BANNER FINANCE Budget Sue Miller Director of Budget suemiller@uncsa.edu 770-3303 Lauren Partin Budget Analyst partnl@uncsa.edu 770-1485

FUNDS Four Broad Categories Unrestricted Restricted Funding for annual operating purposes of the institution General funds, trust funds Restricted Funding limited by donors or other outside agencies to specific purposes. Endowments, scholarships Auxiliary enterprises Receipt-supported operations (Housing, Food Service) Construction Capital projects, repair & renovations

Type of Funds Where Money Comes From Data Entry Range General Funds – State Appropriated 1XXXXX Institutional Trust Funds 3XXXXX Capital Improvement 4XXXXX Endowment 5XXXXX Agency Funds (Funds held for others) 8XXXXX

What is Banner? Banner is a web-based, administrative software application developed specifically for higher education institutions by a company called SunGuard. Banner comes in two different flavors: INB or Internet Native Banner and Self Service Banner. Self Service Banner is what the campus will be using which is a more user-friendly interface. Finance staff uses INB.

Banner Chart of Accounts FOAP- Fund Organization Account Program Account = the number associated to a specific expense or revenue Fund = the “Pot of Money” Org = Department

Chart of Accounts – Cont. An example provided previously.

Purpose Codes for State Appropriated Funds 101 Instructional 102 Summer Term-Instruction 103 Non-credit receipt support instruction 142 Community Services 151 Libraries 152 Academic Support 160 Student Services 170 Institutional Support 180 Physical Plant Operations Purpose Codes apply to state appropriated funds only.

Banner Chart of Accounts – Cont. New Banner Accounts ACCOUNTS • Code used to identify types and uses of transactions (same as old objects/controls) Department will use accounts to specify how the money is spent or received Primary accounts used by Depts: - Expenditures – Begin with a 7 Labor – Begin with a 6 Revenue – Begin with a 5 General rule for new account # is old object/control code with new number in front (see table) and “0” at end “” Multiple exceptions. Must use crosswalk on website TRANSFERS IN & OUT 8XXXXX EXPENDITURES 7XXXXX LABOR 6XXXXX REVENUES 5XXXXX NET ASSETS 4XXXXX CONTROL ACCOUNTS 3XXXXX LIABILITIES 2XXXXX ASSETS 1XXXXX 1-4 is found on the balance sheet (not something departments can see) 5-8 applicable to departments

Banner - Budget Budget Pools 61210P SPA Premium Pay Budget Pool ** 61500P Workers Comp Budget Pool ** 71800P Personal Contracted Services Pool 72000P Supplies Budget Pool 73000P Purchased Services Budget Pool 73100P Travel Budget Pool 73200P Communication Budget Pool 73300P Utilities Budget Pool** 73500P Other Operating Expense Budget Pool 74000P Fixed Charges Budget Pool 75000P Cap Outlay/Equip Budget Pool 75610P Library Books Budget Pool **Budget Office Only Refer to the Expenditure Account numbers to see what pools where.

On-Line Budget Revisions Access is limited to the budget authority or designee for each Banner Finance Fund. Requests for access should be sent to Director of Systems in Finance. Movement is limited to 71800P, 72000P, 730170, 73000P,73100P,73200P,73500P, 74000P, 75000P, 75610P. The amount of budget moved must be whole dollars.

On-Line Budget Revisions – Cont. No budget movement between Funds. This requires a budget transfer form submitted to the budget office. No budget movement within personnel lines. This requires a budget transfer form submitted to the budget office. Beginning budgets entered by Budget Office. All funds must have budget. No budget movement between ITF or State Funds. This usually requires a check request. All funds must have budget – this is different from FRS. Auxiliary accounts were not required to have budget – now they are. We will be sending budget info out in May to be returned in June so that they can be loaded and ready to go July 1.

Finance Self Service Terminology Adopted Budget Original budget allocation given at the beginning of the Fiscal Year Budget Adjustment An increase/decrease to budget Adjusted Budget Temporary Budget Adjustments done in the current year that are temporary in nature. (Budget Adjustments that will not role over to the next fiscal year) Accounted Budget Original Budget plus or minus any Budget Adjustments. Total of all budget transactions. Similar to revised budget in FRS Year to Date Year-to-Date activity; The transactions from July 1 to current for fiscal year

Terminology - Continued Encumbrances Generated by outstanding purchase orders; funds committed for future payments Reservation Funds set aside for purchase orders and requisitions regardless of whether a PO is issued or not (not currently used) Commitment Outstanding purchase orders and requisitions Available Balance Remaining Budget left to spend; Adjust budget less year to date less outstanding commitments

Budget Queries Budget Status by Account Query – allows you to look up budget information for one organization. It does not allow for hierarchy roll up, but is the quickest way to get details on transactions. Budget Status by Organization Hierarchy – allows you to review budget information of organizations for the Fiscal Period and Year By Account Query the one you will use the most.

Budget Queries – cont. to Date by: Hierarchical Structure, Specific Funds, High-level Organizations, Accounts, Programs, Fund Type, Account type, or Revenue Accounts. (signs reversed in budget and balance column) Budget Quick Query – allows the end user to do a very fast query. The columns are already defined. The end user cannot “drill down” in a quick query. Hierarchical Structure is complicated, difficult to decipher. Quick Query is the fastest way to see budget.