Banner Finance. Research Accounting INB Forms. VCU Controller s Office

Transcription

1 Banner Finance Research Accounting INB Forms VCU Controller s Office

2 Banner Finance Hotlines Three Banner Hotlines to answer questions and assist users Each hotline will be staffed 8 a.m. and 5 p.m. Financial Reporting or your question to finsecurity@vcu.edu. Grants and Contracts or your question to gcavcu@vcu.edu. Procurement & Payment ext. 164 or ext. 138 or evapurch@vcu.edu.

3 Security Banner has several layers of security that work together to give the user his or her appropriate access. First, Technology Services (TS) sets up an individual s user VCU eid and password to enable access to Banner. Next, TS sets up an individual s security class(es) to enable query or maintenance access to particular forms, and the Controller s Office sets up an individual s valuebased access. (Value-based security prevents someone in another department from viewing your department s information. In order to view a specific fund, the user needs query access to both the organization and the fund.) This leads us to an important reminder: never share your password! Any changes to a user s security will require completion of the Banner Finance User Access Request Form, This form must also be completed for new employees.

4 Policies and Procedures Make sure that you visit the Grants and Contracts website to review Policies and Procedures related to post award grant expenditures.

5 Review of Forms FTMFUND Finance Fund Code Maintenance FRMFUND Research Accounting Fund Maintenance FRIPSTG Grant Personnel Inquiry (P.I.) FRAGRNT Grant Maintenance FRIGITD Grant Inception To Date (Similar to FGIBDST) FRIGTRD Grant Transaction Detail (Similar to FGITRND) FGIDOCR Document Retrieval Inquiry FGITBAL General Ledger Trial Balance Form

6 Overview In Banner, one-to-one relationship between the Index and the (Fund + Organization (ORG) + Program). Index = F (Fund) + O (ORG) + P (Program) Grant code draws together all funds associated with an award or grant. Federal grant includes all Funds associated with a competitive award and related non-competitive renewals. For example, a grant for five years with two sub-awards would contain fifteen Funds, which would all be combined in the Research Accounting module.

7 Overview If a Grant is not assigned to the Fund, no financial information can be retrieved from the Research Accounting module. The numbering convention for grants contains alpha characters that signify their type. FD=federal, IN=industry, FF=federal flow through (private), SF=state flow through (public), FN=foundation, ST=state, and LC=local governments, counties, etc.

8 Example: 5 Year Grant Tree Year 1 ORG 1 ORG 3 Year 3 Year 4 Year 2 GRANT NUMBER Year 5 Years 1-5 of the Grant are Non-Competitive. Once the 5 th year of the Grant is complete, it becomes Competitive and it gets a new Grant number.

9 FTMFUND Fund Code Maintenance This will display Fund details and the related Grant Code. Each Fund record also displays the related Grant Code. This form also displays the Termination Date; this is the date to stop spending. If there is a deficit in the Grant, then the termination Date may change to an earlier date, so you need to verify this information. You will also find the name of the Fiscal Administrator on this form. Navigate to this form by typing FTMFUND in the Go To box. Press F7 on your keyboard (enter query). Then, type in the Grant number and press F8 (execute query). You can navigate from this form to the FRMFUND (Research Accounting Fund Maintenance) form by clicking: Options > I/C C/S Code Information from the menu bar. I/C C/S = Indirect Cost, Cost Share (Indirect Cost = F&A)

10

11 FRMFUND Research Accounting Fund Maintenance Displays the budget period and indirect cost setup for the specific grant fund. VCU isn t using this for the Cost Share purpose. VCU sets up a separate Index for Cost Share. This is the start and end date for the budget period of a specific fund. Note that the Effective Date is when the Record was last updated. To exit the form and return to FTMFUND, click on the black X icon.

12

13 FTMFUND to FRAGRNT Grant Maintenance To exit form FRMFUND and return to FTMFUND, click on the black X icon. On the FTMFUND form, click on Options>Grant Information on the Menu bar. This will take you to the FRAGRNT form. The Grant code transfers to this form. You may also enter the grant number and click on the Next Block icon. FRAGRNT displays attributes of a grant as entered by the Grants and Contracts Accountant agency key personnel cost code information Verification of information is required. All data is query only, no update access. If there are any changes that need to be made, you must contact the Grants Accountant who is/was working on the particular Grant. Click on the form s Tabs to display more information.

14 Note: the PI field will be populated with the grant accountant information, since this field is printed on the sponsor s bill.

