Spectr um Finance Budget Transfer

1. Spectrum FinanceBudget Transfer Self Service Banner (SSB)

2. Budget Training Agenda • Log onto Spectrum Self Service Banner (SSB) • Power Point Presentation • Reviewing FOAPAL • Reviewing Budget Transfer(s) • Reviewing Document Approval • Exercise – Users Hands-on • Creating Budget Revisions • Approving Budget Revisions

3. Budget Log on to Spectrum Self Service • easy to use • internet accessible • user friendly • point and click • training site http://spectrumtest.memphis.edu:9099

4. Budget

5. Budget • Select: • Internal Training Database [ITRNG]

6. Budget • PIN 000000 Test User ID TRAIN01 6 charters Upper Case

7. Budget Log on to Spectrum Self Service • this log on user ID and PIN is for training only • enter User ID • Case Sensitive • TRAIN01 • enter PIN • Case Sensitive • 000000 ( 6 characters the number zero ) • production log on information • your UUID • ph-password (your University e-mail password)

8. Budget

9. Budget Review Chart of Accounts (COA) Concepts • FOAPAL • Fund • Organization • Account • Program • Activity • Location • Index

10. Budget Index Codes to the Rescue!!!!! • optional chart of accounts feature • value for a set of FOAPAL elements that acts as a shortcut for speed data entry by the user • the current FRS six digit account will be the index code • using the index, the system will populate fund, organization, and program • account code must be entered

11. Budget Example of Index Codes 210010 Anthropology (Fund 110001. Org 202000, Program 2000 – Instruction) 211010 Accountancy 212600 Music Department 220010 Anthropology (Fund 110001, Org 202000, Program 2600 – Research) 354100 Parking 410113 Biology Materials 483120 Track – Operations 483130 Track – Scholarships 535402 COE – Earthquake 771001 Track and Field Resurfacing

12. 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

13. Budget Example of Fund Codes 110001 Unrestricted E & G 112000 Intercollegiate Athletics 112300 Network Services 200107 Scholarship-Theatre 210002 COE-Earthquake 220001 CWSP-Married Student Apartments 310000 University Service Court 320000 Food Services 330000 Student Housing 380000 Parking 411000 National Direct Student Loans 412000 Nursing Loans

14. 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

15. Budget Examples of Organization Codes 100000 President’s Office 202000 Anthropology 220102 FCBE, B Janz 320000 IT Operations 415000 Health Center 542000 Purchasing 620050 Planned Giving 740020 Athletic Marketing

16. 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

17. Budget Examples of Account Codes 61110 Administrative – Executive / Chair 61112 Administrative – Faculty / Chair 61210 Academic / Faculty 61310 Supporting / Clerical 61312 Monthly Supporting / Clerical 61610 Professional Support 61630 Coaches 61635 Assistant Coaches Salary Account Codes for Regular Positions Transfer of these salary budgets can not be completed in Self Service BannerFinance

18. Budget Examples of Account Codes 61157 Graduate Assistants – Administrative 61257 Graduate Assistants – Academic 61175 Temporary Employee – Administrative 61275 Acad Temporary – Post Retirement/One Semester Appt 61375 Temporary Employees – Supporting / Clerical 61252 Temporary Instructors – Non Credit 61253 Temporary Instructors – Credit 61410 Student Assistants – Hourly 61415 Student Assistants - Monthly (Plan for FY06-07) Salary Account Codes for Group Positions

19. Budget Examples of Account Codes 61150 Supplemental Pay – Administrative 61250 Supplemental Pay – Academic Faculty 61650 Supplemental Pay – Professional Support 61155 Summer Compensation – Non-Academic 61255 Summer Compensation – Acad Other Compensation 61256 Summer Compensation – Acad / Instruction 61655 Summer Other Compensation Salary Account Codes without Position Number

20. Budget Examples of Account Codes 62000 Employee Benefits Budget Pool 62100 TCRS Retirement 62200 ORP Retirement 62300 FICA 62400 Medicare – FICA 62500 Group Insurance 62590 Other Insurance 62600 Unemployment Compensation 62700 PC-191 UoM 62710 Emp Discounts-UoM-Spouse Dependent 62730 Emp Dis-Other Inst-Spouse Depend Benefit Account Codes

21. Budget Examples of Account Codes 73000 Travel Budget Pool 73100 Individual In State Travel 74000 Operating Expense Budget Pool 74210 Telephone Local Charges 77X00 Grants and Contract Operating Budget Pools 78000 Capital Expense Budget Pool 78110 Office Equipment 79000 Scholarships and Fellow Budget Pool 79710 Scholarships Note: Grants and Contract has their own range of Account Codes

22. Budget

23. 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

24. Budget Examples of Program Code 1000 Revenue Transactions 2000 General Academic Instruction 2110 Materials Fees 3000 Public Service Activities and Ctrs 3400 Other Community Service 4000 Student Services Administration 4100 Social and Cultural Development

25. Budget Example of Program Codes 5000 Physical Plant Administration 5050 Building Maintenance 6000 Mandatory Retirement of Debt 6100 Nonmandatory Renewals and Replacement 7000 University Services Court 7100 Food Services 7200 Student Housing 9990 Nonprogram Transactions

26. 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

27. 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

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39. Budget • Select Finance

40. Budget Finance Self Service • Create Budget Transfers (D21 Screen only 2 lines) • Create Multiple Line Budget Transfers (D21 Screen only 5 lines) • Approve Documents • View Document

41. Budget Click on: Budget Transfer

42. Budget Click on Journal Type Drop Down Box

43. Budget Select: BD4 (Department Temporary Budget Adjustment) UofM – Current Year Budget Revision

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

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

46. Budget Usercan Copyand Paste Index Number

47. Budget DoNotforgettoenterDescription Click on: “Complete”

48. 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

49. Budget Chart is “U” Type is “Account” Note: %isWildcard

50. Budget Usercan Copyand Paste Account Code