Transcript Title Slide - University of Memphis

Spectrum Finance
Budget Transfer
Self Service Banner (SSB)
Training Agenda
Log onto Spectrum Self Service Banner (SSB)
Power Point Presentation
Reviewing FOAPAL
Reviewing Budget Transfer(s)
Reviewing Document Approval
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Budget
Log on to Spectrum Self Service
easy to use
internet accessible
user friendly
point and click
to log in use your UUID and password
Review Chart of Accounts (COA) Concepts
FOAPAL
Fund
Organization
Account (Must be Entered)
Program
Activity
Location
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Budget
FOAPAL
Fund
six-character code that identifies a set of
accounts and identifies ownership
balance sheets and revenue/expense
reports can be produced for any fund,
which can be restricted or unrestricted
examples of fund codes include Current
Unrestricted Fund, Auxiliary Funds, and
Endowment Funds
Example: 110001 Unrestricted E & G
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Budget
FOAPAL
Organization
six-character code that identifies a unit of budgetary
responsibility and/or departments within an
institution
normally used to define a responsible official
(financial manager)
codes may be established in a hierarchy of up to
eight levels for roll-up and reporting purposes
examples of organization codes include College of
Education, School of Nursing, and Department of
Human Resources
Example: 542000 Purchasing
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Budget
FOAPAL
Account
five-character (data entry) code that identifies
objects, such as the general ledger accounts
(assets, liabilities, control, fund balances) and the
operating ledger accounts (revenue, expenditures,
transfers)
codes may be established in a hierarchy of up to
four levels for roll-up and reporting purposes
examples of account codes include Supplies,
Travel, Accounts Payable, Fund Balance, Tuition,
and Salaries
Example: 61310 Supporting / Clerical
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Budget
FOAPAL
Program
four-character (data entry) code that identifies a
function and enables the institution to establish a
method of classifying transactions across
organizations and accounts
codes follow the programs defined by the National
Association of College and University Business
Offices (NACUBO)
codes may be established in a hierarchy of up to
five levels for roll-up and reporting purposes
examples of program codes include Instruction,
Research, Academic Support, Student Services,
and Plant Operations
Example: 1000 Revenue Transactions
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Budget
FOAPAL
Activity
optional six-character code that is non-hierarchical
and can be used to further define an object of
expenditure, such as, temporary units of work,
subsidiary functional classifications, or short
duration projects
no budget checking
code will be maintained at the departmental level
Example: TAF fund Index(s) have Activity Code(s)
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Budget
FOAPAL
Location
six-character code that identifies physical
locations
primarily used with Fixed Asset module
scheduled to go live this fall
codes may be established in a hierarchy of
up to five levels for roll-up and reporting
purposes
Example: At this time, only used by
Accounting for Inventory Tagging
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Budget
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Budget
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Budget
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Budget
Finance Self Service
Create Budget Transfers (only 2 lines)
Create Multiple Line Budget
Transfers (only 5 lines)
Approve Documents
View Document
Purchase Requisitions
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Budget
Click on: Budget Transfer ( Note: 2 Lines )
Click on: Multiple Line Budget Transfer
( Note: 5 Lines )
Click on Journal Type Drop Down Box
Select:
BD4 (Department
Temporary Budget Adjustment)
UofM – Current Year Budget Revision
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Budget
Do Not forget to enter Description
Enter in Transfer Amount
Note: Budget Transaction Amount
System will calculate Document Amount
- Minus
or
+ Plus
Click on: “Complete”
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Budget
Chart is “U”
Type is “Index”
Note: % is Wildcard
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Budget
User can
Copy and Paste
Index Number
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Budget
When you click on “Complete”
Index will disappear
Fund, Organization and Program will
populate
User will then need to enter
Account(s)
System calculated Document Amount
Scroll to bottom of form for:
Code LookUp – to find
Account
Do Not forget to enter Description
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Budget
Account Type
1x – Assets
2x – Liabilities
3x – Control Accounts
4x – Fund Balances / Net Assets
5x – Revenues
6x – Salaries / Benefits
60 – Salaries and Benefits
61 – Salaries
62 – Employee Benefits
7x – Expenditures
70 – Expenditures
71 – Travel
74 – Operating Expenses
75 – Departmental Revenue
78 – Capital Expenditures
79 – Scholarships and Fellowships
7A – Depreciation Expense
7B – Grant Related Expense Items
7C – Other Nonoperating Expense Items
7D – Loan Fund Deductions
8x – Transfers
9x – Fund Additions / Deductions
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Budget
Budget Pool Account Code Listing
Note: Budget for Revenue and Salary use “Detail” Account Codes
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Budget
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Budget
Note: If user forgets to enter Account(s)
a long list of Errors will occur.
