Banner Research Accounting (Inception-to-Date Accounting)

Transcription

1 Training Finance Banner Research Accounting (Inception-to-Date Accounting) Self-Study 2010 Ivy Tech Community College. All rights reserved. This documentation is proprietary information of Ivy Tech Community College and is not to be copied, reproduced, lent or disposed of, nor used for any purpose other than that for which it is specifically provided without the written permission of Ivy Tech Community College. The unauthorized possession, use, reproduction, distribution, display or disclosure of this material or the information contained herein is prohibited. Prepared By: Ivy Tech Community College 50 West Fall Creek Parkway North Drive Indianapolis, Indiana Release Version 2.0 September 2011

2 Contents INTRODUCTION... 4 Workbook goal... 4 Intended audience... 4 Workbook revision history... 4 Prerequisites... 4 Learning Objectives... 4 TERMS & CONCEPTS... 5 BANNER RESEARCH ACCOUNTING OVERVIEW... 7 Overview... 7 PROPOSALS... 8 Overview... 8 FRAPROP Proposal Maintenance (Viewing Proposal Details)... 8 FRIASTP Proposal Agency Inquiry FRIKPRO Proposal Title Search FRIPROP Proposal Codes Inquiry FRIPRST Proposal Status Inquiry FRIPSTP Proposal Personnel Inquiry FRABUDP Proposal Budget (Viewing Budget Details) FRIBDSP Proposal Budget Distribution Inquiry FRIBUDP Proposal Budget Codes Inquiry FRIBUDT Proposal Budget Totals Inquiry GRANT CODES Overview Structure FUND CODES Structure Grant Fund & Plant Fund FOAPAL Defaults GRANT CODE SEARCH FRIGRNT Grant Code Inquiry form FRIKGNT Grant Title Search form FTVFUND Fund Code Validation form GRANT DETAILS FRAGRNT Grant Maintenance form GRANT ACTIVITY DISCOVERY FRRGRNT Deferred Grant Process FRIGITD Grant Inception to Date form FGITBAL General Ledger Trial Balance form FRRGITD Grant Inception to Date Report Banner Finance Research Accounting 2 v 2.0 September 2011

3 GRANT ACTIVITY CORRECTIONS Correcting Documents Cost Transfers on Sponsored Projects SPONSORED PROGRAMS MANAGEMENT CHECKLIST Banner Finance Research Accounting 3 v 2.0 September 2011

4 Introduction Workbook goal The goal of this training module is to provide you with the knowledge and practice to review inception-to-date activity for grant and plant funds, monitor grant proposals, and find general grant information. The workbook is divided into these sections: Proposals Grant Codes & Fund Codes Grant Details Viewing Grant Activity Intended audience Staff members who are responsible for monitoring or reporting on activity/status for grant or project plant funds, or tracking grant proposals. Workbook revision history VERSION DATE REVISION 1.0 July 2007 Original Release 2.0 Sept Revised format, updated screen prints, added Proposals section, updates current through Banner Finance 8.5 Prerequisites Banner INB Navigation Chart of Accounts Structure Learning Objectives After completing this training, you will be able to: 1. Find Grant Codes and Fund Codes 2. Review and Understand Proposal Status 3. Review and Understand Grant Information 4. Review and Understand Inception-To-Date Activity 5. Review and Understand General Ledger balances for grant and plant funds Banner Finance Research Accounting 4 v 2.0 September 2011

5 Terms & Concepts TERM DESCRIPTION Account Code Activity Code Activity Date Cost Share Document Drill Down Encumbrance A numeric or alpha/numeric designation for individual asset, liability, fund balance, revenue, expenditure and transfer account classifications. Alpha/numeric designation to allow for more detailed reporting/tracking than an account code provides. Typically only used by specific user group(s). Optional code: not required for transaction processing. The date a document actually receives its final approval and posts to the ledgers. A specific percentage of time, cash, or assets are promised as a College contribution for matching purposes. The amount of time spent and/or dollars expended must be accounted for and be auditable. In Banner Finance a Document is a transaction. The system assigns each document a unique document number. Process of navigating from one form to another which advances you to the next level of detailed information. A commitment of funds (or claim on funds) to purchase goods or services. Also referred to as Commitment in Banner. Fiscal Year The College s financial reporting year: July 1 to June 30. FOAP Fund Code Grant Grant Code Inception-To- Date Indirect Cost (IDC) Invoice Organization Code Acronym for Fund-Organization-Account-Program. An alpha/numeric designation for a self-balancing set of accounts in which transactions are recorded. Payments to the College from external organizations for a specified time period with both expenditure limitations and specific reporting requirements. Used within Banner Finance to report on all revenues and expenses of a grant from the inception of the grant to the current date; possibly crossing multiple fiscal years. Refers to funds that receive funding for expenditures that span more than one fiscal year and must be reported on in total. Facilities and Administrative costs are allowable charges against grant funds for reimbursement of the College operating costs it incurs in connection with the operation of a grant. An itemized bill from a vendor for goods sold or services performed containing prices, total charges, and payment terms. A numeric designation for departmental/budgetary subdivisions. This refers to the department or office that controls the budget. Commonly referred to as Org Code. Banner Finance Research Accounting 5 v 2.0 September 2011

