Budget Availability by Activity Code report(s) located in The Information Navigator Reports. For grants (Rule Code BR24) you will need to use Grant Inception to Date by Grant w/fund report located in Information Navigator. (See instructions for this report on page 126.) NSF ALERT When reviewing ON-Line BT s if there is an NSF, be aware that FGIBAVL does not adjust for NSF transactions. NSF Indicator N= NSF P=Postable Under normal circumstances FGIBAVL is adjusted as soon as the transactions is entered, however if the line is NSF-that amount will not be reflected in FGIBAVL. For this example I wanted to create a BT to reduce 7415 and increase 7419 by $30, Before the BT was created the available balance in both accounts were $14, $0.00 I knew that there was not enough budget but wanted to create this to test NSF s. After the BT was created, but not approved (was still in the approver s approval queue) the balance reflected on FGIBAVL for these 2 accounts were: $14, $30, Page 33 of 149

38 As you can see FGIBAVL reflects the budget for pending transactions only if that transaction is not NSF. Was $14, before transfer Was $0.00 before transfer Banner will remove the amount of Postable transactions from the FGIBAVL screen as soon as you save the line, where it is not removed from FGIBDST until after it has gone through all the approval queues and has posted. This is why you should check your FGIBDST rather than FGIBAVL. There could be transactions that post after the BT is initiated but prior to your approval that would take available budget away and the lines on the BT will still indicate that it is Postable. Page 34 of 149

39 1. Enter FGIBDST in the GO To field of the Welcome Screen 2. Press enter on your keyboard 3. Chart should default to Fiscal year is defaulted to the current year. Page 35 of 149

40 5. Tab to the Index field and enter the INDEX 6. Tab through Organization- do not enter anything as it will default dependent on the index entered 7. Tab through Fund- do not enter anything as it will default dependent on the index entered 8. Tab through Program- do not enter anything as it will default dependent on the index entered 9. Tab to the Account field a. Leave Blank if you are researching accounts for Activity Codes and enter your Activity Code in the Activity field b. Leave Blank if you want to view all accounts and do not have an activity code. c. Enter the high level account code you want to view. Note that whatever account code you enter simply lets the computer know where to start. So if you enter 6000 then you will get all account codes numbered 6000 or higher 10. Account type-leave blank 11. Tab to the Activity field and enter your activity code or leave blank 12. Location-leave blank 13. Select Next Block 14. Find the high level account and all account lines that roll up to that high level account code. Calculate the balance by subtracting the expense lines from the budget lines for each high level account. Page 36 of 149

41 Determine Free Cash Free Cash: This is defined as the difference between your Cash Interfund account balance and all obligations against this account. Available budget, encumbrances, and payables are all considered obligations against Cash Interfund. The difference is what we term Free Cash and is available for you to increase your budget if appropriate. Free Cash is a term used only for those indexes that carry a Cash Interfund Balance, which can be viewed in Banner on screen FGITBAL account Cash Interfund is used for the indexes in Student Activities Funds, Athletic Funds, Contract & Grant Funds, Auxiliary Funds, Concessions, and Technology Funds. You must determine the available Free Cash when requesting an increase to current budget and when requesting to move budget between indexes. Cash moves are only allowed with Rule Codes (W03, W04, W05, W08, W11, W13, and GRTS). To determine Free Cash you will need to use three screens in Banner, and they are FGITBAL, FGIBAVL, and/ or FGIBDST. You may also use the Free Cash-Initiator and/or the Free Cash-Approver reports located in the Information Navigator Reports. Note: Although SRT-Admin Funds and SRT-Seed Funds carry a Cash Interfund Balance, the free cash calculations are not needed because when cash is added, budget is also added. Therefore it is assumed by Research and Sponsored Programs that if you have budget you have cash. The formula for determining free cash (see Appendix C for copy of form) is as follows: Cash Interfund from FGITBAL - Account Payables from FGITBAL - Total Commitments from FGIBAVL* - Total Available Balances from FGIBAVL ** + Fee Waivers from FGIBDST*** = Free Cash *Note encumbrances are not recorded for Salary, Salary Fringes, and OPS. It is up to you to monitor you payroll encumbrances and adjust budget as needed. **Enter 0.00 for any categories that is in deficit and enter 0.00 for Transfer In category (8000). *** Fee waivers are only used by a very few indexes so if you do not have fee waivers enter 0.00 a. Begin with FGITBAL-you will need to record the Cash under account code (Cash Interfund) and you should look at the current balance column to know the balance available. There must be a debit (D) balance indicated on the D/C column. If the indicator is C this means you have already spent more cash than you had available to spend. b. Subtract Accounts Payable current balances (accts beginning with 2) from this Cash Balance. The balance of cash minus payables is called Net Cash and is the total written on the form total A. c. Subtract total commitments and available balances found on FGIBAVL List each category commitments balance from FGIBAVL: Page 37 of 149

42 6000 (If < 0 enter 0.00) 6100 (If <0 enter 0.00) 6200 (If < 0 enter 0.00) 7000 (If < 0 enter 0.00) 7415 (If < 0 enter 0.00) 8000 ( Always enter 0.00) 8500 (If < 0 enter 0.00) List each category available balance from FGIBAVL: 6000 (If < 0 enter 0.00) 6100 (If < 0 enter 0.00) 6200 (If < 0 enter 0.00) 7000 (If < 0 enter 0.00) 7415 (If < 0 enter 0.00) 8000 ( Always enter 0.00) 8500 (If < 0 enter 0.00) Total the available balance and commitment lines for a total budget available to spend. This total is written on the form as total B. d. Add back the amount of the Fee Waiver available balance found on FGIBDST account code Enter this amount on the form as total C. If you do not have fee waivers enter 0.00 e. Now calculate free cash by taking the totals from A, B, and C and using this formula. A B + C. Remember if A is negative when you subtract B the absolute (ignore signs) number will grow rather than get smaller. If this is a positive number then you have that much Free Cash. If it is a negative number then you currently have a deficit and therefore No Free Cash f. For example, put in your index on FGITBAL and look under and assume that there is $1,000 in the current debit (D) balance column for Cash Interfund and $0.00 in Accounts Payable. g. Go look at FGIBAVL to determine what is the available budget balance and the amount of commitments (encumbrances). h. Assume the available balances by account codes are: 6000, $0, 7000, $200, 7415, $200, 8500, $300, which is a total available budget (or budget available to spend) = $700. i. If there were no commitments and no Fee Waivers, then Free Cash would be calculated as this: $1,000 net cash - $700 budget available to spend = $300 Free Cash and the amount of budget that could be requested on the BT. Page 38 of 149

43 Determine Free Cash for Rule Codes W03, W04, W05, W08, W11, and W13 Current FGITBAL Balance Cash Interfund (10099) - D/C indicator D=positive, C= negative Accounts Payable (20001) D/C indicator D=Positive, C=negative 0.00 Net Cash = A FGIBAVL Commitments Available Balance 6000-Gross Salary-If < 0 enter Salary Fringe-If < 0 enter 0.00* 6200-OPS-If < 0 enter Oper Exp-If < 0 enter OCO-If < 0 enter Library Resources-If < 0 enter FCO-If < 0 enter Transfer-In-Always enter Transfer-Out-If < 0 enter Any other Account Categories-If < 0 enter 0.00 Total Available/Committed = B FGIBDST Fee Waivers-Add Back 0.00 C Fee Wavers are included in the 8500 High Level but is a non cash transfer Free Cash amount A- B+C * Note FGIBAVL does not display commitments for Salary, Fringe, or OPS. It is your responsibility to look at your payroll encumbrance reports and adjust budgets as needed. However if we assume there was an amount in the commitment column under account code, 7000, $300, and no Fee Waivers. The total is $200 + $200 + $300 + $300 = $1,000 total amount in available balance and commitment. Therefore, Free Cash would be calculated as this: $1,000 net cash - $700 budget available to spend - $300 commitment = $0 Free Cash. No additional budget could be requested. Instead determine if you need to move your budget around within the budget categories. Page 39 of 149

