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Introduction to ECU Financial Services Processes

Learn about ECU Financial Services processes, including Banner Finance, FOAPAL, budgeting, purchasing, travel, and more.

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Introduction to ECU Financial Services Processes

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  1. Introduction to ECUFinancial Services Processes Banner Training Instructor ~ Penney Doughtie April 10, 2019

  2. Financial Services Process Review • Pg 3 Banner Finance Training • Pg 4 Finance Application Descriptions • Pg 5 Password Reset Instructions • Pg 6 Banner Security • Pg 7 How to Log Into Finance Applications • Pg 8 How to Log into HR Applications • Pg 9 Other Applications • Pg 10 What is a FOAPAL • Pg 11 Budget Fund Types • Pg 12 How to View Budgets & Transactions • Pg 13 Banner 9~State Funds • Pg 14 Banner 9~Grant Funds • Pg 15 Banner 9~ECU Physician Funds • Pg 16 How to look Up Cash Balance • Pg 18 Budget Transfers • Pg 19 Automated Budget Process • Pg 20 Funding Source Contact Information • Pg 21 East Campus Cash Receipts • Pg 22 West Campus Cash Receipts • Pg 23 Pg ePrint • Pg 24 What is a Journal Entry • Pg 26 Journal Entry Form Instructions • Pg 28 Journal Entry Preparer Process • Pg 29 Journal Entry Approver Process • Pg 34 Journal Entry Document Prefixes • Pg 35 Payroll Redistribution • Pg 36 TSM Total Supplier Management • Pg 37 How to Make A Purchase • Pg 38 Purchasing Methods • Pg 39 Life of a ProCard Transaction • Pg 40 Life of a Purchase Req/PO • Pg 41 PO Change Order Examples • Pg 42 How to request a PO Change Order • Pg 43 Manual Liquidation Examples • Pg 44 How to request a PO Manual Liquidation • Pg 45 Review Open Purchase Orders • Pg 46 Life of an Invoice • Pg 48 Purchase Req–Confirming Order Do Not Send • Pg 49 Life of a Direct Payment • Pg 50 Purchasing/AP document Definition • Pg 51 Rule Code/Transaction Definition • Pg 52 How to Look Up a Payment Information/View Documents • Pg 53 Travel Office • Pg 54 Monthly Departmental Review Process • Pg 55 Fixed Assets • Pg 59 Xtender • Pg 57 Contact Information

  3. Banner Finance TrainingRegister on CornerstoneRequest Security on PiratePort • ECU Banner Finance Training for New Users • Introduces new users to Banner Finance and is required prior to requesting Banner Finance Security. • Introduction to Financial Services Processes • Provides detailed information about Financial Services processes, including helpful website links and contact lists. • Banner Finance 101/102 FOAPAL and SSB Training • Defines the chart of accounts (FOAPAL) and provides hands on navigation training in Banner Self Service. Learn how to view budget information, transaction details, vendor payment status, and budget transfers. • Banner 9 Finance Admin Pages Training • Provides hands on navigation training in Banner 9. Learn how to view budget queries, documents, FOPAL charts, and other relevant financial information; also includes an Xtender demonstration. • ePrint Report Training • Provides instructions on how to view financial ePrint reports and also ecuBIC queries. • ODS and Quick Query Training • Provides hands on instructions on how to run ODS quick query reports. • Financial Monthly Departmental Review Training • Demonstrates each step of the University’s Monthly Departmental Review Guidelines. This process was developed to meet the UNC GA Business Process Standards. • PORT Training • Provides hands on instructions on how to use the University purchasing system. • ProCard Program (ECU Purchasing Card) This training is required prior to receiving a ProCard. The course will provide University purchasing policies and procedures; also includes detailed reconciliation guidelines. • Fixed Assets Training • Defines Fixed Assets and the cycle of inventory, demonstrates PETS surplus entry and provides best practices for Capital Assets following the UNC GA Business Process Standards. • Total Supplier Manager ~ TSM • Demonstrates each step of the supplier request process. • Travel Training • Provides detailed instructions for University travel policies.

  4. Finance Application Descriptions(All Finance Applications use one database) • SSB Self Service Banner is the query version of Banner for general users. It is best designed for state funds annual budgets. • Banner 9 Admin Pages is an application used to lookup financial data and is useful for all fund types. The password is the PirateID passphrase. PirateID passphrase reset instructions. • ODS Quick Queries can be accessed via Excel and are used to retrieve financial data history back to 7/1/2005. ODS password reset instructions. • ePrint is a reporting tool that houses Banner reports. The password is the PirateID passphrase. PirateID passphrase reset instructions. • ecuBIC queries will retrieve financial data and is a web based query tool that is used to retrieve financial data and reports. • WORKS application is used for the ProCard reconciliation. • PORT Purchase Order Requisition Tracking is the purchasing system. • Xtender is a tool that electronically stores scanned documents like supplier invoices, journal entries, budget transactions, student stores, ITF fund authorities, foundation fund agreements and more.