6 TERM Post Award Posted Transactions Pre Award Program Code Project Director Proposals Purchase Order (PO) Sponsored Programs Transaction Date DESCRIPTION Once grants are awarded from external agencies, refers to activities required by the College to manage, report, and invoice for grant monies awarded throughout the life of the grant. Transactions that are recorded in the permanent financial ledgers of the college. Does not include those that are incomplete or pending approval. Refers to activities necessary to complete and submit proposals and manage proposal statuses from inception, including: in process, submitted, awarded, declined, or cancelled by sponsor. Within Chart of Accounts structure, refers to the functional classification of a transaction i.e. instructional, academic support, etc. Determined by the Organization code. The Principal Investigator (or Project Director) is the primary individual in charge of a grant, agreement, contract, or other sponsored project. Formal documents submitted on behalf of the College to external agencies to request grant monies for the College. A commercial document used to request a vendor to supply something (product or service) in return for payment. Vendors, prices, terms and conditions of the order are specified here. Includes grants, contracts, and agreements through which organizations external to the college have made resources available to the college to support the instructional, research, or public functions of the college and which are established as restricted funds in the financial records of the college. The date assigned to a document. The month of the transaction date identifies the fiscal period the document will post to. Banner Finance Research Accounting 6 v 2.0 September 2011

7 Banner Research Accounting Overview Overview The Banner Research Accounting module is used by the College to track grant proposals, and inception to date activity for grant funds and project plant funds. Because many grants, contracts, and plant fund projects span more than one fiscal year, inception to date reporting may be used to view all revenues and expenses combined without needing to add multiple fiscal years together. Much of the money received to fund these projects comes from external agencies such as private foundations, corporations, or the government and is restricted by them for a designated purpose or project. For this reason, these funds are often referred to as restricted funds. The Research Accounting module contains three main components: Grant Proposals - Implemented by the College in fiscal year and maintained by the Grants Office of the Office of the President. Events Has not been implemented by the College. Grant Billing and A/R Not currently in use but under review for implementation. Banner Finance Research Accounting 7 v 2.0 September 2011

8 Proposals Overview The proposals component is designed to be used primarily by Pre-Award administrators and staff as a tracking and maintenance tool for grant proposals. Specific information such as key personnel, agency contact and address, budgets, proposal status, and indirect cost and cost sharing elements can be documented. The Proposal component is designed to interrelate with the Grants module so that valuable information is brought forward to a grant if the proposal is awarded. The proposal component is maintained by the Grants Office of the Office of the President. Proposals are only used for grants and grant funds and not with plant funds. FRAPROP Proposal Maintenance (Viewing Proposal Details) Step Action 1 Type FRAPROP in the GO TO field and press enter. The Proposal Maintenance form displays. NOTE: This form is controlled by Fund/Org security established for the user. The user must have at least view access for the Responsible Organization established on the proposal to be able to view the proposal. 2 If you know the proposal number, simply enter it in the Proposal Code field and Next Block [Ctrl>PgDn]. Skip to step # 5. 3 If you need to search for a proposal, there are two options as demonstrated in steps 3a and 3b. Banner Finance Research Accounting 8 v 2.0 September 2011

9 3a To search using general information about the proposal, place your cursor in the Proposal Code field and use the F9 key to display the FRIPROP form. NOTE: FRIPROP limits the proposals a user may view based upon Fund/Org Security established for the user. The form opens in query mode. You may enter search criteria in any field you can tab into. It is case sensitive. You will also want to use search wildcards (%). To search for proposals submitted to the Department of Health and Human Services, you might search like this: Execute the query (F8) and the results matching your criteria are returned. In this example, there are three. Double click the proposal that you want to view to return it to FRAPROP. Go to step 4. Banner Finance Research Accounting 9 v 2.0 September 2011

10 3b To search using a portion of the proposal title, click the Search icon beside the Proposal Code field and an Option List is displayed. Click the second option (FRIKPRO) and the Proposal Title Search form is displayed. Enter your search criteria that you believe may be in the actual title of the proposal in the Search Value field. This form is not case sensitive. You will also want to use search wildcards (%) to return more results and have a better chance of finding the proposal. Next Block [Ctrl>PgDn] to view the results. The example below was the search for any proposals with nursing in the title: Double click the proposal that you want to view to return it to FRAPROP. Go to step 4. 4 Your proposal number should be displayed in the Proposal Code field on FRAPROP. Next Block [Ctrl>PgDn] to view details of the proposal. Banner Finance Research Accounting 10 v 2.0 September 2011

11 5 The Main tab is displayed. If the Proposal Text Exists field is checked, additional text may be viewed by selecting Text Information from the Options Menu. If the Pass Through Indicator field is checked, the pass through information may be viewed by selelcting Pass Through Agency Distribution from the Options Menu. The Grant field is only updated if the grant is awarded and the grant is established on FRAGRNT (Grant Maintenance Form). Status options are as follows: 2 = Proposal in process A = Awarded C = Solicitation cancelled by sponsor D = Declined S = Submitted Proposal Type options are as follows: A = Cooperative Agreement C = Contract G = Grant P = Project Category options are as follows: F = Federal N = Non Federal R = Other Restricted Banner Finance Research Accounting 11 v 2.0 September 2011

12 6 Next Block [Ctrl>PgDn] to the Proposal Agency tab. Address and contact information of the agency is displayed. 7 Next Block [Ctrl>PgDn] to the Location tab. If populated, this form indicates whether the grant is being performed on campus or off campus. 8 Next Block [Ctrl>PgDn] to the Cost Code tab. This form details indirect cost and cost share details if it has been entered. Banner Finance Research Accounting 12 v 2.0 September 2011