44 Determine Free Cash for Rule Codes W03, W04, W05, W08, W11 and W13 Current FGITBAL Balance Cash Interfund (10099) - D/C indicator D=positive, C= negative Accounts Payable (20001) D/C indicator D=Positive, C=negative 0.00 Net Cash = A FGIBAVL Commitments Available Balance 6000-Gross Salary-If < 0 enter Salary Fringe-If < 0 enter 0.00* 6200-OPS-If < 0 enter Oper Exp-If < 0 enter OCO-If < 0 enter Library Resources-If < 0 enter FCO-If < 0 enter Transfer-In-Always enter Transfer-Out-If < 0 enter Any other Account Categories-If < 0 enter 0.00 Total Available/Committed = B FGIBDST Fee Waivers-Add Back 0.00 C Fee Wavers are included in the 8500 High Level but is a non cash transfer Free Cash amount A- B+C * Note FGIBAVL does not display commitments for Salary, Fringe, or OPS. It is your responsibility to look at your payroll encumbrance reports and adjust budgets as needed. 8. The only other way to request additional budget when there is $0 or less Free Cash available is for you to request additional budget based on anticipated revenue that you expect this department to receive during the fiscal year (this information will need to be completely explained and entered in the Document Text (FOATEXT)] field when you are initiating your BT). 9. If budget and/or Free Cash is available proceed with your BT. Page 40 of 149

45 Instructions and Screen Shots On-Line Budget Transfer See Appendix D for Quick Entry Reference Guide Before you start you must do the following: Determine which journal type (rule code) is appropriate for this BT request see pages 8 through 16 for instructions on how to determine the appropriate rule code. Determine what the rules are for this journal type -see pages 9-16 for rules on your specific journal type. Verify that you have sufficient budget and/or cash available for your requested transactions- see pages for instructions. Important: Banner uses the available balance listed on FGIBAVL to determine if you have sufficient budget. Therefore if you are transferring between Activity Codes you will need to verify that there is sufficient budget at the Activity Code Level using FGIBDST screen in Banner or the Budget Availability by Activity Code report in the Information Navigator Reports. Also, Banner does not check Cash Availability so it is very important that you check this before initiating/approving a BT request using Free Cash-Initiator (prior to beginning a BT) or Free Cash Approver (after BT has been started) reports located in the Information Navigator Reports or calculate free cash using FGITBAL, FGIBAVL, and/ FGIBDST screens in Banner (see pages 16-38). (FGIBAVL includes pending transactions while and FGIBDST only includes posted transactions-see pages for NSF Alert). For Rule Code BR24 Grants you must use the report Grant Inception to Date by Grant w/fund and remember that this report is based on last night s data. (See instructions for this report on beginning on page 126.) When moving grant budget (funds ) the departments must keep the principle investigator s prior written approval with the budget documentation. BT s must be approved by the budget office or RSP in the same month that it was initiated. Therefore be mindful of this for BT s requested near the end of the month. If the budget office or RSP does not have it approved then it must be returned to the initiator for a date change. Pay attention to your hint line messages in the bottom left corner, as this is where Banner displays any messages that pertain to your transaction. Messages such as: Debits do not equal credits Totals do not match Category has insufficient budget Transaction has been suspended Invalid index, fund, or account code Journal has been accepted and forwarded to next approver Page 41 of 149

46 1. Banner s Welcome Screen Although there are 3 screens that can be used for BT entry (FGAJVCQ, FGAJVCD, and FGAJVCM) we will concentrate on FGAJVCQ. FGAJVCM is for mass entry and FGAJVCD is a longer version of FGAJVCQ. We believe that FGAJVCQ will be the most beneficial form to use for the on-line BT process. 2. Enter FGAJVCQ in the Go To field and press enter or double click the form name if listed in My Banner Folder-This will open the FGAJVCQ form 3. Make sure that the Document Number field is blank when you are beginning to enter a new BT. If it is not blank hit your delete key to clear the number displayed. Never key anything into the Document Number field. Always start with an empty (blank) document number. It is too easy to create an inappropriate document number, Page 42 of 149

47 if you enter anything here and hit next block, what every you entered in your document number and that is very likely wrong. We have seen FGAJVCQ, FOADOCU, Jooxxxxx, where xxxxx is the 5 digit numbers for a document however these digits are preceded with zero s not the alphabet o, etc, all which are inappropriate document numbers. 4. Select Next Block there are 3 ways to select next block a. Select Block from the tool bar then select Next from the drop down menu b. Use the shortcut which is Ctrl Page Down c. Select the icon from the icon bar. 5. Enter the Journal voucher document header information 6. The Transaction Date will default to the current date. BTs must be completed and approved in the same month initiated. Therefore be aware when processing BT s at the end of the month that if it is not approved by the last working day, it will be retuned for date change. 7. Tab to Document total and enter the grand total of dollars that will be recorded on the line items of this BT, without regard to the +/- sign, for your document. This is referred to as the Hash Total 8. Enter Text, which is referred to as the long text of the document to describe the purpose of this BT 9. Select Options from the tool bar 10. Select Document Text [FOATEXT] from the drop down menu Page 43 of 149

48 11. Enter your text starting on the first line (each line is limited in characters) 12. Leave Print blank 13. Leave Line blank-it will automatically populate 14. Select down arrow 15. Repeat this process until you have written enough text that your approver, the budget office and other viewers of the document will understand the reason for the transfer request. Refrain from abbreviations in the long text. Example: Moving budget from index 8418 EXP category to 8400 OCO category to purchase a HP laptop xyz for the department to use for various projects. This is also where you would indicate you are making a budget request based on anticipated revenues, if that were the case. Page 44 of 149

49 16. Save-Look at the hint line this will show if the lines have been saved. 17. Select the button from the icon bar to close. This will take you back to the Journal Voucher Document Header section. Notice that the Document Text Exists block now has a Y in the box. (If you did not save in the previous step, you will get a pop-up asking if you want to save-say yes) 18. Select Next block 19. You may want to write the document number down now. You are required to keep documentation of the BT within your office for audit purposes, but it will be up to each office to determine their office procedure. a. Beside audit reasons, it is very important that you have this document number because many users process journal entries and without this number it would be more difficult to assist you if there are any problems. Page 45 of 149

50 Enter the Journal voucher line information: 20. Tab through sequence-the system will automatically generate this number. 21. Enter journal Type as selected above. W01, W02, W03, etc. Only one rule code per document is allowed. So if you need W01 and W02, you will need to create 2 different documents. 22. Chart should be Tab to Index field and enter the INDEX 24. Tab through Fund - do not enter anything as it will default dependent on the index you entered 25. Tab through Organization- do not enter anything as it will default dependent on the index you entered 26. Tab to the Account field and enter Account Category from account list for your journal type. 27. Tab through Program- do not enter anything as it will default dependent on the index you entered 28. Tab to the Activity field and enter the Activity Code if needed, else leave blank 29. Location-leave blank 30. Project-leave blank 31. Percent-leave blank 32. Tab to the Amount field and enter the amount for that line(sequence) 33. Tab to the D/C field and enter + for an increase in budget or for a decrease in budget 34. NSF leave blank Page 46 of 149

