business center responsibilities part i: jv entry › important elements › helpful hints and tips...
TRANSCRIPT
Journal Vouchers
Business Center Approval Training
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Overview Business Center Responsibilities Part I: JV Entry
› Important elements › Helpful hints and tips› Rule codes
Part II: JV Approval› Reviewing JVs› Approving JVs› Resources
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Business Center Responsibilities
Business Centers are responsible for:› Verifying that JVs comply with OSU and OUS Policy
› Checking Internal Sales and Services transactions against the Internal Fee Book
› Evaluating use of correct account codes for purpose of activity or transaction
› Disapproving transactions related to previous fiscal year activities
› Being aware that JV transactions will post upon approval by the BC.
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JV Elements– FIS Policy 1107
TEXT is required on all JVs TEXT must include:
› Input person’s first and last name, phone number, and/or a contact person
› Sufficient information as to the purpose of the JV transaction
› Some JVs require more specific detailed text› Fee ID #, if applicable
Use FOATEXT to add or change text The DESCRIPTION field explains what the
transaction is for so that the Account Code can easily be checked› The Description line is captured in Data Warehouse,
Text is not Rev. 09/2011
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JV Elements – Text
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JV Elements– continued A Document Number must be entered
in the Document Reference field when:› Correcting or redistributing a posted
transaction
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JV Elements– continued If using General Ledger account codes
(Axxxx, Bxxxx), input Fund and Account Code only – No Index, No Org, No Program
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JV Elements– continued Enter Budget Period only on Budget JVs
(rule code begins with “1”)
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JV Elements– continued Supporting Documentation
Includes: Email communications, spreadsheets, billing invoices, advance settlements, etc.
Does Not Include: printouts of JV (FWRJVLR), information that can already be found in Banner
Scan any supporting documentation into Nolij indexed as JV_Supp doc type› If multiple documents are being added to a
JV, they can be renamed (Ex: JV_Supp Index ABC123 email)
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Helpful Hints and Tips JVs should be done in the month the
activity happens Internal fees should be processed
monthly, but no less than quarterly Do Not correct or bill prior fiscal year
income or expense transactions Payroll corrections should not be
processed on JVs
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Helpful Hints and Tips, cont’d
Internal Sales and Services:› JV should be completed by the department or
unit receiving the revenue› Use 09xxx Credit account codes for:
05xxxx-Designated Operations Funds 09xxxx-Service Center Funds 1xxxxx-Auxiliary Funds
› Use 79xxx Credit account codes for: 0xxxxx-General Funds 03xxxx-Statewides (Extension, Experiment
Stations) Sales between 1xxxxx-Auxiliary Funds
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Rule Codes Rule Code:
Begins with 1 = Budget Begins with 2 = Encumbrance Begins with 3 = Revenue, Expense, Asset,
Liability Rule Codes 3xxx use Debit or Credit in
sign field Rule Codes 2xxx and 1xxx use “+” or
“–” in sign field Don’t mix rule codes in the same JV
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Rule Codes – cont’d BC Rule Codes:
3BC1 - HSBC 3BC2 – UABC 3BC3 – ASBC 3BC4 – BEBC 3BC5 – FOBC 3BC6 – AMBC 3BC7 – AABC
Budget Rule Codes: 1xxx
See Office of Budget and Fiscal Planning:
http://oregonstate.edu/budget/
BC Encumbrance Rule Codes:
2ENB – create encumbrance
2LIB – total liquidation 2LQB – partial
liquidation
Central Rule Codes: 3JV1 3GNT
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Use 3BCx Rule Codes when: Transaction primarily impacts Orgs within own
BC› Correct indexes/activity codes (Doc Ref)› Redistribute charges (Doc Ref)› Correct account codes (Doc Ref)
2xxxx-3xxxx account codes only Activities/services originate from own BC
› Charge for Internal Sales/Services (debit to 2xxxx) Use 79xxx or 09xxx account codes for credit -
dependent on fund Confirm an approved fee is in Internal Fee Book
Processing original charges to a restricted fundRev. 09/2011
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Use 3BCx Rule Codes, cont’d:
An error will appear if General Ledger (GL), Transfer, Capital Asset, or External Revenue account codes are used on a 3BCx rule code.
If this error appears, you must change the rule code to 3JV1 or 3GNT – on all sequences.
