Banner Review - Grants

1. Banner Review - Grants Grant Brown Bag Session March 20, 2013 Tracy Morkunas, CPA

2. Banner Review - Topics • What Grant Information is in Banner? • Grant Director’s Responsibility • Consequences of Skipping Review • Screens to Review • FGIBDST: Current Year Budget Info. • FRIGITD: Inception to Date Budget Info. (if applicable) • NHIDIST: Labor Distribution Data • Other Helpful Screens

3. What Grant Info. is in Banner? • From a FINANCE perspective, Banner shows: • The grant’s budget • The expenditures that have been paid for &/or encumbered • Information on the expenditures • Detail of the employees working on the grant • Hours/Wages

4. Grant Director’s Responsibilities • Programmatic activities • Managing expenditures • Plan, Approve, Review, Authorize Budget Mod.’s • Forwarding communications/notifications from the funding source • Forward Completed Time & Effort Reports to Controller’s Office (Chief Accountant) Review of the grant’s financial activities should be performed at least monthly

5. Consequences of Skipping Review Minor Potential Outcomes Major Potential Outcomes Significant Over/Under spending Might incorrectly bill the wrong funding source Incomplete grant outcomes Trigger an audit Unallowable costs Return money/fines Barred from future funding Grant and/or College level • Nothing – If we’re lucky! • Budget Modification(s) • Low-level over/under spending at grant end • Application for no-cost extension • “Last minute shuffle”

6. What to Review? Create a review checklist – See Attached Edit sample to fit your needs • Review Year-to-Date Expense Activity • Review Current Commitments • Review the Current Available Balances • Review Labor Activity • Communicate Changes with Accounting

7. Screens to Review - FGIBDST FGIBDST – Organization Budget Status Shows Activity for 1 CCRI Fiscal Year at a time • Ask yourself, is everything I expect to see, here? • For example, if your grant runs classes, do you see the books & cost of each class? • View YTD Activity for all “E” Type Accounts • Drill Down to the detail to see the vendors • If you don’t immediately recognize an invoice by the Vendor Name, Drill down to the invoice detail

8. How to View Your Grant - FGIBDST Enter: 1) Fiscal Year, i.e. 13 2)Fund #, i.e. 22E551 3) Click Next Block 1 3 Click Next Block 2 Enter Fiscal Year Enter Fund Number

9. Drill Down to Paid Invoices - FGIBDST Drill Down to YTD Activity Detail: 1) click in the YTD Activity row you want 2) Go to Options, then Transaction Detail Info. 2 Click Options, then Transaction Detail Info. 1 Click in YTD Exp.

10. Drill Down to Invoice Detail –FGIBDST Drill Down to Invoice Detail: 1) click in the Account Column for invoice you want 2) Go to Options, then Query Document [By Type]. 2 Click Options, then Query Document 1 Click in Account

11. FGIBDST –Invoice Detail Invoice/Credit Memo Query will appear. Click Next Block (usually twice) to view the description of the invoice. Next Block Note: This screen is FAAINVE. You can look up any invoice here if you know the invoice number.

12. Commodity field is the invoice description.

13. Review Commitments– FGIBDST Drill Down to Commitment Detail: 1) click in the Commitment Column line you want 2) Go to Options, then Transaction Detail Info. 2 Click Options, then Transaction Detail Info. 1 Click inside Commitment

14. Commitment Detail– FGIBDST This screen can be confusing. The requisition is shown by the creator’s name. A PO is created based off the requisition. Invoices are paid off of the PO. To Drill Down to Commitment Detail: 1) click in the Commitment Column line you want 2) Go to Options, then Query Document [By Type] (Next Block 4x) 2 Click Options, then Transaction Detail Info. 1 Click inside Commitment

15. PO Detail Screen After clicking Next Block 4 times…the description of the PO will appear

16. Commitment Detail – FGIBDST Another option is to view the PO’s balance, but this won’t give the PO’s description. 1) Click on the PO line 2) Click Options, then Detail Encumbrance Info. 2 Click Options, then Detail Encumbrance Info. 1 Click inside PO Line PO’s start w/ P