  5. Password Resets Every Finance Application requires Banner Finance Security, which is requested on the Banner Finance Security Form located on PiratePort. Finance users have two separate passwords that are not connected, updating one will not update the other. • SSB Self Service Banner uses the PirateID login. PirateID passphrase reset instructions. • Banner 9 uses the PirateID login. PirateID passphrase reset instructions. • ePrint uses the PirateID login. PirateID passphrase reset instructions. • ecuBIC uses the PirateID login. PirateID passphrase reset instructions. • ODS Quick Queries uses the PirateID and ODS Password. ODS password reset instructions.

  6. Banner Security Questions All Banner Finance users must complete the Banner Finance Security Form to access Self Service Banner, Banner 9 Admin Pages, ODS Quick Queries, ePrint, and ecuBIC. • Detailed instructions are located at the following website: http://www.ecu.edu/cs-admin/financial_serv/Securityindex.cfm • Banner Finance Security Questions • Contact Stephanie Stroud 737-4709 or email webers@ecu.edu • Contact Penney Doughtie 328-2706 or email doughtiep@ecu.edu • Banner Human Resources Security Questions • Contact Dan Blumberg 328-9883 or email blumberg14@ecu.edu • Contact Allen Cope 737-9181 or email copea15@ecu.edu • Banner Student Security Questions • Contact Angela Anderson 328-6748 or email andersona@ecu.edu • Contact Amy Barber 328-6748 or email bissettea@ecu.edu • Xtender Security Questions • Contact Walt Briley 328-9276 or email brileyw@ecu.edu • Garrett Killian 328-9051 or email killianp@ecu.edu

  7. How to log into finance applications? • SSB ~ Self Service BannerSSB Training Manual • Go to http://www.ecu.edu, click the Search Icon , , click PiratePort, enter PirateID and Passphrase, click Tools, click Banner Self Service • Banner 9 Admin Pages Banner 9 Training Manual Go to https://www.ecu.edu, click the Search Icon , click Banner, click Banner 9 Admin Pages Login, enter PirateID and Passphrase • ODS ~ Operational Data Storage (Quick Queries) ODS Training Manual • Go to http://www.ecu.edu/syscoord/, enter PirateID and ODS Password • ePrintePrint Training Manual • Go to https://eprint.ecu.edu/cgi-bin/caslogin.cgi, enter PirateID and Passphrase • ecuBICecuBIC Instructions • Go to https://ecubic.ecu.edu/Reports/browse/ecuBIC and click the desired folder for the ecuBIC Reports • XtenderXtender Instructions • Go to https://xtendweb.ecu.edu/AppXtender/Login.aspxand click the desired folder Each application listed above requires security access that is requested on the Banner Finance Security Request. Monthly training is provided for finance applications. Register for training on Cornerstone Employee Training Portal.

  8. How to log into Human Resources applications? • PCF ~ Position Change Form located in ECU PiratePort Go to http://www.ecu.edu/, click the Search Icon , click PiratePort, enter PirateID and Passphrase, click Tools, click Position Change Form • ecuBIC Reports for Human Resources Go to https://ecubic.ecu.edu/reports/browse/ecuBIC/HumanResources/Public%20Folder • EPOST (formerly POSMAN) Go to https://ecubic.ecu.edu/reports/browse/Position%20Management Questions about PCF, ecuBIC, and EPOST contact Heather Taylor taylorh@ecu.edu or 737-1145 -------------------------------------------------------------------------------------------------------------- • Kronos Timekeeping Systems Go to https://kronos.ecu.edu/wfc/navigator/logon • EPAF ~ Electronic Personnel Action Form located in SSB ~ Self Service Banner Go to http://www.ecu.edu/, click the Search Icon , click PiratePort, enter PirateID and Passphrase, click Tools, click Banner Self Service, Click on Employee tab Questions about Kronos and EPAFs contact Human Resources 328-9847 Each application listed above requires security access that is requested on the Banner Human Resources Request. Training is provided for human resources applications. Register for training on Cornerstone Employee Training Portal.

  9. Other application Links • Go to http://www.ecu.edu/, click the Search Icon, click PiratePort, enter PirateID and Passphrase, • ECU PiratePort • PORT – Purchasing Request • PETS – Surplus Processing • Banner Security Request • Cornerstone Employee Training • Bank of America ProCard WORKS • Travel Request System • ECU ID Search • Delegation of Authority • Kronos

  10. What is a FOAPAL?Fund~Organization~Account~Program~Activity~Location The Banner Chart of Accounts is setup with six elements: • Funds • Organization • Account • Program • Activity • Location (not used for data entry) Banner 101/102 provides detailed training about the FOAPAL and budget/transaction lookup. Register for training on Cornerstone EmployeeTraining Portal. To look up an element of the FOAPAL, logon to PiratePort http://www.ecu.edu/, click Tools, click Banner Self Service, select ECU Budget Query, and click the desired FOAP element.

