Spectrum Finance Budget Transfer

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Spectrum FinanceBudget Transfer

• Self Service Banner (SSB)

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• Training Agenda
• Log onto Spectrum Self Service Banner (SSB)
• Power Point Presentation
• Reviewing FOAPAL
• Reviewing Budget Transfer(s)
• Reviewing Document Approval
• Exercise Users Hands-on
• Creating Budget Revisions
• Approving Budget Revisions

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• Log on to Spectrum Self Service
• easy to use
• internet accessible
• user friendly
• point and click
• training site http//spectrumtest.memphis.edu9099
  

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• Select
• Internal Training Database ITRNG

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PIN 000000
Test User ID TRAIN01
6 charters
Upper Case
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• Log on to Spectrum Self Service
• this log on user ID and PIN is for training only
• enter User ID
• Case Sensitive
• TRAIN01
• enter PIN
• Case Sensitive
• 000000 ( 6 characters the number zero )
• production log on information
• your UUID
• ph-password (your University e-mail password)

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• Review Chart of Accounts (COA) Concepts
• FOAPAL
• Fund
• Organization
• Account
• Program
• Activity
• Location
• Index

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• Index Codes to the Rescue!!!!!
• optional chart of accounts feature
• value for a set of FOAPAL elements that acts as a
  shortcut for speed data entry by the user
• the current FRS six digit account will be the
  index code
• using the index, the system will populate fund,
  organization, and program
• account code must be entered

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• Example of Index Codes
• 210010 Anthropology (Fund 110001. Org 202000,
  Program 2000 Instruction)
• 211010 Accountancy
• 212600 Music Department
• 220010 Anthropology (Fund 110001, Org 202000,
  Program 2600 Research)
• 354100 Parking
• 410113 Biology Materials
• 483120 Track Operations
• 483130 Track Scholarships
• 535402 COE Earthquake
• 771001 Track and Field Resurfacing

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• FOAPAL
• Fund
• six-character code that identifies a set of
  accounts and identifies ownership
• balance sheets and revenue/expense reports can be
  produced for any fund, which can be restricted or
  unrestricted
• examples of fund codes include Current
  Unrestricted Fund, Auxiliary Funds, and Endowment
  Funds

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• Example of Fund Codes
• 110001 Unrestricted E G
• 112000 Intercollegiate Athletics
• 112300 Network Services
• 200107 Scholarship-Theatre
• 210002 COE-Earthquake
• 220001 CWSP-Married Student Apartments
• 310000 University Service Court
• 320000 Food Services
• 330000 Student Housing
• 380000 Parking
• 411000 National Direct Student Loans
• 412000 Nursing Loans

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• FOAPAL
• Organization
• six-character code that identifies a unit of
  budgetary responsibility and/or departments
  within an institution
• normally used to define a responsible official
  (financial manager)
• codes may be established in a hierarchy of up to
  eight levels for roll-up and reporting purposes
• examples of organization codes include College
  of Education, School of Nursing, and Department
  of Human Resources

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• Examples of Organization Codes
• 100000 Presidents Office
• 202000 Anthropology
• 220102 FCBE, B Janz
• 320000 IT Operations
• 415000 Health Center
• 542000 Purchasing
• 620050 Planned Giving
• 740020 Athletic Marketing

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• FOAPAL
• Account
• five-character (data entry) code that identifies
  objects, such as the general ledger accounts
  (assets, liabilities, control, fund balances) and
  the operating ledger accounts (revenue,
  expenditures, transfers)
• codes may be established in a hierarchy of up to
  four levels for roll-up and reporting purposes
• examples of account codes include Supplies,
  Travel, Accounts Payable, Fund Balance, Tuition,
  and Salaries

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• Examples of Account Codes
• 61110 Administrative Executive / Chair
• 61112 Administrative Faculty / Chair
• 61210 Academic / Faculty
• 61310 Supporting / Clerical
• 61312 Monthly Supporting / Clerical
• 61610 Professional Support
• 61630 Coaches
• 61635 Assistant Coaches
• Salary Account Codes for Regular Positions

