Banner Fund Management and Set-Up

Transcription

1 Title Banner Fund Management and Set-Up Version 1.0 Date July 2014 Created by Mary Ellen Garrett, BOR Finance Module Lead Copyright South Dakota Board of Regents Process Owner Finance Leadership at the Institution Level Dept/Division Banner Finance Forms FTMFUND, FTMFATA

2 B a n n e r F u n d M a n a g e m e n t a n d S e t - Up P a g e 2 Defining Fund Codes Six characters in length, the fund code identifies a self-balancing set of accounts and ownership. An institutional fund must have at least four or five levels of hierarchy and are linked to Level 2 Fund Types. Levels two through five report or roll-up to the immediate proceeding fund code. Funds are managed at the institutional level. Fund codes begin with the numeric smart code for an institution. The numbering scheme for the data entered fund codes was a carry forward from the legacy system. The first digit is the smart code of the institution. The second digit further identifies the fund type tied to the fund (i.e. state funds, restricted funds, local funds, agency and plant funds.) Fund Code Title Example X1XXXX Appropriated Funds (General, SP&L, HEFF) General Funds USD SPL Funds SDSU X3XXXX Clearing, Overhead, Other Misc Refunds Clearing X37XXX Tuition & Student Fees Tuition & Fees X39XXX Auxiliary Funds Auxiliary Housing X4XXXX Restricted Funds Veterans Service Grant X5XXXX Loan Funds Fed Direct Student Loans X60XXX Unexpended Plant Constr. Series 2006 X62XXX Renewals & Replacements - State Parking R&R Reserve X63XXX Renewals & Replacements - Local Rural Soc. Renovation X64XXX Retirement of Indebtedness - State SDBA Series 2013 X65XXX Retirement of Indebtedness - Local Old Main Reserve X66XXX Investment in Plant Net Investment in Plant X7XXXX Agency Funds Fund Type An Internal Fund Type is a predefined value representing fund types defined by GASB/NACUBO coding system linked to Level 1 fund types. This non-data entered code facilitates system processing and financial reporting Current Unrestricted 20 - Current Restricted 30 - Auxiliary Services 40 - Loan 50 - Quasi-endowment 60 - Endowment 70 - Annuity and Life Income 80 - Agency 90 - Unexpended Plant 92 - Renewal and Replacement 94 - Retirement of indebtedness 96 - Investment in plant BK - Bank Fund

3 B a n n e r F u n d M a n a g e m e n t a n d S e t - Up P a g e 3 Fund type codes are used to classify and aggregate fund code data. 1A - URA Unrestricted Appropriated Funds 1N - URNA Unrestricted Non-Appropriated Funds 2N - RNA Restricted Non-Appropriated Funds 2A - RA Restricted Appropriated 4 - Loan Funds 8 - Agency Funds 9U - Unexpended Plant Funds 9R - Renewal and Replacement Funds 9D - Retirement of Indebtedness Funds 9P - Investment in Plant BK - BANK Funds SS - Special Schools Fund type codes are managed at the system level. Appendix A provides the blocking for Banner Fund Types established at the time of implementation. Fund Hierarchy The hierarchy is built from the top level down to the last level in the hierarchy. The first level does not report to any other level, while all levels below the first level have a predecessor fund code (the fund that it reports or rolls up to). The key thing to remember when building your fund codes is that you must have a separate fund code for every project (grants), loan, and endowment fund.