  11. Budget Fund Types The University has several funding sources, including State, Grants and Contracts, Institutional Trust Funds, and Foundations. Each fund type has different rules, regulations, and spending guidelines.

  12. How to view budgets and transactions? The University has several methods to view budgets and transactions. First, determine which fund type is to be reviewed. Second, choose which finance application. • State Funds use Self Service Banner,Banner 9 Admin Pagesor ODS Quick Queries • Grants use Banner 9 Admin Pages or ecuBIC • ePrint reports provide budget information for all fund types Foundation Funds and ITF have a Cash balance rather than a budget. • Foundation Funds use ODS Quick Queries or Banner 9 Admin Pages • Institutional Trust Funds use ODS Quick Queries , Banner 9 Admin Pages, or ecuBIC Monthly training is provided for all finance applications, register for training on Cornerstone Employee Training Portal

  13. Banner 9 Admin Pages for State Appropriated FundsLog on Link http://www.ecu.edu/bannerState Funds begin with 111 or 112 • To View State Fund Balances, go to Banner 9 Admin Page FGIBAVL • To View State Fund Balances, go to Banner 9 Admin Page FGIBDST • To View State Fund Transactions, go to Banner 9 Admin Page FGIBDST

  14. Banner 9 Admin Pages for Grant FundsLog on Link http://www.ecu.edu/bannerGrant Funds begin with 21 or 15 • To View Grant Fund Balances (Inception to Date), go to Banner 9 Admin Page FRIGITD • To View Grant Fund Transactions (Inception to Date), go to Banner 9 Admin Page FRIGTRD • To View Grant Information, go to Banner 9 Admin Page FRAGRNT • To View Grant Fund Balances (Fiscal Year Activity), go to Banner 9 Admin Page FGIBAVL or FGIBDST • To View Grant Fund Transactions (Fiscal Year Activity), go to Banner 9 Admin Page FGITRND

  15. Banner 9 Admin Pages for ECU Physicians FundsLog on Link http://www.ecu.edu/bannerECU Physicians Funds begin with 314 or 315 • To View ECU Physicians Fund Balances, go to Banner 9 Admin Page FGIBAVL • To View ECU Physicians Fund Balances, go to Banner 9 Admin Page FGIBDST • To View ECU Physicians Fund Transactions, go to Banner 9 Admin Page FGIBDST

  16. How to look up the cash balance of a ITF or Foundation Fund? ITF and Foundation Funds use cash (not budgets) • Cash Balance can be viewed in: • Banner 9 Admin Page FGITBAL or FGITBSR • ecuBIC report Finance, Institutional Trust Funds, ITF Balances by Acct Pool Summary • ODS Quick Queries Cash Balance by ORGN or FUND

  17. Same as last years ending balance • Debit means positive cash balance. • Credit means negative cash balance. Beginning balance + Revenues to date - Expenditures to date ±Change in A/P • An asterisk *, denotes amount is opposite of normal balance.

  18. Budget Transfers for State & Auxiliary Funds(State funds begin with 111 and 112, Auxiliary funds begin with 31) • Budget Transfers are created in Self Service Banner. This process allows Banner Finance users to move budget dollars between authorized FOAP’s. • Banner Finance security is required to initiate and complete budget transfers. The security is based on Organization access. • Request approval from supervisor or department budget officer prior to creating the Budget Transfer. • The Budget Period must equal current fiscal period (exp: July=01, Aug=02, Sept=03). • Rule Code (transaction type) ‘B22’ is for temporary Budget Transfers using operating accounts(budget pool account numbers that begin with ‘7’). • Rule Code (transaction type) ‘B44’ is for temporary Budget Transfers from accounts 60501/60502 (State Temporary Salaries/Wages) or accounts 60521/60522 (Student Wages) to State Operating accounts or vise versa. B44 transactions are electronically routed to the Budget Office for approval. • Rule Code (transaction type) ‘B11’ is for permanent Budget Transfers using operating accounts (budget pool account numbers that begin with ‘7’). • Questions regarding Budget Transfers for State Funds (State Funds begin with 111 or 112) can be emailed to BUDGETOFFICE@ECU.EDU.

