Transcript Title Slide - University of Memphis

Spectrum Finance
Budget Transfer
Self Service Banner (SSB)
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Budget
Training Agenda
Log onto Spectrum Self Service Banner (SSB)
Power Point Presentation
Reviewing FOAPAL
Reviewing Budget Transfer(s)
Reviewing Document Approval
Exercise – Users Hands-on
Creating Budget Revisions
Approving Budget Revisions
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Budget
Log on to Spectrum Self Service
easy to use
internet accessible
user friendly
point and click
training site
http://spectrumtest.memphis.edu:9099
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Budget
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Budget
Select:
Internal Training Database [ITRNG]
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Budget
Test User ID TRAIN01
Upper Case
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PIN 000000
6 charters
Budget
Log on to Spectrum Self Service
this log on user ID and PIN is for training only
enter User ID
Case Sensitive
TRAIN01
enter PIN
Case Sensitive
000000 ( 6 characters the number zero )
production log on information
your UUID
ph-password (your University e-mail password)
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Budget
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Budget
Review Chart of Accounts (COA)
Concepts
FOAPAL
Fund
Organization
Account
Program
Activity
Location
Index
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Budget
Index Codes to the Rescue!!!!!
optional chart of accounts feature
value for a set of FOAPAL elements that
acts as a shortcut for speed data entry by
the user
the current FRS six digit account will be
the index code
using the index, the system will populate
fund, organization, and program
account code must be entered
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Budget
Example of Index Codes
210010
211010
212600
220010
354100
410113
483120
483130
535402
771001
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Anthropology (Fund 110001. Org 202000, Program 2000 – Instruction)
Accountancy
Music Department
Anthropology (Fund 110001, Org 202000, Program 2600 – Research)
Parking
Biology Materials
Track – Operations
Track – Scholarships
COE – Earthquake
Track and Field Resurfacing
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
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Budget
Example of Fund Codes
110001
112000
112300
200107
210002
220001
310000
320000
330000
380000
411000
412000
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Unrestricted E & G
Intercollegiate Athletics
Network Services
Scholarship-Theatre
COE-Earthquake
CWSP-Married Student Apartments
University Service Court
Food Services
Student Housing
Parking
National Direct Student Loans
Nursing Loans
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
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Budget
Examples of Organization Codes
100000
202000
220102
320000
415000
542000
620050
740020
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President’s Office
Anthropology
FCBE, B Janz
IT Operations
Health Center
Purchasing
Planned Giving
Athletic Marketing
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
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Budget
Examples of Account Codes
61110 Administrative – Executive / Chair
61112 Administrative – Faculty / Chair
61210 Academic / Faculty
61310 Supporting / Clerical
61312 Monthly Supporting / Clerical
61610 Professional Support
61630 Coaches
61635 Assistant Coaches
Salary Account Codes for Regular Positions
Transfer of these salary budgets can not be completed in Self Service Banner Finance
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Budget
Examples of Account Codes
61157 Graduate Assistants – Administrative
61257 Graduate Assistants – Academic
61175 Temporary Employee – Administrative
61275 Acad Temporary – Post Retirement/One Semester Appt
61375 Temporary Employees – Supporting / Clerical
61252 Temporary Instructors – Non Credit
61253 Temporary Instructors – Credit
61410 Student Assistants – Hourly
61415 Student Assistants - Monthly (Plan for FY06-07)
Salary Account Codes for Group Positions
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Budget
Examples of Account Codes
61150 Supplemental Pay – Administrative
61250 Supplemental Pay – Academic Faculty
61650 Supplemental Pay – Professional Support
61155
61255
61256
61655
Summer Compensation – Non-Academic
Summer Compensation – Acad Other Compensation
Summer Compensation – Acad / Instruction
Summer Other Compensation
Salary Account Codes without Position Number
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Budget
Examples of Account Codes
62000 Employee Benefits Budget Pool
62100 TCRS Retirement
62200 ORP Retirement
62300 FICA
62400 Medicare – FICA
62500 Group Insurance
62590 Other Insurance
62600 Unemployment Compensation
62700 PC-191 UoM
62710 Emp Discounts-UoM-Spouse Dependent
62730 Emp Dis-Other Inst-Spouse Depend
Benefit Account Codes
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Budget
Examples of Account Codes
73000 Travel Budget Pool
73100 Individual In State Travel
74000 Operating Expense Budget Pool
74210 Telephone Local Charges
77X00 Grants and Contract Operating Budget Pools
78000 Capital Expense Budget Pool
78110 Office Equipment
79000 Scholarships and Fellow Budget Pool
79710 Scholarships
Note: Grants and Contract has their own range of Account Codes
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Budget
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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
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Budget
Examples of Program Code
1000 Revenue Transactions
2000 General Academic Instruction
2110 Materials Fees
3000 Public Service Activities and Ctrs
3400 Other Community Service
4000 Student Services Administration
4100 Social and Cultural
Development
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Budget
Example of Program Codes
5000 Physical Plant Administration
5050 Building Maintenance
6000 Mandatory Retirement of Debt
6100 Nonmandatory Renewals and
Replacement