13 9 Next Block [Ctrl>PgDn] to the Personnel tab. This form lists people associated with the proposal. 10 Next Block [Ctrl>PgDn] to the User Defined Data tab. The College does not currently utilize any user defined data for grants. 11 To view a status history of the proposal, from the Options menu select Status History. This can be done from any tab in FRAPROP. Form FRIPRST displays. 12 Perform a Quit function [Ctrl>Q] to return to the main menu. Banner Finance Research Accounting 13 v 2.0 September 2011

14 FRIASTP Proposal Agency Inquiry Use this form to monitor proposal activity by agency. Enter the Agency s C# in the Agency field or use the Search icon to search for the number. Next Block [Ctrl>PgDn] to view the results. To view FRAPROP for a proposal, highlight the record you wish to view and select Proposal Information from the Options menu. If a grant has been established, you may select Grant Information from the Options menu to view FRAGRNT. To perform another query do a roll back [Shift>F7]. Banner Finance Research Accounting 14 v 2.0 September 2011

15 FRIKPRO Proposal Title Search Use this form to search for a proposal by the words or characters in the proposal title. Enter your search criteria that you believe may be in the actual title of the proposal in the Search Value field. This form is not case sensitive. You will also want to use search wildcards (%) to return more results and have a better chance of finding the proposal. Next Block [Ctrl>PgDn] to view the results. To view FRAPROP for a proposal, highlight the record you wish to view and select Proposal Information from the Options menu. If a grant has been established, you may select Grant Information from the Options menu to view FRAGRNT To perform another query do a roll back [Shift>F7]. Banner Finance Research Accounting 15 v 2.0 September 2011

16 FRIPROP Proposal Codes Inquiry Use this form to query general information about proposals. FRIPROP limits the proposals a user may view based upon Fund/Org Security established for the user. The form opens in query mode. You may enter search criteria in any field you can tab into. It is case sensitive. You will also want to use search wildcards (%). Enter search criteria and execute the query (F8). In this illustration the search was for everything with a Status of S and a Category of N. To perform another query enter a query (F7). Banner Finance Research Accounting 16 v 2.0 September 2011

17 FRIPRST Proposal Status Inquiry Use this form to view proposal status history information. Enter the Proposal number in the Proposal field or use the Search icon to search for the number. Next Block [Ctrl>PgDn] to view the results. To perform another query do a roll back [Shift>F7]. Banner Finance Research Accounting 17 v 2.0 September 2011

18 FRIPSTP Proposal Personnel Inquiry Use this form to monitor proposal activity by personnel ID. Enter the person s C# in the Personnel ID field or use the Search icon to search for the person s name. Next Block [Ctrl>PgDn] to view the results. Banner Finance Research Accounting 18 v 2.0 September 2011

19 FRABUDP Proposal Budget (Viewing Budget Details) Step Action 1 Type FRABUDP in the GO TO field and press enter. The Proposal Budget form displays. 2 If you know the proposal number, simply enter it in the Proposal Code field and Next Block [Ctrl>PgDn]. Skip to step # 5. 3 If you need to search for a proposal, there are two options as demonstrated in steps 3a and 3b. Banner Finance Research Accounting 19 v 2.0 September 2011

20 3a To search using general information about the proposal, place your cursor in the Proposal field and use the F9 key to display the FRIPROP form. NOTE: FRIPROP limits the proposals a user may view based upon Fund/Org Security established for the user. The form opens in query mode. You may enter search criteria in any field you can tab into. It is case sensitive. You will also want to use search wildcards (%). To search for proposals submitted to the Department of Health and Human Services, you might search like this: Execute the query (F8) and the results matching your criteria are returned. In this example, there are three. Double click the proposal that you want to view to return it to FRABUDP. Go to step 4. Banner Finance Research Accounting 20 v 2.0 September 2011

21 3b To search using a proposal/budget code combination, click the Search icon beside the Proposal field and an Option List is displayed. This search is helpful if different budget codes are used. Click the second option (FRIBUDP) and the Proposal Budget Codes Inquiry form is displayed. You can scroll through the list or query the data. Enter a query (F7) to search for your desired criteria in the Description field and/or a budget code in the Budget Code field. This form is not case sensitive. You will also want to use search wildcards (%) to return more results and have a better chance of finding the proposal. Double click the record you wish to view and it is returned to FRABUDP. 4 Your proposal number should be displayed in the Proposal Code field on FRABUDP. Next Block [Ctrl>PgDn] to view details of the budget. Banner Finance Research Accounting 21 v 2.0 September 2011

22 5 The Budget Header tab is displayed. Duration: Number of months between the start and end date of the budget period as calculated by the system. Year: Year of the budget. In this example, this info is for the first year of the budget. Type: A = Approved; W = Working; S = Submitted for approval but not yet approved Fringe: Percentage that will be used to calculate the fringe amount of labor accounts for a proposal budget. Total Requested Amount: Total requested from the agency. From the Options menu select Text Information to view additional text that might have been entered. Banner Finance Research Accounting 22 v 2.0 September 2011

23 6 Next Block [Ctrl>PgDn] to the Budget Detail tab. Budget and Cost Share amounts by account code are displayed. 7 Perform a Roll Back [Shift>F7] to view another proposal budget. Perform a Quit function [Ctrl>Q] to return to the main menu. Banner Finance Research Accounting 23 v 2.0 September 2011