51 35. Tab to the Description field and enter the short text specific reason for transfer-this field is limited to approx characters and is the field that is displayed on reports. Here it is important to state why you are making the transfer. Do not state the obvious. Type the reason so that if the deans, vice presidents, and/or president viewed a report they would know exactly why you are making the transfer. It should summarize your long text. Example: Purchase Laptop for dept use. Do not type Move from Exp to OCO. 36. Tab through Bank this is a default setting 37. Tab to the Budget Period field and enter the current budget period using 2 digits: a. 01=July b. 02=August c. 03=September d. 04=October e. 05=November f. 06=December g. 07=January h. 08=February i. 09=March j. 10=April k. 11=May l. 12=June 38. Gift Date is left blank 39. Pool COA is left blank 40. Fund is left blank 41. Number of units is left blank 42. This ends the information needed for line 1 (sequence 1). If there are no more lines (sequences) to enter skip to step 44, else select down arrow on your keyboard for the next line. 43. Repeat the process (steps 20-42) until you have entered all lines (sequences). (You can also use the duplicate record option, below to create your next line. However be very careful if you chose this option as if you do not change the pertinent data for the second record you can cause your BT to be returned to you or to be approved incorrectly). a. Duplicate record option: Select F4 key this is the short cut for duplicate record or 1. Select Record from the tool bar 2. Select Duplicate from the drop down menu Tab through the sequence field Tab to and change if applicable the following fields (Note the journal type must stay the same for all lines on the BT): 1. Index 2. Account 3. Activity Code 4. Amount 5. D/C sign Repeat this process until all lines have been entered. 44. Save (Either File-Save or select from the icon bar). 45. Once you save or down arrow the status will have one of the following indicators: Page 47 of 149

52 a. P = Postable b. N= NSF-the category does not have enough available budget c. E=Error-an index, fund, acct code, etc is invalid 46. All E s and N s must be corrected before you can forward the BT for approval. The system will not allow further forwarding with an E. If you accidentally send it with N the BT will be returned to you disapproved. 47. Select Options from the Tool bar 48. Select Access Transaction Summary Info (FGIJSUM) from the drop down menu. Page 48 of 149

53 50. Verify all information is as you expected: a. Status is P per line b. Type is the correct Journal type for your request and all lines have the same type c. Index is correct per line d. Acct code is correct per line e. Activity Code if any is correct per line f. Amount is correct per line g. +/- Indicator is correct per line h. Document Total at top is equal to Total on bottom 51. If all is ok, you may want to print this screen for your records. Skip to step 57. If you complete the budget transfer without printing and later decide you would like a print out you can go to Information Navigator and select the Document Detail by Status report enter your document number and you will get a summary with text. 52. If corrections are needed, go to step Close this form by selecting the from the icon bar. 54. Make ALL necessary corrections to the header and/or line (sequence) sections. (Use Next Block and Previous Block to go between sections. Use tab and Up of Down arrows to move within the section) 55. Repeat steps 49 through 55 until all is correct. 56. Close this form by selecting the from the icon bar. 57. Select Next Block to go to the Complete or In Process section of the BT. Page 49 of 149

54 58. Select either Complete or In Process a. If you are done select Complete and your document will be sent to the next approver. System will display a message in the lower left corner (referred to as the hint line) saying the document number has been completed and forwarded to the approval process. For Sponsored Research BT s the Primary Investigators (PI) will be notified by of this action and will only need to reply if there is a problem. b. If you need to leave prior to completion select In Process. c. Pay attention to your hint line messages! d. NEVER DELETE a BT- Contact the budget office if you have started a BT and decided it is not needed. 59. You will be taken back to the Document number field in order to begin another BT if needed, else select the from the icon bar to go back to the Welcome Screen. 60. If you selected complete in error and want to get the document back you will use FOADOCU screen and deny the document. This will bring the document back to you. It can be retrieved at any point until the RSP or the budget office approves it. (See pg 79 for instructions.) Note: The budget office personnel are available to assist you with questions, concerns, and/or problems. If at anytime during this process you have questions, concerns, problems, or get stuck or hung up by the system please contact Jackie Pinkard at ext 2023 or Pam Cadem at ext 2215 for assistance. Page 50 of 149

55 Approver See Appendix E for Quick Reference Guide for Approvals The goal is to have all budget transfers posted on the same date it was initiated. In order for this to happen, approvers will need to check periodically throughout the day to see if there are any BTs awaiting their approval. Approvers Document Detail report located in the Information Navigator Reports was designed so that you can check from Argus rather than having to go into Banner. There is also another report that you may find useful named Document Detail by Status. This report shows all documents that are either incomplete or complete. These are documents that have not posted. So if someone notifies you that you have a document they want you to approve and it does not show up on your FOAUAPP screen you can check this report to see if it is actually still in the incomplete status, which means the initiator must complete it first. Instructions for these reports are found later in this text. Below are the instructions for checking through Banner. 1. Approver signs on to Banner. 2. Notice there is a check mark by Check Banner Message on the right side of the screen under My Links. For some unknown reason not all messages will go to this screen but they all do go to FOAUAPP so always check your FOAUAPP screen even if you do not have a check mark. You will be ed each morning a list of BT s awaiting your approval. You may check more often in Banner (FOAUAPP) or The Information Navigator Reports (Approvers Document Detail). If you are using the Approvers Document Detail report skip to step Click on Check Banner Messages to see what is waiting and the form Approval Notification FOIAINP will pop up. This will display the number and type of items that are awaiting approval. Page 51 of 149

56 4. Select the button from the icon bar to close. This will take you to the User Approval FOAUAPP form 5. Select Next block to get a complete list of documents awaiting approval. Page 52 of 149

57 6. Highlight the document you wish to review by using your up or down arrow keys on your keyboard. 7. Select Detail for the item you need to review. This will take you to the Journal Voucher Approval FOQJVCD form which displays the details of that document. 8. Pay attention to the Transaction Date. BTs must be completed and approved in the same month initiated. Therefore be aware when processing BT s at the end of the month if it is not approved by the last working day by the Budget Office or RSP, it will be returned for date change. 9. Select Options from the tool bar Page 53 of 149

58 10. Select Text Information [FOATEXT] from the drop down menu to review any text the initiator may have included. Note: If the initiator did not provide enough information here for you and/or RSP or the budget office to determine why the request is being made you will need to deny the document. 11. Close this form by selecting the from the icon bar. This will take you back to Journal voucher approval FOQJVCD 12. If you want to see the approval history for this document select close -this will take you back to the FOAUAPP screen. If you do not want approval history skip to step 21 below. 13. Highlight the document for which you would like to see the approval history. Page 54 of 149

59 14. Select Options from the tool bar. 15. Select Approval History (FOIAPPH) this will display all the approvals/denials thus far. 16. Select the button from the icon bar to close. This will take you back to FOAUAPP. Page 55 of 149

60 17. If you want to find out everyone listed on the current level approval queue for this transaction select located just below the Originating User field for that document, else skip to step 20 below. 18. Select Next Block. This will display all users on the queue for this approval level. Page 56 of 149

