Presentation on theme: "Grants Banner Refresher"— Presentation transcript:
1Grants Banner Refresher November 14, 2013By: Tracy Morkunas, CPAController’s Office
2Refresher Topics Banner Basics - (3) Frequently Used Banner Buttons - (4)Primary Grant Review Screens - (6)Grant Inception to Date (FRIGITD) - (7)Grant [CCRI] Year to Date (FGIBDST) - (10)Open Encumbrances (FGIBDST/FGIOENC) -(12)Expense Detail (FRIGITD/FGIBDST/FAIINVE) (16)Personnel Detail (NHIDIST) - (20)Exporting Data into Excel - (26)Requesting a Budget Modification - (27)Completing Mid-Yr Budget Projection - (29)
3Type Code here (FGIBDST) The dark line separates the “Blocks” Banner BasicsHow to go to a Banner screen (i.e. FGIBDST)“Blocks”Type Code here (FGIBDST)Block #1The dark line separates the “Blocks”Block #2
4Frequently Used Banner Buttons Rollback – bring user back to the 1st BlockPrevious Block – bring user back one BlockNext Block – bring user to the next BlockEnter Query – lets user look for specific infoExecute Query – click after entered your query parametersCancel Query – cancel queryPrint Screen – caution: might only print 1 Block
5Frequently Used Banner Buttons If you don’t like using the buttons, you can go through the drop down menus at the topFor example, if you need to perform a Next Block, go up to the drop down for “Block” and select Next
6Primary Grant Review Screens Grant Inception to Date Budget & ExpensesFRIGITD – shows you a summary of all activity that has ever hit your grantGrant Year to Date Budget & ExpensesFGIBDST – shows a summary of all activity during the current (CCRI) fiscal yearPersonnel Paid on your GrantNHIDIST – shows the people, amounts of wages & benefits paid on the grant for a specified timeframe
7Grant Inception to Date - FRIGITD Use this screen if your grant is multi-year or covers multiple CCRI Fiscal Years(Can take a long time to load)
8Grant Inception to Date - FRIGITD 2Enter Grant’s Fund# in the Fund field, then tab/click into another fieldi.e. 22E012 or 25S0011Enter C3Click Next Block4Wait for data to show. Can take a while!
9Grant Inception to Date - FRIGITD Once data populates, scroll to bottom for full Net Total
10Grant (CCRI) Year to Date - FGIBDST Use this screen to view your grant’s activity for one (CCRI) fiscal year at a time (July 1 – June 30)14Enter CEnter Fund# in the Fund field, then tab/click into another fieldi.e. 25S0012Enter 2 digit Yri.e. 143UNclick Incl. Rev.5Click Next Block (top)
11Grant (CCRI) Year to Date - FGIBDST Data populates quickly via this screen.No need to scroll down for full totals.
12Open Encumbrances (Commitments) If you want to view a summary of the grant’s outstanding Commitments, it would include all open Purchase Orders or Requisitions(depending upon what stage they are in)Can view outstanding Commitments in 2 ways:From: FGIBDSTOr From: FGIOENC
13Open Encumbrances (Commitments) To view from FGIBDST, populate the grant’s data (slide 11) then Go to Options, then…Select:Organization Encumbrance [FGIOENC]
14Open Encumbrances (Commitments) This will display the list of PO’s & Requisitions on the grant w/ the VendorsMust look up the account description
15Open Encumbrances (Commitments) Can go directly to the FGIOENC screen13Enter CEnter Grant’s Fund #22-digit FY4Click Next Block
16Viewing Expense Detail Can view the individual expenses (invoices) from either FRIGITD or FGIBDSTClick within the YTD Activity column for the line you want the detail on – Go up to Options, select:FGIBDST: Transaction Detail Info.FRIGITD: Grant Detail Info.
17Viewing Expense Detail To view the invoice detail (what did I buy?), have cursor in the Account field of the line, go to Options, then select Query Document [By Type]
18Viewing Expense Detail This will bring you to the Invoice Query Screen FAIINVE. Click Next Block (usually twice), until you see the Commodity Detail If you know the invoice # you want to look up, you can go directly to FAIINVE to view it.
