Intermediate Banner
Finance Training
Presented by:
Kevin Ward & Traci Miyakawa
2011
Table of Contents
UNIVERSITY BUSINESS SERVICES CONTACT INFORMATION .................. 4
OFFICE OF SPONSORED PROGRAMS (OSP) CONTACTS .............................. 5
UNIVERSITY BUSINESS SERVICES WEBSITE ADDRESS: ............................ 6
MSU RESEARCH WEBSITE ADDRESS: ............................................................. 8
COMPARISON OF GENERAL LEDGER TO OPERATING LEDGER ............. 10
General Ledger............................................................................................................... 11
Operating Ledger ........................................................................................................... 11
Comparison of General Ledger vs. Operating Ledger................................................... 13
TYPES OF FUNDS ................................................................................................ 14
OFFICE OF SPONSORED PROGRAMS: ............................................................ 15
Is it a Fund or Grant? ..................................................................................................... 15
What is an index number for OSP? ............................................................................... 15
Other Important Items to Know: .................................................................................... 15
Grant Transactions, Budget and Balances ..................................................................... 16
Inception to Date Report ................................................................................................ 17
GENERAL LEDGER ............................................................................................. 18
EXPLANATION OF DOCUMENT TYPES ......................................................... 19
PROCESSING DOCUMENTS .............................................................................. 20
Deposits .......................................................................................................................... 20
Deposits from the MSU Foundation .............................................................................. 20
Revenue code usage for MSU Designated Indexes ....................................................... 21
Finance Expenditure Corrections................................................................................... 22
COST TRANSFER POLICY FOR OSP FUNDS .................................................. 23
DOCUMENTS FED TO DEPARTMENTAL INDEXES ..................................... 24
Facilities and Administration ......................................................................................... 24
Admin Fees .................................................................................................................... 25
Payroll ............................................................................................................................ 26
RESEARCH FORMS ............................................................................................. 27
Locating Submitted Proposals ....................................................................................... 27
LOCATING GRANT PROJECT PERIOD OR AWARD AMOUNT ................... 28
Grant Management Report............................................................................................. 29
Locating Term Pool Benefits basis ................................................................................ 30
PURCHASING ....................................................................................................... 31
How much can be spent ................................................................................................. 31
Do I need to get competitive quotes .............................................................................. 31
What can I buy? ............................................................................................................. 31
How do I make this happen ........................................................................................... 31
What can the Purchasing Department do for me? ......................................................... 32
PROPERTY MANAGEMENT .............................................................................. 32
Equipment Inventory ..................................................................................................... 32
Disposals ........................................................................................................................ 32
State Owned Equipment Used Off Campus .................................................................. 32
2
MSU UBS/OSP 7/24/2016
Resolution Form to Acquire State and Federal Surplus ................................................ 32
WEB REPORTS ..................................................................................................... 33
Creating Index Groups ................................................................................................... 35
Emailing Web Reports ................................................................................................... 37
Printing Web Reports ..................................................................................................... 37
FGAJVCM – USE TO DO JD1 ACCOUNT CORRECTIONS ............................. 38
EXTRACTING DATA FROM BANNER TO EXCEL ......................................... 40
IMPORTING WEB REPORTS TO EXCEL .......................................................... 42
FREQUENTLY ASKED QUESTIONS ................................................................. 45