61 19. Close this form by selecting the from the icon bar. This will take you back FOAUAPP 20. Close this form by selecting from the icon bar this will take you back to the Welcome Screen. 21. Review each line item to verify there is sufficient budget. a. If there was not sufficient budget at the time the BT was initiated the NSF box will display an N.. Note: Even if the line items show Postable it is possible that there is not enough budget, therefore it is very important that you check: Budget Availability-Approver, Budget Availability by Activity Code, and/or the Free Cash-Approver report Or b. Calculate budget and/or cash availability using FGIBDST, and/or FGITBAL for each BT prior to approval. Remember do not use FGIBAVL screen for determining whether to approve a document or not as the budget is not adjusted for NSF transactions and is adjusted for Postable pending transactions. Page 57 of 149

62 Example: FGIBAVL had an available balance in OPS of 26, You decide that you will no longer need OPS budget so decide to move it to Salary. BT J is created for this move by the initiator. Now let s further assume that the initiator prints the FGIBAVL and FGIBDST screens for you and attaches them to the BT approval request (which in this case is a screen print of Journal Voucher Summary [FGIJSUM]. a. This is a screen shot of FGIBAVL after BT J was created. Prior to the BT, FGIBAVL balance for account 6000 was 1,909, and 6200 was 26, Now Banner has adjusted FGIBAVL and displays a 0.00 balance for OPS category. b. Now, notice that FGIBDST after J was initiated but has not been approved, a calculation of 6200 s balance is equal to $26, (38, , ) Page 58 of 149

63 c. This is the FOAUAPP screen after the BT was initiated but prior to approval. Take notice that both lines are Postable. d. Now suppose a journal entry transaction hits 6200 after the BT was initiated but prior approval. You are now ready to determine if you will approve or disapprove this BT Page 59 of 149

64 so you go to your FOAUAPP screen. Everything looks ok, notice that both lines are showing Postable. e. You must not assume if budget was available when initiated, that there is currently budget available. f. Now being the diligent approver that you are, you go to FGIBDST to check if there is currently budget available for this request. Page 60 of 149

65 g. Take notice that the balance for OPS category account 6200 is now equal to $25, (38, , ) this is less than the amount of budget decrease to acct 6200 on the BT that was initiated but has not been approved yet. You can use the Drill-Down capabilities of this screen to find out what happened to change the available balance. You find that there were journal entries that posted to account 6200 that took away available budget. h. In this example you will need to determine if the above mentioned journal entries were correct. If the journal entries in the example above were in error, get them reversed, and when you show budget availability proceed with the approval of the BT. If the journal entries in the example above were correct, then you will need to disapprove the BT and get it modified to request an amount equal to or less than the available budget. 22. Determine if you will approve or disapprove. Please disapprove if the you determine there is insufficient budget/cash, unless it is explained thoroughly in FOATEXT why the additional budget without free cash is needed. If you accidentally approve one, you can call it back using FOADOCU or the BT will be disapproved by the budget office or RSP. Page 61 of 149

66 23. Close the screen or report used to determine budget/cash availability. 24. Go to the Banner Welcome Screen 25. Enter FOAUAPP in the Go To field or double click on the form name if you have it stored in you re my Banner Folder. This will take you to the User Approval FOAUAPP form 26. Approve or Disapprove: a. Use the Up or Down arrow on your keyboard to highlight the document you wish to approve/disapprove. b. If you Approve- Select the Approve check box and you will get the following c. pop-up Select OK and you will get the following pop-up. Page 62 of 149

67 Select OK c. If you Disapprove- Select the Disapprove check box and you will get the following pop-up Enter a message after the words DOCUMENT IS DISAPPROVED to let the initiator know why you are disapproving the document-in this example I wrote-lets talk before we process this BT. Select OK and you will get the following pop-up message Page 63 of 149

68 Select OK- This will set the document to incomplete status and send a message to the initiator. 27. Repeat until you have approved or disapproved all waiting BTs. Note: The budget office personnel are available to assist you with questions, concerns, and/or problems. If at anytime during this process you have questions, concerns, problems, or get stuck or hung up by the system please contact Jackie Pinkard at ext 2023 or Pam Cadem at ext 2215 for assistance. Page 64 of 149

69 Initiator s Incomplete BT s See Appendix E for Quick Reference Guide on Incomplete BT s. There will be times with an initiator will have to return to an incomplete document. Incomplete documents include the following: Documents you began but did not finish did not select Complete Documents you selected Complete-however there was an error message on the hint line. If you did not notice the error message you will think you completed the document but it was not forwarded for approval. You can use Information Navigator report Document Detail by Status to verify which status your document has. Documents you called back to yourself using FOADOCU-Deny Document Documents disapproved by one of the approvers 1. Initiator signs on to Banner 2. Notice there is a check mark by Check Banner Message on the right side of the screen under My Links. When you have Banner already open, you will not get a check mark for new messages unless you sign out and then back in, however you can check messages even if you do not have a check mark. 3. Monitor your General Message [GUAMESG] (Check Banner Messages) throughout the day. Remember the goal is to post all budget transfers on the same date it was initiated. If for some reason you did not handle a BT that was set to incomplete, you will get a message the following morning reminding you that it is out there and needs attention. 4. Click on this link to see what has been returned. This will display items that have been returned and the message the approver wrote regarding why it was returned. Page 65 of 149

70 5. Print this screen so you will have the document numbers and messages. Note that only 4 documents are displayed. If there are more you will need to use the scroll bar or down arrow to see the others. For this example we will assume that the amount needs to be changed to $ with each line being If a reason for the disapproval was not given, check with your approver to find out why it was returned. Keep in mind that you must always change at least one field for the system to recognize that this needs to be processed again. We highly recommend that you always change the document date to the current date, unless the current date and the document dates are the same. If you are not able to change the date then re-type the amount so the system to re-check available balance and submit for next approval. 6. Select the button from the icon bar to close. This will take you to the Welcome screen. 7. Enter FGAJVCQ in the Go To field and press enter or double click on the FGAJVCQ folder if you have added it to your my Banner folder. This will open the FGAJVCQ form. Page 66 of 149

71 8. Make sure that the Document Number field is blank. Do not type in your document number! Never key anything into the Document Number field. Always start with an empty (blank) document number. It is too easy to create an inappropriate document number, if you enter anything here and hit next block, what every you entered in your document number and that is very likely wrong. We have seen FGAJVCQ, FOADOCU, Jooxxxxx, where xxxxx is the 5 digit numbers for a document however these digits are preceded with zero s not the alphabet o, etc, all which are inappropriate document numbers. If there is a number there and it happens to be the one you need then skip to step 13, otherwise hit your delete key to clear the field. 9. Select the icon to the right of the Document Number field. This will open the List of Suspended Journal Vouchers (FGIJVCD) screen, which will display a list of all suspended BT s. 10. Find your document number using 1 of the methods listed below: 1. Use the up/down arrows to find the document 2. Use the Scroll bar to find the document 3. Query for the document: Page 67 of 149

72 i. Enter Query by selecting Query from the tool bar and then selecting Enter from the drop down or select the icon from the icon bar. ii. Type in the document number in the document field iii. Execute the query by selecting Query from the tool bar and then selecting Execute from the drop down menu or by selecting the icon from the icon bar. 11. Place your cursor in the document number field for your document 12. Double click on that document number to open it. This will take you back to FGAJVCQ. Note: if you go straight to FGIJVCD from the welcome screen you will not be able to double click on the document to open it. 13. Select Next block -this will take you to the Header area. 14. Make the necessary changes to the Journal Voucher Document Header. Remember it is strongly recommended that each time you touch a document that you change the document date to the current date. Page 68 of 149