4 B a n n e r F u n d M a n a g e m e n t a n d S e t - Up P a g e 4 Establishing Fund Codes 1. Access the Fund Code Maintenance Form (FTMFUND). 2. Enter the code S for the Chart of Accounts in the Chart of Accounts field. a. Note: This is a required field. 3. Active Status field needs to be checked. a. Note: If not checked, the system will not allow transactions to be posted to this fund. 4. The Grant and Proposal fields are used in grant accounting. Enter if linking a fund code to a grant created in FRAGRNT. 5. Enter the smart coded fund in the Fund field. a. Note: This field contains a code to uniquely identify a fund. See page 1 of this document and the Data Standards document for smart coding structure. 6. Enter the Title field (35 characters max). 7. The Effective Date field contains the date of this fund code is established. a. Note: For new fund codes, the effective date can be a prior date, the current date or a future date. If the fund code has been established (saved) and needs to be updated, the effective date has to be either the current date or a future date. You cannot back date an established fund code. b. Food for Thought: i. October 1, 1988 was the effective date for all new fund codes at the time of South Dakota s Banner implementation. An important purpose of using this date indicates to the end-users that this is the very first record and ensures that all activity posted to a fund associated with a grant will be picked up by the operating and grants ledgers. ii. Some institutions use July 01 of the current year as the effective date for a new fund. This practice identifies in which fiscal year the fund is established. 8. The Termination Date is the effective date when a fund is no longer needed or to be used. This field may be left blank. 9. Expenditure End Date is the effective date when expenditures can no longer be posted against the fund and the corresponding grant. This field may be left blank. 10. Data Entry field needs to be checked for the fund code at the lowest level of the hierarchy. Such a fund is commonly known to be at the data entry level. For all other funds in the hierarchy, the data entry field MUST be unchecked. 11. Fund Requires Effort Certification check box determines whether effort certification reports are generated for specific funds that are not associated with grants. a. Valid values: Checked (Yes), requires effort reporting and not checked (No) does not require reporting. Default is No. 12. Fund Requires Effort Allocation check box determines whether the fund requires effort allocation. This check box can be selected for a grant or fund only if the fund requires Effort Certification check box is selected. a. Valid values: Checked (Yes), requires effort reporting and not checked (No) does not require reporting. Default is No. 13. Enter the Fund Type field. a. Note: This field represents a Fund type previously defined and establishes the link between the fund code and the Level 2 fund types. 14. Enter the Predecessor Fund Code. The Fund Hierarchy Form (FGQFNDH) appears on the screen. a. VALIDATE the hierarchy. b. Select Continue in the left navigation pane to return to the previous screen once the displayed fund hierarchy is confirmed.

5 B a n n e r F u n d M a n a g e m e n t a n d S e t - Up P a g e The financial manager is an optional field. An end-user must be established on FTMFMGR before the A-id can be entered in this field. 16. The Unbilled AR Account (120045) is an accrual account associated with Research (Grants) Accounting. 17. Revenue Account (530XXX) is an accounting code specifying the revenue account code to be automatically credited as the result of the incurrence of expenditures in a contract or grant account. 18. The Bank Code is a required field that ties the new fund to the BANK fund. 19. Cash Receipts Bank Code is a value that is used for identification purpose on all cash transactions in Grant Billing. 20. Capitalization Fund Indicator allows you to determine the fund destination for capitalization entries. a. Select: Cap Different or No Cap - this option is used when the capitalization entries are made in a fund that is separate and distinct from the source or acquiring fund. 21. Capitalization Equity Account, Multiple Fund Balance Indicator, and Restriction Indicator fields are not used by South Dakota Regental System and need to be left blank. 22. Defaults a. One may enter an Organization Code, a Program Code, an Activity Code or a Location Code that would be tied to the Fund Code being established. If a default code is entered, the default codes would automatically appear in the appropriate FOAPAL field in journal voucher entry or account payable entry screens. b. Defaults are optional. 23. Validate the data entered. 24. Click Save to commit the record.

6 B a n n e r F u n d M a n a g e m e n t a n d S e t - Up P a g e 6 Options Menu Required Entries Attributes - FTMFATA The Regental System utilizes fund attributes for a number of reasons. Attributes link Banner funds and account codes to the Company, Account, and Centers on the State of South Dakota s Accounting System (CAS) for the finance and payroll interfaces and segregate budget funding categories for report outputs similar to budget reports from the legacy system. Attributes also define assets, liabilities, net assets, operating revenues and expenditures and other reporting categories for GASB reporting. Attribute types and values are maintained at the System level. The table below identifies and defines attributes utilized by the system. Attribute Type Description G4% Government Wide GASB Reporting - Not Used G5% BTA GASB Reporting The Regental System reports as a Business Type Activity. The attributes are loaded at a higher level of the fund or account hierarchy. STATECE The Center on CAS and are loaded at the data entry hierarchy level. STATECO The Company on CAS and are loaded at the data entry hierarchy level. STATESA State Account and are loaded at the data entry hierarchy level. STATESS State Company and Special and are loaded at the data entry hierarchy level. STATESU State Account User and are loaded at the data entry hierarchy level. ZBAFUND Operating Budget w/accounts Fund Group. This attribute type is used to separate federal restricted and federal appropriated funds. The attribute values associated with this attribute type are entered at the 3 rd or 4 th level of the fund hierarchy and not at the data entry level. FZROBUD utilizes this attribute type when categorizing fund sources. ZSFND Operating Budget Fund Group. This attribute type categorizes the funding sources reported in a number of operating budget reports. The PZRSTSP utilizes this attribute type when categorizing fund sources. ZOBXCLUD Fund excluded from Operating Budget. This attribute is used for certain funds that do not utilize base budget authority. (certain financial aid, scholarships and expenditures of special appropriations) This attribute is loaded at the data entry fund hierarchy level. % - Banner Wild Card The budget module looks to eliminate those expenditures by excluding the funds with an attribute at the lowest fund level. The Budget Module formally requests the use of the attribute type ZOBXCLUD (Fund Excluded from Operating Budget) and attribute value ZOBXC (Fund Excluded from Operating Budget) at the lowest level or data entry level of the funds. When reporting budgeted and utilized FTE by fund sources, Other Funds were broken down further into Other Grants, Private Grants, State Grants, Self-Support Tuition, Sales and Services of Auxiliary Enterprises and Other Sales and Services. Upon reviewing the hierarchy levels, it would be very difficult to report other sales and services. The grants module needs to clarify the definitions of Other Grants and Private Grants. Could the two be reported together? Reporting by the remaining fund sources listed above could possibly be achieved with some modification by a few institutions. Refer to Operating Budget Fund Matrix with attributes JS xls