3
MSU UBS/OSP 7/24/2016
University Business Services Contact Information
Email
Phone Number
PCard Issues/ Incoming Wires/ Other Accounting Issues
Andrea Gullickson
andreag@montana.edu
994-5727
PCard Issues/ Other Accounting Issues
Sheron McIlhattan
sheronm@montana.edu
994-5727
Accounting Issues
Jeana Henley
Nancy Ockford
994-5727
994-3345
henley@montana.edu
nancy.ockford@montana.edu
Banner Issues/Web Reports/Finance
David Court
dcourt@montana.edu
Kevin Ward
kward@montana.edu
994-2704
994-7933
Web Reports/Finance /X-Feeds
Tracy Simonson
tracy.simonson@montana.edu
994-1902
Payments to/from State Agencies
Tom Zulauf
tzulauf@montana.edu
994-5727
Account Code Corrections (JD1s)
Bill Cummings
wcummings@montana.edu
994-7694
AP Supervisor, Wires & Special Checks
Lynne Hendrickson
lhendrickson@montana.edu
994-5739
Travel Accounts Payable
Renee Pfingsten
rpfingsten@montana.edu
994-5331
AutoBills
Wendy McCarty
wendym@montana.edu
994-5538
Student Accounts
Jennifer Huber
jennifer.huber1@montana.edu
994-5537
Fax line
Office Location
994-1954
102 Montana Hall
4
MSU UBS/OSP 7/24/2016
Office of Sponsored Programs (OSP) Contacts
Leslie Schmidt
Asst. VP for Research
Sandy Sward, OSP Director
Dale Huls, OSP Asst. Director
E-Mail
Phone
Number
lschmidt@montana.edu
sward@montana.edu
dalehuls@montana.edu
994-2381
994-5318
994-1980
Cash Management/AR questions/deposits:
Peggy Kastella, Financial Officer
peggy.kastella@montana.edu
Lisa Wemple, Acct Analyst
lisa.wemple@montana.edu
Jessica Putzier, Acct Assoc. III
jessica.putzier@montana.edu
994-2381
994-6041
994-1981
Fiscal Managers--each assigned specific departments:
Julie Geyer
jgeyer@montana.edu
Peggy Kastella
peggy.kastella@montana.edu
Jerry Fink
jfink@montana.edu
Lois Evan
lois.evans@montana.edu
Naomi Stewart
nstewart@montana.edu
Traci Miyakawa
tracim@montana.edu
994-6268
994-2381
994-6275
994-6513
994-4870
994-7696
Pre-Award/funding opportunities & databases/electronic submission:
Audrey Thurlow
athurlow@montana.edu
994-6240
Subcontracts:
Barbara Bunge, Subcontract Manager
994-2383
bbunge@montana.edu
IT Group: Web/PI Report/Banner questions and Time & Effort:
Ken Kurtenbach
kenneth.kurtenbach@montana.edu
Jennifer Nesbitt
jnesbitt@montana.edu
Naomi Stewart, IT Liaison, Cost Sharing
nstewart@montana.edu
994-7985
994-2381
994-4870
Administrative/BPAs & PTF tracking/general questions:
For F&A related questions.
Lisa Wemple, Acct Analyst
lisa.wemple@montana.edu
994-6041
Carmen Fike, Business Officer
Mary Engel, Travel
994-1939
994-1982
Front office/general questions
Fax line
Room location
cfike@montana.edu
mengel@motana.edu
994-2381
994-7951
309 Montana Hall: PO Box 172470
5
MSU UBS/OSP 7/24/2016
University Business Services Website Address:
http://www.montana.edu/wwwbu/index.htm
From this web page you can navigate to:



University Business Services Forms to download,
Business Procedures Manual, and
Other miscellaneous University Business information
6
MSU UBS/OSP 7/24/2016
Download Forms from University Business Services’ Office Web Site:
Click on UBS Office Forms. This will navigate you to a page showing links to the available
forms.
click on the link for the desired form (to print or download)
7
MSU UBS/OSP 7/24/2016
MSU Research Website Address:
http://www.montana.edu/about/research/
From this web page navigate to:
Sponsored Programs web page
You can also navigate to the Technology Transfer homepage and other items of interest
related to MSU’s research programs!
8
MSU UBS/OSP 7/24/2016
Under the Office of Sponsored Programs link (http://www.montana.edu/wwwvr/osp/index.html):
 Information regarding schedules and meetings
 Forms that can be downloaded
 Principal Investigator’s “How-to- Manual” which contains guidelines for
the administration of grants.
 Information needed for proposal completion (including travel rates)
 Other important information
9
MSU UBS/OSP 7/24/2016
Comparison of General Ledger to Operating Ledger
Banner-FGITBSR
Web Reports/Finance -General Ledger
10
MSU UBS/OSP 7/24/2016
General Ledger




Represented on Banner form FGITBSR,
Balances of Assets, Liabilities and Fund Balance as of a point in time,
Includes cash balance,
General Ledger balances change as amounts post to Operating Ledger.
Operating Ledger









Represented on Banner form FGIBDST for summary information.
Represented on Banner form FGITRND for detailed transaction information.
Balance of revenues and expenses; shows revenues and expenses for the current fiscal year only.
Revenues and expenses increase or decrease cash balance.
The summary information displays for Budget, Year-to-Date, Commitments, and Available Balance.
Adj Budget summarizes the budget set up at the beginning of the fiscal year and any subsequent
adjustments.
YTD Activity summarizes actual Revenues and Expenses for the chosen fiscal year.
Commitments are estimates of known future expenses in order to give a more accurate amount in
Available Balance.
Avail Bal = Adj Budget – YTD Activity – Commitments.
Operating Ledger Summary
Banner-FGIBDST
This amount represents the Remaining Budget Balance
for General Operating indexes. This represents the
amount left to be spent for the fiscal year. MSU UBS/OSP 7/24/2016
11
Web Reports/Finance-Operating Ledger Summary
This amount represents the Remaining Budget Balance
for General Operating indexes
Operating Ledger Transactions
Banner-FGITRND or FRIGTRD (from FRIGITD for grant activity)
12
MSU UBS/OSP 7/24/2016
Web Reports/Finance-Operating Ledger Transactions
Comparison of General Ledger vs. Operating Ledger
 The balances in the General Ledger carry forward each fiscal year.