73 15. If no other changes are needed in the header section and the date can t be changed because the document date is already set to the current date, then re-enter the dollar amount. This will let the system know to re-process it through the approval queues and check budget availability. 16. Select Next block -this will take you to the line items. 17. Make any necessary changes to the line item (sequence) section as appropriate. Page 69 of 149

74 18. Select the Save. 19. Select Options from the tool bar 20. Select Access Transaction Summary Info [FGIJSUM] from the drop down menu. 21. Verify all information is as you expected: a. Status is P per line b. Type is the correct Journal type for your request and all lines have the same type c. Index is correct per line d. Acct code is correct per line e. Activity Code if any is correct per line f. Amount is correct per line g. +/- Indicator is correct per line h. Document Total at top is equal to Total on bottom 22. If all is ok, you may want to print this screen for your records. Skip to step 27. If you complete the budget transfer without printing and later decide you would like a print out you can go to Information Navigator and select the Document Detail by Status report enter your document number and you will get a summary. 23. If corrections are needed, go to step Close this form by selecting the from the tool bar. 25. Make ALL necessary corrections to the header and/or line item sections. 26. Repeat steps 18 through 24 until all is correct. 27. Close this form by selecting the from the icon bar. 28. Select Next Block to go to the Complete or In Process section of the BT. Page 70 of 149

75 29. Select either Complete or In Process: 1. If you are done select Complete and your document will be sent to the next approver. System will display a message in the lower left corner (referred to as the hint line) saying the document number has been completed and forwarded to the approval process. For Sponsored Research BT s the Primary Investigators (PI) will be notified by of this action and will only need to reply if there is a problem. 2. If you need to leave prior to completion select In Process. 3. Pay attention to your hint line messages! 4. NEVER DELETE a BT- Contact the budget office if you have started a BT and decided it is not needed. Page 71 of 149

76 30. Close this form by selecting the from the icon bar. This will take you to the Welcome Screen. 31. Select Check Banner Messages. 32. Mark the message for the re-processed document(s) as complete-otherwise the message will never be removed and your list of messages will just continue to grow. 33. Select Save Page 72 of 149

77 34. Close this form by selecting the icon from the icon bar and if you did not select save in the prior step you will get the following pop-up message 35. Select yes and you will get the following message. 36. Select Ok and this will take you back to the Welcome screen. Note: The budget office personnel are available to assist you with questions, concerns, and/or problems. If at anytime during this process you have questions, concerns, problems, or get stuck or hung up by the system please contact Jackie Pinkard at ext 2023 or Pam Cadem at ext 2215 for assistance. Page 73 of 149

78 NSF Override Trouble Shooting What if I don t have available Free Cash but am expecting additional revenues in the near future? When you need to get a BT approved when there is not enough cash you can document your reason on FOATEXT. Based on the information you provide the budget office may or may not override the NSF so make sure you provide enough information on this screen for a determination to be made. 1. While you are in the Journal Voucher Document Header area of the FGAJVCQ screen 2. Select Options 3. Select Document Text [FOATEXT] from the drop down menu Page 74 of 149

79 4. Enter Text- give a thorough description on why you are creating this budget transfer. Although each line is limited to approximately 30 characters you may use as many lines as needed. 5. Use the down arrow on your keyboard to go to the next line leaving Print and Line fields blank 6. The Line field will automatically populate do not change these numbers. 7. When you have finished your text select Save Page 75 of 149

80 8. Notice your hint line indicates the number of records that have been applied and saved. 9. Complete your on-line BT as you normally would. Note: The budget office personnel are available to assist you with questions, concerns, and/or problems. If at anytime during this process you have questions, concerns, problems, or get stuck or hung up by the system please contact Jackie Pinkard at ext 2023 or Pam Cadem at ext 2215 for assistance. Page 76 of 149

81 Index Authority What if I Enter an Index that I do not have authority to use? You will get the following pop-up message. 1. Select OK 2. Select Record from the Tool Bar 3. Select Clear from the drop down menu-now you can continue with another Index for which you have authority. If you actually should have authority you will need to request access through the Request Banner Access process for that index. Note: The budget office personnel are available to assist you with questions, concerns, and/or problems. If at anytime during this process you have questions, concerns, problems, or get stuck or hung up by the system please contact Jackie Pinkard at ext 2023 or Pam Cadem at ext 2215 for assistance. Page 77 of 149

82 Invalid Fund, Orgn, or Index What if I enter a valid index but I get the following message: Value entered not active? The Fund and Organization will default dependent on the index you entered-if you should get the following message it means that although the Index is active the Fund or Orgn is not active. 1. Select Ok If you are using a valid index contact the budget office to get the Fund or Orgn set to active and proceed as if you entered an incorrect index until you get notification that the orgn is now active. If you entered an incorrect index: 1. Select Record from the tool bar 2. Select Clear from the drop down menu 3. Enter another record with an active Index and fund. Note: The budget office personnel are available to assist you with questions, concerns, and/or problems. If at anytime during this process you have questions, concerns, problems, or get stuck or hung up by the system please contact Jackie Pinkard at ext 2023 or Pam Cadem at ext 2215 for assistance. Page 78 of 149

83 Invalid Account Category What if I enter an Account Category that is not allowed for my rule code? You will get a message similar to this. Note: The message may refer you to a specific account, as long as you use a valid account code for your Journal Type you do not need to use the one mentioned in the error message. 1. Select Close 2. Go back and change the category to an appropriate one for the rule code. Note: The budget office personnel are available to assist you with questions, concerns, and/or problems. If at anytime during this process you have questions, concerns, problems, or get stuck or hung up by the system please contact Jackie Pinkard at ext 2023 or Pam Cadem at ext 2215 for assistance. Page 79 of 149

84 Process Error Message What if I get the error message W02 for Carry Forward Only (110001)? Note: There is a different process error message for each rule code but they are very similar. All refer to the relationship between the rule code and the index entered 1. In this instance check your rule code and index. Do you have the correct rule code for that index? 2. Select close 3. Change either the rule code or the index, which ever is appropriate for your situation. Note: The budget office personnel are available to assist you with questions, concerns, and/or problems. If at anytime during this process you have questions, concerns, problems, or get stuck or hung up by the system please contact Jackie Pinkard at ext 2023 or Pam Cadem at ext 2215 for assistance. Page 80 of 149

85 Document Retrieval (FOADOCU) I keyed in a budget transfer (JV) document and clicked complete and realize I may have keyed something incorrect. How can I retrieve the document to review and make corrections? 1. Type FOADOCU in the Go To field on the Welcome screen. 2. Press Enter on your Keyboard 3. This screen comes up Page 81 of 149

86 4. User s ID should default in Original User ID field 5. Tab to Document Type field and type JV 6. Tab to Document field-type the JV number in the Document field making sure to type the J followed by 2 zers and all other digits, i.e. J Select Next Block 8. This screen will come up with document J Page 82 of 149

87 9. Click the Deny Document Icon in the far right column 10. This will return your journal voucher to you in an incomplete status. Notice that the hint line indicates that Document J had been denied Page 83 of 149

88 11. Go back to the Welcome page and type in FGAJVCQ in the Go To field 12. Use the drop down arrow for a list of BT s (next to Document Number on the FGAJVCQ screen) Do not type in your document number! Never key anything into the Document Number field. Always start with an empty (blank) document number. It is too easy to create an inappropriate document number, if you enter anything here and hit next block, what every you entered in your document number and that is very likely wrong. We have seen FGAJVCQ, FOADOCU, Jooxxxxx, where xxxxx is the 5 digit numbers for a document however these digits are preceded with zero s not the alphabet o, etc, all which are inappropriate document numbers. Page 84 of 149