  19. Automated Budget ProcessesState & Auxiliary Funds • The University Budget Office will run an automated clean up process to clear negative Budget Balances on the last day of each month and every Friday afternoon at 12 p.m. during the months of September, December, March, and June.  This process will automatically move budget within a FOAP if negative balances are in pool accounts.  This clean-up process is only for STATE funds.  (Grant, Foundation, and Institutional Trust Funds are not included in this process).   Each department should closely review the STATE fund budgets, and make budget transfers as needed to correct any negative balances. • During the month of June as fiscal year-end approaches, this process occurs more frequently. • Budget transfers created in Self Service Banner are required to be rounded to the whole dollar. Automated reversal transactions are processed nightly to reverse entries with any cents. The entry must be re-entered using whole dollars. • Budget transfers created in Self Service Banner are required to use operating budget pool accounts. Automated reversal transactions are processed nightly to reverse entries against non-pool accounts. The entry must be re-entered using the correct pool account. • B11 and B22 transactions will allow flexibility crossing funds. Authorized State funds include 111XXX and 112XXX, non-state funds include 31XXXX. Automated reversal transactions are processed nightly to reverse entries against unauthorized funds.

  20. Funding Source Contact Information • State Funds (State Funds begin with 111-east campus or 112-west campus ) Email State budget questions to BUDGETOFFICE@ECU.EDUor call 737-1145. • Grant FOAPs (Grant Funds begin with 21) are managed by the Office of Research Administration. Email Grant budget questions to ora@ecu.edu or call 328-9530. • Institutional Trust Funds (ITF’s begin with 12, 14, 2 (except 21), 3 (except 314 and 315) Email ITF budget questions to ITF-SPECIALFUNDS@ECU.EDU or call 737-1403. • Foundation funds (Foundation funds begin with P,E,A,R,M,G) Email Foundation budget questions to ecufoundation@ecu.edu or call 328-9553. • ECU Physicians Trust Funds (ECUP funds begin with 314, 315) Email questions to graepell@ecu.edu • School of Dental Medicine (SODM funds begin with 315) Email questions torossli@ecu.edu

  21. Cash Receipts in Banner - East Campus (Deposit Check/Cash or PCI Payment Card) • ECU Cash Management Policy http://www.ecu.edu/cs-admin/financial_serv/customcf/ecu_cm_plan.pdf • The ECU Cash Management Policy requires that all monies (cash, check, etc.) be deposited daily • Send cash receipt and deposit questions to the Cashier email departmentalcashier@ecu.edu • Cash Receipts are keyed into Banner 9 Admin Pages by the department. Cash Receipt Training Documentation , Daily Departmental Receipt Summary, and Deposit instructions. • Accounts Receivable security on the Banner Finance Security Form is needed to access Banner 9 Admin Pagesand create a deposit. • PCI Payment Cards http://www.ecu.edu/cs-admin/financial_serv/pci/index.cfm • A receipt number is assigned when the user enters a cash receipt in Banner 9 Admin Pages.

  22. Cash Receipts in Banner - West Campus (Deposit Check/Cash or PCI Payment Card) • ECU Cash Management Policy http://www.ecu.edu/cs-admin/financial_serv/customcf/ecu_cm_plan.pdf • The ECU Cash Management Policy requires that all monies (cash, check, etc.) be deposited daily • Cash receipts collected by Health Science operating units in Greenville are forwarded daily to DHS Depositary Services • Deposits are documented and keyed into Banner 9 by DHS Depositary Services or the DHS Financial Accounting Office • Send cash receipt and deposit questions to Pam Roebuck, Health Sciences Depositary Services email roebuck@ecu.edu • A receipt number is assigned when the user enters a cash receipt in Banner 9 Admin Pages.

  23. ePrint(A reporting tool that houses Banner Reports) Helpful ePrint reports: • FGRFNDH Fund Hierarchy Report • FGRORGH Organization Hierarchy Report • FGRACTH Account Hierarchy Report • FYMG007 Monthly Departmental Review • FYDG138 List of Open Encumbrances • FYDA240 Invoices Not Yet Received • FGRBDSC Budget Status • FGRODTA Organization Detail Activity • FYYF139 Annual Inventory Verification List

  24. What is a Journal Entry? • A journal entry has many names, including: • IDT, Inter-departmental transfer • Disbursement Adjustment • Receipt Adjustment • Journal Voucher • Budget Entry • Journal entry forms are used to move budget, correct transactions, record reclassifications, internal sales and services, and other adjustments that have been processed incorrectly. Please NOTE: Salary reclassifications use the payroll redistribution form located on the Systems Coordination website www.ecu.edu/syscoord. (Few exceptions are allowed on the Banner Journal Voucher Entry Form and prior approval by the Associate Vice Chancellor for Administration and Finance is required.)