24 FRIBDSP Proposal Budget Distribution Inquiry Use this form to view budget distributions. Enter the Proposal number in the Proposal field or use the Search icon to search for the number. Select the Type of proposal budget and enter the Budget Code. Next Block [Ctrl>PgDn] to view the results. Perform a Roll Back [Shift>F7] to initiate another view. Perform a Quit function [Ctrl>Q] to return to the main menu. Banner Finance Research Accounting 24 v 2.0 September 2011

25 FRIBUDP Proposal Budget Codes Inquiry Use this form to view general information about proposal budgets. The form opens to a displayed list of proposals by sequential number. Enter a query (F7) to search any field you can tab into. Execute the query (F8) to view the results. Perform a Quit function [Ctrl>Q] to return to the main menu. Banner Finance Research Accounting 25 v 2.0 September 2011

26 FRIBUDT Proposal Budget Totals Inquiry Use this form to view general information about proposal budgets. This form enables you to view summarized budget data, account information, cost sharing amounts, and sponsor funded amounts. Enter the Proposal number in the Proposal field or use the Search icon to search for the number and enter the Proposal Budget Code. Select how you want Banner to display the account information and budget totals: Institution: Display in order by account code. Sponsor: Display in order by sponsoring agency code. Title: Display in order by account title. Account Type Level 2: Summarize and display by account type level 2. Account Type Level 1: Summarize and display by account type level 1. (For additional information regarding account types, reference the Banner Finance Chart of Accounts Structure Workbook. ) Next Block [Ctrl>PgDn] to view the results. Perform a Roll Back [Shift>F7] to initiate another view. Perform a Quit function [Ctrl>Q] to return to the main menu. Banner Finance Research Accounting 26 v 2.0 September 2011

27 Grant Codes Overview Grant Codes are the key to facilitating inception-to-date reporting for plant and grant funds. The only way inception-to-date-reporting can occur in Banner is via the use of a grant code. Grant Codes are used to identify a fund or group of funds which are summarized together for reporting on a cumulative basis. Grant Code Grant Funds Plant Funds When Established: Grant awarded by Sponsoring Agency Project/Funding is approved Established by: Sponsored Programs Accounting Office Director Capital Assets & Debt Acct. Structure In many cases, the grant code and the fund code will be the same. This is the case when there is only one fund code associated with the grant code. This typically applies to grant funds but not plant funds. Grant Code Fund Codes 131 Lumina 21 st Century R00207 R Lumina 21 st Century In some cases, there is one grant code to many fund codes. Grant Code Grant Fund example: Fund Codes R Perkins General Perkins FY 2007 RPER07 R Perkins Guidance R Perkins General Plant Fund example: PC Ft Wayne Series L PE Logansport Series L Series L Bonding SERIESL PG Greencastle Series L PZ Greencastle Series L PZ Ft Wayne Series L PZ Logansport Series L Banner Finance Research Accounting 27 v 2.0 September 2011

28 Fund Codes Structure Characteristic Grant Funds Plant Funds Example Fund Code & Title Fund code starts with R P # of digits for data-enterable funds 6 6 Regional identifier in fund code number: Fund type 21 Restricted Grants & Contracts Fund type 90 Institutional R & R Unrestrict. Fund type 91 Unexpended Plant Fund type 92 Renewal & Replacement Fund type 93 Retirement of Indebtness Fund type 95 Unexpended Unrestricted No No Yes - 2 nd digit No Yes - 4 th, 5 th, 6 th digits Yes 2 nd digit R Perkins General P Paint Hallways PF Marion A & E P Replace Roof P Debt Retirement PC SGA Campaign Regional identifier in fund code title (first 3 digits) Yes Yes Grant Fund & Plant Fund FOAPAL Defaults Generally, when entering the FOAP in a blank record* (meaning the fund, org, account, and program fields are blank), enter the grant or plant Fund code first, and the Org and Program will default. The user will then need to enter the Account code. Some Banner Finance forms function slightly different and they are noted below. * It is very important that the fund, org, account, and program fields are blank before entering the FOAP so that the defaults will populate the fields correctly. FPAPURR (Purchase Order Entry Form) This form will likely default the General Fund code as a result of the Organization code being prepopulated from the Requestor/Delivery Information tab. Simply enter the desired Grant or Plant fund code in place of the General Fund code. The Org code and Program code will then default. The Account code must then be entered. FGAJVCM or FGAJVCQ (Journal Voucher Entry Forms) Regional cash receipts for grants: Regions will need to use their regional cash receipt rule code to default the correct bank code. Use fund code R99999 (Payment holding fund) for all grant receipts received at the region. The Org Code will not default and needs to be region specific. It is requested that the Finance Office Org code be used. The program code will default. The account code should be L083 for Grant cash receipts. Banner Finance Research Accounting 28 v 2.0 September 2011

29 Grant Code Search FRIGRNT Grant Code Inquiry form Use FRIGRNT to search for a grant code if you are not sure of the title of the grant. This form offers multiple query options to aid your search. Step Action 1 Type FRIGRNT in the GO TO field and press enter. The Grant Code Inquiry form opens in query mode. Any of the fields shown may be searched individually or in combination. Wildcards (% _ ) should be used to return more search results. 2 Use the 2 nd field of the Grant record to search the title of the grant. To search for a grant(s) specific to your region, search using the 3-digit numeric identifier for your site/region. For example: 131 for Ft. Wayne, 191 for Richmond, etc. Reference the Banner Finance Chart of Accounts Structure Workbook for additional information regarding chart structure. Using key words you think are likely to be in the title, type your search criteria in the field and execute your query (F8). This field is not case sensitive. Below is an example of a search for grants with Nurse or Nursing in the title. 3 Use the 2 nd and 3 rd fields of the Principal Investigator ID record to search for the last and/or first names respectively of the Principal Investigator. These fields are case sensitive. Below is an example of a search for grants with a PI whose first name is Valerie, but last name is unknown. Banner Finance Research Accounting 29 v 2.0 September 2011