 The balances in the Operating Ledger start at zero at the beginning of each fiscal year.
 Comparable to a checking account. The general ledger’s cash balance is like a
checking account’s cash balance. The operating ledger’s revenues and expenses are
like a checking accounts deposits and checks written.
13
MSU UBS/OSP 7/24/2016
Types of Funds
Type
Fund No.
Description
General Operating (State)
41%, 01%, 91%
Appropriation
Available balance Queried on FGIBDST or Operations Ledger Summary
The traditional state appropriated funds which are supported with general funds, tuition, millage, and others.
Free of externally imposed restrictions, except those imposed by the legislature. These funds are restricted
to being spent for the purpose of educating students or the direct support of that process. These funds
are budgeted annually and must be spent during the fiscal year. If not spent, then funds will be lost.
Restricted
42%, 4W%, 4WR%
***Usually OSP***
Free balance Queried on FRIGITD or Inception to Date report (ITD)
These are funds which are restricted to purposes that are specified by the funding source. Examples
include federal or state grants and contracts, and federal financial aid. The purpose specified by a grant and
contract funding source will involve research performed by campus departments. The purpose specified by
financial aid funding sources will involve student tuition funding. Restricted gifts are part of this category.
They include gifts to the University for a specific stated purpose.
***See OSP website for unallowable account codes.
Designated
43% Revenue Earning Includes F&As (436% & 437%)
Cash balance Queried on FGIBDST / FGITBSR or General Ledger Report
Generally, designated indexes are to record sales and service activities. They also include F&A’s which
accumulate costs to recharge to other funds. These may be transactions between MSU departments.
Examples include computer centers, various student fees, state college work study funds, and indirect cost
recoveries (F&As). These indexes are charged a 4% admin fee on all expenditures.
Auxiliary
44%
Revenue Earning
Cash balance Queried on FGIBDST / FGITBSR or General Ledger Report
Funds dedicated to on-campus services to students, faculty, or staff for a fee. Examples include
residence halls, food services.
14
MSU UBS/OSP 7/24/2016
Office of Sponsored Programs:
Terminology and Exceptions
Is it a Fund or Grant?
A grant number is a five (5) character, alpha-numeric designation used to identify funding
handled through OSP. These are different from the fund/index numbers departments
typically use. They are designated as follows:
 Zxxxx (associated with funds: 425xxx, 426xxx, 427xxx, 428xxx, & 429xxx)
 Wxxxx (associated with fund 4Wxxxx)
 WRxxx (associated with fund 4WRxxx) Note: this also denotes ARRA funding.
What is an index number for OSP?
 Index numbers for OSP are shortcuts to fund numbers.
o Fund numbers are basically the same as Index numbers.
 Fund numbers beginning with 436XXX or 437XXX are typically F&A designated
accounts.
What are Facilities and Administrative Costs?
Facilities and Administrative costs (F&As) also called “indirect costs” (IDCs or Overhead)
are those costs that are incurred for common or joint objectives and therefore cannot be
identified readily and specifically with a particular sponsored project, an instructional
activity, or any other institutional activity.
These rates are negotiated periodically with the U.S. Department of Health and Human
Services and current rates are found at http://www.montana.edu/wwwvr/grants/forms/RateAgre.pdf.
Questions regarding F&As should be address to Leslie L. Schmidt, Asst. VP for Research or
may be found in the PI Manual Section 463.00 (http://www.montana.edu/wwwvr/osp/400.00.html)
Other Important Items to Know:
 Grants operate on an inception-to-date (ITD) basis (most other funds at MSU operate
on a Fiscal Year basis).
 Encumbrances for salary and benefits are on a fiscal year basis only.
 Some equipment may be encumbered (if a State of Montana Purchase order has been
created).

Deposits to grant funds must be routed through OSP.
15
MSU UBS/OSP 7/24/2016
Grant Transactions, Budget and Balances
1. Represented on Banner form FRIGITD,
2. Cumulative Budget, Transaction Activity, Commitments and Available Balance as
of a point in time,
3. Includes Free balance,
4. Inception to date (not Fiscal Year).
5. Can “drill down” to FRIGTRD for detail transactions (looks the same as FGITRND
in finance forms, see page 9—Operating Ledger Transactions for more details).
Banner-FRIGITD
This amount represents the Available “Free” Balance. This
represents the amount left to be spent for the remainder of the
grant, after commitments are met. Commitments are only listed
for the current Fiscal Year. (Note: these totals do NOT reflect
revenue as collected by OSP). Scroll down to see the net totals.
16
MSU UBS/OSP 7/24/2016
Web Reports/Finance & Sponsored Programs-Inception to Date
F&A Rate for
the Grant
This amount represents the Free “Available” Balance. This
represents the amount left to be spent for the remainder of the
grant, after commitments are met and all revenue is collected.