  25. Rule Class Code/Transaction TypeJ51 and J63 • Rule Class J51 Internal Sales and Services • J51 is used to 'rebill' a FOAPAL when a department is charging another department for a service within ECU. Examples: CopiServ, Printing and Graphics, Utilities, Phone Bills, Conference Registration between ECU Departments, Staples, Office Depot, ECU Motor Pool, etc... ****Note: Do not use J51 when billing Foundation funds • Rule Class J63 Journal Entry (formerly called IDT ~ Interdepartmental Transfer) • Reclass expenses/receipts or transaction corrections • Billing expenses to Foundation funds

  26. Journal Entry Form Instructions • The form is located on the Financial Services website, under Helpful Forms www.ecu.edu/cs-admin/financial_serv/customcf/Banner_Journal_Voucher_Entry_Form.xls • Enter the Preparers Name, phone number, and date • Enter a detailed explanation of the transactions • Enter the Rule Class Code, see rule code descriptions on the previous page • Enter six digit FUND • Enter six digit ORGANIZATION • Enter five digit ACCOUNT (revenues begin with 5, expenses begin with 6 or 7) • Enter four digit PROGRAM Code (most always 0000) • Enter ACTIVITY if applicable

  27. Journal Entry Form Instructions • Enter a detailed transaction description up to 35 characters. • Enter amount using the decimal • Enter Debit/Credit Indicator Use D or C for J63 and J51 Use + or - for BD02 or BD04 Debit = Decreases Revenue / Increases Expense Credit = Increases Revenue / Decreases Expense OR Debit = Reducing or Taking Dollars / Where the Expense Should Be Credit = Increasing or Giving Dollars / Where the Expense is Currently • Total LineGrand total provides the total of all entries, including all D/C or +/-. The grand total does not provide a balance, the preparer must check to ensure that the entries balance. (Debits must equal credits.)Non-State funds budget entries can be one-sided and ‘+’ and ‘-‘ do not necessarily equal. Please contact the appropriate accounting office for guidance.

  28. Approval Process ~ Preparer • Prepare the journal entry in the provided Excel format. Type your phone number, the date, and your name on the “Prepared By” line. • Forward the journal entry as an Excel file via email attachment to the next appropriate approver (see delegation of authority). Please DO NOT “Cc” any of the Accounting Offices (Budget Office, State Accounts, Institutional Trust Funds, Office of Research Administration, or any Foundations) on your e-mails. The journal entry should only come to the appropriate Accounting Office's inbox one time to prevent multiple processing. • Also attach supporting documentation with the journal entry email. • If the journal entry requires approval from more than one individual in the department/college, please provide routing and approval instructions in the email to the first approver.

  29. Approval Process ~ Approver • Approver will closely review the Excel file and the supporting documentation attached. If the journal entry needs corrections, approver can edit the file or return the file back to the preparer to be edited. Each approver is responsible for forwarding to the next level approver (based on college or departmental requirements). Note: The entry must be reviewed and approved by the person responsible or designee for the organization being debited. All designees must be assigned/approved signature authority via the “Delegation of Authority” located on PiratePort. • If you approve the entry, type “approved” in the email and forward the email and all attachments to the next departmental approver listed or to the appropriate Accounting Office. The email trail should always start with the preparer and remain intact throughout all approvals. Always use the “forward” option, rather than “reply," so that attachments stay attached. • The Accounting Office receiving the “credit” to departmental fund should receive the email first, then forward to the accounting office receiving the “debit” to departmental funds.

  30. The approved Banner Journal Voucher Entry form is sent to the appropriate funding source: State Funds, Institutional Trust Funds, Grant Funds, or the appropriate Foundation, determined by the Accounting Offices, for data entry. • Accounting Office Banner Fund Begins With: Email Address • State Fund Budget Entries 111 (Rule Class Code BD02 or BD04) budgetoffice@ecu.edu • State Fund Expense Entries 111 (Rule Class Code J51 or J63)) eaststatefunds@ecu.edu • Institutional Trust Funds 12, 13, 14, 23, 24, 25, 27, 310, 311, 312 ITF-SPECIALFUNDS@ecu.edu 316, 317, 2E, 6C, 6R, 6Z • ECU Physicians Trust Funds 314, 315graepell@ecu.edu • SODM ECU Physicians 314 rossli@ecu.edu • Office of Research Admin21, 159 ora@ecu.edu • ECU Foundation E, R, G ecufoundation@ecu.edu • ECU Medical Foundation M ECUMHSFACCOUNTING@ecu.edu • Alumni Association AECUALUMNIACCOUNTING@ecu.edu • ECU Education Foundation P whitfields@ecu.edu The form is then closely reviewed prior to posting. The Banner Journal Voucher Entry Forms and detailed documentation are subject to review after posting.

  31. Journal Entry Helpful Information • It is the full responsibility of the department to ensure good segregation of duties between preparing, reviewing, approving, and posting. Departments may be contacted to provide copies of approved entries and documentation as considered necessary. • Adequate supporting documentation must be included with the entry such that the accounting staff or auditors reviewing the entry can clearly understand the rationale behind the entry. The documentation should verify the amount, business purpose, and reason for the entry. Examples of documentation are copies of invoices, reports, or emails. Evidence of the entry being corrected (ex. screenshot, data warehouse, etc.) should be attached with the journal entry form in the email. The scanned documentation can be retrieved in Xtender after the journal entry has posted in Banner.