30 4 Use the 2 nd field of the Agency record to search the sponsoring agency of the grant. This field is case sensitive. Below is an example of a search for a grant that was sponsored by the Department of Health and Human Services. 5 Current Amount field is the amount currently funded for the grant. This field is informational only and is not updated via transactions posted into Banner. It is updated by the Sponsored Programs Accounting Office. Below is an example of a search for grants with a current funded amount of $100, Cumulative Amount field is the amount received from the sponsoring agency to date. This field is informational only and is not updated via transactions posted into Banner. It is updated by the Sponsored Programs Accounting Office. Below is an example of a search for grants with a cumulative receipt amount between $90, and $99, Note the use of the _ (underscore) wildcard. This wildcard is used once for each digit between the decimal point and the first digit. So, in this example, the _ was entered 4 times. Banner Finance Research Accounting 30 v 2.0 September 2011

31 7 Maximum Amount field is the amount that has been committed by the sponsoring agency. This field is informational only and is not updated via transactions posted into Banner. It is updated by the Sponsored Programs Accounting Office. Below is an example of a search for grants with a maximum amount between $300, and $399, Note the use of the _ (underscore) wildcard. This wildcard is used once for each digit between the decimal point and the first digit. So, in this example, the _ was entered 5 times. 8 Status field reflects the current status of the grant and can be queried to find grants with a status of Active (A), Closed (C), or Inactive (I). The 1st field of the Status record can be queried by entering an A, C, or I. Following is an example of a search for all closed grants. 9 Status Date reflects the date the Status was last updated. Following is an example of a search for a grant for which you believed the status should ve changed sometime in June Project Start Date is the date the grant activity should start. Following is an example of a search for a grant you believe should ve started sometime in November Banner Finance Research Accounting 31 v 2.0 September 2011

32 11 Project End Date is the date the grant will end. Following is an example of a search for a grant you believe should end sometime in December Sponsor ID is a grant identification code assigned by the sponsoring agency. Wildcards will be helpful in this field especially if you aren t sure exactly how the number was entered or if special characters were used. 13 Responsible Organization is the administrative department responsible for the grant. The 1 st field represents the Chart and is always C for Ivy Tech. The 2nd field is the Org code number and the 3 rd field is the Org code Title. Use either the 2 nd or 3 rd fields to search for the department. Following is an example of a search for a grant where the Vice Chancellor Academic Affairs Office in the Ft. Wayne region is responsible for the grant. 14 Once you have entered all the desired search criteria, execute the query (F8) to return the results. Scroll through the results to find the grant you are looking for. If it is not listed, enter another query (F7) and enter different search criteria. Execute the query (F8). If you cannot find the grant you are looking for, contact the Sponsored Programs Accounting Office of the Office of the President to determine if the grant has been awarded and obtain the grant code. 15 Perform a Quit function [Ctrl>Q] to return to the main menu. Banner Finance Research Accounting 32 v 2.0 September 2011

33 FRIKGNT Grant Title Search form Use FRIKGNT to search just the title of the grant. Step Action 1 Type FRIKGNT in the GO TO field and press enter. The Grant Title Search form opens in query mode. Wildcards (% _ ) should be used to return more search results. To search for a grant(s) specific to your region, search using the 3-digit numeric identifier for your site/region. For example: 131 for Ft. Wayne, 191 for Richmond, etc. Reference the Banner Finance Chart of Accounts Structure Workbook for additional information regarding chart structure. Using key words you think are likely to be in the title, type your search criteria in the Search Value field. This field is not case sensitive. Next Block [Ctrl>PgDn]. Below is an example of a search for grants in the Kokomo region associated with Robotics. Results: 2 To view additional details of the grant, place your cursor in the record you wish to view and use the (F4) key or select Grant Information FRAGRNT from the Options menu. Banner Finance Research Accounting 33 v 2.0 September 2011

34 FTVFUND Fund Code Validation form Use this form to find the fund codes associated with a specific grant code or vice versa. This form is query mode only. Step Action 1 Type FTVFUND in the GO TO field and press enter. The Fund Code Validation form displays with a list of Fund Codes in alphabetical order. Banner Finance Research Accounting 34 v 2.0 September 2011

35 2 Using the scroll bar at the bottom of the form, you may scroll over to view the Grant Code and Title fields. 3 In this example, we will search for all fund codes associated with a grant code. Enter a query (F7). TAB over to the Grant Code field and enter the grant code (RLBIOT). Execute the query (F8). The results are displayed. (If you needed to find the grant code and knew the fund code, you could search on the fund code.) 4 You will notice this grant code has several fund codes associated with it. If necessary, use the scroll bar on the right to view them all. Banner Finance Research Accounting 35 v 2.0 September 2011