7 B a n n e r F u n d M a n a g e m e n t a n d S e t - Up P a g e 7 Appendix B provides the attribute types and attribute values for the data entry level funds. Appendix C provides the fund source category attribute types and attribute values for fund hierarchy level 3 & 4. FTMFATA Entries FTMFATA form is used to associate Fund element codes to attribute types, attribute values, and set codes. 1. Select the Attribute Information option from the Options menu to open the FOAPAL Attribute Association Form (FTMFATA). 2. Enter the Fund Code and Next Block a. If this is a new fund or an existing fund that does not have an attribute assigned to it, the system will take you immediately to FTQATTS (Attribute Types Selection) Form. 3. Check the attributes you want to update 4. From Options select Save Selection and Exit to Maintenance a. The system returns to the FTMFATA Screen b. Next Block

8 B a n n e r F u n d M a n a g e m e n t a n d S e t - Up P a g e 8 5. Enter the appropriate attribute value 6. Save changes to update FTMFUND record

9 B a n n e r F u n d M a n a g e m e n t a n d S e t - Up P a g e 9 FIXED ASSET INFORMATION This window defines certain default values related to fixed assets and should only be completed with fund X66000, Net Investment in Plant. To access this window, select Fixed Asset Information from the Options menu. The Depreciation/Posting Indicator determines whether depreciation entries are posted to both the Fixed Assets module and the General Ledger, posted to the Fixed Assets module only, or not posted at all. The Expense/Equity Account Default Indicator sets the value for the kind of account code that will be used to process Depreciation entries. The Depreciation Expense Account is the option to be used. This indicator signals the Depreciation Process to use the appropriate depreciation rule class. The Gain Account and Loss Account fields define the account codes used for posting a gain or loss on the sale or other disposal of Fixed Assets, respectively. Account code Gain/Loss on Disposal of Asset is to be used. An institution may set Fixed Asset Fund Defaults for Organization, Program, Activity, and Location to be used in making depreciation, gain, or loss postings on the capitalization fund record or gain/loss postings on the source fund record. This field is not required.

10 Chart Fund Type Code Fund Type Description APPENDIX A Fund Type Banner Form: FTMFTYP Internal Fund Type Predecessor Fund Type S 1A Unrestricted Appropriated Funds 10 None S A1 Unrestr Appropriated Funds-BOR 10 1A S A2 Unrestr Appropriated Funds-USD 10 1A S A3 Unrestr Appropriated Funds-SDSU 10 1A S A4 Unrestr Appropriated Funds-SDSMT 10 1A S A5 Unrestr Appropriated Funds-NSU 10 1A S A6 Unrestr Appropriated Funds-BHSU 10 1A S A8 Unrestr Appropriated Funds-DSU 10 1A S 1N Unrestricted Non-Appropriated Funds 10 None S N1 Unrestr Non-Appropriated Funds-BOR 10 1N S N2 Unrestr Non-Appropriated Funds-USD 10 1N S N3 Unrestr Non-Appropriated Funds-SDSU 10 1N S N4 Unrestr Non-Appropriated Funds-SDSMT 10 1N S N5 Unrestr Non-Appropriated Funds-NSU 10 1N S N6 Unrestr Non-Appropriated Funds-BHSU 10 1N S N8 Unrestr Non-Appropriated Funds-DSU 10 1N S 2N Restricted Non-Appropriated Funds 20 None S 21 Restricted Non-Appropr Funds-BOR 20 2N S 22 Restricted Non-Appropr Funds-USD 20 2N S 23 Restricted Non-Appropr Funds-SDSU 20 2N S 24 Restricted Non-Appropr Funds-SDSMT 20 2N S 25 Restricted Non-Appropr Funds-NSU 20 2N S 26 Restricted Non-Appropr Funds-BHSU 20 2N S 28 Restricted Non-Appropr Funds-DSU 20 2N S 2A Restricted Appropriated Funds 20 None S RA Restricted Appropriated Funds-SDSU 20 2A S 4 Loan Funds 40 None S 41 Loan Funds-BOR 40 4 S 42 Loan Funds-USD 40 4 S 43 Loan Funds-SDSU 40 4 S 44 Loan Funds-SDSMT 40 4 S 45 Loan Funds-NSU 40 4 S 46 Loan Funds-BHSU 40 4 S 48 Loan Funds-DSU 40 4 S 8 Agency Funds 80 None S 81 Agency Funds-BOR 80 8 S 82 Agency Funds-USD 80 8 S 83 Agency Funds-SDSU 80 8 S 84 Agency Funds-SDSMT 80 8 S 85 Agency Funds-NSU 80 8 S 86 Agency Funds-BHSU 80 8 S 88 Agency Funds-DSU 80 8

