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

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

3. 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 - Financial Advisor, E-print, BDMS, Transfers
Other Helpful Information from the Finance Team:
Treasurer - Cash deposit procedures
Controller/Accounts Payable - Travel procedures
Procurement - Procurement services

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

5. 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.

6. FOP
FOP
The FOP is a 15 digit number describing the operating unit, department, program, or grant
Example: On Campus Staff Development
Fund: – Education & General
Organization: – HR Training
Program: 110 – Institutional Support

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

8. 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

9. Treasurer's Office
Cash Deposits

10. 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

11. 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, s, etc.

12. Information and Questions
Treasurer's Office
Website and Forms: treasurer.cofc.edu/
Phone:

13. Controller/AP
Travel Procedures

14. 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.

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

16. 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.

17. 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.

18. Travel Reimbursement Form

19. 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.

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

21. 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.

22. 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.

23. Expenditure Authorization Form

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

25. Procurement
Purchasing

26. Procurement Purchasing Authority
The SC Procurement Code is the law binding and governing purchases made by the College.
The Code directs:
who can make purchases,
what purchases are subject to the code, and
which purchases require competitive solicitation
Purchasing authority is granted to the Director of Procurement and is delegated to the Procurement Officers.

27. Procurement Plan Before You Buy!
Procurement – Purchasing
Plan Before You Buy!
Total Purchase Price $10,000 or less ~ No bids required Over $10,000 ~ Must be competed

28. Procurement How to Make Purchases
Procurement – Purchasing
How to Make Purchases
A Purchase Order must be issued PRIOR to committing the college to a purchase.
Submit requisition in eProcure
Use Pcard if under $2,500
Purchases made without using one of the above methods are considered non-conforming and invoices will not be paid unless the purchase is ratified.

29. Information and Questions
Procurement
Procurement – Purchasing
Information and Questions
Services Offered
Purchase Card (Pcard) Training
eProcure Training
Pre-Purchasing Consultations / Planning
Department Scorecard – analyze spending
Vendor Assistance
Website and Forms: procurement.cofc.edu
Phone:

30. Budgeting
Banner Self Service

31. 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
Quick Query
Overview of information
No ability to drill into details for all fields

32. 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

33. Getting to Self-Service
Sign into MyCharleston

34. 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

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

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

37. 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

38. 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

39. 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’

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

41. 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’

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

43. Budget Query by Account

44. Download Selected Ledger Columns

45. Budget Query by Account Report

46. Account Code Details

47. Budget Query by Account Report

48. Budget Query by Account Report

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

50. Budget Status by Org Hierarchy
Enter columns to display
Select Continue 50

51. Budget Status by Org Hierarchy
Enter index
Select Submit Query
FOP will populate
Remove account
Click Submit Query a second time 51

52. Results by Organization

53. Account Type Details

54. Account Details

55. Account Details

56. Transactions

57. 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

58. Encumbrance Query

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

60. 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

61. Encumbrance Query

62. Drill Down to Document

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

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

65. Financial Advisor Go to the Finance tab in My
Hover over the black bar until the legend appears

66. Financial Advisor Hover over black bar until legend appears
Click the pencil icon 66

67. Financial Advisor Select Colors COA: Chart of Accounts
Fund / Organization (up to 5)
Click ‘Apply’
Click ‘Back’
2nd
1st 67

68. Financial Advisor Financial Advisor Scale
Legend clickable to Quick Query
Does not work for Grants
Will always default to current fiscal year 68

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

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

71. * With human resource access, review Payroll Distribution
E-Print
* With human resource access, review Payroll Distribution

72. Banner Document Management
Captures and organizes the College’s electronic documents
URL:

73. Banner Document Management

74. 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
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!

75. Cognos

76. Cognos

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

78. Quick Guide

79. Quick Guide

80. 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!