36 5 You will also notice some fund codes have more than one record displayed here. A record is displayed here for each update and effective date change on FTMFUND. Changes to FTMFUND are only made by the Sponsored Programs Accounting Office. Using the scroll bar at the bottom of the form, scroll over to view the effective dates for each record. 6 To perform another search, enter a query (F7) and enter your search criteria. Execute the query (F8). To return to the main menu, perform a Quit function [Ctrl>Q]. Banner Finance Research Accounting 36 v 2.0 September 2011

37 Grant Details FRAGRNT Grant Maintenance form Use the Grant Maintenance form to view details about the grant. This form is updated by the Sponsored Programs Accounting Office. Step Action 1 Type FRAGRNT in the GO TO field and press enter. The Grant Maintenance form displays in view mode. This form is controlled by Fund/Org security established for the user. The user must have at least view access for the Responsible Organization established on the grant to be able to view the grant information. 2 If you know the grant code number, simply enter it in the Grant field. To search for the grant code click the Search icon beside the Grant field and an Option List is displayed. You may select either FRIGRNT or FRIKGNT to search for the grant code. Use the instructions above to facilitate your search. Next Block [Ctrl>PgDn]. Banner Finance Research Accounting 37 v 2.0 September 2011

38 3 The Main tab is displayed. If the Grant Text Exists field is checked, additional text may be viewed by selecting Text Information from the Options Menu. Responsible Organization is the department responsible for the grant. Requires Effort Certification If checked, effort associated with this grant must be certified. Project Start Date is the date the grant activity should start. Project End Date is the date the grant will end. Proposal field would be populated if a proposal code had been created for this grant. Termination Date: Is the date on which no further transactions are permitted on the grant. Expenditure End Date: The last date expenditures may post to the grant. This date may be later than the termination date. Status descriptions are as follows: A = Active C = Closed I = Inactive If the Pass Through Indicator field is checked, the pass through information may be viewed by selecting Pass Through Agency Distribution from the Options Menu. Banner Finance Status Research Date reflects Accounting the date the Status was 38 last updated. v 2.0 September 2011 Current Amount field is the amount currently funded for the grant. This field is informational only and is not updated via transactions posted into Banner.

39 4 Next Block [Ctrl>PgDn] and the Grant Agency tab is displayed. Agency: The organization that sponsored the grant. Contact: Agency contact for the grant. Predecessor: Organization or Department that the agency is part of or reports to. Address: As supplied by the agency and input by the Sponsored Programs Accounting Office As supplied by the agency and input by the Sponsored Programs Accounting Office Phone: As supplied by the agency and input by the Sponsored Programs Accounting Office 5 Next Block [Ctrl>PgDn] and the Location tab is displayed. This tab is not used by Ivy Tech. Banner Finance Research Accounting 39 v 2.0 September 2011

40 6 Next Block [Ctrl>PgDn] and the Cost Code tab is displayed. This form indicates the indirect cost rate & basis and cost share rate & basis, if applicable. 7 Next Block [Ctrl>PgDn] and the Personnel tab is displayed. This tab displays the college personnel who have been associated with the grant. Banner Finance Research Accounting 40 v 2.0 September 2011

41 8 Next Block [Ctrl>PgDn] and the Billing tab is displayed. PMS (Payment Management System) Code: User defined code that enables you to link together multiple grants from the same sponsoring agency that have the same reimbursement requirements. Billing Exclusion Code: User defined code representing a list of account codes to be excluded from billing. Budget Limit Indicator: Compares budget to the billing amount. Total Budget: Compares total expenses to the maximum billing amount. Line Item Budget: Compares line item expenses to the line item budget. No Budget Action Required: No comparison to budget. Payment Fund Code: Fund to which grant payments are posted when entered on FRAAREV. If the grant is associated with a PMS code, this value comes from the Letter of Credit field on FRVPMSC and can t be changed. Undistributed Cash Receipt Account: Account to which grant payments are posted when entered on FRAAREV. Refund Clearing Account: Account used to process refunds to the agency. Billing Address Type: Represent the billing address type of the sponsoring agency. Sequence Number: Sequence number of an address for agencies with multiple addresses. Last Invoice Number: Unique number identifying the most recent invoice for this grant generated by the Research Accounting Billing Process. Banner Finance Research Accounting 41 v 2.0 September Billing Format Extension: Code that defines the 1034 continuation form. Bill if Budget Line Exceeded: Indicates whether to generate a bill if the line item expense

42 9 Next Block [Ctrl>PgDn] and the User Defined Data tab is displayed. This tab is not used by Ivy Tech at this time. 10 Next Block [Ctrl>PgDn] and the Effort Reporting tab is displayed. This tab is not used by Ivy Tech at this time. 11 To view another grant, perform a roll back [Shift>F7] and enter another grant code. To return to the main menu, perform a Quit function [Ctrl>Q]. Banner Finance Research Accounting 42 v 2.0 September 2011

