SCT Banner Finance Chart of Accounts Presented by Stephanie Coleman, CPA Banner Finance SCT Banner Finance Chart of Accounts Presented by Stephanie Coleman, CPA Banner Finance

What is Banner? Financial Operating System that is replacing FRS Financial Operating System that is replacing FRS

Who will be affected? Everyone Students Students Faculty Faculty Staff Staff

Why are we doing this?  The Existing System is Technically Obsolete

Chart of Accounts  The Chart of Accounts is the numbering system used by Banner to capture financial transactions and facilitate retrieval of information and financial reporting. The Chart of Accounts is defined by the letter “E”.  The Chart of Accounts structure is composed of six elements: Fund, Organization, Account, Program, Activity, and Location (FOAPAL).  Some of the FOAPAL elements represent information that is similar to Account Numbers and Object Codes in FRS.

Banner’s General Ledger Chart Elements (C FOAPAL) A series of individual values which, in a sequence, describe a specific activity within the University. A series of individual values which, in a sequence, describe a specific activity within the University. Represents the foundation on which the Banner system has been built. Represents the foundation on which the Banner system has been built.

Why Use Chart Elements? Organize information in many different ways: Organize information in many different ways: Isolate relevant data Isolate relevant data Enable roll ups Enable roll ups Generate reports for end user needs as well as central needs. Generate reports for end user needs as well as central needs. Create flexibility and capture details in defining transactions. Create flexibility and capture details in defining transactions.

The New Chart elements (C-FOAPAL) C = Chart code (1 character) Given “E” for ECU C = Chart code (1 character) Given “E” for ECU F = Fund code (6 character - 5 levels) F = Fund code (6 character - 5 levels) O = Organization code (6 char.-8 levels) O = Organization code (6 char.-8 levels) A = Account code (5 char. - 4 levels) A = Account code (5 char. - 4 levels) P = Program code (4 char. - 5 levels) P = Program code (4 char. - 5 levels) A = Activity code (6 char. - 0 levels) (optional) A = Activity code (6 char. - 0 levels) (optional) L = Location code (6 char. - 5 levels) (optional) L = Location code (6 char. - 5 levels) (optional)

Chart of Accounts Index code ‘Shortcut’ or ‘alias’ Can populate all or part of FOAPAL Increases data entry accuracy Account Index ChartFund OrganizationActivityLocationAccountProgram RequiredOptional Account Index

Fund code Self-balancing set of accounts Shows ownership of cash or fund balance Similar to FRS GL Account Chart of Accounts (cont.) Chart “E” Fund OrganizationActivityLocationAccountProgram RequiredOptional Fund

FRS to Fund

Organization code Budgetary unit or departmental unit Similar to FRS OUC number Houses information regarding Revenues and Expenses Chart of Accounts (cont.) Account Index ChartFund OrganizationActivityLocationAccountProgram RequiredOptional Organization

Organization Hierarchy

Account code Identifies type of account (Asset, Liability, Revenue, Labor, Expenditure, Transfer) Similar to FRS object code or line item Chart of Accounts (cont.) Account Index ChartFund OrganizationActivityLocationAccountProgram RequiredOptional Account

Account Code Revenues and transfers in will begin with 5 Revenues and transfers in will begin with 5 Salaries and Benefits will begin with 6 for ECU personnel Salaries and Benefits will begin with 6 for ECU personnel Contracted employees will begin with 7 Contracted employees will begin with 7 Expenditures and transfers out will begin with the number 7 Expenditures and transfers out will begin with the number 7

Program code Functional classifications of revenues and expenditures Like FRS Purpose Codes Defines NACUBO functions Examples are Instruction, Research, Libraries, Student Services etc. Chart of Accounts (cont.) Account Index ChartFund OrganizationActivityLocationAccountProgram RequiredOptional Program

Activity code Optional Non-hierarchical element Often used to account for tracking of special events or (i.e. Physician, Trade Skills, etc.) Chart of Accounts (cont.) Account Index ChartFund OrganizationActivityLocationAccountProgram RequiredOptional Activity

Location code Optional Identifies physical locations Only used in the Fixed Assets, Stores Inventory, and Research Accounting modules Chart of Accounts (cont.) Account Index ChartFund OrganizationActivityLocationAccountProgram RequiredOptional Location

FRS Crosswalk to Banner Systems Coordination website Systems Coordination website

FRS Crosswalk to Banner Systems Coordination website Systems Coordination website

FOAPAL Comparison to FRS 10-digit Account

Banner Chart Elements The Good News Helpful Features Helpful Features Drill Downs are available Drill Downs are available Can Execute Queries to Retrieve Information Can Execute Queries to Retrieve Information Unlimited Transaction History Unlimited Transaction History Can Download Forms into Excel Can Download Forms into Excel

Transition Issues for Banner Chart Elements Until all of Banner is implemented, we will continue to use Legacy Account numbers for some activities. The activities that will require the use of both FRS and Banner account information include: Until all of Banner is implemented, we will continue to use Legacy Account numbers for some activities. The activities that will require the use of both FRS and Banner account information include: Pro Card Pro Card Student System Student System Student Alumni Student Alumni HRMS HRMS

Purchase Order & Requisition Tracking (a.k.a. PORT)  Easy Ordering in just three screens  Built on a point and click method  Similar to Staples.com site

Purchase Order & Requisition Tracking (a.k.a. PORT)  Banner 101 and Banner 102 prerequisites  PORT training to begin on November 14 and conclude December 14  Classes will be held on East and West Campus  Registration will be available on One Stop within the next two weeks

Banner Finance Go Live Date for General Ledger and Purchasing is January 9, 2006 Go Live Date for General Ledger and Purchasing is January 9, 2006 Anticipated Go Live Date for Human Resources is July 1, 2006 Anticipated Go Live Date for Human Resources is July 1, 2006

Websites for additional Banner Information 

Banner Questions Questions? Presented by Stephanie Coleman Presented by Stephanie Coleman