11 Chart Fund Type Code Fund Type Description APPENDIX A Fund Type Banner Form: FTMFTYP Internal Fund Type Predecessor Fund Type S 9U Unexpended Plant Fund 90 None S U1 Unexpended Plant Fund-BOR 90 9U S U2 Unexpended Plant Fund-USD 90 9U S U3 Unexpended Plant Fund-SDSU 90 9U S U4 Unexpended Plant Fund-SDSMT 90 9U S U5 Unexpended Plant Fund-NSU 90 9U S U6 Unexpended Plant Fund-BHSU 90 9U S U8 Unexpended Plant Fund-DSU 90 9U S 9R Renewal and Replacement Funds 92 None S R1 Renewal and Replacement Funds-BOR 92 9R S R2 Renewal and Replacement Funds-USD 92 9R S R3 Renewal and Replacement Funds-SDSU 92 9R S R4 Renewal and Replacement Funds-SDSMT 92 9R S R5 Renewal and Replacement Funds-NSU 92 9R S R6 Renewal and Replacement Funds-BHSU 92 9R S R8 Renewal and Replacement Funds-DSU 92 9R S 9D Retirement of Indebtedness Funds 94 None S D1 Retirement of Indebtedness-BOR 94 9D S D2 Retirement of Indebtedness-USD 94 9D S D3 Retirement of Indebtedness-SDSU 94 9D S D4 Retirement of Indebtedness-SDSMT 94 9D S D5 Retirement of Indebtedness-NSU 94 9D S D6 Retirement of Indebtedness-BHSU 94 9D S D8 Retirement of Indebtedness-DSU 94 9D S 9P Investment in Plant 96 None S P1 Investment in Plant-BOR 96 9P S P2 Investment in Plant-USD 96 9P S P3 Investment in Plant-SDSU 96 9P S P4 Investment in Plant-SDSMT 96 9P S P5 Investment in Plant-NSU 96 9P S P6 Investment in Plant - BHSU 96 9P S P8 Investment in Plant - DSU 96 9P S BK Bank Fund BK None S BF Bank Fund BK BK S SS Special Schools 30 None S SD School for the Deaf 30 SS S SB School for the Blind and Visually Impaired 30 SS

12 APPENDIX B Attributes Loaded at the "Data Entry" Level State Center State Center Attribute Type Attribute Value Attribute Type Attribute Value Board office USD & SSOM STATECE 1502 STATECE 1520 STATECE STATECE STATECE STATECE STATECE STATECE STATECE STATECE STATECE STATECE STATECE STATECE STATECE STATECE STATECE STATECE STATECE STATECE STATECE STATECE SDSU, AES, & Extension STATECE STATECE STATECE STATECE STATECE STATECE 1533 STATECE STATECE 1536 STATECE STATECE 1537 STATECE STATECE SDSM&T STATECE STATECE 1540 STATECE STATECE STATECE STATECE STATECE STATECE STATECE STATECE NSU STATECE STATECE 1550 STATECE STATECE STATECE STATECE STATECE STATECE BHSU STATECE STATECE 1560 STATECE STATECE STATECE STATECE STATECE STATECE STATECE STATECE STATECE STATECE STATECE STATECE STATECE STATECE STATECE DSU SDSD STATECE 1570 STATECE STATECE STATECE SDSB&VI STATECE