Inception to Date Report





Represented on Banner form FRIGITD for summary information.
Represented on Banner form FRIGTRD for detailed transaction information.
Balances of revenues and expenses.
Shows revenues and expenses for the total life of the grant-inception-to date (ITD).
Revenues and expenses increase or decrease cash balance. Revenue is managed by
OSP.
 Budget summarizes the cumulative grant budget to date.
 Commitments/Encumbrances are estimates of known future expenses in order to give a
more accurate amount in Available Balance. These are input from Personnel and
Purchasing forms (PTF, etc. and Purchase Orders).
 Free Balance = Budget – ITD Activity – Commitments.
17
MSU UBS/OSP 7/24/2016
General Ledger
 Used for Designated, Auxiliary, and non-OSP Restricted funds.
 The General Ledger is a balance sheet.
* in column
to the right
of the
“Begin
Balance”
and Curr.
Balance”
columns”
indicates
balance is
negative.
18
MSU UBS/OSP 7/24/2016
Explanation of Document Types(See “Type” Column)
BD% - Represents budget entries.
E% - Encumbrances
GRIC - Admin Fees charged to designated Indexes/F&A charge to Grants
GRIR - F&A revenue
H% - Document types that begin with H are payroll related (Salaries or
Benefits).
INNC - Credit Memo (Cancellation of an Invoice).
INNI - Paid Invoices (BPAs), the transaction description will show the
vendor name.
IPNI - Purchasing Card Transaction, represents charges to your Index from
use of the departments purchasing card.
JD1 - Department Correction Journal Entry
JE16 - Journal Voucher, represents a correcting entry.
JG1 - Grants Office Correction Journal Entry.
JIA
- Payments made to or received from other State of Montana agencies.
JOC - Payments made to or received from other MSU campuses.
JRC - Recharge Journal Entry, represents a billing between your Index and
another “on campus” Index.
ZM1 - Misc Deposit
Z%
- Course fee revenue (Ex: ZA1, ZA2, ZB1 etc)
19
MSU UBS/OSP 7/24/2016
Processing Documents
Deposits
Payments to departments in the form of cash and/or checks are taken to the cashiers in
Montana Hall for deposit. Deposit tickets can be filled out there. OSP funds should NEVER
have income deposited by a department, see OSP for more information.
A. Departments are required to make deposits each day when either of the following
situations exist:
1. accumulated $200 in cash or
2. accumulated $750 in cash and checks
B. Departments are required to deposit all cash and checks at least weekly,
regardless of the amount collected.
Please refer to the Business Procedures Manual section 350.00 Deposit of Monies for more information.
The entire manual can be accessed on the web at: http://www2.montana.edu/policy/business_manual/
Deposits from the MSU Foundation
This procedure enables UBS to reconcile checks written from our Foundation to our
departments.
When completing a cash receipt from the Foundation, the Index should be a Restricted Gift
(423xxx for MSU Bozeman) with account code 53950. In addition, use the Activity Code
that reflects your Agency. This activity codes needs to be on every cash receipt whether it is
recorded as revenue or the appropriate expenditure abatement. The activity codes by agency
are:
4000FN
Foundation MSU
3000FN
Foundation GFCOT
6000FN
Foundation Billings
7000FN
Foundation Northern
20
MSU UBS/OSP 7/24/2016
Revenue code usage for MSU Designated Indexes
53350 - Recharge Income. Income originating from on campus sales and services; usually
posting as an autobill.
53631 - Sales & Service Revenue. New revenue to the University originating as a cash
receipt deposited with the Cashier’s using a cash receipt form. It posts on a document
beginning with Fxxxxxx.
Accounts 53350 and 53631 should only be used on 433xxx and 434xxx indexes .
(AES, ES, FSTS indexes are some exceptions).
52872 - Course Fees. Course fees are fed from the student module and post automatically.
Some other account codes may also be used for specific indexes—examples are
Athletics, AES, ES or FSTS.
53950 - Misc Restricted Gifts. Used on indexes starting with 423xxx.
53940 - Unrestricted donations and OSP Grant Residuals. Used on indexes starting with
432xxx.
53859 – Used on indexes starting with 484xxx. This is Misc University Revenue.
Indexes 436xxx and 437xxx will contain F&A income from grants only. No other income
should come into a 436xxx/437xxx, F&A index. These accounts may have abatements to
expenses, remember--never deposit revenue. For more information contact Lisa Wemple in
the Office of Sponsored Programs. Abatement revenue must also be signed off by Lisa
Wemple.
Funds 426xxx, 427xxx, 428xxx, 429xxx, and 4Wxxxx have income collected by OSP. If you
receive any revenue for these fund types, bring to OSP for depositing. These funds may have
abatements to expenses, remember--never deposit revenue. For more information or for
abatement revenue approvals contact Peggy Kastella. Abatement revenue may also be
approved by your OSP Fiscal Manager.
