Institutional Trust Funds Office

1. Institutional Trust Funds Office East Carolina University Financial Services, MS 203 3800 E. 10th St. 2nd Floor Sharon Cullipher * Cindy Modlin Virginia Bridgman * Shalin Hale DocuSign & Xtender

2. DocuSign –Fund Authorities • A new process has been established to obtain signatures on Fund Authorities • DocuSign will allow departments to create and revise Fund Authorities electronically • Approvers can access the forms through their e-mail and provide their electronic signature • This will reduce the time it takes to complete these documents and the documents can be signed from anywhere with email access

6. Types of Institutional Trust Funds

7. DocuSign - Creating An ITF • Contact the ITF Office to determine if the fund purpose meets the criteria of an ITF • Submit a New Fund Authority form to the ITF Office via DocuSign • New Fund Authority Form • If appropriate, complete a Sales Activity Questionnaire via DocuSign – This will be determined by your answer to “Type of Institutional Trust Fund Requested” on the Fund Request Form • Sales Activity Questionnaire • Once the ITF Office has set up the fund, an approval letter along with a copy of the approved Fund Authority form will be sent to the signers

8. DocuSign - Preparer • Follow the link to the New Fund Authority Form • Complete the signer information • Preparer, Dean, and Vice Chancellor approvals MUST be completed. Dept. Chair and Optional CC approvals are optional • The form will Automatically route to the appropriate parties in the ITF Accounting Offices • Once the form opens, select the check box to agree and then “Continue”

9. DocuSign - Preparer • Fill in the required information on the Fund Request Form (pg. 1) and Fund Authority Form (pg. 2) • All boxes outlined in red MUST be completed • Please attach all relevant information by selecting the check box at the bottom of pg. 2 and clicking on the paperclip icon. This will allow you to attach a document from your computer • The attachment will be added as an additional page(s) to the document

10. DocuSign - Preparer • Once everything is filled out, click the “SIGN” button on the Fund Request Form and the Fund Authority Form • Click “Finish” and the document will automatically send to the next approver • You will be sent a confirmation email

11. DocuSign – Approver(s) • An email will be sent to the next approver with a “View Documents” link. Open the link, select the check box to agree and then “Continue” • Review the information entered by the preparer. If no corrections are needed, click “SIGN” • If corrections are needed: • Make the correction before signing • Or select “Other Actions” and “Decline to Sign” • Click “Finish.” Document will forward to next approver

12. DocuSign - Revising An ITF • Revise Fund Authorities for changes in ORGN, responsible party, purpose, or source of revenue • Submit a revised Fund Authority form with the changes and appropriate signature approvals to the ITF Office via DocuSign • Revised Fund Authority • A copy of the approved Fund Authority form will be sent to the signers once the ITF Office has made the changes *For ORGN changes: move transactions and budget to the new FOAP, including payroll redistributions

13. DocuSign – Revising an ITF • Follow the link to the Revised Fund Authority • The basic DocuSign steps are the same as the New Fund Authority • The Fund Request Form and Sales Activity Questionnaire are only required for new funds, therefore they are not included on the Revised Fund Authority Form • Completely fill out the Revised Fund Authority making the desired changes • Attach any relevant information and correspondence regarding the changes

14. DocuSign – Notes • Call the ITF Office if you have any questions. We will be happy to set up a training session if you need further instruction • Make sure all necessary signer names and emails are completed correctly because you can’t go back and add approvers • The link to the forms can be found in this presentation as well as on the ITF website

15. DocuSign – Notes • For ORGN changes: move transactions and budget to the new FOAP, including payroll redistributions • To prevent the need for revisions when personnel changes occur, use Position Titles instead of names in the Authority for Disbursements section of the Fund Authority Form New Fund Authority Form

16. Xtender

17. Xtender • Active and current Fund Authorities can now be viewed in Xtender • Quick access to most recent Fund Authorities • Can search by ORGN or by what the fund begins with (ex. 141* - will bring up all funds in your ORGN range that begin with 141) • Journal Voucher Entries (JVE)can be viewed in Xtender • Allows user to check the entry for correctness • Shows entry, all signature, and backup

18. Xtender • Before Fund Authorities or JVEs can be viewed, a Banner Security Xtender request will have to be submittedin OneStop • Click Banner Security Request, click Xtender, choose the Finance drop-down box, select FS-FUND AUTHORITIES, FS-DOCS and BO-TRANSFERS • In the comments section, specify that you will need print access if you would like to be able to print the Fund Authority Forms • Access is granted based on ORGN level Access.

19. Xtender – Fund Authorities • To look up active Fund Authorities, follow the Xtender link. A new page will appear prompting you to enter your Xtender username and password

20. Xtender – Fund Authorities • To search for Fund Authorities, Right click on the FS_FUNDAUTH folder and select “New Query” or double click on the FS_FUNDAUTH folder

21. Xtender – Fund Authorities • Type in the Fund/ORGN you want to viewand click “Submit” • You can also use the “*” as a wildcard • Double click the fund you want to view to open the scanned Fund Authority

22. Xtender – Fund Authorities • If a document has more than one page, use the arrows towards the top of the page to navigate the pages.

23. Xtender – JVEs - SSB • Before you can use Xtender to look up JVEs, you must first look up the Document number in SSB • Go to Onestop, Banner Self Service, Finance tab, ECU Budget Queries, Create Query. Type in Fund, Organization, and Account. Click Submit Query.

24. Xtender – JVEs - SSB • Click on the dollar amount listed under FY15/PD14 Year to Date • The next screen has your document number

25. Xtender – JVEs - SSB • Login to Xtender • Right click on the FS-DOCS folder and select “New Query” or double click on the FS-DOCS folder • Type in the Document Number found in SSB

26. Xtender – JVEs - SSB • Double click on the Document Number • Your BJV will appear. To get to the attached backup, use the navigation arrows.

27. Xtender – JVEs - INB • To view JVEs using INB, first login to INB • On the home screen, Type FGIBDST in the Go To Box. Hit the Tab button on your keyboard to move to the next screen

28. Xtender – JVEs - INB • Type the Fund number in the Index box, hit tab, enter the ORGN number in the Organization box if not already filled in, tab to the Account box and enter account number. Push the Next Block button to run query

29. Xtender – JVEs - INB • To look up documents, click once in the Account box. Press F3 button on keyboard • The next screen will bring up all transactions that have occurred in that account to date this fiscal year. Find the transaction you are looking for and click once on the document number

30. Xtender – JVEs - INB • At the top of the banner screen, click the magnifying glass image to pull the document up in Xtender • A new window will open and have the document listed. Double click on the document number to pull up the document.

31. What Can We Do For You? Please feel free to call us with any questions or concerns. We are here to offer guidance and support!

32. Contacts: ITF_SpecialFunds@ecu.edu Virginia Bridgman • 737-1138 bridgmanv@ecu.edu • Endowments, Scholarships, Distinguished Professorships Shalin Hale • 737-1143 brownshal@ecu.edu • Personnel actions, Payroll Redistributions Sharon Cullipher • 737-1403 culliphersh@ecu.edu • Fund Set-up/Maintenance, JVEs, Spending Guidelines Cindy Modlin • 737-4916 modlinc@ecu.edu • Accounting Manager, Financial Statements