43 Grant Activity Discovery FRRGRNT Deferred Grant Process During each month-end close (approximately 3 business days after the end of a month) the Finance System Administrator runs the Deferred Grant Process for the month. For identification purposes the document numbers generated from this process begin with G. This process generates three basic types of transactions related to grants: Accrue Revenue Most of Ivy Tech s grant funds accrue revenues equal to expenses. For example if you have expenses of $100 in a given month, the deferred grant process will generate a $100 credit to the appropriate revenue account code. The revenue account codes are established by SPA at the inception of a grant in Banner. Revenue in a grant is not equal to the cash you have received. Accrue Receivable This accrual is essentially the offset of the accrued revenue noted above. The deferred grant process posts a debit to an unbilled receivable account in an amount equal to the revenue posted above. When remittances are received as a result of billing the sponsoring agency, cash is debited and the unbilled accounts receivable is credited. In this example the Expense Control (year-to-date expense) is greater than the Revenue Control (year-to-date revenue) by an amount equal to the expenditures for the current month. When the deferred grant process is run for the month, these will equal each other. When the deferred grant process is run for the month, it will also post the offsetting entry to the AR Unbilled Charges account and a debit balance will appear. Indirect Costs Accounts which are set-up by SPA to recover indirect costs are also affected by the deferred grant process. During the month-end process, these grants post an expense (Debit) to the grant which is to incur the indirect expense and post an equal credit to the FOaP(s) which are to receive the revenue. The rules for each grant vary, but a typical example might be 5% of total Salaries charged during this month to Grant XXX will be charged as indirect costs. Two reports are generated as a result of each Deferred Grant Process and they are viewable in the Finance eprint Repository. One report is in detail (references the expense transaction that initiated the above entries) and the other is summary information by grant. Both reports are titled FRRGRNT. Banner Finance Research Accounting 43 v 2.0 September 2011

44 FRIGITD Grant Inception to Date form Use this form to view budget, revenue & expense, and encumbrance activity since the inception of the grant to the present. This form is unique in that it is the only form in INB Banner that displays inception to date activity instead of fiscal year activity. Step Action 1 Type FRIGITD in the GO TO field and press enter. The Grant Inception to Date form displays. 2 Grant Code: To view all funds activity for a grant enter the grant code or click the search icon to display the two options (FRIGRNT or FRIKGNT) to search for the grant code. For instructions on how to use these forms reference the Grant Code Search section of this workbook. To view only a specific fund for a grant, TAB to the Fund field and enter the fund code. The Grant, Org, and Program fields will default from the fund. In some cases, the Org may have changed during the life of the grant. For this reason it is recommended to leave the Org field blank to ensure you are viewing all activity. It is also recommended to leave the Program field blank because an incorrect program code could ve been used on a transaction. If an incorrect program code is identified, it should be corrected. 3 Grant Year: To view a single year of data, enter the grant year (last two digits of calendar year); otherwise leave blank to view inception to date activity. Banner Finance Research Accounting 44 v 2.0 September 2011

45 4 Fund Summary checkbox: If you entered just the grant code because you want to view activity for all funds associated with the grant, you may view the activity summarized by fund by checking this box. Example Fund Summary: The record highlighted in the top block will correlate to the activity detailed in the bottom block. 5 Hierarchy checkbox: Not relevant to Ivy Tech. Leave unchecked. 6 By Sponsor Account: If there is an established correlation between Ivy Tech s accounts and a sponsor s prescribed accounts, checking this box will allow the user to view activity by the sponsor s account codes. 7 Include Revenue Accounts checkbox: Check to include revenue accounts in the activity. Banner Finance Research Accounting 45 v 2.0 September 2011

46 8 Account Type: If you wish to view activity for a specific account type, select the type by clicking the search icon. For additional information regarding account types, reference the Banner Finance Chart of Accounts Structure Workbook. Example Capital Expenses Account Type: 9 Account: If you wish to view activity for a specific account enter the account number in this field. If left blank, all accounts with activity will be displayed. Banner Finance Research Accounting 46 v 2.0 September 2011

47 10 Account Summary: To view activity summarized by account type level 1 or level 2 select the appropriate option. Level 2 account type is more detailed than Level 1. Example Level 1: Example Level 2: 11 Date From (MM/YY) & Date To (MM/YY): To view a single fiscal year or multiple fiscal years, enter the desired dates. Leave blank to view activity from the inception of the grant to the present; which is the recommended viewing method. Banner Finance Research Accounting 47 v 2.0 September 2011

48 12 Once you ve selected all your viewing options in the top block perform a Next Block [Ctrl>PgDn] to view the results. To display accurate Net Total fields you will need to scroll to the bottom of the account codes. You may use the scroll bar on the right or the Page Down key. 13 To view detail for a balance use the Up/Down arrow keys to move between the rows. Then use the TAB key to move to the desired column. With your cursor in the desired field, use the (F4) key to drill down to the detail. Form FRIGTRD will be displayed. 14 To drill down farther on a transaction, highlight it then use the (F3) key. 15 To return to your FRIGITD query, perform a Quit function [Ctrl>Q] until you reach FRIGITD again. 16 To perform another query on FRIGITD, perform a roll back [Shift>F7]. To return to the main menu, perform a Quit function [Ctrl>Q]. Banner Finance Research Accounting 48 v 2.0 September 2011

49 FGITBAL General Ledger Trial Balance form Use this form to view asset (including cash balances), liability, and fund balances for a fund. Reference the Banner Finance General Accounting Workbook for additional information. Step Action 1 Type FGITBAL in the GO TO field and press enter. The General Ledger Trial Balance form displays. 2 Enter the desired year in the Fiscal Year field. Because General Ledger balances roll forward each year, entering the current fiscal year of the college will return balances and activity up to the moment of the query. 3 Fund: Enter a data-enterable fund code. 4 Account Type: If you wish to view activity for a specific account type, select the type by clicking the search icon. For additional information regarding account types, reference the Banner Finance Chart of Accounts Structure Workbook. 5 Account: If you wish to view activity for a specific account enter the account number in this field. If left blank, all accounts with activity will be displayed. Banner Finance Research Accounting 49 v 2.0 September 2011