13 APPENDIX B Attributes Loaded at the "Data Entry" Level State Company Attribute Type Attribute Value Value Description STATECO 1000 General Funds STATECO 2000 Federal Stimulus Funds (ARRA) STATECO 2001 BOR Central Office Federal Funds STATECO 2013 SDSD Federal STATECO 2014 SDSBVI Federal STATECO 3032 SDSD-Other STATECO 3034 SDSBVI-Other STATECO 3085 Higher Eductional Facilities Fund (HEFF) STATECO 3095 SDSD SPL STATECO 3107 SDSBVI-Other STATECO 3208 BOR Special Revenue Funds STATECO 5020 SDSD Investment STATECO 8602 Higher Ed Scholarships STATECO 9001 SDSM&T Housing & Aux Sinking STATECO 9002 SDSM&T Housing & Aux Sinking STATECO 9004 BHSU Bond & Interest STATECO 9005 BHSU Project 67 R&R STATECO 9006 DSU - Real Prop Acq & Capital Improv Fund STATECO 9007 DSU 2004A Debt Service Reserve STATECO 9008 DSU Deferred Maintenance STATECO 9009 DSU M&R STATECO 9010 SDSU System Ret. Sinking STATECO 9014 SDSU Stadium Facility STATECO 9015 SDSU CH61 R&R Reserve STATECO 9018 SDSU CH80 R&R Reserve STATECO 9019 SDSU CH80 Operating Reserve STATECO 9020 SDSU R&R Reserve Consolidated STATECO 9021 SDSU R&R Reserve Food Service STATECO 9022 USD Local R&R STATECO 9023 USD Consolidated Projects Reserve STATECO 9024 USD Old Main Debt Service STATECO 9025 USD Reserve Life/CSC M&E STATECO 9026 Tuition & Fees Fund STATECO 9031 BOR Payroll Clearing STATECO 9032 NSU Building Projects STATECO 9041 Board of Regents Other Funds STATECO 9042 USD Federal Funds STATECO 9048 SDSU School & Public Lands STATECO 9049 SDSU AES School & Public Lands STATECO 9050 USD School & Public Lands STATECO 9060 SDSM&T Investment Pool STATECO 9061 NSU Investment Pool STATECO 9062 BHSU Investment Pool STATECO 9063 DSU Investment Pool STATECO 9064 SDSU Investment Pool STATECO 9065 USD Investment Pool STATECO 9200 SDSU Federal Funds STATECO 9201 Board of Regents Federal Funds

14 APPENDIX B Attributes Loaded at the "Data Entry" Level State Company & Special Attribute Type Attribute Value Value Description STATESS C Carry Over STATESS D Deferred Maintenance STATESS R Federal Stimulus STATESS S Special State Account User Attribute Type Attribute Value Value Description STATESU 0 FY10 STATESU 1 FY11 STATESU 2 FY12 STATESU 3 FY13 STATESU 4 FY14 STATESU 5 FY15 STATESU 6 FY16 STATESU 7 FY17 STATESU 8 FY08 STATESU 9 FY09 STATESU G FY26 Attribute Type Attribute Value Value Description ZOBXCLUD ZOBXC Fund Excluded from Operating Budget Updated 07/2014

15 APPENDIX C Attributes Loaded at the 3rd or 4th Level of the Fund Hierarchy Attribute Type Value Description Attribute Type Attribute Value Value Description ZBAFND Operating Budget w/accounts Fund Group ZBAFND/ZSFND XFDAPA Federal Appropriated-AES ZSFND Operating Budget Fund Group ZBAFND/ZSFND XFDAPC Federal Appropriated-CES ZBAFND/ZSFND XFDRS Federal Restricted ZBAFND/ZSFND XFDRSA Federal Restricted - AES ZBAFND/ZSFND XFDRSC Federal Restricted - CES ZBAFND/ZSFND XFDRSM Federal Restricted - MED ZBAFND XFEDR Federal ZBAFND XFEDRA Federal - AES ZBAFND XFEDRC Federal - CES ZBAFND XFEDRM Federal - MED ZBAFND/ZSFND XGENR General ZBAFND/ZSFND XGENRA General - AES ZBAFND/ZSFND XGENRC General - CES ZBAFND/ZSFND XGENRM General - MED ZBAFND/ZSFND XHEFF HEFF ZBAFND/ZSFND XOTHR Other ZBAFND/ZSFND XOTHRA Other - AES ZBAFND/ZSFND XOTHRC Other - CES ZBAFND/ZSFND XOTHRM Other - MED ZBAFND/ZSFND XRMBD Room & Board ZBAFND/ZSFND XSPCL School & Public Lands ZBAFND/ZSFND XSPCLA School & Public Lands-AES ZBAFND/ZSFND XSTFE Student Fees ZBAFND/ZSFND XSTFEM Student Fees - MED ZBAFND/ZSFND XTUIT Tuition ZBAFND/ZSFND XTUITM Tuition - MED