17. Shows Purchase Order, All Invoices Paid & Remaining Balance

18. Check for Negative Available Balances • For 1-yr grants aligning to CCRI’s fiscal year, use FGIBDST • Multi-year grants or those NOT on 6/30 end, use FRIGITD • Look at the “Available Balance” column. • For negative lines, look at the expense detail to ensure that all the expenses belong on that line • If an expense belongs on a different line, email Chief Accountant (Tracy Morkunas) with the invoice # and the account # where the expense should have hit • If it all belongs on the line, a budget modification is necessary. Email Chief Accountant (Tracy Morkunas); indicate the amount to transfer, which account #’s it should go to & from, & if funding source approval is needed to make the budget mod.

19. Why Clear a Negative Line? Some grants don’t care if individual account lines are over budget as long as they don’t overspend the overall grant • Life is much easier without negative lines • If a line is negative, you might accidentally overspend the grant since Banner will still let you spend down the Positive account lines • It is easier to plan if you know the true balance on all of your account lines

20. Budget Modification Example • Honorariums & Educ. Supplies are overspent • Determine which line(s) to transfer budget $’s to cover the deficit

21. Budget Mod. Example…Continued • We need to cover AT LEAST$1,199.90 on negative lines • Assume not as much Student Help is needed – send email to Tracy: Transfer 1,199.90 from 614010 to cover negative balances in 612046 &714221. Funding Source Approval isn’t needed for this change.

22. Labor Data Review - NHIDIST NHIDIST– Labor Distribution Data Inquiry Can view employees paid through your grants • Review the employees paid through your grant • Is everyone listed? • Anyone you don’t recognize? • Do their hours look right? • Did you complete/approve Time & Effort for these employees (if applicable)?

23. NHIDIST– How to Use it • If you know the Feed# you want to look at, enter in Finance Doc. # field • If not, enter in the time frame you want to look at • The From Date/To Date fields are the dates the Payroll was PAID, this is the date the CHECK WAS CUT A B A B

24. NHIDIST– How to Use it 1 • Enter the Feed# OR the time frame you want • Enter the Fund # for your grant (i.e. 22E599) • Click Next Block Execute Query 2 3 4 2 1

25. NHIDIST– How to Use it • After hitting Execute Query, the data will populate • If you want to export the data to excel (optional): • Click Help then HOLD Ctrl key & click Extract Data No Key 2 1

26. Other Useful Banner Screens • FOIDOCH – Document History • Shows all doc’s related to a Req, PO, or Invoice • FOAPOXT – Procurement Text Entry • Shows notes related to a specific Req. or PO • Check Banner Messages • Gives specific messages on a Req. or PO • FGIENCD – Detail Encumbrance Activity • Shows invoices paid on PO & remaining balance • FAIINVE – Invoice/Credit Memo Query • Look up detail on a single invoice

27. FOIDOCH – Document History 1 Enter: Document Type (REQ, PO, or INV) Document Code (Req/PO/Inv #) Click Next Block 2 3 2 1

28. FOAPOXT – Procurement Text Entry To help get an updated status on where your purchase stands, check the text. FOAPOXT will show any notes associated with your Requisition/PO. • For a Requisition, in Text Type, enter REQ & the Req # in Code • For a Purchase Order, Text Type = PO & code is the PO# Enter: Text Type Code Next Block

29. Check Banner Messages • There will be a symbol next to check Banner messages if you have any • For example, if your Requisition or PO is disapproved, this is where the message will show up Check Weekly!!

30. FGIENCD – Detail Encumbrance Activity Enter the PO# Next Block

31. FAIINVE – Invoice/Credit Memo Query • Enter the Banner Invoice # in Document field • Click Next Block • Keep clicking Next Block to view various information

32. Update Accounting! • Makes notes of any necessary changes you find • Communicate these changes to Accounting • Call, email or come on by! • Controller’s Office Grant Contact Person: Tracy Morkunas, CPA, 401-825-2244 tamorkunas@ccri.edu Knight Campus – Warwick

33. Questions / Comments ? Thank you for attending!