89 13. Scroll down until you find the document number you need and double click 14. Select Next block Page 85 of 149

90 15. Make the necessary changes to the document-this could include both Header area and the line item details. 16. Select Save 17. Select Options from the tool bar 18. Select Access Transactions Summary Info [FGIJSUM] from the drop down menu. 19. Verify the data is correct a. Status is P per line b. Type is the correct Journal type for your request and all lines have the same type c. Index is correct per line d. Acct code is correct per line e. Activity Code if any is correct per line f. Amount is correct per line g. +/- Indicator is correct per line h. Document Total at top is equal to Total on bottom 20. Select the button from the icon bar to close and you will be taken back to the line item area Page 86 of 149

91 21. Select Next Block to go to the Complete/In Process area 22. Select complete and it will be forwarded to the next approver 23. Notice your hint line- In this case it indicates the document number and that it has been completed and forwarded to the approval process. It could also give error messages so look at this though-out the BT process. Page 87 of 149

92 Note: The budget office personnel are available to assist you with questions, concerns, and/or problems. If at anytime during this process you have questions, concerns, problems, or get stuck or hung up by the system please contact Jackie Pinkard at ext 2023 or Pam Cadem at ext 2215 for assistance. Page 88 of 149

93 Find Document Number I forgot to write my document number down and I have already selected complete, how can I find it? 1. Type FOADOCU in the Banner Go To field on the welcome screen and hit enter, or if you have saved this to your My Banner folder double click. You may also use report BUDG (Document Detail By Status-Prod) in Information Navigator. Page 89 of 149

94 2. User s ID should default in Original User ID field. 3. COA defaults to Fiscal Year defaults to the current year. 5. Tab to the Type field and enter JV or it can be left blank 6. Document number is left blank. 7. Tab to the Status field (if you leave this blank you will see all transactions)-use the drop down to select the status of your document- the options are: a. Complete because you selected complete on your BT select this status. b. Approved c. Incomplete d. Cancelled 8. You can narrow your search by entering an Activity Date From and Activity Date To, however in this case it is not necessary. 9. Select Next Block Page 90 of 149

95 10. This will list all your documents based on the criteria you selected. In this case there is only 1 document that was completed so it is very likely this is the document number you are looking for but you will need to confirm by looking at the description and amount. If they are the same then this is the document number you are looking for. If you happen to get the following message when you select Next Block. This means that your BT has already posted and you will not be able to look for the document number this way.. Page 91 of 149

96 11. Select Ok 12. Select the button from the icon bar to close. 13. You will also be able to look at BUDG Budget Control Proof List-Detailed report located in Information Navigator if this document has been posted. Note: The budget office personnel are available to assist you with questions, concerns, and/or problems. If at anytime during this process you have questions, concerns, problems, or get stuck or hung up by the system please contact Jackie Pinkard at ext 2023 or Pam Cadem at ext 2215 for assistance. Page 92 of 149

97 Find Document in Banner I have the document number and need to look at the details, how can I find this in Banner? You can get the complete details in Banner from the FGIDOCR screen or if a summary of the details is all you need you can go to BUDG Budget Control Proof List-Detailed report which is based on live data in Information Navigator. 1. Type FGIDOCR in the Go To field on the Welcome screen. 2. Press enter on your keyboard 3. Enter the document number in the Document field Page 93 of 149

98 4. Select Next Block 5. Note this screen only displays 2 lines at a time, if there had been more the field labeled Items would show you how many lines total and your scroll bar on the right side would have indicated more records because the bottom half or so would be a different color. 6. Select the button from the icon bar to close. Page 94 of 149

99 Note: The budget office personnel are available to assist you with questions, concerns, and/or problems. If at anytime during this process you have questions, concerns, problems, or get stuck or hung up by the system please contact Jackie Pinkard at ext 2023 or Pam Cadem at ext 2215 for assistance. Page 95 of 149

100 Approval History (FOIAPPH) I would like to see the approval history of my document is there a way in Banner to view this? You can get the approval history in Banner from the FOIAPPH screen or you can go to BUDG Budget Control Proof List-Detailed report which is based on live data in Information Navigator. 1. Type in FOIAPPH in the Go To field on the Welcome Screen Page 96 of 149

101 2. Press enter on your keyboard 3. Enter your document number in the Document Code field Page 97 of 149

102 4. Select Execute Query icon 5. This will show the approval history including the queue ID, approver s name and date approved/denied. Notice the Originating User is identified in the bottom center screen. The next approver was Caryn McGlinchey (BITS is the queue name for the approval queue for those BT s originated in the ITS department). Then the BT was denied by Pam Cadem, in this case the queue name is not displayed, however the word DENY is. Next you will notice that the BT was denied by the originator. This will display when the originator goes to FOADOCU to retrieve a document that was submitted but not approved. 6..Select the button from the icon bar to close. Note: The budget office personnel are available to assist you with questions, concerns, and/or problems. If at anytime during this process you have questions, concerns, problems, or get stuck or hung up by the system please contact Jackie Pinkard at ext 2023 or Pam Cadem at ext 2215 for assistance. Page 98 of 149

103 Banner Access Request Reports from Banner ERP System After this training you must request Banner Access in order to initiate and/or approve on-line BTs. This form is also used to make other Banner access requests, such as Pcard access, Fund and/orgn access, HR reports access, etc. We will illustrate requesting initiator and/or approver access. 1. Go to MyUWF, Login, and type Banner Access Request in the search field 2. Select Banner Finance and HR Security Access Request Page 99 of 149

104 3. Select the appropriate radio button 4. If you are submitting the request for someone else, be sure to include their Argonet UserName in the field provided. 5. You can name the request if you like but it is not required 6. Select Next Page 100 of 149

105 7. Check Request or Remove current access to Banner Finance Screens 8. In the comments field enter the following: a. Initiators enter: I need access as a budget transfer initiator b. Approvers enter: I need access as a budget transfer approver c. Initiator & Approver enter: I need access as a budget transfer initiator and approver. 9. Select Next Page 101 of 149

106 10. Add a comment if you like, but it is not required. 11. Select Start Routing 12. You should be notified of your approval/disapproval. Until you are approved you will not be able to initiate and/or approve on-line BTs. Page 102 of 149

107 Fund/Orgn/Security This report will show all funds, orgns, and high level groups that you have access to in Banner. 1. Go to MyUWF, Login, and type My Banner Finance Fund / Org Security 2. Select My Banner Finance Fund / Org Security Page 103 of 149

108 3. This is the form that will be displayed however each individual will see only what they currently have set as security access in Banner 4. Here is an example of another individual s security. Print this screen for your training use. 5. It is your responsibility to keep your FUND/ORGN security current. When your security needs to be changed either for adding or removing any FUND(s)/ORGN(s), it is up to you to submit the Banner Access Form to reflect these changes. 6. On-Line BTs queues and routing criteria are based on the FUND/ORGN security therefore it is very important that it is kept current. Page 104 of 149

109 7. For the present time please notify Jackie or Pam by of any changes made so that all queues can be kept current. (In the future our hopes are that the Banner Security Access Form will be routed to all necessary personnel and this would no longer be needed.) Approver s Document Detail Reports from Information Navigator This report was built using live production data or Pre-Production data (Pre-Prod is used in Training) to assist Budget Transfer Approvers with viewing the details of documents, awaiting their approval, prior to approval in an effort to reduce the number of documents approved in error. 1. Go to MyUWF, Log in and select Employee Resources 2. Select Information Navigator 3. Select Show All Page 105 of 149

