Banner Review - GrantsGrant Brown Bag Session

March 20, 2013

Tracy Morkunas, CPA

Banner Review - Topics What Grant Information is in Banner? Grant Director’s Responsibility Consequences of Skipping Review Screens to Review

o FGIBDST: Current Year Budget Info.o FRIGITD: Inception to Date Budget Info. (if

applicable)o NHIDIST: Labor Distribution Data

Other Helpful Screens

What Grant Info. is in Banner?

From a FINANCE perspective, Banner shows:o The grant’s budgeto The expenditures that have been

paid for &/or encumberedo Information on the expenditureso Detail of the employees working on

the grant• Hours/Wages

Grant Director’s Responsibilities

Programmatic activities Managing expenditures

o Plan, Approve, Review, Authorize Budget Mod.’s

Forwarding communications/notifications from the funding source

Forward Completed Time & Effort Reports to Controller’s Office (Chief Accountant)

Review of the grant’s financial activities should be performed at least monthly

Consequences of Skipping Review

Minor Potential Outcomes

Nothing – If we’re lucky!

Budget Modification(s) Low-level over/under

spending at grant end Application for no-cost

extension “Last minute shuffle”

Major Potential Outcomes

Significant Over/Under spending

Might incorrectly bill the wrong funding source

Incomplete grant outcomes

Trigger an audit Unallowable costs Return money/fines Barred from future

fundingo Grant and/or College level

What to Review?

Create a review checklist – See Attached

Edit sample to fit your needs

Review Year-to-Date Expense ActivityReview Current CommitmentsReview the Current Available BalancesReview Labor ActivityCommunicate Changes with Accounting

Screens to Review - FGIBDST

FGIBDST – Organization Budget Status

Shows Activity for 1 CCRI Fiscal Year at a timeAsk yourself, is everything I expect to see, here?

o For example, if your grant runs classes, do you see the books & cost of each class?

View YTD Activity for all “E” Type Accounts• Drill Down to the detail to see the vendors

• If you don’t immediately recognize an invoice by the Vendor Name, Drill down to the invoice detail

How to View Your Grant - FGIBDST

Enter: 1) Fiscal Year, i.e. 13 2)Fund #, i.e. 22E551 3) Click Next Block

Enter Fiscal Year

1 3Click Next Block

Enter Fund Number

2

Drill Down to Paid Invoices - FGIBDST

Click Options, then Transaction Detail Info.

2

Click in YTD Exp.

Drill Down to YTD Activity Detail: 1) click in the YTD Activity row you want 2) Go to Options, then Transaction Detail Info.

1

Drill Down to Invoice Detail – FGIBDST

Click Options, then Query Document

2

Click in Account

Drill Down to Invoice Detail: 1) click in the Account Column for invoice you want 2) Go to Options, then Query Document [By Type].

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FGIBDST – Invoice Detail

Invoice/Credit Memo Query will appear. Click Next Block (usually twice) to view the description of the invoice.

Next Block

Note: This screen is FAAINVE. You can look up any invoice here if you know the invoice number.

Commodity field is the invoice description.

Review Commitments – FGIBDST

Click Options, then Transaction Detail Info.

2

Drill Down to Commitment Detail: 1) click in the Commitment Column line you want 2) Go to Options, then Transaction Detail Info.

1Click inside Commitment

Commitment Detail – FGIBDSTThis screen can be confusing. The requisition is shown by the creator’s name. A PO is created based off the requisition. Invoices are paid off of the PO. To Drill Down to Commitment Detail: 1) click in the Commitment Column line you want 2) Go to Options, then Query Document [By Type] (Next Block 4x)

Click Options, then Transaction Detail Info.

2

Click inside Commitment

1

PO Detail ScreenAfter clicking Next Block 4 times…the description of the PO will

appear

Click Options, then Detail Encumbrance Info.

2

Click inside PO Line1 PO’s start w/ P

Another option is to view the PO’s balance, but this won’t give the PO’s description. 1) Click on the PO line 2) Click Options, then Detail Encumbrance Info.