Please include the corresponding document number from the original expense on the
deposit slip when abating an expense.
21
MSU UBS/OSP 7/24/2016
Finance Expenditure Corrections
Finance corrections (Journal Vouchers) can be requested on an index under your
responsibility based on a transaction determined to be incorrect as seen on FGBTRND or the
Operating Ledger Transactions report. The correcting entry will be entered into Banner
based on a Finance Expenditure Correction form sent to the University Business Services.
The following procedure details the requirements of filling out this form.
1)
2)
3)
4)
5)
6)
Enter current date.
Initials for approval.
Name, phone #, Email, and department of person filling out the form.
Signature of person filling out the form.
OSP approval signature.
Based on the posted document being corrected enter the index, account, activity,
document #, and date as shown on FGBTRND or the Operating Ledger Transactions
report.
7) Enter the transaction description.
8) The amount being corrected can be less than the original documents posted amount. If
the original entry was a negative expense or a revenue show the amount with a –
(minus) sign in front of the dollars.
9) The index, account and activity the entry is to be corrected to.
22
MSU UBS/OSP 7/24/2016
Cost Transfer Policy for OSP Funds
Cost transfers occur when expenditures are moved from one fund to another.
Effective financial management should generally make cost transfers unnecessary; however,
under certain circumstances, transfers may be appropriate. This OSP policy has been adopted
to assure compliance with funding agency requirements by allowing cost transfers only when
they comply with this policy and procedure.
For the full text of the policy, please go to:
http://www2.montana.edu/policy/Cost_Transfer_Policy_for_OSP_Funds.htm
In Summary:
 Cost transfers involving OSP funds will be made only with OSP approval and in
compliance with this policy.
 Costs may not be shifted to other sponsored programs due to cost overruns.
 Must be signed by the Principle Investigator or Authorized signature.
 An explanation for the cause of the error, justification for the transfer, and assurances
that the cause of the error has been corrected must accompany the request for the
transfer. If you have questions or difficulties, please confer with your OSP Fiscal
Manager.
 Must be made within 90 days.
After 90 days:
Cost transfers beyond the 90 day period will generally be approved only for transfer to
Departmental Funds unless OSP determines that extraordinary circumstances warrant
transfer to other OSP funds. Contact your fiscal manager for more information.
It is important that this policy is followed because when sponsored projects are
reviewed, inappropriate or poorly documented cost transfers can result in auditors
denying reimbursement of the expenditure or even in the imposition of sanctions
against the University.
23
MSU UBS/OSP 7/24/2016
Documents Fed to Departmental Indexes
Facilities and Administration (F&A) Costs Distribution
(Formerly known as Indirect Costs or IDCs)
F&As helps to cover the facilities and administration costs of doing research. Specific
questions regarding distribution and use of returned F&As should be addressed to Leslie
Schmidt in the OSP office.
F&A Distributions charge Grants in account 62827M, document type GRIC and credit F&A
designated Indexes (436XXX/437XXX) account 53360, document type GRIR.
The transactions below represent charges to the grant to be distributed to the designated F&A
Index.
The transaction below represents revenue to the designated F&A Index distributed from the
OSP Index.
24
MSU UBS/OSP 7/24/2016
Admin Fees
Administration Fees are charged to Designated Indexes at 4%. Account 62889A is charged
using rule code GRIC.
Example posting of Admin Fee charges.
25
MSU UBS/OSP 7/24/2016
Payroll
1.
2.
3.
4.
Fed to Finance from the Payroll module (Documents starting with ‘F’ are feed documents).
Post as a single lump sum amount for all employees paid from this Index and Account.
Detail can be viewed from NHRDIST or the Web Reports/Finance/Payroll Report.
Payroll corrections are submitted to Personnel and Payroll or Sponsored Programs, depending on
the indexes affected.
Pay Number (Payroll) –
If the line represents a
correcting entry the Pay
No. may be for a prior
payroll
26
MSU UBS/OSP 7/24/2016
Research Forms
Locating Submitted Proposals
1. Represented on Banner form FRIPROP,
2. Locates number of proposals submitted/awarded/rejected to a particular agency, by
Principal Investigator, or department (e.g., responsible Organization),
3. Includes pending proposal number, proposed start date and requested amount,
4. If awarded lists assigned grant number.
a. Hit F7 to clear screen, immediately upon entering
b. Insert fields you know, “%Agriculture%” or PI name or “Responsible
Organization”
c. Hit F8 to execute query
d. Status field indicates PROPOSAL Status.