110 4. Select Budget and Financial Planning from the Office of Record drop down list 5. Select report ID BUDG titled Approvers Document Detail Page 106 of 149

111 6. Select Production for live data. (In training you will be instructed to use either Pre- Production, TEST, or Developments depending on the instance for your training session). 7. Select View Report Notice when Production is selected the Header section of the report displays (Now uses production data). Page 107 of 149

112 Page 108 of 149

113 Budget Availability-Approver This report was built using live production data or Pre-Production data (Pre-Prod is used in Training) to assist Budget Transfer Approvers with reviewing the budget availability prior to approval in an effort to reduce the number of documents approved in error. The data is collected from Banner FGIBDST and summed so the approver does not have to manually calculate each category. 1. Go to MyUWF, Log in and select Employee Resources 2. Select Information Navigator 3. Select Show All Page 109 of 149

114 4. Select Budget and Financial Planning from the Office of Record drop down list 5. Find and select report ID BUDG titled Budget Availability-Approver Page 110 of 149

115 6. Enter the INDEX 7. Select Production for live data. (In training you will be instructed to use either Pre- Production, TEST, or Developments depending on the instance for your training session). 8. Select View Report Notice when Pre- Production is selected the Header section of the report displays (Now uses Preproduction data). Page 111 of 149

116 Budget Availability by Activity Code This report was built using live production data or Pre-Production data (Pre-Prod is used in Training) to assist Budget Transfer Approvers with reviewing the budget availability by activity code prior to approval in an effort to reduce the number of documents approved in error. The data is collected from Banner FGIBDST and is summed by category so the initiator/approver does not have to manually calculate. 1. Go to MyUWF, Log in and select Employee Resources 2. Select Information Navigator 3. Select Show All Page 112 of 149

117 4. Select Budget and Financial Planning from the Office of Record drop down list 5. Find and select report ID BUDG titled Budget Availability By Activity Code 6. Enter your Index 7. Enter your Activity Code if you want to just see one, else leave blank and you will see them all. Page 113 of 149

118 8. Select Production for live data. (In training you will be instructed to use either Pre- Production, TEST, or Developments depending on the instance for your training session). 9. Select View Report Notice when Pre- Production is selected the Header section of the report displays (Now uses Preproduction data). Page 114 of 149

119 Budget Control Proof List-Detailed This report was built using live production data to assist Budget Transfer Initiator, Approvers, and others with reviewing a summary of the posted budget transfer document to verify the document posted as expected. 1. Go to MyUWF, Log in and select Employee Resources 2. Select Information Navigator 3. Select Show All Page 115 of 149

120 4. Select Budget and Financial Planning from the Office of Record drop down list 5. Find and select report ID BUDG titled Budget Control Proof List-Detailed 6. Enter data as appropriate for your search. RUCL Code is the Rule Code or Journal Type used on budget transfers such as W01, W02, etc. The Begin and End Dates default to the current date however can be changed as needed. Please note that if you know the document number but entering it, your report will be retrieved very quickly. All other criteria can take up to 5 minutes or longer. 7. Select Submit-this will give you a list of BTs per your selected criteria entered above. Page 116 of 149

121 8. For this example I entered Document No J and left all other criteria as defaulted. 8. Had other criteria been entered, your report may display more than one document. 9. Review for accuracy. If you notice any errors create another BT to correct. 10. Another option for viewing documents is by using the Banner screen FGIDOCR (Document Retrieval Inquiry) to view the data. Page 117 of 149

122 Document Detail By Status This report was built using live production data or Pre-Production data (Pre-Prod is used in Training) to assist Budget Transfer Initiators and Approvers with tracking the status of and viewing the details of documents in process. You may also use this report to print a summary of your document. 1. Go to MyUWF, Log in and select Employee Resources 2. Select Information Navigator 3. Select Show All 4. Select Budget and Financial Planning from the Office of Record drop down list Page 118 of 149

123 5. Find and select report ID BUDG titled Document Detail by Status 6. Select Production for live data. (In training you will be instructed to use either Pre-Production, TEST, or Developments depending on the instance for your training session). 7. Select Complete, Incomplete, or Both 8. Enter a Document Number-this will display only the document number you enter. If it is left blank it will display all incomplete and complete documents. Remember a complete document is one that is in the approval process but has not been approved and posted by the budget office, Page 119 of 149

124 9. You can also search by UserId, Rule Group, or Rule Code. 10. For this search I used J Notice when Pre- Production is selected the Header section of the report displays (Now uses Preproduction data). Page 120 of 149

125 Free Cash-Approver This report was built using live production data or Pre-Production data (Pre-Prod is used in Training) to assist Budget Transfer Approvers with reviewing the budget and/or free cash availability in an effort to reduce the number of documents approved in error. The report uses Banner screens and displays the calculations so the approvers do not need to manually calculate Free Cash. 1. Go to MyUWF, Log in and select Employee Resources 2. Select Information Navigator 3. Select Show All 4. Select Budget and Financial Planning from the Office of Record drop down list Page 121 of 149

126 5. Find and select report ID BUDG titled Free Cash-Approver. 6. Enter the Index 7. Select Production for live data. (In training you will be instructed to use either Pre-Production, TEST, or Developments depending on the instance for your training session). 8. Fiscal Year and Period default to the current year and period but can be changed if necessary. Page 122 of 149

127 9. Select View Report Notice when Pre- Production is selected the Header section of the report displays (Now uses Preproduction data). Page 123 of 149

128 Free Cash-Initiator This report was built using live production data or Pre-Production data (Pre-Prod is used in Training) to assist Budget Transfer Initiators with reviewing the budget and/or free cash availability prior or to initiating a budget transfer in an effort to reduce the number of documents initiated that will be disapproved for insufficient budget and or free cash. 1. Go to MyUWF, Log in and select Employee Resources 2. Select Information Navigator 3. Select Show All Page 124 of 149

129 4. Select Budget and Financial Planning from the Office of Record drop down list 5. Find and select report ID BUDG titled Free Cash-Initiator. 6. Enter the Index 7. Select Production for live data. (In training you will be instructed to use either Pre- Production, TEST, or Developments depending on the instance for your training session). Page 125 of 149

130 8. Fiscal year and Period default to the current period but may be changed if necessary. Notice when Pre- Production is selected the Header section of the report displays (Now uses Preproduction data). Page 126 of 149

131 Grant Inception to Date by Grant w/fund The Grant Inception-to-Date Report details the monetary activity for the selected grant. This report gives all inception-to-date details for budgets, expenditures, encumbrances, and available balances (excluding payroll encumbrances) by grant or fund number. 1. Go to MyUWF, Log in and select Employee Resources 2. Select Information Navigator 3. Select Show All Page 127 of 149

132 4. Select Research and Sponsored Programs from the Office of Record drop down list 5. Find and select report ID RSP titled Grant Inception to Date by Grant w/fund. 6. The report requires you to select either a grant or fund number. For specific detail information, the dates will need to be selected. Account detail is available for the dates specified. Searches are also available by Fund/ORG and Fund/Activity. Enter the fund Grant fund (21xxxx thru ) Let the dates default to current month Select Submit Page 128 of 149

133 The example above has a current deficit budget in OPS of -$1,201.25, Expenditures of - $1,408.00, and Transfer Out of -$17.75, but has existing Salaries budget available of $1, Page 129 of 149