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Use 3JV1 Rule Code when: Using General Ledger Account Codes
Axxxx, Bxxxx, Exxxx, Fxxxx Using 9xxxx Transfer Account Codes Using 4xxxx Capital Asset Account
Codes Redistributing External Revenue
Account Codes 01xxx-08xxx account codes F-doc reference required
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Use 3GNT Rule Code when: Making any correction for a restricted
fund› Grant/Contract Funds
index and fund begin with a letter› Gift Funds
FSxxxx, FAxxxx and Mxxxxx funds
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Copy or Reverse a JV: See handout for instructions on how to
copy or reverse a JV Useful for:
› Frequently occurring› Reversing Year End Accrual
Make sure to change dates, Doc Refs, etc. on new JV
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FGAJVCM – JV Mass Entry form: Similar to our regular JV form, FGAJVCD –
but gives a different view Useful when the description or doc ref is
the same for each line Able to see 12 rows at a time, instead of
one
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FGAJVCM – JV Mass Entry form:
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Part II: JV Approval
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Use Banner FOAUAPP for review:
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Banner FOAUAPP Detail:
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Or use Banner Self Service:
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Banner Self Service Detail:
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Review Criteria Date?
Check Transaction Date Text?
Name (First and Last) and phone number? Good explanation of transaction?
Will a person outside the BC in a year from now understand the transaction by reading the text?
Internal fee charges? Is there an approved fee in the Internal Fee Book? Is there a Fee ID # listed?
Description? Does the information assist in determining the
correct account code?
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Review Criteria, cont’d Document Reference?
Is this a correction? – Doc Ref required Is this a redistribution? – Doc Ref required Look up Doc # in Banner If no Doc Refs, there must be an explanation in text Has the referenced Doc posted in Banner? Check Doc Trans Date – is it in the current FY? JV Supporting Documentation
Is the correct rule code used? If it involves corrections to a grant, use 3GNT
Is transaction appropriate for funding source? Is transaction appropriate for program code?
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Review Criteria, cont’d Are account codes correct? Are debits and credits correct? Check all sequences! These fields should be blank:
Deposit Number field Budget Period field – only on1xxx Budget JVs
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Approving and Disapproving
If more Text is needed:› Contact originating user› Add text through FOATEXT without
disapproving› Put JV on “HOLD” – add text through
FOATEXT Name and Date Reason for Hold Use Text Seq numbers 01-09 so HOLD appears at
top of text after saving Line Sequence numbers can only be changed
through Banner FOATEXT, not able to renumber in Self Service
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Approving and Disapproving
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Approving and Disapproving
Disapprove if review criteria is not met (slides 23-25)› Examples:
Incorrect account code In disapproval message, request “Seq#” change
account code to xxxxx Incorrect Rule Code No Doc Ref (corrections or redistributions)
Never approve a JV you have entered Never approve a JV if in doubt or
questionable – always seek another opinion (Please call FA&A in Business Affairs)
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Approving and Disapproving
Approving Encumbrance JVs 2LIB and 2LQB Liquidating JVs use “+” in the sign
field and must have: Encumbrance Doc # listed in Doc Ref field Encumbrance Doc # listed in Encumbrance Number field
6xxx Rule Codes Used for FUPLOAD JV processes Will only route to BC approval queue when there
are errors JV will be incomplete and will need to be corrected and
completed through FGAJVCD Usually don’t have text
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Helpful Links OSU FIS Policies:
› Fiscal Policy Manual: http://oregonstate.edu/fa/manuals/fis
› Journal Vouchers: http://oregonstate.edu/fa/manuals/fis/1107
› Recharge Activities: http://oregonstate.edu/fa/manuals/fis/1403-01
OSU Internal/External Fee Book: http://fees.oregonstate.edu/
OUS Policies:› Account Code Definitions:
http://www1.ous.edu/owfp/plsql/fpm.index_list
› Fiscal Policy Manual: http://www.ous.edu/cont-div/fpm/
FA&A Website: http://oregonstate.edu/fa/businessaffairs/staff/faa
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Helpful Banner Forms› FGAJVCD
To Enter a JV› FGAJVCM
To Enter a JV› FGIJVCD
To view incomplete JVs› FOAUAPP
To approve/disapprove JVs› FOIAPPH/FOIAPHT
To view approval history› FOAAINP
To view who still needs to approve JV
› FGIBDST To query transaction detail
for an index› FGITBSR/FWITBSR
To query transaction detail or balance for a Fund
› FGIDOCR To view posted documents
› FOIDOCH To query on documents
› FOATEXT To add/change/view text
› FUVPROF To query on usernames
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Business Affairs ContactsGeneral Questions
Financial Accounting and Analysis
Charlotte Rooks 737-5422
Treasure Hunt 737-9370
Kim Jenkins 737-3792
Diane McGill 737-6047
Stephanie Smith 737-1825
Mark Fryman 737-0624
Fixed AssetsJanna Storm 737-4084
Central Accounts PayablePaul Marinello 737-0637
AutopaysBezu Abebe 737-0635
PcardsRose Hamilton 737-0650
Grants, Gift, and Foundation FundsOPAA 737-4711
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Email [email protected]
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QUESTIONS?
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Slides and Handouts are located on our FA&A website:http://oregonstate.edu/fa/businessaffairs/staff/faa