15

16

17 While the cost code information is included on the FRAGRNT form, the actual computation is based on the cost information on the FRMFUND form.

18

19

20 FRIPSTG Grant Personnel Inquiry (Principal Investigator) You can navigate to this form from FRAGRNT. Click on File>Direct Access from the menu bar. Type FRIPSTG in the Go To box. This Form allows you to monitor grant activity by Personnel ID (V#). Once on the Form, type in either the Principal Investigator s (PI s) V# or his/her name. You can also do a search for the name. Once you have the correct person, click Next Block to populate the Information Block. Click on the Grant Code, then click on Options > Grant Information. This brings up the grant in FRAGRNT.

21

22 Choose the grant that you need to verify by clicking on the grant code, then go to Options > Grant Information. When you do this, FRAGRNT (the Grant Maintenance Form) will come up with the Grant Code populated.

23 FRIGITD Grant Inception To Date From FRAGRNT, click on File>Direct Access. Type FRIGITD in the Go To box. The grant code will be transferred to this form. Click on the Next Block icon to view. View budget-to-actual grant results Adjusted Budget Activity (project-to-date) Commitments (open purchase orders) Available Balance Can access Grant Detail Information FRIGTRD to display detailed account transactions.

24

25 FRIGITD-continued To view information for a specific Index or Fund, enter either the Index or the Fund. The Grant code will be populated automatically when you Tab off of the Fund field. If you enter an Index code, the Grant code will be populated when you click Next Block. Remember to use the Rollback icon to navigate between blocks. This form is used to view budget-to-actual grant results. This form shows Adjusted Budget, Activity (project-to-date: i.e. any changes such as expenses, credits, etc.), Commitments (open purchase orders) and Available Balance. (Follow the User Guide to read the criteria and values of each field in Key Block.) The Information Block Account: displays all accounts with posted activity; Type: displays the type of Account Code: R(evenue), L(abor), E(xpenditure). Adjusted Budget: includes original budget and any adjustments; Activity: includes all expenditure or revenue transactions; Commitments: includes all open, approved purchase orders, and general encumbrances; Available Balance: calculated by subtracting activity and Commitments from the Adjusted Budget. If you want to display the information for total grant (all funds included), delete the ORG and the Fund. Then click Next Block. You want to scroll down to make sure the totals are correct.

26 FRIGITD-continued To view Hierarchy and Include Revenue Accounts information: Rollback, enter the Grant, check the Hierarchy box and the Include Revenue Accounts box, click Next Block. This will include all Fund codes related to the Grant with the project-to-date info for the Grant code entered beginning with Revenue accounts with posted activity. Rollback, click on Fund Summary: the Grant Summary Activity by Fund Code Window opens. First block shows summary data for each Fund associated with the Grant code. The bottom block account info is displayed. Arrow down to view account info for each Fund. From this form, you can access the Grant Detail Information FRIGTRD form, which displays detailed transaction information for the specific info highlighted in the key block on FRIGITD. If you want to query by ORG, then make sure you have the ORG in the key block in FRIGITD, or Rollback and enter the info. (MUST be in the Fund Summary screen and click to highlight a particular account number.) Let s move on to FRIGTRD.

27 FRIGTRD Grant Transaction Detail Information Displays transactions for a Grant, Index or Fund and Account combinations Access Directly from the Go To box (type in form name) or Options menu from the FRIGITD form Parameters Must enter the Grant code. If only the Index or Fund is entered, no information will be returned Leave Year blank for project-to-date or enter Grant Year (Grant Year and Grant Period is not the Fiscal Year) Click on Next Block, then Execute Query (F8). Use Options>Query Total for all Records from the Menu Bar View transaction activity for all accounts or a single account Based on combination of the Grant and either the Index, Fund, Organization or Program You can display more detailed document transaction information by clicking on the desired Account Code, then Options, and then Query Document. This brings up FGIDOCR the Document Retrieval Inquiry Form

28

29

30

31 FGIDOCR Document Retrieval Displays detail accounting information for any document Journal Entries Purchase Orders Invoices Access Directly from the Go To box or Options menu from the FRIGTRD form Must enter document number if not linked from FRIGTRD

32

33 FGITBAL General Ledger Trial Balance Displays a balance sheet/trial balance/cash for each fund entered. Displays a debit or credit indicator. To query budget detail for specific funds and accounts, choose Options>GL Activity Info, opens form FGIGLAC.

34

35

36 Remember: Contact the Grants and Contracts Accountant responsible for the Grant when any information needs to be changed within the Banner Forms. Contact Grants and Contracts with any questions at