  32. Journal Entry Helpful Information • Fixed Assets entries require the fixed assets tag number on the supporting documentation and the description. • The departmental review and approval process and supporting documentation standards for FUPLOAD and GURFEED entries are the same as for Banner journal entries. FUPLOAD and GURFEED entries should only be performed for routine activities as approved by Financial Services. • Feed entries from non-integrated systems to the financial system GL or subsystems should be validated after posting by the initiating or receiving department to ensure the integrity, validity, and completeness of the items posting. • Refer to the “Accounting Activity Closing Schedule” on the General Accounting website http://www.ecu.edu/cs-admin/financial_serv/accountg/index.cfm to ensure entries are received and posted by the transaction processing cut-off date each month.

  33. Journal Entry Helpful Information • Entries that debit a sponsored project/grant fund (21xxxx) can view the ORA website http://www.ecu.edu/grants/for special requirements related to grant fund cost transfers. • All grant journal entries must be processed within 90-days of the date the cost was incurred or the journal entry may be denied. Journal entries may need to be processed earlier based on the end date of the award or the effort reporting period. • All position budget transfers (BD02 or BD04) that are submitted to the State Budget Office require the transaction description as follows:Fr xxxxx To Operating or Fr Operating To xxxxxFr xxxxx To xxxxx-Employee Last Name

  34. Common Document Prefixes for Journal Entries J51 • BD Budget Entries • CP Copiserv Charges • DI DHS MISC feed • FM Forms and Supply Charges • GO Campus Operations Gas and Oil charges • KY Campus Operations Key Charges • LB Campus Operations labor charges • ML Mail Services charges • MP Central Motor Pool • OC Campus Operations Contract • OD Office Depot Charges • RM Campus Operations Risk Mgmt and Misc billing • ST Staples Charges • TE ITCS Service Billing • UPG Printing and Graphics • UT Campus Operations Utility Charges • WB Workmen's Comp BBP • WC Workmen’s Comp J63 • BK Bank Cards, Credit Cards, ID Charges • GJ Grants Journal Entries • JL Foundation Journal Entries • MJ Medical Foundation Journal Entries to allocate endowment earnings • PJ Pirate Club Journal Entries • VJ Athletic Journal Entries • VY Athletic Adjustments • XF Health Sciences FUPLOAD ~ Journal Entries to correct Program Codes • ZZ Campus Operations Journal Entries J60 • PC ProCard

  35. Payroll Redistribution • Salary reclassifications are processed by the Payroll Redistribution Form located on the Systems Coordination website www.ecu.edu/syscoord. (Few exceptions are allowed on the Journal Voucher Entry Form, prior approval by the Associate Vice Chancellor for Administration and Finance is required.) • Salary reclassifications for foundation funds require foundation accounting approval. Reclassifications subject to retirement and benefits are required to use a foundation specific payroll clearing fund. For assistance or questions contact the foundation account staff (see chart on slide 26 for contact info) • All salary/fringe grant entries must be made within the grants effort reporting system time frames and in coordination with the effort reporting cycles. Entries may be denied if not processed within the effort reporting guidelines. Entries may need to be made through the Banner HR redistribution process or the effort reporting system; depending on the pay period involved. ****NOTE: Salary and Benefit account numbers begin with 6.

  36. TSM – Total Supplier Management Financial Services’ supplier system is called “TSM – Total Supplier Management.” • Total Supplier Management – TSM is a module in Purchasing PORT on ECU PiratePort. • Access TSM by selecting the icon from the navigation toolbar in Purchasing PORT. • The TSM application is a secure electronic vendor portal for activity related to requesting/updating a new Vendor/Supplier for Accounts Payable/Travel.  • Training classes are available, register for training on Cornerstone Employee Training Portal • A PORT Access Role on the Banner Finance Security Form is needed to access TSM.  Users that currently have no PORT Role security and need to request a new supplier number, should contact Stephanie Stroud at webers@ecu.eduor 737-4709 for assistance in requesting the PORT Shopper security class.  • Vendor request paper forms are no longer accepted. • Supplier Management is the name of the unit within Financial Services, the departmental email address is ecu-suppliermgmt@ecu.edu.  • TSM website is http://www.ecu.edu/financial_serv/supplier_mgmt.cfm.

  37. How to make a purchase? Every purchase must follow purchasing requirements including proper documentation, fund approvals, valid business purpose, etc. Also note that foundation funds require fund manger approval and adherence to the foundation board approved expenditure policy. • The ProCard is the preferred purchasing method for all allowable purchases. • Purchases that are not allowed on the ProCard, should use the Purchasing Port process. Enter a requisition in ECU PiratePort. Materials Management will issue a Purchase Order to the supplier, prior to receiving any goods or services.  • “Confirming Order ~ do not send” is to be used before a Direct Payment Form. • Direct Payment Form (last resort) can be used to pay approved expenditures which do not require a university purchase order and when the ProCard is not accepted by the supplier.