50 6 Once you ve entered the desired criteria in the top block perform a Next Block [Ctrl>PgDn] to view the results. 7 The Beginning Balance in any account is the balance that rolled over from the end of the last fiscal year. The Current Balance is the balance of all posted transactions at the moment of the query. The cash balance is in Account A021 Claim on Cash. The Debit/Credit indicator shows whether it is a positive (debit) or negative (credit) balance. Most of our grants are on a reimbursement basis and the cash deficit should be equal to the expenses which haven t been billed (which could be found on FRIGITD). Monthly these will accrue to the A052D acct code as an unbilled receivable. Banner Finance Research Accounting 50 v 2.0 September 2011

51 8 To view transaction detail for an account, position your cursor in the desired row of the account and press the (F3) key to display the detail. Form FGIGLAC displays. In the above example the detail for the AR Unbilled Charges account is displayed. The increase to the receivable can be noted by the G document numbers (deferred grant process). The cash receipts (credits) may be identifed by the journal entries to reclass the receipts out of the grant payment holding fund. 9 To drill down farther on a transaction, highlight it then use the (F3) key. 10 To return to your FGITBAL query, perform a Quit function [Ctrl>Q] until you reach FGITBAL again. 11 To perform another query on FGITBAL, perform a roll back [Shift>F7]. 12 To return to the main menu, perform a Quit function [Ctrl>Q]. Banner Finance Research Accounting 51 v 2.0 September 2011

52 FRRGITD Grant Inception to Date Report This report may be found in the finance eprint Repository. It reports revenues and expenses on Inception to date funds. The report is generated after every month end close. It is also usually generated daily during the year end close process (June and July) Reference the finance eprint workbook for instructions on viewing eprint reports. Banner Finance Research Accounting 52 v 2.0 September 2011

53 Grant Activity Corrections Correcting Documents At Ivy Tech Community College, Correcting Documents are defined as Journal Entries and Payroll Redistributions. These documents are processed when an entry has posted incorrectly, whether it is on the wrong grant or the grant is out of money and needs to be covered with operational funds. When working with Grants in particular these concepts cause an elevated level of concern. Ivy Tech needs to be able to demonstrate that we have systems in place which accurately and efficiently charge direct costs to sponsored projects. Correcting documents are a primary focus of concern when agencies conduct audits. The more transactions are shifted onto or from sponsored project accounts after the initial entries raises the level of an agencies concern. Frequent, late, unexplained or poorly explained cost-transfers or corrections raise serious questions about the appropriateness of those adjustments as well as focus on the overall reliability of the College s accounting systems and internal controls. These speculations are only heightened when the grant in question is in overdraft or has a remaining balance. Original Grant documentation should contain the evidence of allowability, allocability, reasonableness, and consistency which are mandated in OMB Circular A-21. Therefore, it becomes challenging to say, yes, it was correct, but now it is not. Mistakes happen, but if they happen often, it raises scrutiny: High Scrutiny Moving charges from one-grant to another Entry is being done more than 30 days after original entry Grant being credited is over-drafted (charge to another grant) Payroll Redistribution <5% - are we just trying to spend it out Payroll Redistribution >30 days after occurrence Low Scrutiny P-Card Reconciliation Credit to Grant Being moved within the same grant, maybe to another fund Account Codes, Org Codes or Program Codes being Changed All correcting documents should contain an explanation of what happened and why the change is appropriate. An auditor should be able to pick up the document in 5 years and be able to easily understand what is being changed and why. A template for the description is included here for your reference. The written justification should include: Original Transaction Information (Doc #, Date, Entry Type) Explanation for how and why error occurred Explanation of proper project allocability (project director certification) Justification for late correction (if necessary) Banner Finance Research Accounting 53 v 2.0 September 2011

54 Cost Transfers on Sponsored Projects Taken directly from FMM Section L This guideline is being issued to ensure the integrity of the College s charging practices for sponsored program accounts after it had been charged elsewhere in the College s accounting system and to ensure compliance with sponsor terms and conditions, regulations and college policies. When cost transfers to move expenses involve sponsored project accounts, it is critical that the transfer meet the requirements for allowability, allocability, reasonableness, and consistency that are addressed in this financial management manual in line with OMB A-21. It is noted that all sponsors could view frequent and/or late cost transfers and those which are inadequately documented or poorly explained as indicative of poor fiscal or project monitoring. Diligent review of financial records and timely communication between EDF/EDA, PD s, and SPA should prevent the necessity of transfers; however, under certain circumstances they may be appropriate. The college is committed to ensuring that all cost-transfers are legitimate and conducted in accordance with sponsor terms and conditions, regulations and college policy. Any transfers MUST be supported by documentation which contains a full explanation of the error, why it occurred and evidence of the appropriateness of the expense/entry to the account being impacted. Cost Transfers should not be viewed or utilized as a tool to manage awards they are a means for correction. Journal entries for reconciliation of credit card expenses and allocation of photocopying and postage charges are not recognized as cost-transfers (NOTE: photocopying and postage are typically F&A/IDC and if charged to grants require an Unlike Circumstances Form). Cost Transfers should be prepared as soon as the need is identified. If the College is aware of an inappropriate charge on a sponsored account, it should be removed expeditiously. Charges in excess of 90 days cannot be moved to a grant without justification for the tardiness of the entry. PD s and EDF/EDA s share a dual responsibility for quick and accurate preparation and documentation for cost-transfers. Banner Finance Research Accounting 54 v 2.0 September 2011