Commitment Detail – FGIBDST

Shows Purchase Order, All Invoices Paid & Remaining Balance

Check for Negative Available Balances

For 1-yr grants aligning to CCRI’s fiscal year, use FGIBDST

Multi-year grants or those NOT on 6/30 end, use FRIGITD

Look at the “Available Balance” column. For negative lines, look at the expense detail to

ensure that all the expenses belong on that lineo If an expense belongs on a different line, email Chief

Accountant (Tracy Morkunas) with the invoice # and the account # where the expense should have hit

o If it all belongs on the line, a budget modification is necessary. Email Chief Accountant (Tracy Morkunas); indicate the amount to transfer, which account #’s it should go to & from, & if funding source approval is needed to make the budget mod.

Why Clear a Negative Line?

Some grants don’t care if individual account lines are over budget as long as they don’t overspend the overall grantLife is much easier without negative lines

o If a line is negative, you might accidentally overspend the grant since Banner will still let you spend down the Positive account lines

o It is easier to plan if you know the true balance on all of your account lines

Budget Modification Example

Honorariums & Educ. Supplies are overspento Determine which line(s) to transfer budget $’s to cover the

deficit

Budget Mod. Example…Continued

We need to cover AT LEAST $1,199.90 on negative lineso Assume not as much Student Help is needed – send email to Tracy:

Transfer 1,199.90 from 614010 to cover negative balances in 612046 &714221. Funding Source Approval isn’t needed for this change.

Labor Data Review - NHIDIST

NHIDIST– Labor Distribution Data InquiryCan view employees paid through your grantsReview the employees paid through your grant

o Is everyone listed? o Anyone you don’t recognize? o Do their hours look right?o Did you complete/approve Time & Effort for

these employees (if applicable)?

NHIDIST – How to Use it

If you know the Feed# you want to look at, enter in Finance Doc. # field

If not, enter in the time frame you want to look ato The From Date/To Date fields are the dates the

Payroll was PAID, this is the date the CHECK WAS CUT

A

A

B

B

Enter A OR B

NHIDIST – How to Use it

Enter the Feed# OR the time frame you want

Enter the Fund # for your grant (i.e. 22E599)

Click Next Block Execute Query

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Enter Feed# OR Date Range

1 2

NHIDIST – How to Use it

After hitting Execute Query, the data will populate

If you want to export the data to excel (optional):o Click Help then HOLD Ctrl key & click

Extract Data No Key

1 2

Other Useful Banner Screens

FOIDOCH – Document Historyo Shows all doc’s related to a Req, PO, or

Invoice FOAPOXT – Procurement Text Entry

o Shows notes related to a specific Req. or PO Check Banner Messages

o Gives specific messages on a Req. or PO FGIENCD – Detail Encumbrance Activity

o Shows invoices paid on PO & remaining balance

FAIINVE – Invoice/Credit Memo Queryo Look up detail on a single invoice

FOIDOCH – Document History

Enter: Document Type (REQ, PO, or INV)

Document Code (Req/PO/Inv #)

Click Next Block

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32

1

2

FOAPOXT – Procurement Text

EntryTo help get an updated status on where your purchase stands, check the text. FOAPOXT will show any notes associated with your Requisition/PO.

o For a Requisition, in Text Type, enter REQ & the Req # in Code

o For a Purchase Order, Text Type = PO & code is the PO#Enter:

Text Type

Code

Next Block

Check Banner Messages

There will be a symbol next to check Banner messages if you have anyo For example, if your Requisition or PO is

disapproved, this is where the message will show up

Check Weekly!!

FGIENCD – Detail Encumbrance Activity

Enter the PO#

Next Block

FAIINVE – Invoice/Credit Memo Query

Enter the Banner Invoice # in Document fieldo Click Next Block

• Keep clicking Next Block to view various information

Update Accounting! Makes notes of any necessary

changes you find Communicate these changes to

Accounting

Call, email or come on by!

Controller’s Office Grant Contact Person:Tracy Morkunas, CPA,

401-825-2244tamorkunas@ccri.edu

Knight Campus – Warwick

Questions / Comments ?

Thank you for attending!