Grants Banner Refresher

1. Grants Banner Refresher November 14, 2013 By: Tracy Morkunas, CPA Controller’s Office

2. Refresher Topics • Banner Basics - (3) • Frequently Used Banner Buttons - (4) • Primary Grant Review Screens - (6) • Grant Inception to Date (FRIGITD) - (7) • Grant [CCRI] Year to Date (FGIBDST) - (10) • Open Encumbrances (FGIBDST/FGIOENC) -(12) • Expense Detail (FRIGITD/FGIBDST/FAIINVE) (16) • Personnel Detail (NHIDIST) - (20) • Exporting Data into Excel - (26) • Requesting a Budget Modification - (27) • Completing Mid-Yr Budget Projection - (29)

3. Banner Basics • How to go to a Banner screen (i.e. FGIBDST) • “Blocks” Type Code here (FGIBDST) Block #1 The dark line separates the “Blocks” Block #2

4. Frequently Used Banner Buttons • Rollback – bring user back to the 1st Block • Previous Block – bring user back one Block • Next Block – bring user to the next Block • Enter Query – lets user look for specific info • Execute Query – click after entered your query parameters • Cancel Query – cancel query • Print Screen – caution: might only print 1 Block 1 2 3 4 5 6 7

5. Frequently Used Banner Buttons If you don’t like using the buttons, you can go through the drop down menus at the top • For example, if you need to perform a Next Block, go up to the drop down for “Block” and select Next

6. Primary Grant Review Screens • Grant Inception to Date Budget & Expenses • FRIGITD – shows you a summary of all activity that has ever hit your grant • Grant Year to Date Budget & Expenses • FGIBDST – shows a summary of all activity during the current (CCRI) fiscal year • Personnel Paid on your Grant • NHIDIST – shows the people, amounts of wages & benefits paid on the grant for a specified timeframe

7. Grant Inception to Date - FRIGITD Use this screen if your grant is multi-year or covers multiple CCRI Fiscal Years (Can take a long time to load)

8. Grant Inception to Date - FRIGITD 2 Enter Grant’s Fund# in the Fund field, then tab/click into another field i.e. 22E012 or 25S001 1 Enter C 3 Click Next Block 4 Wait for data to show. Can take a while!

9. Grant Inception to Date - FRIGITD Once data populates, scroll to bottom for full Net Total

10. Grant (CCRI) Year to Date - FGIBDST Use this screen to view your grant’s activity for one (CCRI) fiscal year at a time (July 1 – June 30) 4 1 Enter Fund# in the Fund field, then tab/click into another field i.e. 25S001 Enter C 2 Enter 2 digit Yr i.e. 14 3 UNclick Incl. Rev. 5 Click Next Block (top)

11. Grant (CCRI) Year to Date - FGIBDST Data populates quickly via this screen. No need to scroll down for full totals.

12. Open Encumbrances (Commitments) • If you want to view a summary of the grant’s outstanding Commitments, it would include all open Purchase Orders or Requisitions (depending upon what stage they are in) • Can view outstanding Commitments in 2 ways: • From: FGIBDST • Or From: FGIOENC

13. Open Encumbrances (Commitments) To view from FGIBDST, populate the grant’s data (slide 11) then Go to Options, then… Select: Organization Encumbrance [FGIOENC]

14. Open Encumbrances (Commitments) This will display the list of PO’s & Requisitions on the grant w/ the Vendors Must look up the account description

15. Open Encumbrances (Commitments) Can go directly to the FGIOENC screen 1 3 Enter C Enter Grant’s Fund # 2 2-digit FY 4 Click Next Block

16. Viewing Expense Detail • Can view the individual expenses (invoices) from either FRIGITD or FGIBDST • Click within the YTD Activity column for the line you want the detail on – Go up to Options, select: FGIBDST: Transaction Detail Info. FRIGITD: Grant Detail Info.

17. Viewing Expense Detail To view the invoice detail (what did I buy?), have cursor in the Account field of the line, go to Options, then select Query Document [By Type]

18. Viewing Expense Detail This will bring you to the Invoice Query Screen FAIINVE. Click Next Block (usually twice), until you see the Commodity Detail If you know the invoice # you want to look up, you can go directly to FAIINVE to view it.

19. Viewing Expense Detail

20. Personnel Detail - NHIDIST • Shows the people paid, wages & benefits • The dates are based upon DATE PAID • HR Payroll schedules at: www.ccri.edu/hr/calendars

21. Personnel Detail - NHIDIST • Various ways to use this screen • If you know the Feed# that you want to view, you search that way • Can view either one specific payroll period or a range of time • Once you’ve populated the data, you can query for: • Specific person • Payroll type (Biweekly vs. Lecturer’s Payroll • Pay/Benefits hitting a specific line • You can export this data into excel for easier viewing and use

22. Personnel Detail - NHIDIST Note: Dates correspond to when the employees are paid. To view payroll BW19, ending 9/7/13, use 9/13/13 in From & To Date 3 1 Enter C Enter Fund# Enter Date Range 2 4 5 Click Execute Query Click Next Block