A = Awarded
D = Declined
S = Submitted
R = Rejected
W = Withdrawn
Banner-FRIPROP
27
MSU UBS/OSP 7/24/2016
Locating Grant Project Period or Award amount
1. Represented on Banner form FRAGRNT,
2. Returns amount of funding, sponsor ID number, project period and agency
information,
3. Can tab or navigate to F&A return information (to go to Banner Form FRVINDD—
viewing distribution codes)
Banner-FRAGRNT
28
MSU UBS/OSP 7/24/2016
Web Reports/Sponsored Programs-Grant Management Report
Grant Management Report
 Represented on Banner form FRAGRNT to locate funding amount, Sponsor ID and
beginning and end dates,
 Represented on Banner form FRIGITD for summary financial information,
 Banner [FRAGRNT and FRIGITD] will return information for one grant
 Web Reports/Sponsored Programs/Grant Management Report will return
information for all active grants under one particular Organization number, for a
complete grant management tool,
 Web Reports/Sponsored Programs/Grant Management Report will return if a grant
has cost sharing or subcontracts,
 Web Reports/Sponsored Programs/Grant Management Report will return end dates
to complete Personnel forms,
29
MSU UBS/OSP 7/24/2016
Locating Term Pool Benefits basis
1. Represented on Banner form PEAEMPL,
2. Returns “leave category” to determine rate charged (0%, 1% or 2%)**.
Banner-PEAEMPL
Termination Pool
 Termination pool is collected from personnel working on Grants, based on their
leave category, regardless of their classification.
 This fund was specifically set up to pay buy-outs of sick and vacation leave when
an employee working on grant funding leaves MSU,
 If an employee works (is paid) from a grant, a certain percentage of their salary is
set aside,
 Term pool is calculated:
Category
NO
AM
AV
FN
All other categories
Percentage**
0%
1%
1%
1%
1%
**Term pool percentages are subject to change as required. These rates are effective as of
February 2010.
MSU UBS/OSP 7/24/2016
30
Purchasing
Web Site http://www.montana.edu/wwwbu/purchasing/
How much can be spent
Up to $25,000 total contract value
 State Procurement Bureau delegated purchasing authority to MSU Purchasing Department for items
with a total contract value of $250,000 or less
 MSU Purchasing further delegated purchasing authority for non-controlled items
(supplies and services) with a total contract value less than $25,000 to departments
who attend purchasing training
 Total Contract Value is based on
 The estimated price of the entire contract, including any options or renewals, options
to buy additional quantities, options to extend the period of performance
 Contracts for which we receive income are also computed based on total contract
value
Do I need to get competitive quotes
For any purchase over $5,000 total contract value, you must obtain competitive quotes.
You can obtain quotes yourself or ask Purchasing to help you. Remember-if the total contract value is over
$25,000, purchasing must issue a solicitation-don’t do it yourself.
What can I buy?
Anything that is not a “controlled item”
 New vehicles can only be purchased based on the State Requisition Time Schedule
 Can buy supplies from Central Stores, but it is not mandatory, if you find a better price
 Can acquire printing services (except for standard printed envelopes or letterhead with state seal logo
which must be purchased through State Printing)
 Can buy supplies and services through Cooperative Purchasing Agreements
 Items on State Term Contracts: Departments authorized to buy supplies and services from these
regardless of total contract value
 “Exclusive” Contracts – Departments MUST order supplies and services from that
contract
 “Non-Exclusive” Contracts – Departments may order supplies and services from that
contract. benefit is pre-negotiated prices, terms and conditions
 Office Equipment – Photocopiers MUST be purchased through MSU purchasing
How do I make this happen
Learn the rules and call the Purchasing Office for help whenever you’re unsure
 Help ensure department representatives understand and comply with dollar limits and purchasing
procedures
 Identify specific personnel who are authorized to make purchases for your department
31
MSU UBS/OSP 7/24/2016


Ensure at least 1 department representative attends the Purchasing section of the Business Procedures
Workshop (April and October). This is a requirement for the Department to maintain purchasing
authority
Ensure department representative performs Post-Award Contract Administration
 Acceptance of supplies, monitoring services
 Processing payments (BPA)s
What can the Purchasing Department do for me?
Perform all purchasing functions including:
 Assist with planning and developing purchasing strategies
 Issuance of Solicitations for competitive bidding (IFBs and RFPs)
 Preparation and award of Purchase Orders and Contracts
 Contract negotiation and administration
Property Management
Equipment Inventory
The department capital equipment inventory website is updated in September and March. Departments are
to review this website and inform property management of any additions, changes, or deletions. See:
Capital or Minor Equipment at http://www.montana.edu/wwwprpty
Disposals
Equipment surplus and trade-in –PAMS-3 form
See: http://www.montana.edu/wwwprpty for procedures and PAMS-3 forms.
Equipment disposal – cannibalized, junk, or stolen –PAMS-4 form
See: http://www.montana.edu/wwwprpty for procedures and PAMS-4 forms.
State Owned Equipment Used Off Campus
See: http://www.montana.edu/wwwprpty for procedures and form 1055.
