1. Brought to you by the Budget Office and College Finance

2.  Budget queries are an important way to get a bird’s eye view of your budget.  Budget queries are performed in ExpressLane  After accessing ExpressLane, click on Financial Information and then on Budget Queries.

3. Create a query by:  Budget Status by Account  Budget Status by Organizational Hierarchy  Budget Quick Query  Payroll Expense Detail Create a query by:  Budget Status by Account  Budget Status by Organizational Hierarchy  Budget Quick Query  Payroll Expense Detail

4.  First, choose the data columns you want on your report – continue  Second, choose your FOAP elements and if you want revenue accounts or not - submit  First, choose the data columns you want on your report – continue  Second, choose your FOAP elements and if you want revenue accounts or not - submit

6.  As you can see, there is a lot of data!  Near the bottom of the screen are buttons for downloading your data into an Excel spreadsheet for viewing and manipulation.  Click on “Download Selected Ledger Columns”  At the prompt “What do you want to do with bwfksdld.cvs”? Click on “open”.  The result is an Excel spreadsheet in cvs format that you can format for your own use.  Remember to save file “AS AN EXCEL WORKBOOK”

7.  Moving budget amounts is accomplished in one of three ways: ◦ A Budget Transfer ◦ A Journal Entry ◦ A BCR – Budget Change Request – ONLY FUND 8 A budget transfer can be initiated in ExpressLane, via the Budget Transfer Mailbox and by contacting the Budget Office directly. Use ExpressLane for transfers within the same fund – usually a 2-line transfer Use the Budget Transfer Mailbox for Inter-Fund and multi-line transfers Multi-line transfers within the same fund can also be processed in ExpressLane.

8. Budget Movement “Vehicle”When To Use Budget Transfer – Most commonly usedAnyone who is authorized to monitor and manipulate budgets can initiate a budget transfer. Use this to move budget amounts between accounts/orgs within the same fund Journal Entry/VoucherGenerally performed by the Budget Office this entry moves actual dollar amounts connected with an Inter-Fund budget transfer. May also be used to move actual dollar amounts without a budget transfer BCR – Used directly with College Finance. Use the BCR to request that College Finance move budget amounts within and between funds. Request is sent directly to College Finance.

9. BD01 Used to load Adopted budgetPermanentBudget Office Only BD02 Used by the budget office Via Native Banner to move budget amount from one area of your budget to another Permanent The adjustment will carryover into the adopted budget load for the next fiscal year and beyond BD04 Used by the budget office to move budget Temporary The adjustment will not carryover into future fiscal years BXN8 Used by departments via ExpressLane to move budget in funds. Except fund 8 BXP8 Used predominately by the Grant Department to move budget in Only Fund 8

10.  Yes you can make transfers that affect:  M&S, Capital Outlay, Merchandise for resale, and ICP accounts.  PT personnel accounts  M&S to PT personnel & OPE  No you can’t make transfers that affect:  FT Personnel accounts (5102xx, 5203xx, 5405xx)  Revenue accounts  Grant accounts – unless you are a grant administrator  Transfer In/Transfer Out accounts  Different funds i.e.. From 111100 to 124XXX

14.  LCC COPPS – Visa Procurement Card (P-Card)  “A P-Card is a convenient replacement for a Purchase Order (PO). It is designed to expedite supplier payment within 48 hour.”  You apply for a P-Card with the VISA Procurement Card Application and Agreement which may be obtained online at: www.lanecc.edu/copps/documents/visa- procurement-card-p-card www.lanecc.edu/copps/documents/visa- procurement-card-p-card  Single purchases may not exceed $4,999 and total monthly charges may not exceed $8,000.  Purchases of $500 or more must be pre-approved by the Executive Dean or VP.  Approval for charges of $500+ must be attached to the payment invoice when submitting monthly VISA reconciliation to A/P.

15.  P-Cards (Purchasing Cards) have only one FOAP associated with each card.  Once you know what FOAP is associated with your card, you can do a budget query in ExpressLane to determine how much money is in your budget.  Keep in mind that your P-Card FOAP may also be used for other expenditures when looking at your budget.  Most P-Cards are given an Office/Operating Supply FOAP that “rolls” up to the main Operating Supplies budget line.  As you can see in the next slide, your P-Card budget may be shared by other FOAPs. Your actual budget for your P-Card should be discussed with your Department Dean

16.  There are two ways the college will honor payment for goods and services; the Purchase Order and the Purchasing Card (P-Card).  A purchase order can be created for any amount within budget. Purchase orders in the amount of up to $9,999 must adhere to the COPPS Purchase Order Requirements.  Purchase orders are created in Native Banner; authority from department manager and College Finance are required for amounts of $10,000+. Some Deans place a lower threshold for approval.  Purchase orders may be changed via a Change Order, canceled or deleted, or closed by the order originator.

