Spectr um Finance Budget Transfer

1. Spectrum FinanceBudget 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

2. 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

3. 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

4. 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

5. 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

6. 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

7. 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)

8. 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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16. Budget Finance Self Service • Create Budget Transfers (only 2 lines) • Create Multiple Line Budget Transfers (only 5 lines) • Approve Documents • View Document • Purchase Requisitions

17. 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

18. Budget DoNotforgettoenterDescription Enter inTransfer Amount Note: Budget Transaction Amount - Minus or +Plus System will calculateDocument Amount Click on: “Complete”

19. Budget Chart is “U” Type is “Index” Note: %isWildcard

20. Budget Usercan Copyand Paste Index Number

21. Budget When you click on “Complete” Indexwill disappear Fund, OrganizationandProgramwill populate User will then needtoenter Account(s) System calculatedDocument Amount Scrollto bottom ofform for: Code LookUp – tofind Account DoNotforgettoenterDescription

22. 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

23. Budget Budget Pool Account Code Listing Note: Budget for Revenue and Salary use “Detail” Account Codes

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25. Budget Note: If user forgets toenterAccount(s) a long list ofErrors will occur. User will then needtoenter Account(s) Scrollto bottom ofform for: Code LookUp – tofind Account Click on: “Complete”

26. Budget Note:Write down “Document Number” Or Print –outform Do NOT click “Complete” Note:Click onMenu

27. Budget • 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) Banner Budget Transfers - Paper

28. Budget • 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] Financial Planning Forms http://bf.memphis.edu/forms/finance

29. 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

30. Budget Click on: Approve Documents

31. 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.

32. Budget Note: Type JV – can beBudget Revision Click on: Document Number

33. Budget Note:Status - Pending Click on “Back” in tool bar

34. Budget Optionalto addcomments due to Conference sold out You can DisApprove DocumentorCancel (will return to Approval Queue)

35. 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.

36. 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

37. The Staff of Financial Planning 273 Administration Bldg.; Main Phone: (901) 678-2117 - FAX (901) 678-4248) • Sharon Hayes, Director of Budgeting 678-3805 shayes@memphis.edu • Deborah Becker, Associate Director of Budgeting 678-3538 dabecker@memphis.edu Budget Questions, Salary Lapsing and Special Budget Issues • Susan Hance, Office Associate 678-2117 shance@memphis.edu BR Status/Org Charts • Deborah Keeney, Senior Budget Analyst 678-2118 dkkeeney@memphis.edu Auxiliaries, CarryForwards, Research & Analysis • Terry Savage, Budget Analyst I 678-3903 tsavage@memphis.edu Online BR Approvals, Online BR’s Finance Budget Revisions • Wendy Williams, Budget Analyst I 678-3904 wewillms@memphis.edu Online BR Approvals, Online BR’s, Salary Budget Revisions/New Positions

38. Budget Just enough time for questions!