23. Personnel Detail - NHIDIST • To view all pay/benefits on the grant since inception, do not specify any date range • If you know the Feed you want to view, enter the Feed # in Finance Document Number, do not specify any dates, but do enter your fund# • If you just want to query for a specific person: • After clicking Next Block, but BEFORE clicking Execute Query, enter the person’s First OR Last Name OR ID#, then click Execute Query • If you can’t remember exactly how to spell their name, use a wild card % • Cruise vs. Cruz? Just put in Cru%, then execute query

24. Personnel Detail - NHIDIST How to view ONLY Biweekly employees • After clicking Next Block, tab/scroll to the right until in the field to the right of Payroll Event • Enter BW (this stands for Biweekly), execute query

25. Personnel Detail - NHIDIST How to view ONLY Monthly/Lecturer employees • After clicking Next Block, tab/scroll to the right until in the field to the right of Payroll Event • Enter MN (this stands for Monthly), execute query

26. Exporting Data into Excel From most screens, you can export to excel Go up to Help Hold down Ctrl key Click: Extract Data No Key Pop-up will appear w/ info in Excel Note: Pop-up Blocker must be turned off

27. Requesting a Budget Modification If an account line has a negative available balance, or you are requested to perform a budget mod. to clear a requisition from NSF: • Determine if you can do a budget mod. w/o funding source approval. • If so, email Controller’s Office (usually Tracy, Sharon Picard in absence) and include: • Account lines you are transferring between, the amounts & if you need funding source approval Please transfer $1,000 from Office Exp (714030) to Ed Supplies (714221) and $500 from Mileage (714290) to Out of State Travel (716000). I do not need funding source approval for this modification.

28. Requesting a Budget Modification • If Funding Source authorization is necessary to perform the budget mod., then ensure that Institutional Advancement (OIA) is involved as they are the dept. that communicates with the Funding Source. • OIA includes Larry Shumate and Marjorie Briody • For budget mod’s needing Funding Source approval, please provide OIA 2 weeks notice so that all paperwork can be completed successfully

29. Mid-Yr Budget Projections • Mid-Year Budget Projections are usually due to the during the 2nd week of January • The objective is to project how much your grant will spend during THE CCRI FISCAL YEAR • These figures are compiled by the Controller’s Office in three categories, Federal Funded, State Funded, & Private Funded • Your grant is never specifically identified • The information is given to the Business Office who then reviews it and provides it to the State 2013’s Projection Presentation is on the Brown Bag website: www.ccri.edu/controller/brown-bag/then click on Budget Projections

30. Mid-Yr Budget Projections • You will be emailed the Budget Projection file with brief instructions. • Prepare an excel file for EACH grant under you • There are two columns for you to fill in What’s in Banner NOW Your guess through 6/30/14

31. Mid-Yr Budget Projections • To fill in the 1st column, go to FGIBDST for your grant, then copy the YTD Activity for each line • This column just needs what has ACTUALLY been paid so far

32. Mid-Yr Budget Projections • For the 2nd column, estimate the expenses for the rest of the Fiscal Year (thru 6/30/14) • For Salary/Fringe: • Figure out cost of each pay period for each line • Go to NHIDIST for 1 payroll period • Find out what pay period was last posted in Banner • Figure out how many pay periods left for Fiscal Yr. • In FY14, 6/30 is a Monday. If Biweekly payroll posted thru BW25 (11/30), then 15.1 pay periods left. If thru BW26 (12/14), then 14.1 pay periods. • If Monthly payroll posted thru MN11 (October’s hours paid in Nov.), then 8 months/pay per. left

33. Mid-Yr Budget Projections • Salary/Fringe, continued: (Cost per pay period) x (# pay periods left) = Amount for each salary/fringe line If Biweekly salary is $4,500 per pay period & Banner is posted thru BW25 (11/30/13), then 15.1 pay periods left Column 2 Biweekly Salary = 4,500*15.1 = 67,950 If Monthly wages approx. $8,000 per month & Banner is posted thru MN12 (Nov. 2013), then 7 pay per.’s left Column 2 Monthly Salary = 8,000*7 = 56,000 • FICA Lecturers is 7.65% of the Lecturer’s payroll

34. Mid-Yr Budget Projections • For Operating type accounts (i.e. Office Exp, Travel, Miscellaneous), enter whatever you estimate will be spent during FY14 that HAS NOT already been paid for. • If your grant has an indirect and/or audit fee, do your best to calculate it or contact the Controller’s Office for assistance. • Make sure that your estimate DOES NOTEXCEED what you have left to spend! • Go to FRIGITD for the grant, and look at the Available Balance – this # should NOT be bigger than the total of column 2, estimated left to spend

35. Time for Q&A! Useful links: HR Payroll Schedules: http://www.ccri.edu/hr/calendars/ Brown Bag Presentations: http://www.ccri.edu/controller/brown-bag/