New Fund Request System The New Fund Request System allows departments to submit requests for new fund codes to be set up, reviewed and approved in an online format. After review and approval the system will update Banner with the new funding information. Departmental approval, functional review and final approvals are managed through the Approval Tracking System in a manner similar to the Employee Onetime Payment System approvals. The New Fund System can be accessed from the WebRaider Portal, HSC El Paso Finance tab, under Accounting. The New Fund System allows a departmental user to do the following: Start a New Fund Request Review the Status of a New Fund Request Resume completion of a New Fund Request Review the History of a Request TTUHSC El Paso Finance Systems Management [1]
New Fund Set Up Process To begin a new fund request, click on Start New Fund Request in the menu on the left side of the webpage. Notice that the system auto populates information about you and your department. This information is based on information from Banner HR data therefore you can only submit New Fund Requests for the Level 5 Orgn code associated to your Home Department Orgn. The New Fund Request System is shared by TTUHSC El Paso (Chart E), TTUHSC (Chart H), TTU (Chart T) and TTUS (Chart S) so you must select the proper entity in order for Banner to identify the proper Chart of Account values. Select E. TTUHSC El Paso Finance Systems Management [2]
TTUHSC El Paso Finance Systems Management [3]
TTUHSC El Paso Finance Systems Management [4]
Fund Class Definitions The determining factor in the new fund request system for the flow of form completion and routing for approvals is the selection of the proper fund class. Selection of the fund class from the drop down list on the Start a New Fund Request page requires some general knowledge about fund classes. The fund class identifies where the primary funding source of revenue is coming from and it identifies if the funding is unrestricted or restricted. Below is a list of the Banner Fund Classes and basic information about each class that will help you in determining the proper class to select: 10 Educational and General o State Appropriated Funds General revenue appropriations provided by the Legislature to support general education operations Tuition 10Z Coordinating Board o Projects or grants as approved by The Texas Higher Education Coordinating Board, i.e Advanced Research Programs (ARPs), funded through appropriations in the state Treasury. 11Z HEAF o Capital expenditures for land, construction, major repair and rehabilitation of buildings, capital equipment, and library materials o Appropriations provided by the legislature 12 Permanent Health Funds o Programs funded from Permanent Health Funds (Tobacco funds) that benefit medical research, health education, or treatment programs 12Z Permanent Health Funds Seed Grants o Seed grants funded from Permanent Health Funds 13 Medical Practice Income Plan MPIP o Revenue and expenditures related to patient care or other activities of the practice plan 14 Self Insurance Administrative Funds o Office of General Counsel administrative and general reserve funds 14Z Self Insurance Legal/Liability Rsrv o Professional Liability Reserve Funds Legal reserve funds Liability reserve funds TTUHSC El Paso Finance Systems Management [5]
15 Nursing Income Plan NIP o Revenues and expenditures related to patient care or other activities of the practice plan 16 Allied Health Income Plan AHIP o Revenues and expenditures related to patient care or other activities of the practice plan 17 Pharmacy Income Plan PIP o Revenue and expenditures related to patient care or other activities of the practice plan 18 General Designated o Resources internally allocated by the governing board or management Student fee funds Facility and Administrative (Indirect Cost) recovery from sponsored program funds. 18Z General Designated Seed Grants o Seed grants from unrestricted funds 19 Service Departments o Ongoing operations that sell products and provide specific services to other TTUHSC departments Lab services 20 Non-Federal Scholarships o Scholarships funded from gifts from external sources (including endowment earnings) or internally designated funds o Use is restricted to scholarship expense 20Z Federal Scholarships o Pell o SEOG 21Z Federal Govt Grants/Contracts o Includes direct program grants and Federal funds passed to TTUHSC El Paso from other agencies o Use is restricted to conditions agreed upon in the grant/contract 22 Texas Dept of Criminal Justice TDCJ o TDCJ Contracts TTUHSC El Paso Finance Systems Management [6]
