Welcome to Banner Self-Service Finance Training! Please sign-in and take a survey form. Open the Banner Finance SS Tutorial PowerPoint at budgetingandpayroll.cofc.edu/finance-training

Welcome to Banner Self-Service Finance Training Welcome to Banner Self-Service Finance Training! Introduction Personal goals

Session Goals Goals for Today’s Session: Understand Banner Finance FOP and Index Navigate through Banner SSB queries to find financial information Open Lab for questions and hands-on learning Extra financial information - Cognos, ePrint, BDMS, Transfers Other Helpful Information from the Finance Team: Treasurer - Cash deposit procedures Controller/Accounts Payable - Travel procedures

Need Computer Assistance? Help Desk 3-3375 Log in Problems MyCharleston Tab Set-up

FOAP and AL = FOAPAL In Use Today 6 characters 6 characters Fund Organization Account Program Activity Locations 6 characters 6 characters Identifies unit of budgetary responsibility and/or dept. Normally WHO spends the money 6 characters Identifies revenue or expense categories Identifies a function and enables us to establish whether the expense is Research, Instruction, Public Service, etc. 3 characters Identifies source of funds such as Institutional, Auxiliary, Federal, State, etc.

Just Remember the Six Digit Index The Index is a six digit shortcut to the Fund, Organization, and Program numbers (FOP) Example: Fund: 110001 – Education & General Organization: 305002 – On Campus Staff Development Program: 110 – Institutional Support Index: 110013 – On Campus Staff Development

Finance Categories Index categories based on funding source Institutional Auxiliary Agency Grants Account numbers Revenues Personnel Expenses Operating Expenses Budget Transfers vs. Inter-Departmental Transfer Budget Transfer Template

Budget Transfer Request Use Template Email Budget Transfers to Budget@cofc.edu Budget Transfer Template From Index and Account: To Index and Account: Amount of transfer: Reason for Transfer: Permanent or One-time:

Items to Note Personnel Budgeting Accounts 610111 Unclassified Positions and 610210 Classified Positions available balance should be near zero Ledger 1 fringe budget vs. expense should be zero

Items to Note Pool Accounting Operating Budgets / “7” Accounts Budgets occur in the FIVE digit account (Ex. 72010 Supplies) Budget transfers occur between FIVE digit operating accounts Encumbrances and expenses occur in the SIX digit account (Ex. 720111 Xerox Copies)

Treasurer's Office Cash Deposits

Deposits Policies My department does not take deposits. Why do I have to know this? Someday someone will give you a check and you need to know what to do with it State regulations and cash receipt policy These dictate how long the College can hold money before deposit Do not hold checks in your office, please! Deposit Form: treasurer.cofc.edu/forms

Deposits Process Deposit form is REQUIRED Must include Index and Account Code (six digits) Do not use five-digit Account Codes Found at Treasurer’s Office > Forms > Deposit Transmittal From Documentation is REQUIRED by the auditors Invoices, receipts, emails, etc.

Information and Questions Treasurer's Office Website and Forms: treasurer.cofc.edu/ Phone: 3-5572 Email: treasurer@cofc.edu

Controller/AP Travel Procedures

Travel Authorization Policy An assignment of a TA number is required. Provide all accounting information. Proper signatures–Provost, if Academic Department, VP for others—is required. A student roster is needed if applicable. Indicate whether the amount is estimated or allowable. The approval of the Foundation is required if using one of its accounts.

Travel Authorization Form Please be sure to complete all fields on the Travel Authorization form. Email AP staff if changes are made to the TA instead of submitting a new one.

Travel Reimbursement Policy Show the departure and arrival times (time the traveler left home, time traveler returned home). Provide receipts for the expenses except taxi and meals.  Receipts must be itemized and show confirmation, method of payment (cancelled check, credit card reference, etc.) Reimbursement for expenses paid for another traveler is not allowed. Shared hotel expenses must be split and claimed individually, regardless of who pays.

Travel Reimbursement Policy Expenses for tips and alcoholic beverages are not reimbursable. Mileage or gas reimbursement is allowable, not both. The traveler must sign the travel reimbursement document. Procurement cards may not be used for employee travel and registration expenses.

Travel Reimbursement Form

Cash Advance Policy Submit the request at least 10 days prior to the trip. The advance requirements are 80% of meals and lodging, out-of-state travel only, $250 minimum. The traveler must account for all expenses within 15 days of return.

Cash Advance Request Form Controller/AP - Travel Procedures Cash Advance Request Form

Expenditure Authorization Policy A W-9 Form is required. A reimbursement for moving expenses must include an award letter showing the approved allowance. Prepayments of hotel expenses are allowed for students only.  Payment requests require: a roster, an itemized invoice on the letterhead of the hotel, and an approved travel authorization.

Expenditure Authorization Policy No employee may claim reimbursement for expenses paid on behalf of another employee, candidate, guest, etc. Reimbursement for expenses, airfare, registration, etc., cannot occur until after the trip. The approval of the Foundation is required if using one of its accounts.