  38. Which Purchasing Methods should I use? The “Guide to Materials Management & Purchasing” defines each purchasing method. http://www.ecu.edu/cs-admin/purchasing/materialmgmt/upload/Guide-to-Materials-Management-Purchasing.pdf • Purchasing Card / ECU ProCard http://www.ecu.edu/cs-admin/purchasing/pcard2/upload/Examples-of-expenses-2.pdf • PORT Purchase Requisition/Purchase Order http://www.ecu.edu/cs-admin/purchasing/port/PORT.cfm • Contractual Services Payment Request Form http://www.ecu.edu/cs-admin/purchasing/contract/ContractHome.cfm • Direct Payment Form http://www.ecu.edu/cs-admin/financial_serv/customcf/Direct%20Payment% • Direct Payment Form Instructions http://www.ecu.edu/cs-admin/financial_serv/customcf/Instructions_for_Direct_Payment.doc

  39. Life of a ProCard purchase • The ProCard is the University's best option to make a purchase. • ProCard transactions are electronically transmitted to Banner monthly; therefore, it could take up to six weeks before the transaction is deducted from the FOAPAL budget. The statement cycle ends on the fifteenth of each month. • Every ProCard transaction is monitored on a daily basis by the ProCard Office staff to ensure that all purchases follow the University policies and to detect fraudulent charges. • The reconciliation process, in the application WORKS, allows the cardholder to verify purchases and change the FOAPAL as needed. • The ECU Purchasing Card User’s Guide explains the ProCard cycle. • Foundation fund ProCard purchases require that supporting documentation be scanned into Works to allow the foundation office to review the receipt, business purpose, and verify proper fund manager approval.

  40. Life of a Purchase Requisition/Purchase Order • Department creates a Purchase Requisition in Purchasing PORT • Electronic Approvals in Purchasing PORT (supervisor approval, division approval, etc.) • Materials Management reviews, approves and creates a Purchase Order • Purchase Order is subtracted from the budget in the “Encumbrance/Commitment/Reservation” column in Banner • Purchase Order awaits the invoice and receiving • Department completes receiving in Purchasing PORT (overnight process to feed to Banner) • Accounts Payable enters the supplier/vendor invoice in Banner • Purchase Order is electronically liquidated when the Invoice is paid (by check or ACH direct deposit) • Purchase Order is removed from the “Encumbrance/Commitment/Reservation” column (in Banner) and the Invoice amount is moved to the “Year to Date” column (in Banner) • Purchase Orders that are canceled must be manually liquated (next slide) • Guide to Materials Management & Purchasing includes detailed instructions

  41. Purchase Order “Change Order” Examples(changes Purchase Order) • Cancel/delete entire Purchase Order (by ECU or the supplier/vendor) • Cancel/delete one or more items on Purchase Order (by ECU or the supplier/vendor) • Add one or more items to Purchase Order • Add freight cost to Purchase Order • Change price on Purchase Order • Change quantity on Purchase Order • Change description on Purchase Order • Change FOAPAL on Purchase Order

  42. How to request a “Change Order” in Purchasing PORT? • Log into ECU PiratePort • Click “Tools” • Select “PORT – Purchasing Request” (listed under Purchasing) • Scroll down to “Forms” Section • Click “Change Order Request” • Enter Supplier • Enter Original PO Number • Select Buyer from dropdown list (search document to find PO buyer) • Select appropriate action from the “Request Action” dropdown list • Type detailed explanation of needed changes and reason for the change order • Scroll to top of form • Select “Add and go to Cart” • Click “Go” Contact Materials Management at port@ecu.edu with change order questions.

  43. Purchase Order Manual Liquidation Examples(closes Purchase Order in Banner) • PO price decreases on supplier/vendor invoice • Example: PO is $100 and invoice is $95 • if appropriate, the department uses Purchasing PORT comments to request a liquidation • Credit memos/credit from supplier • When AP keys a credit, the funds are re-encumbered. Use Purchasing PORT comments to inform AP if items will be rebilled or reshipped • Canceling check and/or invoice in Banner • When AP cancels a check or invoice, the funds are re-encumbered. Communicate through Purchasing PORT comments if these funds are to be liquidated.

  44. How to request a purchase order liquidation in Purchasing PORT? • Log into ECU PiratePort • Click “Tools” • Select “PORT – Purchasing Request” (listed under Purchasing) • Enter the desired Purchase Order in the “Search Cell” (top right) • Click the search icon • Select “Purchase Order” in dropdown list • Click “Comments” tab • Click “Add Comment” • Check “Accounts Payable” email If Accounts Payable is not listed, then: • Click “add email recipient” • Enter “Payable” in Last Name cell • Click “Search” • Click “Select” listed under Action column Verify that only Accounts Payable is checked • Type detailed explanation as needed in the comment box. Include the reason why the purchase order needs to be manually liquidated. • Click “Add Comment” Accounts Payable at accountspayable@ecu.edu with liquidation questions.