Transfer of these salary budgets can not be
completed in Self Service Banner Finance
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• Examples of Account Codes
• 61157 Graduate Assistants Administrative
• 61257 Graduate Assistants Academic
• 61175 Temporary Employee Administrative
• 61275 Acad Temporary Post Retirement/One
  Semester Appt
• 61375 Temporary Employees Supporting /
  Clerical
• 61252 Temporary Instructors Non Credit
• 61253 Temporary Instructors Credit
• 61410 Student Assistants Hourly
• 61415 Student Assistants - Monthly (Plan for
  FY06-07)
• Salary Account Codes for Group Positions

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• Examples of Account Codes
• 61150 Supplemental Pay Administrative
• 61250 Supplemental Pay Academic Faculty
• 61650 Supplemental Pay Professional Support
• 61155 Summer Compensation Non-Academic
• 61255 Summer Compensation Acad Other
  Compensation
• 61256 Summer Compensation Acad / Instruction
• 61655 Summer Other Compensation
• Salary Account Codes without Position Number

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• Examples of Account Codes
• 62000 Employee Benefits Budget Pool
• 62100 TCRS Retirement
• 62200 ORP Retirement
• 62300 FICA
• 62400 Medicare FICA
• 62500 Group Insurance
• 62590 Other Insurance
• 62600 Unemployment Compensation
• 62700 PC-191 UoM
• 62710 Emp Discounts-UoM-Spouse Dependent
• 62730 Emp Dis-Other Inst-Spouse Depend
• Benefit Account Codes

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• Examples of Account Codes
• 73000 Travel Budget Pool
• 73100 Individual In State Travel
• 74000 Operating Expense Budget Pool
• 74210 Telephone Local Charges
• 77X00 Grants and Contract Operating Budget
  Pools
• 78000 Capital Expense Budget Pool
• 78110 Office Equipment
• 79000 Scholarships and Fellow Budget Pool
• 79710 Scholarships
• Note Grants and Contract has their own range of
  Account Codes

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• FOAPAL
• Program
• four-character (data entry) code that identifies
  a function and enables the institution to
  establish a method of classifying transactions
  across organizations and accounts
• codes follow the programs defined by the National
  Association of College and University Business
  Offices (NACUBO)
• codes may be established in a hierarchy of up to
  five levels for roll-up and reporting purposes
• examples of program codes include Instruction,
  Research, Academic Support, Student Services, and
  Plant Operations

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• Examples of Program Code
• 1000 Revenue Transactions
• 2000 General Academic Instruction
• 2110 Materials Fees
• 3000 Public Service Activities and Ctrs
• 3400 Other Community Service
• 4000 Student Services Administration
• 4100 Social and Cultural Development

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• Example of Program Codes
• 5000 Physical Plant Administration
• 5050 Building Maintenance
• 6000 Mandatory Retirement of Debt
• 6100 Nonmandatory Renewals and Replacement
• 7000 University Services Court
• 7100 Food Services
• 7200 Student Housing
• 9990 Nonprogram Transactions

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• FOAPAL
• Activity
• optional six-character code that is
  non-hierarchical and can be used to further
  define an object of expenditure, such as,
  temporary units of work, subsidiary functional
  classifications, or short duration projects
• no budget checking
• code will be maintained at the departmental level

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• FOAPAL
• Location
• six-character code that identifies physical
  locations
• primarily used with Fixed Asset module
• scheduled to go live this fall
• codes may be established in a hierarchy of up to
  five levels for roll-up and reporting purposes

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Select Finance
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• Finance Self Service
• Create Budget Transfers (D21 Screen only 2 lines)
• Create Multiple Line Budget Transfers (D21
  Screen only 5 lines)
• Approve Documents
• View Document

