East Carolina University
Financial Services, MS 203
3800 E. 10th St. 2nd Floor
Sharon Cullipher * Cindy Modlin
Virginia Bridgman * Shalin Hale
Type of Fund
Overhead/Indirect Cost
Institutional Trust
Auxiliary Funds
Restricted for Scholarships
Restricted for other use
Endowments Restricted for
Scholarships or other use
Banner Fund Begins With:
12
14
310, 311, 312, 316, 317
23
24, 25, 27
2E, 6R, 6C, 6Z
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Overhead Receipt Funds may not be used for:
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Alcoholic Beverages
Alumni Activities
Bad Debts
Charitable contributions, donations, gifts
Commencement and Convocation Expenses
Disallowed direct costs (Grants Office is responsible for checking for these types of expenses)
Entertainment costs
Fines, penalties, damages and other settlements
Fund raising and investment management costs
Investment costs, borrowed capital, etc.
Legal Costs (attorney fees related to patents are allowed)
Lobbying Costs
Memberships in country clubs, social or dining clubs and organizations where purpose is
lobbying
Organizational costs of establishing a new organization e.g., broker’s fees, incorporation fees,
attorneys, etc.
Personal use goods or services
Selling and marketing costs of products or services
Student activities costs (publications, clubs, athletics, etc.)
Travel or subsistence or living allowances for Board of Trustees or Board of Governors
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If you are receiving gifts to any of your ITF funds,
take the check and documentation to the Gift
Records Office immediately so the deposit can be
entered in compliance with Cash Management
guidelines and a gift receipt can be issued to the
donor.
◦ Cash Management & Accounts Receivable
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The ITF Office will need to be made aware of any
gifts that are being designated to ITF funds
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For JEs to be accepted, at least one approver must
have Delegation of Authority for the ORGN being
debited.
◦ Delegation of Authority
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Any checks related to conference/workshop
registration fees, rental/lease income, royalty
checks, and any other miscellaneous receipts
credited to ITF funds will need to be scanned into
Xtender.
When entering a deposit in Banner screen
TFAMISC, the description box can be overwritten.
Please enter a description that will identify what
the revenue is related to.
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Please redact any Personal Identifying Information (PII)
such as social security numbers, checking/savings account
numbers, etc.
◦ For more information on PPI please review
ECU Regulation on SSN and PII
◦ Please note the best way to redact is to
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Make a copy of the document
Cross out PII with white-out or redacting tape
Make a copy of the document
Scan the copy (with any PII redacted)
Scan in the receipt, check, and any written
correspondence.
Banner screens do not need to be scanned.
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To scan the document into Xtender you will need
to have the document number, receipt number,
document type, and department.
◦ The receipt number can be found in INB, SSB, or using
the Multiple Cash Receipt ODS Query found on the
Financial Services Webpage
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A Deposit Batch Header
has been created to help
aid in the scanning
process
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Example:
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Example:
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Example:
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If you are currently not following this process,
please contact the ITF Office for detailed
instructions including how to request security
access and how to index your document in
Xtender
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ecuBIC report
◦ Finance -> Institutional Trust Funds -> ITF Balances by
Acct Pool Summary
◦ ITF ecuBIC Report
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ODS Quick Queries
◦ http://www.ecu.edu/syscoord/
◦ Username and password typically the same as Pirate
Port; if need help/reset, put in a ticket with ITCS
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INB
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http://www.ecu.edu/banner/
Use the year we are in or past years for “research”
Same as
last years
ending
balance
Beginning
balance +
Revenues to
date –
Expenditures
to date
29,721.13 + 4,340 (Revenue) – 8,798.92 (Expenditures) – 833.62 (Encumbrances)=
24,428.59
29,721.13 + 4,340 (Revenue) – 8,798.92 (Expenditures) + 845.83 (Banner A/P)=
26,108.04
Keystrokes
Tab
Keystrokes
Tab to
Org
Keystrokes
Org
populates
if
designated
Hit Ctrl +
Page
Down
Keystrokes
Fund
budget
info
populates
Select an
account
(click on it)
and hit F3
Keystrokes
You get
the detail
of that
account.
Hit the X
at the top
of the
screen to
go back to
original
screen.
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Student EPAFs & PCFs
DocuSign & Fund Authorities
ITF Website!
Please feel free to call us
with any questions or concerns.
We are here to offer guidance and support!
Virginia Bridgman
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737-1138
bridgmanv@ecu.edu
Endowments, Scholarships,
Distinguished Professorships
Shalin Hale
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737-1143
brownshal@ecu.edu
Personnel actions, Payroll
Redistributions
Sharon Cullipher
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737-1403
culliphersh@ecu.edu
Fund Set-up/Maintenance,
JVEs, Spending Guidelines
Cindy Modlin
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737-4916
modlinc@ecu.edu
Accounting Manager,
Financial Statements