22Z State Govt Grants/Contracts o Grants or contracts from other State of Texas entities, including state funds passed to TTUHSC from other agencies o Use is restricted to conditions agreed upon in the grant/contract 23 Local Govt Gifts/Earnings Funds o Gifts or endowment earnings from local government agencies o Use is restricted to conditions agreed upon in donor correspondence 23Z Local Govt Grants/Contracts o Grants or contracts with local government agencies o Use is restricted to conditions agreed upon in the grant/contract 24 Private Gifts/Earnings Funds o Gifts from private agencies, foundations or individuals Non-scholarship earnings from endowments Use is restricted to conditions agreed upon in donor correspondence 24Z Private Grants/Contracts o Grants or contracts with private entities o Use is restricted to conditions agreed upon in the grant/contract 30 Auxiliary Enterprises o Entity that exists predominantly to furnish goods and services to students, faculty or staff outside the research and education functions Charges a fee directly related to the cost of goods and services Traffic and Parking Bookstore 40 Federal Loans o Federally Funded Loans Funds available for loans to students 41 Institutional Loans o Non-Federal Loans Funds available for loans to students Funding provided from internal sources or from private donations 50 Funds Functioning as Endowments o Internal resources that TTUHSC El Paso, rather than a donor, has determined are to be retained and managed like an endowment and are approved by the Board of Regents Principal and income may be utilized at the discretion of TTUHSC El Paso Expenditures may be restricted or unrestricted TTUHSC El Paso Finance Systems Management [7]
60 Permanent Endowments o External resources that a donor has determined are to be maintained in perpetuity Corpus must remain intact Earnings from endowment corpus can be expended or reinvested with the original gift as stipulated by the donor 80 Student and Other Agency Funds o Resources held on behalf of external parties Used to report resources held by TTUHSC El Paso in a purely custodial capacity 85 TTFI Endowments o External resources gifted to TTFI that a donor has determined are to be maintained in perpetuity Corpus must remain intact Earnings from endowment corpus can be expended or reinvested with the original gift as stipulated by the donor 9EZ Unexpended Plant Perm Hlth Funds o Used to record expenditures for a project until completion o Funded from Permanent Health Funds (Tobacco funds) 9FZ Unexpended Plant - HEAF o Used to record expenditures for a project until completion o Funded from HEAF funds 9GZ Unexpended Plant Tuition Rev Bnds o Used to record expenditures for a project until completion o Funded from Tuition Revenue Bond proceeds 9HZ Unexpended Plant Local Funds o Used to record expenditures for a project until completion o Funded from internal local funds such as MPIP funds or restricted funds If you cannot determine the correct fund class to select, please contact Accounting Services at accountingelp@ttuhsc.edu. TTUHSC El Paso Finance Systems Management [8]
HSC Main Fund Form The HSC Main Fund Form is similar to the previous paper New / Update Fund Request form that was manually completed, signed and sent to HSC El Paso Accounting Services. Based on questions answered on the main form, the request will be routed to other forms for completion before routed for approvals. Tips: The Fund Name and Fund Name, Abbreviated fields are alpha-numeric and must not contain any special characters except / and - Use drop down boxes to select from a list of allowable values To search for an R number for a Fund Manager, click on the Search button, enter the persons last name, and Select. TTUHSC El Paso Finance Systems Management [9]
Documents required with all new fund requests, i.e. award notices, email correspondence, etc., must be attached to the system in the Attach Forms section. When you have completed the form, click the Next button. If you have provided invalid values or not provided required information, you will receive error messages in the Notification Center at the top of the page. TTUHSC El Paso Finance Systems Management [10]
Please provide the information in the fields indicated in the Notification Center and then click Next at the bottom of the form to proceed to the next form. Additional Forms and Areas of Approval Based on selection of Fund Class from the initial New Fund Request page your request may be routed to additional forms to gather information related to the following areas: Scholarships Research o Definitions (as defined by the NSF Research Survey): Applied research is conducted to gain the knowledge or understanding to meet a specific, recognized need. Basic research is undertaken primarily to acquire new knowledge without any particular application or use in mind. Development is the systematic use of the knowledge or understanding gained from research directed toward the production of useful materials, devices, systems, or methods, including the design and development of prototypes and processes. Foundation/Endowments o Recommended Reading: OP 02.08 Operation and Maintenance of Endowment Funds This OP will provide guidance in picking the correct level, type, and owner of an endowment Grants o ARRA: stands for the American Recovery and Reinvestment Act of 2009 and is related only to federal funds. o Sponsored Project: if effort certification is required on the grant, this should be marked Yes. Service Departments o Recommended Reading: OP 50.17 Establishment and Operation of Service Departments After completion of all additional forms, click the Next button at the bottom left of the form. When the final form is completed, you will need to click the Submit button to begin the routing and approval process. The request will first be routed to your Orgn Manager for approval through the Approval Tracking System (ATS). An email will go to the Orgn Manager from the ATS notifying them that a New Fund Request is waiting for their approval. A link to the ATS system will be provided in the email. TTUHSC El Paso Finance Systems Management [11]