17.  In Native Banner use the code FPAPURR to access the purchase order module.  Banner will auto assign the next consecutive PO number so leave the purchase order field blank (Only type a “Pxxxx” in this field if you are working on an incomplete PO)  Enter mandatory information  Complete or suspend for later completion  Print

18. Tab DescriptionFieldsInstruction Document Information Tab Delivery Date Buyer Code Choose or type D for today Type LCC/use down arrow Requestor/Delivery Information Tab Organization Attention To Six digit dept ORG code L# of delivery contact Vendor Information Tab Vendor FOB Code Vendor L# Enter 04 (04 FOBD) Commodity/Accounting Tab Description U/M Quantity Unit Price FOAP elements Dollar Amount Brief description Unit of measure (EA=each) Can be listed as 1 Price per unit/invoice total 4-six digit FOAP to charge Tab thru for auto entry Balancing/Completion Tab Complete/In-Process Make selection

19.  NSF! Check for sufficient funds BEFORE beginning your purchase order. Perform a Budget Availability search in ExpressLane for the FOAPs you want to use on the PO. If you have insufficient budget, you can initiate a budget transfer prior to starting your PO.  Order Date: Physical date of purchase order  Organization: Auto defaults to ORG associated with PO creator’s L#  Percentage: Auto assigns %; use “70” instead of “.70”  Transaction Date: Accounting date/Date PO processes thru finance  Today’s Date: Enter D for auto entry of “today’s” date.  Vendor L#: Click down arrow to use lookup screen FTIIDEN  Vendor query: Press F7 to initiate query based on vendor name & wildcard (Office%); F8 runs query & returns info. Double click on vendor line to select; auto-return to previous screen.

20. CodeUse & Results FGIENCD – Encumbrance DetailLists all activity by PO# including change orders and remaining balance. FOADOCU-Documents by UserLook up documents by any user, type (PO, JV) and Fiscal Year or Activity Date Range. Query status = Complete, Incomplete, Approved, Cancelled or All FPACHAR – PO Change OrderUse to make changes to a PO that is already completed, approved and posted. FPACORDPrint Change Order ONLY!! FPAEOCDUse to close remaining balance on a completed and approved PO where all activity is complete. PO issued for $1000, $950 spent; $50 remaining balance must be closed out. FPAPDEL – Purchase/Blanket Order CancelUse to cancel a PO that has not had any activity associated with it. FPAPURR – Banner Purchase Order Mod.Use to create a new PO or change a PO that has not yet been completed and approved. FPQCHAP – Purchase Order Item SelectionSection of PO where you change the amount FTIIDEN – Vendor Look-Up ScreenUse to locate correct vendor and vendor L#

21.  As defined in LCC’s COPPS:  ICP is designed to aid a department that generates special revenues from fees or charges that directly support a departmental activity or program within the general fund.  Only income that is identified or unique to a single department will be handled by the ICP program.

22.  Your department has instructional supplies that are attributed to a particular class and the department passes the cost of those supplies onto the student in the form of a fee. The fee charged each student and the supplies expenditure could be tracked via the ICP in funds that begin with 124XXX.  Fees are above and beyond tuition, are specific to a class supply, are not part of M&S, are anticipated for budgeting and must be budgeted before the revenue can be used for supplies.

23.  Mandatory Student Fees  Non-Mandatory Student Fees  User Fees  Other Fees and Charges  Sales from goods; used books, foods, etc.  Sales from services; cleaning, printing, etc.  Sales from events.

24.  Clay, Paint, Silkscreen, Dry Mount Presses  Rents and Leasing costs  Printing and copying costs  Lotions & Oils  Dishes  Class Activities  Advertising  Non-Credit Instructors  Curriculum fees – Telecourses/Distance Learning  License fees – Telecourses/Distance Learning

25.  A need is determined and a fee is established  The fee is attached to the class during construction – contact enrollment services  Students are assessed the fee upon enrolling in the class  Revenue is recorded in the ICP fund and account that is associated with the fee code for the class  Expenditures for the supplies/items associated with the class are recorded in the ICP fund.

26.  Departments are allowed to begin assessing fees at the top of any term throughout the fiscal year; however, budgets are only adopted once. Not anticipating a new fee could delay your ability to utilize the funding received from that fee.  If you have a new fee to charge, alert the Budget Office as soon as you can so your budget can be included in the Adopted Budget.  The fee revenue budgeted and anticipated must equal the expense budgeted and anticipated.  If a new fee is started after the budget has been adopted, a Budget Change Request form must be submitted to the Budget Office.

27.  Your department has determined a need for a particular class or classes and the cost equates to $25 per student/per class  You have 30 students in each class and you are going to offer the class for three terms  30 students x $25 = $750 x 3 terms = $2,250  You request a revenue and expense budget of $2,250 in the FOAP associated with the class

28.  Spending revenues without sufficient budget  Comingling ICP 124XXX and any other fund, budgets or actuals  Using ICP funds for anything other than the specified purpose  Expecting 100% carryover of ICP funds to the next fiscal year (if overall budget is in deficit, extra ICP funds will be used to balance)

29.  ExpressLane Revenue and Expense Summary Report  Gives totals for each FOAP requested  Budget or Actual FOAP level data  Useful for tracking activity and unit performance  A lot of extra, duplicated, unnecessary data  Download into Excel  Develop a Macro specific to formatting needs

30.  Trx from/to one FOAP  Trx from/to one or more FOAP(s)  Budget remaining  Why is it NSF when it shouldn’t be?  Document History  Current Period & YTD activity  Budget Transfer  Multi-Line Budget Transfer  Budget Availability  Budget Availability - View unposted details  View Documents (With approval)  Budget Query

31.  Incomplete Documents  Encumbrance Detail  Dept Budget Detail  Detail Trans Activity  Enter Change Order  Budget Summary Report  Grants Accounting  GL Transaction Detail  GL or OL Bal Summary  Print Change Order  Invoice Paid  Org Detail Report  View My Entries  Create PO  Print PO  Look up open PO  FGRIDOC  FGIENCD  FGIBDST  FGITRND  FPACHAR  FGIBDSR  FRIGITD  FGRGLTA  FGRFAAC  FPACORD  FAIVNDH  FGRODTA  FOADOCU  FPAPURR  FPAPORD  FPIOPOV(by vendor)