Alamo Community College District

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Alamo Community College District
Finance Overview for Budget Managers Fin-02
Presented by Corina Prieto Information
Technologies, Alamo Community College District
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Topics of Discussion/Agenda

• Banner vs. Advantage
• Understand the Chart of Accounts (FOAPL)
• Banner Terminology
• Understand the Roles and Responsibilities of the
  Budget Manager
• Querying and Approving Documents
• Budget Review and Query Forms
• Logging out of Banner

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Banner vs. Advantage

• Advantage Banner
• Fund 01 11001
• Agency 11
• Org 6245 11274
• Obj cd/Acct Cd 4666 7284
• Program 112

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Banner vs. Advantage

• HENCE
• F - O - A - P -
  L
• 11001 - 11274 - 7284 - 112

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Banner Pools

• Advantage had 13 Appropriation Pools but Banner
  has only 8
• Salaries
• Fringes
• Temps both Adjunct Faculty and Temp Staff Acct.
  codes 6310- 6799
• Promotional Expenses Food, Tables, etc.
• Travel
• Instructional Technology
• Scholarships and Fellowships (7100s)
• Everything Else (7200s)

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Banner Pools
In Advantage, spending from a pool could occur
across accounts. For example, adjuncts, temp
salaries, and instructional technology spending
could occur in an account as long as there was
money in another account in the same pool. In
Banner, spending from pools can only occur within
an ORG
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Role of Budget Manager, P12

• Responsibility of the Budget Manager
• Authority of the Budget Manager
• Consequences
• Campus Budget Officers

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Budget Transfer Guidelines, p. 14

• DONT transfer across funds (system will not
  allow)
• Only transfer within the same fund
• Ex. 11001 State Appropriations
• Per Budget Manager direction, pool accounts that
  funds can be transferred to/from
• Pool 6310 Part-Time Salaries (Adjunct)
• Pool 72 General Pooled Expenses
• Pool 77 Travel

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Banner Pools
THE RULE You can transfer accounts 6310 to 8299
EXCEPT 6800 to 6999. Spending from pools can
only occur within an ORG
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Budget Transfer Guidelines Submitted to Board
Monthly, p. 14

• Transfers of 50,000 or more
• Transfers that moves funds between personnel and
  non-personnel object codes of 5,000 or more
  (Salary )
• Transfers in or out of inventoried equipment of
  5,000 or more (ie computers)
• Transfers between colleges or between a college
  and the district

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Banner
In Banner, the ORG numbers follow the
Organization Chart (p10) The Budget managers can
make budget transfers on their computer and the
transfer will occur almost immediately
(p12). Budget managers, alone, can approve
expenditures up to 4,999.99 (p12). (over that
amount requires a second level approver.) It will
be easier to see what you have left, what you
have spent, and what you have spent it on on
the web, in real time.
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Banner
In Banner, Security is more sophisticated! You
will only have access to those areas you need to
do your job. It is VERY important that your
access codes are not given to ANYONE else because
you have access to move and spend money and will
be held accountable.
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Approvals Budget Reviews, p. 15

• Forms
• FOIAINP Approvals Notification Form (P.16)
• FOAUAPP User Approval Form (P.17)
• FOAAINP Form to Query Document Approval (P.19)
• FOIDOCH Document History Form (P.22)
• FGIBAVL Budget Availability Status (P.24)
• FGIBDST Organization Budget Status (P.26)
• FGIBSUM Organization Budget Summary (P.31)

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FOIAINP
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FOAUAPP
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Logging In
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Budget Queries, p.23

• LETS PRACTICE F11001, O11111, A6310, P110
• FGIBAVL Budget Availability Status
• Summary by pool account (ie 72), Encumbered
• Reports balances whether approved or not
• Uncommitted
• Decision from BPA to rollover open PO from end of
  year with money to cover open PO
• Only looks at available
• ORGS (Test) 11111, 11112, 11113, 11114

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Banner, p. 23

• LETS PRACTICE F11001, O11111, A6310, P110
• FGIBDST Organization Budget Status
• Shows only what has been approved no pending
• Ie How much money have I got today? Does not
  look at pending transactions.
• Can drill down
• ORGS (Test) 11111, 11112, 11113, 11114

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Banner

• LETS PRACTICE
• Hands On Exercise
• FGIBDST
• FGIBAVL VS. FGIBDST
• Approval Document
• Approval Practice Sheet

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Downloading Data from Banner into
Excel, p. 32-33

• Ability to format data once downloaded
• Select HELP from menu bar
• Select Extract Data No Key
• Hold down the CTRL Key during the ENTIRE process
• Only in TRAINING room
• Save file on Desktop
• File extension csv

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Support

• Banner Hotline [phone]
• Email banner_at_accd.edu
• Website http//www.accd.edu/titan/enduser
• Course FIN-02
• Presenter Corina Prieto

PLEASE DO NOT FORGET TO COMPLETE YOUR SESSION
EVALUATION FORM