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Click on Budget Transfer
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Click on Journal Type Drop Down Box
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Select BD4 (Department Temporary Budget
Adjustment) UofM Current Year Budget Revision
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Do Not forget to enter Description
Enter in Transfer Amount
Note Budget Transaction Amount - Minus or Plus
System will calculate Document Amount
Click on Complete
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Chart is U
Type is Index
Note is Wildcard
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User can Copy and Paste Index Number
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Do Not forget to enter Description
Click on Complete
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When you click on Complete Index will
disappear Fund, Organization and Program
will populate User will then need to
enter Account(s)
System calculated Document Amount
Scroll to bottom of form for Code LookUp to
find Account
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Chart is U
Type is Account
Note is Wildcard
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User can Copy and Paste Account Code
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Note If user forgets to enter Account(s) a
long list of Errors will occur. User will then
need to enter Account(s)
Scroll to bottom of form for Code LookUp to
find Account
Click on Complete
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Note Scroll down User will then need to
enter Account(s)
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Note User will then need to enter Account(s)
74000
73000
Click on Complete
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Note Write down Document Number
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Note Write down Document Number Or Print
out form
Do NOT click Complete
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Note Click on Menu
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• Document Approval Queue
• Budget Transfers will be routed to departmental
  approval queue
• Implicit approvals for Financial Managers and
  Designees
• During training sessions, explicit approvals are
  used, approve own documents
• After appropriate departmental approvals are
  secured, document will be routed to Financial
  Planning approval queue as defined

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Click on Approve Documents
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If you know the Document Number, you can
enter. Radio Button Document for which you are
the next approver
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Note Type JV can be Budget Revision
Click on Document Number
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Click on Back in tool bar
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Click on History
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Note Example Only of Information
Click on Back in tool bar
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Click on Disapprove
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Optional to add comments
due to Conference sold out
You can DisApprove Document or Cancel (will
return to Approval Queue)
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Return to Approval Queue
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• Document Approval Review
• Document click on document number to review
  Budget Transfer
• History click to review approvals required and
  approvals secured for budget transfers
• Approve select, if enabled, to approve a
  document
• Approve Document form
• Enter text in text box with reason for approval
  for INB messaging
• click Approve document for final approval
• or click Cancel to exit
• Disapprove select, if enabled, to disapprove a
  document
• Disapprove document form
• enter text in text box with reason for
  disapproving for INB messaging
• click Disapprove document for final disapproval
• or click Cancel to exit

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Click on Multiple Line Budget Transfer ( Note
5 Lines )
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Note Budget Transaction Amount - Minus or Plus
Do Not forget Description
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Note Journal Type BD04 (Dept Temporary Budget
Adjustment) UofM Current Budget Revision
Must enter Amount
Must enter Amount(s)
Document Amount
4926.00
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Must enter Account Code(s)
73000 74000 78000
When you click on Complete Index will
disappear Fund, Organization and Program
will populate User will then need to
enter Account(s)
Click on Complete
Note Use Code Lookup To find Budget
Pool Account
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Note Write down Document Number Or Print
out form
Document Amount
4926.00
Do NOT click Complete
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Note Click on Menu
Note Write down Document Number Or Print
out form
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Click on View Document
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Click on Choose Type Drop Down box Select
Journal Voucher Type in Document Number Or
Click on Document Number To go to Lookup
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Note Status Drop Down box
Click on Execute Query
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Click on Document Number
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Click View Document
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Note Status - Pending
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• Account Type
• 1x Assets
• 2x Liabilities
• 3x Control Accounts
• 4x Fund Balances / Net Assets
• 5x Revenues
• 6x Salaries / Benefits
• 60 Salaries and Benefits
• 61 Salaries
• 62 Employee Benefits

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• Account Type
• 7x Expenditures
• 70 Expenditures
• 71 Travel
• 74 Operating Expenses
• 78 Capital Expenditures
• 79 Scholarships and Fellowships
• 7A Depreciation Expense
• 7B Grant Related Expense Items
• 7C Other Nonoperating Expense Items
• 7D Loan Fund Deductions
• 8x Transfers
• 9x Fund Additions / Deductions

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• Hands On Exercise

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• Hands-On Exercise
• Budget Transfer
• Music Departments needs to fund 75. from
• Operating Expense Budget Pool to Travel Budget
  Pool
• to provide Travel funds for Songs of the South
  Tour.

Do you have funds to make Transfer ? Account Type
Query ( Slide 121-130 ) Budget Transfer ( Slide
82 97 )
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• Hands-On Exercise
• Multiple Line Budget Transfer
• Music Departments needs to fund 100. from their
• Operating Expense Budget Pool for
• 65. to Temporary Instructor - Credit
• 25. to Academic Graduate Assistants
• 10. to Student Assistants Hourly
• to fund salaries for Summer Term

Do you have funds to make Transfer ? Account Type
Query ( Slide 121-130 ) Multiple Line Budget
Transfer ( Slide 109 114 )
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