20Personnel Detail - NHIDIST Shows the people paid, wages & benefitsThe dates are based upon DATE PAIDHR Payroll schedules at:
21Personnel Detail - NHIDIST Various ways to use this screenIf you know the Feed# that you want to view, you search that wayCan view either one specific payroll period or a range of timeOnce you’ve populated the data, you can query for:Specific personPayroll type (Biweekly vs. Lecturer’s PayrollPay/Benefits hitting a specific lineYou can export this data into excel for easier viewing and use
22Personnel Detail - NHIDIST Note: Dates correspond to when the employees are paid. To view payroll BW19, ending 9/7/13, use 9/13/13 in From & To Date31Enter CEnter Fund#Enter Date Range245Click Execute QueryClick Next Block
23Personnel Detail - NHIDIST To view all pay/benefits on the grant since inception, do not specify any date rangeIf you know the Feed you want to view, enter the Feed # in Finance Document Number, do not specify any dates, but do enter your fund#If you just want to query for a specific person:After clicking Next Block, but BEFORE clicking Execute Query, enter the person’s First OR Last Name OR ID#, then click Execute QueryIf you can’t remember exactly how to spell their name, use a wild card %Cruise vs. Cruz? Just put in Cru%, then execute query
24Personnel Detail - NHIDIST How to view ONLY Biweekly employeesAfter clicking Next Block, tab/scroll to the right until in the field to the right of Payroll EventEnter BW (this stands for Biweekly), execute query
25Personnel Detail - NHIDIST How to view ONLY Monthly/Lecturer employeesAfter clicking Next Block, tab/scroll to the right until in the field to the right of Payroll EventEnter MN (this stands for Monthly), execute query
26Exporting Data into Excel From most screens, you can export to excelGo up to HelpHold down Ctrl keyClick: Extract Data No KeyPop-up will appear w/ info in ExcelNote: Pop-up Blocker must be turned off
27Requesting a Budget Modification If an account line has a negative available balance, or you are requested to perform a budget mod. to clear a requisition from NSF:Determine if you can do a budget mod. w/o funding source approval.If so, Controller’s Office (usually Tracy, Sharon Picard in absence) and include:Account lines you are transferring between, the amounts & if you need funding source approvalPlease transfer $1,000 from Office Exp (714030) to Ed Supplies (714221) and $500 from Mileage (714290) to Out of State Travel (716000). I do not need funding source approval for this modification.
28Requesting a Budget Modification If Funding Source authorization is necessary to perform the budget mod., then ensure that Institutional Advancement (OIA) is involved as they are the dept. that communicates with the Funding Source.OIA includes Larry Shumate and Marjorie BriodyFor budget mod’s needing Funding Source approval, please provide OIA 2 weeks notice so that all paperwork can be completed successfully
29Mid-Yr Budget Projections Mid-Year Budget Projections are usually due to the during the 2nd week of JanuaryThe objective is to project how much your grant will spend during THE CCRI FISCAL YEARThese figures are compiled by the Controller’s Office in three categories, Federal Funded, State Funded, & Private FundedYour grant is never specifically identifiedThe information is given to the Business Office who then reviews it and provides it to the State2013’s Projection Presentation is on the Brown Bag website:then click on Budget Projections
30Mid-Yr Budget Projections You will be ed the Budget Projection file with brief instructions.Prepare an excel file for EACH grant under youThere are two columns for you to fill inWhat’s in Banner NOWYour guess through 6/30/14
31Mid-Yr Budget Projections To fill in the 1st column, go to FGIBDST for your grant, then copy the YTD Activity for each lineThis column just needs what has ACTUALLY been paid so far
32Mid-Yr Budget Projections For the 2nd column, estimate the expenses for the rest of the Fiscal Year (thru 6/30/14)For Salary/Fringe:Figure out cost of each pay period for each lineGo to NHIDIST for 1 payroll periodFind out what pay period was last posted in BannerFigure out how many pay periods left for Fiscal Yr.In FY14, 6/30 is a Monday. If Biweekly payroll posted thru BW25 (11/30), then 15.1 pay periods left. If thru BW26 (12/14), then 14.1 pay periods.If Monthly payroll posted thru MN11 (October’s hours paid in Nov.), then 8 months/pay per. left
33Mid-Yr Budget Projections Salary/Fringe, continued:(Cost per pay period) x (# pay periods left)= Amount for each salary/fringe lineIf Biweekly salary is $4,500 per pay period & Banner is posted thru BW25 (11/30/13), then 15.1 pay periods leftColumn 2 Biweekly Salary = 4,500*15.1 = 67,950If Monthly wages approx. $8,000 per month & Banner is posted thru MN12 (Nov. 2013), then 7 pay per.’s leftColumn 2 Monthly Salary = 8,000*7 = 56,000FICA Lecturers is 7.65% of the Lecturer’s payroll
34Mid-Yr Budget Projections For Operating type accounts (i.e. Office Exp, Travel, Miscellaneous), enter whatever you estimate will be spent during FY14 that HAS NOT already been paid for.If your grant has an indirect and/or audit fee, do your best to calculate it or contact the Controller’s Office for assistance.Make sure that your estimate DOES NOT EXCEED what you have left to spend!Go to FRIGITD for the grant, and look at the Available Balance – this # should NOT be bigger than the total of column 2, estimated left to spend
35Time for Q&A! Useful links: HR Payroll Schedules: Brown Bag Presentations: