Budget
Budget
• Financial plan of all expenditures and revenues
• Revenue Sources:
• State Appropriations
• Tuition and Fees
• Local Taxes
• Carryover Allocations and Other Revenues
• Expenditures:
• Salaries and Benefits
• Operating, Travel and Capital
• Transfers and Reserves
• Allows for performance evaluation
Budget Planning –
STC’s Annual Budget
• Compiled annually and plans for a one year period
(September 1 – August 31)
• Lists the expected revenues and expenses for the upcoming
fiscal year
• Must be balanced
• Utilizes Banner’s Budget Development Application to gather
departmental expense budgets
Budget Planning –
STC’s Annual Budget
• Comprehensive report that covers all fund types
• Approved by the Board of Trustees in August
• Budget booklet is submitted to Governor’s Office, Texas
Legislative Board, THECB, and College staff
• Regulated by THECB and the Texas State Legislature
Budget Planning
• Generally, a 10 month process
• The Budget Development Application is opened for revenue and expense
budget entry through Jagnet
• Revenue projections are based on headcount projections, historical
trends, and proposed rate schedules
• During the process, revenue scenarios, expense comparison reports, and
preliminary revenue and expense summaries are prepared
• The Budget Hearing ad is published in local newspapers
• Budget booklets are printed for approval by the Board of Trustees
• After Board of Trustees approval, the Budget is submitted to state
agencies
• New fiscal year budgets are rolled from Budget Development into Banner
Budget PlanningBudget Development
• Departments must submit their department budget requests for
the new fiscal year through the Budget Development Application.
• Only operating, travel and capital budgets may be updated through
the Budget Development Application. Financial Managers should
consider the manual budget transfers processed during the
previous year when requesting budget amounts for the upcoming
fiscal year.
• Financial managers and authorized staff may update an organization’s
proposed budget
• Organization changes may also be made during this time
• Create new organizations
• Inactivate existing organizations that will no longer be used
• Combine organizations that serve the same purpose
Budget PlanningBudget Development
• Budget requests must be itemized in the “Notes” section of the Budget
Development Application for each expenditure pool (operating, travel
and capital)
•
The notes must include the nature of the expense, the estimated total
cost, and the applicable IE goal or objective that will be satisfied.
Example: Registration Fees: $6,000 (O6)
•
Travel notes must identify the conferences that will be attended, the
number of attendees per conference, and the IE goal or objective that
will be supported. Travel requests for destinations that are not itemized
in the notes section will require justification when the Travel
Authorization form is submitted.
Example: Conferences: $10,000 (O1, O2)
SACS Annual Conference-1 attendee
Banner Annual Summit-2 attendees
Budget Planning
• Proposed budgets are reviewed and may be
adjusted by administrators
• Organization budgets may be used during the active
fiscal year (September 1 – August 31)
Budget Maintenance
• Each department’s expense budget for the fiscal
year is recorded in Banner through the
department’s assigned FOAP
F: Fund-The source of the funds (Unrestricted, Restricted, Auxiliary)
O: Organization-The department spending the funds
A: Account-The expenses of the department (salaries, operating, travel)
P: Program-Classification of the funds according to national regulations
Budget Maintenance
• Department expenses must be properly categorized
and charged to the most appropriate organization
•
The organization charged with the expense should not be determined by
funds availability. If the appropriate organization does not have enough
funds available for the expense, complete and submit a budget transfer.
• Expenses must be properly categorized in order to
adhere to the functional expense classifications
from the Integrated Postsecondary Education Data
System (IPEDS) Financial Survey
FGIBDST
• Displays the Organization Budget Status of all accounts in an organization
• Click on the Options menu and select Transaction Detail Information
(FGITRND)
Required
Required
Uncheck
Defaults in
Leave blank to
query all
accounts
OR
Enter specific
account
Leave blank to
query all
accounts
OR
Enter specific
account type
(71, 73, 74)
FGIBDST
• Able to query in the Account field
• Adjusted Budget – YTD Activity – Commitments = Available Balance
FGITRND
• Displays the Detail Transaction Activity for an
organization
• Shows the detail of the amounts on FGIBDST
• Able to view detail transactions for all accounts in an
organization
• Able to view detail transactions for specific account in an
organization
• Able to query
FGITRND
• Accessible in 2 ways
• Through FGIBDST
• Move cursor to account you want to view
• Select the Options menu at the top of the screen
• Select Transaction Detail Information
• Through the main menu
• Type in FGIBDST
FGITRND
• When accessed through FGIBDST
• Only detail for one account will be displayed
• When accessed through the main menu
• Need to enter in the COA, Fiscal Year, and the
Organization
• The Account code is not required, but if left blank Banner will give you
detail for all accounts in the organization
Budget Transfers - FGIBDST
FGITRND
• Transaction Details:
• Account, Organization, Program, Fund
• Activity Date-Actual date of transaction
• Type-Type of transaction (BD01, BD02, HGNL, INEI, JE15,
etc.)
• Document-Document Number assigned to transaction
• Description-Description of transaction
• Transaction Date-Effective date of transaction
• Field-ABD, OBD, YTD, ENC, RSV
• Amount
FGITRND
• Transaction Lifecycle:
• Budget transactions:
• Original Budgets are posted as OBD and have BD01 as the Type
• Changes to the original budgets (budget transfers) are posted as ABD and
have BD02 as the Type
• Expense transactions:
• Begin as a RSV (Reservation) when a requisition is created
• Becomes an ENC (Encumbrance) when requisition is approved and
becomes a P.O.
• Becomes a YTD (Year to Date) when requisition has been paid
• Documents beginning with “I” are invoices
• Documents beginning with “J” are journal entries
• Documents beginning with “F” are feeds
FGIBAVL
• Displays the Budget Availability Status of an
organization
• Required information
Required
Required
Defaults In
Required
Defaults In
FGIBAVL
• Able to query in Account field
• Adjusted Budget – YTD Activity – Commitments = Available Balance
FGIBAVL-FGITINP
View pending documents accounted for on FGIBAVL
Budget Maintenance –
Transfers
• Transfers increase or decrease the organization’s
available budget for operating, travel and capital
expense accounts, in order to:
• Reallocate budget for future purchases
• Cover negative balances
• Budget transfers may be processed between different
account codes of the same organization, or between
different organizations
• Budget transfers may not occur between different fund
codes
Budget Transfers
• Only typed budget transfer forms will be processed
• Transfers may be processed using the expenditure
pool accounts only
•
•
•
•
710000 Direct Expenditures (Operating)
730000 Travel Expenditures
740000 Capital Expenditures
770000 Construction
• If the submitted budget transfer form has errors, a
new form must be submitted
Preparing Budget Transfers
• Determine the amount that needs to be transferred
(FGIBAVL)
• Determine the organization and account with sufficient
funds available to cover the negative balance (FGIBAVL)
• Prepare the Budget Transfer form (BO-3500)
• Submit form for signature approvals
• Send approved form to Business Office for processing
• Check the status of the transfer on FGIBDST
FGIBDST vs FGIBAVL
View Prior Fiscal Years
FGIBDST
FGIBAVL
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Used by Banner for NSF checking
Balance is reduced by:
Complete transactions

