1. Budget

2. 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

3. Budget Development Process

4. 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

5. 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

6. Organization Balances and
YTD Activity

7. 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.

8. 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)

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

10. 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

11. 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

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

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

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

15. Organization Balances and YTD Activity

16. Budget Transfers

17. 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

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

19. 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

20. Budget Transfers

21. Data Extraction

22. 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

23. Bonus Scenes

24. Bonus Scenes
Organization Code Maintenance-FTMORGN

25. 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

26. 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

27. 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

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

29. 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

30. 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”

31. 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)

32. 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”

33. Bonus Scenes
Banner vs Jagnet

34. Bonus Scenes
Banner vs Jagnet

35. Bonus Scenes
Banner vs Jagnet

36. Bonus Scenes
Banner vs Jagnet

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

38. Cast Elena Jimenez, Accounting Specialist
Aika Nguma, Budget Accountant
Nicole Perez, Accounting Group Manager