7000 University Services Court
7100 Food Services
7200 Student Housing
9990 Nonprogram Transactions
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Budget
FOAPAL
Activity
optional six-character code that is nonhierarchical 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
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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
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Budget
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Budget
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Budget
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Budget
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Budget
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Budget
Select Finance
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Budget
Finance Self Service
Create Budget Transfers (D21 Screen
only 2 lines)
Create Multiple Line Budget
Transfers (D21 Screen only 5 lines)
Approve Documents
View Document
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Budget
Click on: Budget Transfer
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Budget
Click on Journal Type Drop Down Box
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Budget
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
Do Not forget to enter Description
Click on: “Complete”
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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
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Budget
Chart is “U”
Type is “Account”
Note: % is Wildcard
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Budget
User can
Copy and Paste
Account Code
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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: Scroll down
User will then need to enter
Account(s)
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Budget
Note:
User will then need to enter
Account(s)
74000
73000
Click on: “Complete”
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Budget
Note: Write down
“Document Number”
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Budget
Note: Write down
“Document Number”
Or
Print –out form
Do NOT click “Complete”
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Budget
Note: Click on Menu
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Budget
Document Approval Queue
Budget Transfers will be routed to
departmental approval queue
Implicit approvals for Financial Managers
and Designees
During training sessions, explicit approvals
are used, approve own documents
After appropriate departmental
approvals are secured, document will
be routed to Financial Planning
approval queue as defined
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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
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Budget
Note: Type JV – can be Budget Revision
Click on: Document Number
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Budget
Click on “Back” in tool bar
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Budget
Click on: History
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Budget
Note: Example Only of Information
Click on “Back” in tool bar
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Budget
Click on: Disapprove
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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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Budget
Return to Approval Queue
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Budget
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: Multiple Line Budget Transfer
( Note: 5 Lines )
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Budget
Note: Budget Transaction Amount
- Minus
or
+ Plus
Do Not forget Description
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Budget
Note:
Journal Type:
BD04 (Dept Temporary Budget Adjustment)
Must enter Amount
UofM – Current Budget Revision
Must enter
Amount(s)
Document Amount
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4926.00
Budget
73000
74000
78000
Must enter
Account
Code(s)
When you click on “Complete”
Index will disappear
Fund, Organization and Program will
Click on: “Complete”
populate
User will then need to enter
Account(s)
Note:
Use Code Lookup
To find
“%Budget Pool%”
Account
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Budget
Note: Write down
“Document Number”
Or
Print –out form
Document Amount
Do NOT click “Complete”
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4926.00
Budget
Note: Click on Menu
Note: Write down
“Document Number”
Or
Print –out form
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Budget
Click on: View Document
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Budget
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Budget
Click on: Choose Type Drop Down box
Select: Journal Voucher
Type in Document Number
Or
Click on: Document Number
To go to Lookup
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Budget
Note: Status Drop Down box
Click on Execute Query
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Budget
Click on: Document Number
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Budget
Click: View Document
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Budget
Note: Status - Pending
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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
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Budget
Account Type
7x – Expenditures
70 – Expenditures
71 – Travel
74 – Operating Expenses
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
Hands On Exercise
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Budget
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.
Do you have funds to make Transfer ?
Account Type Query ( Slide 121-130 )
Budget Transfer ( Slide 82 – 97 )
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Budget
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
Do you have funds to make Transfer ?
Account Type Query ( Slide 121-130 )
Multiple Line Budget Transfer ( Slide 109 – 114 )
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Budget
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