Resolution Form to Acquire State and Federal Surplus
This form is through Property and Supply Bureau, Helena Mt.
See: http://www.montana.edu/wwwprpty for procedures and forms.
32
MSU UBS/OSP 7/24/2016
Web Reports
Used for reconciling and for a permanent record of financial activity and balances. For
investigating documents in question and additional detail of data use on-line Banner.
 Accessed through the SAIS website under MSU Switchboard - OR
 https://sais.montana.edu will send you Banner Services Information.
 Click on “Banner Application Switchboard”
Create an Icon on Your Desktop for the Web Reports
1 With the sign on window for the switchboard open click
FILE>SEND>SHORTCUT TO DESKTOP
2 This will allow direct access to the Web Reports from your desktop icon
33
MSU UBS/OSP 7/24/2016
Reports on the Web (Cont)
This is the MSU Switchboard Screen. Click on “Banner Reports”. If this title is not listed
you have not been granted access to the reports. Contact Dave Court @ 2704.
This is the first menu screen. In the upper left corner the drop down box labeled “Report
Type” will show all report categories available to your individual security. Select “Finance
Reports”. If the drop down box does not appear move your cursor over the top frame border
and drag it down until the box appears.
You may then select the reports that you will like to utilize. For each report type, you will
need to enter the requested parameters. When you have done this, select execute reports and
it will generate a report in the bottom frame. From this frame, you may access your report as
either a text or pdf document, print, or save electronically.
34
MSU UBS/OSP 7/24/2016
Creating Index Groups
It you have a large number of index/fund numbers that you need to print similar reports for,
you may wish to create groupings.
To create groupings, go to ‘My Groups’ and select the group type that you would like to
create.
35
MSU UBS/OSP 7/24/2016
In the first column, type in the name you would like to call your group and click ‘add’ to add
the name to the list. In this example the name was ‘New Group.’
The name will then appear in the drop down menu of the ADD column for you to select.
You can then start adding the index/funds that you want to be in that grouping.
36
MSU UBS/OSP 7/24/2016
Emailing Web Reports
To email web reports, you will create an email group in the same manner as all other
groupings. From the My Groups box, select email group.
When this has been done, you can select Email Report in the Submit Report Arguments
frame. This will give you a drop down menu and you may make your selection.
Execute the reports as normal.
When the emails are sent out, it will provide the recipient with a link in order to preserve
security of information.
Printing Web Reports
To print a report after it has been generated, simply select either pdf or text and it will bring
up the report on your computer. Simply print as normal and it will then print to your default
printer.
There is no longer any need for a networked printer.
37
MSU UBS/OSP 7/24/2016
FGAJVCM – Use to do JD1 Account corrections
Account Number corrections within a Single Index (Journal Type JD1)












Form Highlights
Can not include Revenue account numbers (5%)
Can not include payroll account numbers (61%)
Can not include subcontract account numbers (62147%)
For corrections involving the above, please use either the Finance Correction Form or the
Payroll Correction Form as appropriate.



Easier to use than FGAJVCQ
This form allows entries to be consecutively entered on the same screen
The Type field and the Bank field are entered in the top block and do not need to be entered
on the detail lines below
38
MSU UBS/OSP 7/24/2016
Instruction for use:
1. <Ctrl><Page Down> past the Document number.
2. Tab to Document Total and enter the sum of all debits and credits on your journal voucher (each correction
will take two lines with the same amount)
3. Tab three (3) times to Type in the Default Values box – enter “JD1”
4. Tab once to the Description field (you may enter the description at this time or skip past).
5. Tab once to the Bank field and enter 94
6. Click Next Block or enter <Crtl> <Page Down>
7. Tab past the Seq field
8. Tab to the Index field and enter the index number containing the transaction you want to correct.
9. Tab to the Acct field and enter the account number of the transaction that you want to correct.
10. Tab to the Amount field and enter the amount to be corrected (positive amounts only)
11. Tab to the D/C field and enter the sign (+ or -) from the transaction to be corrected
To determine the sign to be used in the D/C field you will need to look at the entry in Banner.
 Go to form FGIBDST.
 Click on the YTD Activity column for the account number you are correcting.
 On the menu bar select Options and click on Transaction Detail Activity.
 The transactions displayed will include the line you are looking to correct including the current sign (or +). To correct this entry you will enter the opposite of this sign on the first line of your correcting
entry on FGAJVCQ).
12. Tab to the Description field and enter up to 35 characters (Note: the Description field is not visible until you
tab past the D/C field).
If you previously entered a description when you were in the default values box, you can adjust the description
when in this field.