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Incomplete transactions

Suspended transactions

Unapproved transactions

Approved transactions
Summary by account code
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
Summary by account pool
Transaction detail available
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Encumbrances
• All encumbrances should clear when the payment
is made
• View FGIOENC (Organizational Encumbrance List)
• List of all outstanding commitments in an organization
• Contact Purchasing to close the encumbrance if it is no longer
needed
• FGIENCD-Detail Encumbrance Activity
• Detailed list of transactions posted to an encumbrance created by a
requisition or purchase order
Document History
• View FOIDOCH (Document History)
• Lists all documents associated to a specific document
based on the document number
• Requisition number, P.O. number, Invoice number, Check number
• Details about each document can be viewed through the Options menu
Extracting Data to Excel
Click “OK”
Click “Save As”
Name file, keep the extension as “csv”
Open file in Excel and save in Excel format
Delete “csv” file
Banner vs Jagnet
• Information on FGIBDST, FGIBAVL and FGITRND may
be viewed in Jagnet
• Log in to Jagnet
• Click on “Employee Tab”
• Click on “Employee Services”
• Click on “Finance Tab”
• Click on “Budget Queries”
• Select “Budget Status by Account” and click “Create
Query”
Banner vs Jagnet
• Place a check mark in the box next to: Adopted Budget,
Budget Adjustment, Adjusted Budget, Fiscal YTD Activity,
Encumbrances, Commitments, and Available Balance
• Click “Continue”
• Select the Fiscal Year
• Select the Fiscal Period (period 14 is recommended)
• Select a Comparison Fiscal Year and Period (if needed)
Banner vs Jagnet
• Select “All” for the Commitment Type
• Enter “S” for the COAS
• Enter the Organization Code
• Optional: Enter the Account Type (71, 73, 74)
• Leave all other fields empty
• Click “Submit Query”
Banner vs Jagnet
Banner vs Jagnet
Banner vs Jagnet
Banner vs Jagnet
• Click Download All Ledger Columns
• Click Save, Click Open
• Transactions are displayed in an Excel csv file
Elena Jimenez, Accounting Specialist
872-4620 elenae@southtexascollege.edu
Vacant, Budget Accountant
Nicole Perez, Accounting Group Manager
872-4640 mnperez@southtexascollege.edu
Questions?