Budget

Budget Planning – STC’s Annual Budget Compiled annually and plans for a one year period (September 1 – August 31) Financial plan of all expenditures and revenues Must be balanced Utilizes Banner’s Budget Development Application Allows for performance evaluation Regulated by THECB and the Texas State Legislature Approved by the Board of Trustees

Budget Development Process

Budget Planning- Budget Development Collects department budget requests for the new fiscal year Only operating, travel, and capital budgets Consider budget transfers processed during the current year Accessible by financial managers and authorized staff Organization changes may also be made during this time Proposed budgets are reviewed and may be adjusted by administrators

Budget Planning- Budget Development Budget requests must be itemized in the “Notes” section for each expenditure pool (operating, travel, and capital) Include: nature of the expense, the estimated total cost, and the applicable IE goal or objective Example: Registration Fees: $6,000 (O6) Travel notes: name of conference that will be attended, the number of attendees, and the IE goal or objective. Travel requests not itemized will require justification when the Travel Authorization form is submitted. Example: Conferences: $10,000 (O1, O2) SACS Annual Conference-1 attendee Banner Annual Summit-2 attendees

Organization Balances and YTD Activity

Organization Balances and YTD Activity Department expense budgets are recorded in Banner through the department’s FOAP F: Fund-The source of the funds (unrestricted, restricted, auxiliary) O: Organization-The department spending the funds A: Account-The expenses of the department (salaries, operating, travel) P: Program-Classification of the funds according to national regulations Department expenses must be properly categorized and charged to the most appropriate organization The organization charged with the expense should not be determined by funds availability. If the appropriate organization does not have enough funds available for the expense, complete and submit a budget transfer.

Organization Balances and YTD Activity FGIBDST: Displays the Organization Budget Status of all accounts in an organization Click on the Options menu and select Transaction Detail Information (FGITRND) Required Uncheck Defaults in Leave blank to query all accounts OR Enter specific account Enter specific account type (71, 73, 74)

Organization Balances and YTD Activity Able to query in the Account field Adjusted Budget – YTD Activity – Commitments = Available Balance FGIBDST

Organization Balances and YTD Activity FGITRND: Displays the Detail Transaction Activity for an organization Shows the detail of the amounts on FGIBDST Able to view detail transactions for: All accounts in an organization Specific account in an organization Able to query

Organization Balances and YTD Activity Transaction Lifecycles Budget transactions: Original Budgets are posted as OBD and have BD01 as the Type Changes to the original budgets (budget transfers) are posted as ABD and have BD02 as the Type Expense transactions: Begin as a RSV (Reservation) when a requisition is created Becomes an ENC (Encumbrance) when requisition is approved and becomes a P.O. Becomes a YTD (Year to Date) when requisition has been paid Documents beginning with “I” are invoices Documents beginning with “J” are journal entries Documents beginning with “F” are feeds

Organization Balances and YTD Activity FGIBAVL: Displays the Budget Availability Status of an organization Required information Required Defaults In

Organization Balances and YTD Activity Able to query in Account field Adjusted Budget – YTD Activity – Commitments = Available Balance

Organization Balances and YTD Activity View pending documents accounted for on FGIBAVL

Organization Balances and YTD Activity

Budget Transfers

Budget Transfers Transfers increase or decrease the organization’s available budget for operating, travel and capital expense accounts, in order to: Reallocate budget for future purchases Cover negative balances Budget transfers may not occur between different fund codes Signature requirements listed on form

Budget Transfers Must be typed Transfers must be made to the account pools 710000 Direct Expenditures (Operating) 730000 Travel Expenditures 740000 Capital Expenditures 770000 Construction If the submitted budget transfer form has errors, a new form must be submitted

Budget Transfers Determine the amount that needs to be transferred (FGIBAVL) Determine the organization and account with sufficient funds available to cover the negative balance (FGIBAVL) Prepare the Budget Transfer form (BO-3500) Submit form for signature approvals Send approved form to Business Office for processing Check the status of the transfer on FGIBDST

Budget Transfers

Data Extraction

Data Extraction Click “OK” Click “Save As” Name file, keep the extension as “csv” Open file in Excel and save in Excel format Delete “csv” file

Bonus Scenes

Bonus Scenes Organization Code Maintenance-FTMORGN

Bonus Scenes Encumbrances Encumbrances are created by Banner for salary payments and online requisitions All encumbrances should clear when the payment is made FGIOENC (Organizational Encumbrance List) List of all outstanding commitments in an organization Contact Purchasing to close the encumbrance if it is no longer needed FGIENCD-Detail Encumbrance Activity Detailed list of transactions posted to an encumbrance created by a requisition or purchase order

Bonus Scenes Document History View FOIDOCH (Document History) Lists all documents associated to a specific document based on the document number Requisition number, P.O. number, Invoice number, Check number Details about each document can be viewed through the Options menu

Bonus Scenes Document Approval History-FOIAPPH Name and date of people who have approved or disapproved document Approval Queue Level for Non-Grants Level 5 – Purchasing Level 10 – Budget Control Level 20 – Financial Manager Level 30 – Purchasing Director Grants Approval Queue Levels Level 10 – Financial Manager Level 20 – Grants Office Document Initiator

Bonus Scenes Query and Wildcards Query-Retrieve information based on criteria Accessible through the Query Menu or through the query buttons on the toolbar

Bonus Scenes Query and Wildcards Wildcards-Used to represent characters within a query “%” can be used to represent any character “_” can be used to represent one character

Bonus Scenes Banner vs Jagnet Information on FGIBDST, FGIBAVL and FGITRND may be viewed in Jagnet Log in to Jagnet Click on the “Supervisor” link Click on “Financial Management” Click on “Budget Queries” Select “Budget Status by Account” and click “Create Query”

Bonus Scenes Banner vs Jagnet Place a check mark in the box next to: Adopted Budget, Budget Adjustment, Adjusted Budget, Fiscal YTD Activity, Encumbrances, Commitments, and Available Balance Click “Continue” Select the Fiscal Year Select the Fiscal Period (period 14 is recommended) Select a Comparison Fiscal Year and Period (if needed)

Bonus Scenes Banner vs Jagnet Select “All” for the Commitment Type Enter “S” for the COAS Enter the Organization Code Optional: Enter the Account Type (71, 73, 74) Leave all other fields empty Click “Submit Query”

Bonus Scenes Banner vs Jagnet

Bonus Scenes Banner vs Jagnet

Bonus Scenes Banner vs Jagnet

Bonus Scenes Banner vs Jagnet

Bonus Scenes Banner vs Jagnet Click Download All Ledger Columns Click Save, Click Open Transactions are displayed in an Excel csv file

Cast Elena Jimenez, Accounting Specialist 872-4620 elenae@southtexascollege.edu Aika Nguma, Budget Accountant 872-4644 anguma@southtexascollege.edu Nicole Perez, Accounting Group Manager 872-4640 mnperez@southtexascollege.edu