134 Banner Preferences You can set your Banner screen to your personal preferences. You can change the color and select your most often used screens to be listed on the welcome screen. Select File-Preferences This opens the Preference screen and defaults to the Display Options tab. If you want to make sure that the screen name will be displayed next to the form title make sure that the Display form name on Menu is checked. Example (FGIBAVL will be displayed after the title Budget Availability Status). There are 9 display options for which you can change the colors. Only 5 can be displayed on one screen so use the down arrow or scroll bar to get to the lower 4 options. Here is the display for the first 5 options. Page 130 of 149

135 Using the scroll bar I have displayed the bottom 5 options The most frequent changes are made to: Page 131 of 149

136 Enter the RGB color code for the canvas-this is the background color displayed on all screens. Light colors work best. Enter the RGB color code for the menu broadcast message canvas-this is the small area at the bottom of the screen where messages are displayed. Hot Pink is color selected for the message area on the welcome screen pictured above. Enter the RGB color code for the scroll bar-this is the area of the scroll bar that indicates there is more data available to view. Enter the RGB color code for the separator line-this is the bold line used to separate the large area from the small bottom area mentioned above. Teal is the color selected for the separator on the Welcome screen pictured above. Enter the RGB color code for the menu tree canvas. this is the large area of the welcome screen. Light pink is the color selected for this area on the Welcome screen pictured above. Light colors work best. Change colors as you desire. Use the down arrow or scroll bar to get to those not displayed. Use the drop down menu on the right side of the filed labeled User Value for the Description you desire to change. Select the color you want this value to equal Select Ok Repeat this process for all descriptions for which you desire to change colors. Page 132 of 149

137 Select the Save icon You will get a message on the hit line stating how many records were applied and saved Select the Close icon-if you failed to save before selecting close you will get the following 2 messages Select Yes Select Ok This takes you back to the Welcome page. Select File-Preferences Page 133 of 149

138 Select Menu Setting tab Change the User Default to *PERSONAL. Page 134 of 149

139 Select the Close icon Select Yes Select Ok This takes you back to the Welcome page and you will now have a My Banner section in the menu tree area. Notice that there is a My Banner section first (in this case there is one icon listed after My Banner. If you do not see the Empty, to select, then double click on the My Banner Folder Page 135 of 149

140 to have it show. If you already have files selected in your My Banner folder then select Organize My Banner (GUAPMNU). Double click Empty, Select to build. [GUAPMNU] or Select Organize My Banner 1. Scroll through and add the objects you desire to show on you re My Banner menu tree. 2. Highlight the object(s) you want and double click it(them) 3. Click on the icon to add one or to add multiple objects Or if you know the object codes 1. On the right side of the screen in the Object Field type in the Object code 2. Tab and the description will be populated Repeat for all objects you would like on your menu tree. Save Close-your changes will not be displayed until you exit Banner and re-enter. You can use the same process above to remove objects from your menu tree On the right side of the screen double click the object(s) you want to remove-the color will change from black to blue. Click on the icon to remove one or to remove multiple objects. Page 136 of 149

141 Save Close-your changes will not be displayed until you exit Banner and re-enter. Page 137 of 149

142 Create a Budget Transfer by using the Copy Feature There may be times when you need to create a BT just like one you previously prepared or that needs to reverse one that was previously posted. There is a copy feature that will allow you to copy or reverse a previous document. 1. Banner s Welcome Screen Although there are 3 screens that can be used for BT entry (FGAJVCQ, FGAJVCD, and FGAJVCM) we will concentrate on FGAJVCQ. FGAJVCM is for mass entry and FGAJVCD is a longer version of FGAJCVQ. We believe that FGAJVCQ will be the most beneficial form to use for the on-line BT process. 2. Enter FGAJVCQ in the Go To field and press enter or double click the form name if listed in My Banner Folder-This will open the FGAJVCQ form Page 138 of 149

143 3. Make sure that the Document Number field is blank when you are beginning to enter a new BT. If it is not blank hit your delete key to clear the number displayed. Never key anything into the Document Number field. Always start with an empty (blank) document number. It is too easy to create an inappropriate document number, if you enter anything here and hit next block, what every you entered in your document number and that is very likely wrong. We have seen FGAJVCQ, FOADOCU, Jooxxxxx, where xxxxx is the 5 digit numbers for a document however these digits are preceded with zero s not the alphabet o, etc, all which are inappropriate document numbers. 4. Select the copy icon which is located to the right of the document number field 5. Enter the Document number that you want to copy or reverse in the Copy From Document Number field 6. Leave the Copy To Document Number Field blank so Banner will assign the next document number. If you are reversing the previous document then check the Reverse JV box, otherwise leave it unchecked. (For this illustration I have chosen to reverse). Page 139 of 149

144 You may also put a check mark in the Copy Text box and the text from the previous document will be entered in the new document. 7. Select OK This will take you to the Header section of the new document. 8. Enter Text, which is referred to as the long text of the document to describe the purpose of this BT 9. Select Options from the tool bar 10. Select Document Text [FOATEXT] from the drop down menu Page 140 of 149

145 11. Enter your text starting on the first line (each line is limited in characters) 12. Leave Print blank 13. Leave Line blank-it will automatically populate 14. Select down arrow 15. Repeat this process until you have written enough text that your approver, the budget office and other viewers of the document will understand the reason for the transfer request. Refrain from abbreviations in the long text. Example: Moving budget from index 8418 EXP category to 8400 OCO category to purchase a HP laptop xyz for the department to use for various projects. This is also where you would indicate you are making a budget request based on anticipated revenues, if that were the case. Page 141 of 149

146 16. Save-Look at the hint line this will show if the lines have been saved. 17. Select the button from the icon bar to close. This will take you back to the Journal Voucher Document Header section. Notice that the Document Text Exists block now has a Y in the box. (If you did not save in the previous step, you will get a pop-up asking if you want to save-say yes) Page 142 of 149

147 18. Select Next block 19. You may want to write the document number down now. You are required to keep documentation of the BT within your office for audit purposes, but it will be up to each office to determine their office procedure. a. Beside audit reasons, it is very important that you have this document number because many users process journal entries and without this number it would be more difficult to assist you if there are any problems. Page 143 of 149

148 Notice the information has been copied or reversed from the original budget transfer document 20. Select Options from the Tool bar 21. Select Access Transaction Summary Info (FGIJSUM) from the drop down menu. 22. Verify all information is as you expected: (a) Status is P per line (b) Type is the correct Journal type for your request and all lines have the same type Page 144 of 149

149 (c) Index is correct per line (d) Acct code is correct per line (e) Activity Code if any is correct per line (f) Amount is correct per line (g) +/- Indicator is correct per line (h) Document Total at top is equal to Total on bottom 23. If all is ok, you may want to print this screen for your records. Skip to step 28. If you complete the budget transfer without printing and later decide you would like a print out you can go to Information Navigator and select the Document Detail by Status report enter your document number and you will get a summary with text. 24. If corrections are needed, go to step Close this form by selecting the from the icon bar. 26. Make ALL necessary corrections to the header and/or line (sequence) sections. (Use Next Block and Previous Block to go between sections. Use tab and Up of Down arrows to move within the section) 27. Repeat steps 22 through 25 until all is correct. 28. Close this form by selecting the from the icon bar. 29. Select Next Block to go to the Complete or In Process section of the BT. 30. Select either Complete or In Process a. If you are done select Complete and your document will be sent to the next approver. System will display a message in the lower left corner (referred to as Page 145 of 149