SCT Banner Finance Chart of Accounts Presented by Stephanie Coleman, CPA Banner Finance

1. SCT Banner FinanceChart of AccountsPresented byStephanie Coleman, CPABanner Finance

2. What is Banner? • Financial Operating System that is replacing FRS

3. Who will be affected? Everyone • Students • Faculty • Staff

4. Why are we doing this? • The Existing System is Technically Obsolete

5. Chart of Accounts The Chart of Accounts is the numbering system used by Banner to capture financial transactions and facilitate retrieval of information and financial reporting. The Chart of Accounts is defined by the letter “E”. The Chart of Accounts structure is composed of six elements: Fund, Organization, Account, Program, Activity, and Location (FOAPAL). Some of the FOAPAL elements represent information that is similar to Account Numbers and Object Codes in FRS.

6. Chart Elements (C FOAPAL) • A series of individual values which, in a sequence, describe a specific activity within the University. • Represents the foundation on which the Banner system has been built.

7. Why Use Chart Elements? • Organize information in many different ways: • Isolate relevant data • Enable roll ups • Generate reports for end user needs as well as central needs. • Create flexibility and capture details in defining transactions.

8. The New Chart elements (C-FOAPAL) • C = Chart code (1 character) Given “E” for ECU • F = Fund code (6 character - 5 levels) • O = Organization code (6 char.-8levels) • A = Account code (5 char. - 4 levels) • P = Program code (4 char. - 5 levels) • A = Activity code (6 char. - 0 levels) (optional) • L = Location code (6 char. - 5 levels) (optional)

9. Required Optional Account Index Chart Fund Organization Account Program Activity Location Chart of Accounts Account Index • Index code • ‘Shortcut’ or ‘alias’ • Can populate all or part of FOAPAL • Increases data entry accuracy

10. Required Optional Chart “E” Fund Organization Account Program Activity Location Chart of Accounts (cont.) Fund • Fund code • Self-balancing set of accounts • Shows ownership of cash or fund balance • Similar to FRS GL Account

11. FRS to Fund

12. Required Optional Account Index Chart Fund Organization Account Program Activity Location Chart of Accounts (cont.) Organization • Organization code • Budgetary unit or departmental unit • Similar to FRS OUC number • Houses information regarding Revenues and Expenses

13. Organization Hierarchy

14. Required Optional Account Index Chart Fund Organization Account Program Activity Location Chart of Accounts (cont.) Account • Account code • Identifies type of account (Asset, Liability, Revenue, Labor, Expenditure, Transfer) • Similar to FRS object code or line item

15. Account Code • Revenues and transfers in will begin with 5 • Salaries and Benefits will begin with 6 for ECU personnel • Contracted employees will begin with 7 • Expenditures and transfers out will begin with the number 7

16. Required Optional Account Index Chart Fund Organization Account Program Activity Location Chart of Accounts (cont.) Program • Program code • Functional classifications of revenues and expenditures • Like FRS Purpose Codes • Defines NACUBO functions • Examples are Instruction, Research, Libraries, Student Services etc.

17. Required Optional Account Index Chart Fund Organization Account Program Activity Location Chart of Accounts (cont.) Activity • Activity code • Optional • Non-hierarchical element • Often used to account for tracking of special events or (i.e. Physician, Trade Skills, etc.)

18. Activity code for SOM

19. Activity code for SOM

20. Activity code for SOM

21. Required Optional Account Index Chart Fund Organization Account Program Activity Location Chart of Accounts (cont.) Location • Location code • Optional • Identifies physical locations • Only used in the Fixed Assets, Stores Inventory, and Research Accounting modules

22. FRS Crosswalk to Banner • Systems Coordination website

23. FRS Crosswalk to Banner • Systems Coordination website

24. FOAPAL Comparison to FRS 10-digit Account

25. Banner Chart ElementsThe Good News • Helpful Features • Drill Downs are available • Can Execute Queries to Retrieve Information • Unlimited Transaction History • Can Download Forms into Excel

26. Transition Issues for Banner Chart Elements • Until all of Banner is implemented, we will continue to use Legacy Account numbers for some activities. The activities that will require the use of both FRS and Banner account information include: • Pro Card • Student System • Student Alumni • HRMS

27. Purchase Order & Requisition Tracking (a.k.a. PORT) • Easy Ordering in just three screens • Built on a point and click method • Similar to Staples.com site

28. Purchase Order & Requisition Tracking (a.k.a. PORT) • Banner 101 and Banner 102 prerequisites • PORT training to begin on November 14 and conclude December 14 • Classes will be held on East and West Campus • Registration will be available on One Stop within the next two weeks

29. Banner Finance • Go Live Date for General Ledger and Purchasing is January 9, 2006 • Anticipated Go Live Date for Human Resources is July 1, 2006

30. Websites for additionalBanner Information • www.ecu.edu/syscoord/ • www.ecu.edu/sctbanner/index_news.cfm

31. Banner Questions Questions? Presented by Stephanie Coleman colemans@mail.ecu.edu