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Spectrum FinanceBudget TransferSelf Service Banner (SSB)

Training AgendaLog onto Spectrum Self Service Banner (SSB)

Power Point Presentation

Reviewing FOAPAL

Reviewing Budget Transfer(s)

Reviewing Document Approval

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Budget

Log on to Spectrum Self Serviceeasy to useinternet accessible user friendlypoint and clickto log in use your UUID and password

Review Chart of Accounts (COA) ConceptsFOAPAL

FundOrganizationAccount (Must be Entered)ProgramActivityLocation

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Budget

FOAPALFund

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 unrestrictedexamples of fund codes include Current Unrestricted Fund, Auxiliary Funds, and Endowment FundsExample: 110001 Unrestricted E & G

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FOAPAL

Organizationsix-character code that identifies a unit of budgetary responsibility and/or departments within an institutionnormally 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 purposesexamples of organization codes include College of Education, School of Nursing, and Department of Human ResourcesExample: 542000 Purchasing

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FOAPALAccount

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 SalariesExample: 61310 Supporting / Clerical

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FOAPALProgram

four-character (data entry) code that identifies a function and enables the institution to establish a method of classifying transactions across organizations and accountscodes 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 purposesexamples of program codes include Instruction, Research, Academic Support, Student Services, and Plant OperationsExample: 1000 Revenue 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

Example: TAF fund Index(s) have Activity Code(s)

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Budget

FOAPALLocation

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 purposesExample: At this time, only used by Accounting for Inventory Tagging

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Finance Self ServiceCreate Budget Transfers (only 2 lines)

Create Multiple Line Budget Transfers (only 5 lines)

Approve Documents

View Document

Purchase Requisitions

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Budget

Click on: Budget Transfer ( Note: 2 Lines )

Click on Journal Type Drop Down BoxSelect:

BD4 (Department Temporary Budget Adjustment)

UofM – Current Year Budget Revision

Click on: Multiple Line Budget Transfer( Note: 5 Lines )

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Do Not forget to enter Description

Enter in Transfer Amount

System will calculate Document AmountNote: Budget Transaction Amount

- Minusor

+ Plus

Click on: “Complete”

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Chart is “U”

Type is “Index”

Note: % is Wildcard

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User can Copy and PasteIndex Number

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When you click on “Complete”Index will disappear

Fund, Organization and Program willpopulate

User will then need to enterAccount(s)

System calculated Document Amount

Scroll to bottom of form for:Code LookUp – to find

AccountDo Not forget to enter Description

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Budget

Account Type1x – Assets2x – Liabilities3x – Control Accounts4x – Fund Balances / Net Assets5x – Revenues6x – Salaries / Benefits

60 – Salaries and Benefits61 – Salaries62 – Employee Benefits

7x – Expenditures70 – Expenditures71 – Travel74 – Operating Expenses75 – Departmental Revenue78 – Capital Expenditures79 – Scholarships and Fellowships7A – Depreciation Expense7B – Grant Related Expense Items7C – Other Nonoperating Expense Items7D – Loan Fund Deductions

8x – Transfers9x – Fund Additions / Deductions

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Budget Pool Account Code Listing

Note: Budget for Revenue and Salary use “Detail” Account Codes

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Budget

Note: If user forgets to enter Account(s) a long list of Errors will occur.

User will then need to enterAccount(s)

Click on: “Complete”

Scroll to bottom of form for:Code LookUp – to find

Account

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Budget

Note: Write down “Document Number”

Or Print –out form

Do NOT click “Complete”

Note: Click on Menu

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BD04, Temporary Budget Adjustment Banner Account Codes which require paper Budget Transfers

5xxxx, Revenue Account Codes61110, 61210, 61310, 61312, and 61610, Regular Pay Positions61x51, Interim Pay61x81, One Time Bonus (Funds beginning with “12”)Transfer between Funds (121212, Tom the Tiger Conference to 110001, Undesignated E&G)

BD02, Permanent Budget Adjustment – All Account Codes must be on paper (Revenue / Salary / Benefit / Expense)

Contact your Business Officer for assistance in preparing paperBudget Transfers (Budget Revisions)

Banner Budget Transfers - Paper

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Budget

Finance Current Year Position Budget Transfer [Excel]

Form FP-02: New Position Detail [Web] [PDF]

NBAPBUD – HR Position Budget Revision [Excel

Permanent Budget Adjustment BD02 Long Form (Base) [Excel]Permanent Budget Adjustment BD02 Short Form (Base) [Excel]

Temporary Budget Adjustment BD04 Long Form (Current) [Excel]Temporary Budget Adjustment BD04 Short Form (Current) [Excel]

Financial Planning Forms http://bf.memphis.edu/forms/financ

e

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Document Approval QueueBudget Transfers will be routed to departmental approval queueAfter appropriate departmental approvals are secured, document will be routed to Financial Planning approval queue as defined

Document Approval Review Document – click on document number to review Budget Transfer

History – click to review approvals required and approvals secured for budget transfersApprove – 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 approvalor click Cancel to exit

Disapprove – select, if enabled, to disapprove a documentDisapprove document form

enter text in text box with reason for disapproving for INB messaging click Disapprove document for final disapprovalor click Cancel to exit

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Budget

Click on: Approve Documents

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Budget

If you know the Document Number, you can enter.

Radio Button: Document for which you are the next approver

Radio Button: All documents which you may approve.Use this to find all the documents in the queue that you may be able to approve and the status.

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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

Note: Status - Pending

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Optional to add comments

You can DisApprove Document or Cancel (will return to Approval Queue)

due to Conference sold out

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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.

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Hands-On Exercise

Multiple Line Budget TransferMusic Departments needs to fund

$100. from theirOperating 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

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The Staff of Financial Planning 273 Administration Bldg.; Main Phone: (901) 678-2117 - FAX (901) 678-4248)Sharon Hayes, Director of Budgeting 678-3805 shayes@memphis.edu Deborah Becker, Associate Director of Budgeting 678-3538 dabecker@memphis.edu Budget Questions, Salary Lapsing and Special Budget IssuesSusan Hance, Office Associate 678-2117 shance@memphis.edu BR Status/Org ChartsDeborah Keeney, Senior Budget Analyst 678-2118 dkkeeney@memphis.edu Auxiliaries, CarryForwards, Research & AnalysisTerry Savage, Budget Analyst I 678-3903 tsavage@memphis.edu Online BR Approvals, Online BR’s Finance Budget RevisionsWendy Williams, Budget Analyst I 678-3904 wewillms@memphis.edu Online BR Approvals, Online BR’s, Salary Budget Revisions/New Positions

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Just enough

time for

questions!