Approval Tracking System (ATS) A new fund request is routed through the Approval Tracking System based on the Orgn code entered in the request and the selection of Fund Class from the initial New Fund Request page. The Approval Tracking System can be accessed from the WebRaider portal, HSC EL Paso Finance tab, under Business Affairs or directly at: https://banapps.texastech.edu/itis/is_approvaltrackingsystem/default.aspx. To view New Fund Request, click on the Approval Review link in the menu on the left side of the screen. If you have documents to approve they will be listed under the Green and Red Columns. New Fund Requests will have a Document ID that begins with an NF. You can review the request by clicking on the Details link. After reviewing the request, you must choose either the Approve or Reject button and then click on the Process Selected Documents button. If the Reject button is selected, a rejection code and comments must be entered before processing the rejection. TTUHSC El Paso Finance Systems Management [12]
By selecting the Document Maintenance and Review link from the menu on the left side of the page you can also: Assign Documents to others for review View Processing Status View Document History After all approvals have been applied and the request has been sent to Banner, the original submitter and all the request s approval chain members will receive a confirmation email. TTUHSC El Paso Finance Systems Management [13]
Tracking Requests in the New Fund System After a request for a new fund has been submitted and sent to the ATS, the requestor can track the progress of the request through the approval process in the New Fund System. Click on New Fund Request Status and then click on the Status button to the right of the requisition you want to track. An Approval Status box will appear at the bottom of the screen. This screen will show the approval groups required for the request, the approved date for each group, and the ID for the person who approved the request. The name of the group and the name of the person approving the request can be accessed by hovering over the Group code or the Approver ID code. A value of Pending in the Status column indicates the current step of the approval process. When a request has made it through all approval groups and is loaded to Banner, the request will no longer be accessible through the New Fund Request Status screen, but can be accessed for further review by clicking on View Request History. TTUHSC El Paso Finance Systems Management [14]
Assign Additional Approver An Orgn Manager can assign Alternate Approvers for new fund request through the TEAM application. The TEAM application can be accessed from the WebRaider portal, HSC El Paso Finance tab, under Business Affairs. Select Access Request from the menu on the left side of the TEAM home page. Click Access Request Select Financial Alternates Assignment under the Select Application section. Click Financial Alternates Assignment to begin alternate assignment process TTUHSC El Paso Finance Systems Management [15]
Enter the eraiderid of the person that you wish to add as an alternate approver. If you do not know their eraiderid, click on Search for eraiderid, enter at least the last name of the person and then click the Search button. Click on the Select button beside the person s name that you wish to add as an alternate approver. Enter eraiderid and click Next After the correct eraiderid is populated in the eraiderid field, click the Next button. Highlight appropriate Orgn Code Select single arrow to move Orgn Code to F/O Selected TTUHSC El Paso Finance Systems Management [16]
A list of Banner Orgn codes will display in the box on the left side of the screen. Highlight the orgn code from the list in the space on the left side of the screen that you wish to assign to the alternate and click on the single arrow button that points to the space to the right. If there is a list of several orgn codes, you can click the double arrow button that points to the right and all available orgn codes will be added to the space on the right. After the orgn codes have been selected, click on the Submit button in the lower left side of the screen. Click Submit When the request to add an alternate approver is complete, you will get a message that displays the name of the person granted the alternate approver role and the associated Banner Orgn codes. TTUHSC El Paso Finance Systems Management [17]
When the request has been sent to Banner, the original submitter and all the request s approval chain members will receive a confirmation email. If you have additional questions, please contact Accounting Services at accountingelp@ttuhsc.edu. TTUHSC El Paso Finance Systems Management [18]