User will then need to enter
Account(s)
Click on: “Complete”
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Scroll to bottom of form for:
Code LookUp – to find
Account
Budget
Note: Write down
“Document Number”
Or
Print –out form
Do NOT click “Complete”
Note: Click on Menu
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Budget
Banner Budget Transfers - Paper
BD04, Temporary Budget Adjustment Banner Account Codes which require
paper Budget Transfers
5xxxx, Revenue Account Codes
61110, 61210, 61310, 61312, and 61610, Regular Pay Positions
61x51, Interim Pay
61x81, One Time Bonus (Funds beginning with “12”)
Transfer between Funds (121212, Tom the Tiger Conference to 110001,
Undesignated E&G)
BD02, Permanent Budget Adjustment – All Account Codes must be on paper
(Revenue / Salary / Benefit / Expense)
Contact your Business Officer for assistance in preparing paper
Budget Transfers (Budget Revisions)
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Budget
Financial Planning Forms
http://bf.memphis.edu/forms/finance
Finance Current Year Position Budget Transfer [Excel]
Form FP-02: New Position Detail [Web] [PDF]
NBAPBUD – HR Position Budget Revision [Excel
Permanent Budget Adjustment BD02 Long Form (Base) [Excel]
Permanent Budget Adjustment BD02 Short Form (Base) [Excel]
Temporary Budget Adjustment BD04 Long Form (Current) [Excel]
Temporary Budget Adjustment BD04 Short Form (Current) [Excel]
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Budget
Document Approval Queue
Budget Transfers will be routed to departmental approval queue
After appropriate departmental approvals are secured, document will
be routed to Financial Planning approval queue as defined
Document Approval Review
Document – click on document number to review Budget Transfer
History – click to review approvals required and approvals
secured for budget transfers
Approve – select, if enabled, to approve a document
Approve Document form
Enter text in text box with reason for approval for INB messaging
click Approve document for final approval
or click Cancel to exit
Disapprove – select, if enabled, to disapprove a document
Disapprove document form
enter text in text box with reason for disapproving for INB messaging
click Disapprove document for final disapproval
or click Cancel to exit
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Budget
Click on: Approve Documents
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Budget
If you know the Document Number, you can enter.
Radio Button: Document for which you are the next approver
Radio Button: All documents which you may approve.
Use this to find all the documents in the queue that you may be able to approve and the status.
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Budget
Note: Type JV – can be Budget Revision
Click on: Document Number
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Budget
Note: Status - Pending
Click on “Back” in tool bar
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Budget
Optional to add comments
due to Conference sold out
You can DisApprove Document or Cancel (will return to Approval Queue)
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Hands-On Exercise
Budget Transfer
Music Departments needs to fund $75.
From Operating Expense Budget Pool
To Travel Budget Pool to provide Travel funds
for Songs of the South Tour.
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Hands-On Exercise
Multiple Line Budget Transfer
Music Departments needs to fund
$100. from their
Operating Expense Budget Pool for:
$65. to Temporary Instructor - Credit
$25. to Academic Graduate Assistants
$10. to Student Assistants – Hourly
to fund salaries for Summer Term
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The Staff of Financial Planning 273 Administration Bldg.;
Main Phone: (901) 678-2117 - FAX (901) 678-4248)
Sharon Hayes, Director of Budgeting 678-3805
[email protected]
Deborah Becker, Associate Director of Budgeting 678-3538
[email protected] Budget Questions, Salary Lapsing and
Special Budget Issues
Susan Hance, Office Associate 678-2117
[email protected] BR Status/Org Charts
Deborah Keeney, Senior Budget Analyst 678-2118
[email protected] Auxiliaries, CarryForwards, Research &
Analysis
Terry Savage, Budget Analyst I 678-3903
[email protected] Online BR Approvals, Online BR’s
Finance Budget Revisions
Wendy Williams, Budget Analyst I 678-3904
[email protected] Online BR Approvals, Online BR’s,
Salary Budget Revisions/New Positions
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Budget
Just enough
for
38
time
questions!