13. Click F10 tab at the top of your keyboard to save the entry
14. Click F6 to create the next line of your document
15. Click F4 to duplicate the information from the previous line of your document, this will save you from reentering data that stays the same from the previous line (At this point your Document Number becomes
visible in the top block)
16. Tab to the Acct field and enter the account number the entry is being corrected to.
17. Tab to the Amount field and keep the amount entered on line 1.
18. Tab to D/C field and enter the sign opposite of line 1.
19. Tab to the Description field and enter the description for your second line of your journal voucher.
20. Click F10
21. Repeat 18-24 if there are more lines.
22. After the last entry review the entry for errors.
At this time print a copy of this screen for your records. Make sure you have the JV# on this copy. If you
have entered something wrong, use the up and down arrows on your keyboard to locate the line(s) to be
corrected. Put your cursor on the field to correct and make the correction. After the corrections are made click
F10 to save your changes.
23. If your document is complete, select Access Completion from the Options menu.
24. Click on the gray Complete button.
Remember to look at the bottom left of the form and make sure it says the entry has been accepted and
processed. If you need help, call University Business Services and indicate that the JD1 you did (provide the
JV# and the amount) was not processed.
25. Exit this form.
39
MSU UBS/OSP 7/24/2016
Extracting Data from Banner to Excel
In order to extract data from Banner to Excel from a Banner form:
Click on “Help” on the menu bar.
On the dropdown list click “Extract Data No Key” (use ctrl key also if popup blocker stops process)
Click “Open” which will result in your Excel spreadsheet being displayed
40
MSU UBS/OSP 7/24/2016
•
If you wish to save your spreadsheet select “File”>”Save As”




Give your Excel file a descriptive name
“Save as Type” should be Microsoft Excel
Save this *.xls file in a convenient folder
You now can format, sort, etc. your data in Excel
41
MSU UBS/OSP 7/24/2016
Importing Web Reports to Excel
•
•
•
Open the report by double clicking on the report name in the Status Frame.
With the report open, go to the menu bar at the top of your screen and select Edit>Select All
Click Edit>Copy
•
•
Open Excel
On the Menu Bar select File>Open
42
MSU UBS/OSP 7/24/2016
•
•
Click Edit>Paste
Click Data>Text to Columns
•
On the Text Import Wizard the Original data type should be set to “Fixed Width”.
•
Click “Next”.
43
MSU UBS/OSP 7/24/2016
•
On Step 2 of 3 scroll the report down until the column titles and the first lines of data appear.
•
Determine if all column boundaries are set. In the right window there is no column boundary
between the “acct” column and the “Account Description” column. In order to set a column
boundary click on the ruler above the Data Preview, as has been done in the right window.
Click Finish, your Excel spreadsheet will appear.
If you wish to save your spreadsheet select “File”>”Save As”
Give your Excel file a descriptive name
•
•
•
44
MSU UBS/OSP 7/24/2016
Frequently Asked Questions
Who do I contact if I don’t have the Banner
INF icon (or jinitiator) on my desktop?
Help Desk at 994-1777 or helpdesk@montana.edu
Who do I contact to see if my User ID has
assigned?
Banner security (Deb Felkey and Angela Hoffman)
bannersecurity@montana.edu
Who do I contact to change my Banner
password?
Banner security (Deb Felkey and Angela Hoffman)
bannersecurity@montana.edu
Who do I contact if I need Remote Access
to Banner?
Banner security (Deb Felkey and Angela Hoffman)
bannersecurity@montana.edu
Who do I contact if I have specific module
questions and/or general questions?
Module Team Leaders (MTLs):
Financial Aid/Student-Mary DeGraw (406) 994-4696 or
mary.degraw@montana.edu
Student-Bonnie Ashley 994-2603 or bashley@montana.edu
**Bonnie is not an MTL—but if you have general questions, she can
help
Finance/AR-Dave Court 994-2704 or dcourt@montana.edu
Human Resources-Paul Lindsay 994-3585 or
Paul.Lindsay@montana.edu
If these people can’t help you, they can direct you to the person who
can.
Who do I contact if Banner doesn’t appear
to be working?
Banner system status line: 994-1888
Who do I contact if I can’t get into Banner
Web Reports?
Dave Court 994-2704 or Kevin Ward 994-7933
Who do I contact if I need help with grant
accounts (restricted funds)?
Office of Sponsored Programs 994-2381
Who do I contact if I need help with
Montana Agricultural Experiment Station
(index #’s beginning with 9)
TBD
Extension Service (index beginning with 01
or 02)
Sandy Rahn-Gibson 994-1792
Who do I contact if I need help with state
appropriated funds (index #’s beginning
with 41)
University Business Services 994-5727
Who do I contact if I need help with IDC
funds (designated funds)?
Lisa Wemple 994-6041 or lisa.wemple@montana.edu
Ag books (shadow system) questions or
trainings?
TBD
Email problems
Help Desk at 994-1777 or helpdesk@montana.edu
45
MSU UBS/OSP 7/24/2016