1. 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

2. Welcome to Banner Self-Service
Finance Training
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 - Cognos, ePrint, BDMS, Transfers
Other Helpful Information from the Finance Team:
Treasurer - Cash deposit procedures
Controller/Accounts Payable - Travel procedures

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. 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

7. 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

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

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

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

11. Treasurer's Office
Cash Deposits

12. 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

13. 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.

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

15. Controller/AP
Travel Procedures

16. 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.

17. 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.

18. 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.

19. 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.

20. Travel Reimbursement Form

21. 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.

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

23. 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.

24. 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.

25. Expenditure Authorization Form

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

27. Budgeting
Banner Self Service

28. 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

29. 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

30. Getting to Self-Service
Sign into MyCharleston

31. 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

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

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

34. 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

35. 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

36. 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’

37. 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

38. 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’

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

40. Budget Query by Account

41. Download Selected Ledger Columns

42. Budget Query by Account Report

43. Account Code Details

44. Budget Query by Account Report

45. Budget Query by Account Report

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

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

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

49. Results by Organization

50. Account Type Details

51. Account Details

52. Account Details

53. Transactions

54. 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

55. Encumbrance Query

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

57. 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

58. Encumbrance Query

59. Drill Down to Document

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

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

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

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

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

65. 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!

66. Cognos

67. Cognos

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

69. Quick Guide

70. Quick Guide

71. 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!