  45. How to review open Purchase Orders? Closely review all open encumbrances monthly. Review the list to determine if purchase order needs to be canceled or manually liquidated in Purchasing PORT or if receiving needs to be completed in Purchasing Port. In Banner, Purchase Orders are called encumbrances, commitments, and reservations. Four Methods to review open encumbrances (purchase orders)ePrint Report ~ FYDG138 – List of Open Encumbrances FYDA240 – Invoices Not Yet Received FYMG007 – Monthly Dept. Review Parts 3A and 3BSSB ~ Encumbrance QueryBanner 9~ Banner Admin Page “FGIOENC”ODS ~ Encumbrance Summary Quick Query

  46. Life of an Invoice(when received by ECU Accounts Payable) • Supplier/vendor mails (or emails) original invoice to ECU Accounts Payable and includes the Purchase Order number • Department completes receiving step in Purchasing PORT (payment cannot be made until receiving is complete in Purchasing PORT) • Accounts Payable enters supplier/vendor invoice in Banner and a Banner Invoice number is created (document begins with letter “I” or “Q”) • Accounts Payable creates a check or ACH direct deposit payable to the supplier/vendor (payment cannot be made until receiving is complete in Purchasing PORT) • Invoice becomes an expense, the amount moves out of Encumbrance column over to the Year to Date column

  47. Life of an Invoice(when received by Department) • Supplier/vendor mails original invoice to Department (which is not correct, the supplier/vendor should always mail original invoice to ECU Accounts Payable) • Department researches invoice to determine if it was a ProCard purchase. If yes, attach original invoice with ProCard statement. • Department researches invoice to determine if a Purchase Order has been created. • If yes, write the Purchase Order on the original invoice and send the original invoice to Accounts Payable via campus mail. • If no, department creates a Purchase Requisition in Purchasing Port and marks as “Confirming Order – Do Not Send.” See instructions on next slide.

  48. How to create a Purchase Requisition ~ Confirming Order ~ Do Not Send? • This process is needed when a purchase is made without a purchase order and Procard was not allowed by supplier. • Department creates a Purchase Requisition (Confirming Order – Do Not Send) in Purchasing Port • Select “Confirming Order – Do Not Send” from the Special Instructions dropdown box • NEVER select “Confirming Order – Do Not Duplicate” • Department scans the original supplier/vendor invoice and attaches the scanned document file to the Purchase Requisition in Purchasing PORT • Materials Management reviews Purchase Requisition, approves and creates a Purchase Order (Confirming Order – Do Not Send) • Department completes the receiving process in Purchasing PORT (payment cannot be made until receiving is complete in Purchasing PORT) • Accounts Payable reviews the Purchase order and prints the attached invoice, then date stamps received. • Accounts Payable prints the scanned invoice and enters the supplier/vendor invoice into the Banner Finance System and a Banner Invoice document is created with a Banner Invoice Number beginning with letter “I” • Accounts Payable creates a check or ACH direct deposit payable to the supplier/vendor (payment cannot be made until receiving is complete in Purchasing PORT) • The Department is responsible for retaining the original vendor invoice following the ECU Records Retention and Document Destruction Policy.

  49. Life of a Banner Direct Payment Form(last resort) • The Banner Direct Payment Form should be the last option for payment. • The Banner Direct Payment Form can be used to pay approved expenditures which do not require a university purchase order and when the ProCard is not accepted by the supplier/vendor. The Direct Payment Form is mostly used to reimburse employees. • Department completes Banner Direct Payment Form, located on Accounts Payable website at http://www.ecu.edu/cs-admin/financial_serv/customcf/Direct_Payment_Form.xls. • Banner Direct Payment Form Instructions http://www.ecu.edu/cs-admin/financial_serv/customcf/Instructions_for_Direct_Payment.doc. • Department attaches original supplier/vendor invoice and backup documentation to completed manual Direct Payment Form. • Department gets required approval signatures (ask supervisor because of every department is different). • Department gets required funding source signatures (see slide 15). • Department submits completed manual Direct Payment Form and original supplier/vendor invoice to Accounts Payable. • Accounts Payable enters Direct Payment Form information or supplier/vendor invoice into the Banner Finance System and a Banner Invoice document is created with a Banner Invoice Number beginning with letter “I”. • Accounts Payable creates a check or ACH direct deposit payable to the supplier/vendor.

  50. Purchasing/Accounts Payable Document Definitions • P document is a Purchase Order • PC document is a ProCard purchase • I document is an Invoice number assigned by Banner Finance • Q document is an E-Invoice, electronic invoice • ECU supplier paper checks begin with (1,3,5, or 7) • ! (exclamation point) is an ECU supplier check paid by ACH direct deposit • TV document is a Travel Voucher • TM document is a Manual Travel (used for candidates/non-employees)

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