Expenditure Authorization Form

Information and Questions Controller’s Office Website and Forms: controller.cofc.edu Questions concerning the A/P process can be emailed to AccountsPayable@cofc.edu

Budgeting Banner Self Service

Types of Budget Queries Budget Status by Account Detailed information by Account code Ability to drill down to transaction level data and specific documents Grant Inception To Date information Budget Status by Org Hierarchy Specific Funds, high-level Organizations, Accounts and Programs Ability to drill down into Orgs, Account type, Account codes, transactions and documents Does not give accurate Grant information

Types of Budget Queries Encumbrance Query View encumbrance information for Index Useful for viewing purchase orders and associated encumbrances Drill down to see document information View Documents View detailed information for a document (requisition, invoice, purchase order, journal voucher, or encumbrances) View approval status and history for documents

Getting to Self-Service Sign into MyCharleston

Finance Tab For Your Convenience Everything Finance: Finance Alerts Grants Finance Quicklinks Procurement Quicklinks Quick overview of finances through Financial Advisor channel Finance Reports Banner Self-Service Banner Services (for INB users only) Accounting Forms Works

Getting to Self-Service From MyCharleston: Click the Finance Tab Select: Banner Self-Service Finance 3. Determine Query

Budget Status by Account To Create a Query: Select a Query Type under the drop-down arrow 2. Select Create Query

Columns for Display Accounted Budget – included the original starting budget plus any permanent, recurring adjustments and any one-time non- recurring transfers Year to Date – actual revenues and expenses for the time period Encumbrances – amounts that have been encumbered, or set aside, to be spent at a later time (examples include purchase orders and travel authorizations) Available Balance – calculated column taking your Accounted Budget and subtracting the Year to Date and Encumbrance columns

Columns for Display Select the columns you would like displayed Recommended columns are: Accounted Budget Year to Date Encumbrances Available Balance DO NOT SAVE the query or select Shared Select Continue button

1 Budget Query Data Fiscal Year: July 1–June 30 Fiscal Period: 14 Comparisons are Optional Commitment Type: All Chart of Accounts: 1 Index: 6 digits ‘Include Revenue Accounts’ Checkbox, if desired Click ‘Submit Query’

Revenue and Available Balance Checking “include revenue” will show an opposite available balance Example: Available Balance is $255,106.47 Accounted Budget $2,067,851 minus YTD $1,591,197.29 minus Encumbrances $221,547.24

Account Query- Grants Grant code is required for Inception-to-Date information Grant code for grants is the fund code preceded by a G (in most cases) This is used for capital projects in addition to grants (usually begins with CPI or CPE Column headings begin with ‘GY’ instead of ‘FY’

FOP Form FOP will populate Remove account information Submit Query again Note: You will use your Fund and Organization numbers for the Financial Advisor

Budget Query by Account

Download Selected Ledger Columns

Budget Query by Account Report

Account Code Details

Budget Query by Account Report

Budget Query by Account Report

Budget Status by Org Hierarchy Select Budget Status by Organizational Hierarchy from drop-down box Select Create Query

Budget Status by Org Hierarchy Enter columns to display Select Continue 47

Budget Status by Org Hierarchy Enter index Select Submit Query FOP will populate Remove account Click Submit Query a second time 48

Results by Organization

Account Type Details

Account Details

Account Details

Transactions

Review and Open Lab To Query: Select Budget Status by Account Select the Column Items Enter your Index and select Submit Query Fiscal Year / Fiscal Period Chart of Accounts: 1 FOP information will populate Note Fund and Organization numbers for Financial Advisor Select Submit Query again

Encumbrance Query

Encumbrance Query Encumbrance Status No Encumbrances for Revenue Open Closed All No Encumbrances for Revenue Submit Query two times

Columns for Display Original Commitment – original amount of encumbrance Encumbrance Adjustments – manual adjustments to the encumbrance Encumbrance Liquidations – amount by which the encumbrance is reduced once expensed Year to Date – actual expenses Current Commitments – calculated column that takes the Original Commitment, adds/subtracts any Encumbrance Adjustments, and subtracts any Encumbrance Liquidations

Encumbrance Query

Drill Down to Document

Top of Purchase Order Summary of Information Requestor Information Vendor Information Description of Commodity Quantity Unit Price Total Cost FOAP Information Related Documents

Bottom of Purchase Order Summary of Information Requestor Information Vendor Information Description of Commodity Quantity Unit Price Total Cost FOAP Information Related Documents

ePrint 1. Go to Employee tab in MyCharleston. 2. Go to the middle of the page and click “Login to ePrint.”

ePrint Make sure the repository is ePrint Finance 2. Use your Banner Log-in 3. Click Enter.

* With human resource access, review Payroll Distribution ePrint * With human resource access, review Payroll Distribution

Cognos Consumer Training – it.cofc.edu/bi Access: reporting.battery.coc.edu or under the Finance tab Benefits User-friendly reporting tool Easy to export to excel or pdf Schedule reports to be sent to your email Budgeting office created pre-set finance reports Prior year and year-to-date activity statements Prior year and year-to-date list of institutional transactions 3-year and 5-year comparison reports And more!

Cognos

Cognos

Need Assistance? The Quick Reference Guide E-Mail Baskets On-Line Resources

Quick Guide

Quick Guide

Thank you! Questions and Open Lab. We appreciate your feedback. Next Step Questions and Open Lab. We appreciate your feedback. Please return your completed survey form to the front. Thank you!