Grant Financial Management
Training Manual
There are currently three methods available for accessing data contained in the
Banner Finance System: Internet Native Banner, e-Print and BannerWeb. This
manual will only cover the first two methods. For further instructions using
BannerWeb, please contact Darren Birchall in the Controller’s Office.
(1)
Internet Native Banner (INB) is used across campus to access real time data in
the Banner Finance system. It is available for use on both PC and Macintosh
computers. INB provides access to the Grant Inception to Date form, which
shows lifetime to date, real time financial information for externally funded
grants. (see instructions beginning on page 2)
Grant Inception to Date Form shows:
Current grant balance
Budget to actual in total
Budget to actual per account code
Account code detail (individual transactions)
Although the Grant Inception to Date form will show compensation and fringe
benefit figures it will not show the names of individuals being paid. For that
information, you must refer to the e-Print reporting system.
(2)
e-Print is the reporting system that distributes monthly budget reports to
departments, programs, and principal investigators (PIs) on grants. e-Print has
replaced the paper reporting system. (see instructions beginning on page 12)
To access Banner using a Macintosh computer you must have:
Operating system OS10
The latest version of Internet Explorer
To access Banner using a PC you must have:
Windows 98 or higher operating system
The latest version of Internet Explorer
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Accessing Banner: Internet Native Banner
Open Internet Explorer and go to url: https://banner.smith.edu:9999/ ,or use the
Internet Native Banner icon on your desktop if available.
From the dropdown menu select either the Banner 7 Windows XP or Banner 7
Macintosh platform. Click SUBMIT.
**The first time you launch Internet Native Banner, a java applet will be installed.
This will only happen once for each computer.
You may receive a security notice. Click OK
After a short delay, you will be prompted to log in to Banner.
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Enter your username and password and click CONNECT. This will bring you to
the main Banner menu.
**If you forget your username or password, contact ITS at extension 4487.
Note: The username and password are the same for Internet Native Banner and ePrint.
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In the box labeled “Go To…” type FRIGITD.
This will bring you to the “Grant Inception to Date” Form
.
4
Type the grant number in the “Grant” field and also in the “Fund” field. You may
leave the other fields blank. Some will auto fill with data.
To view a single year of data enter the grant year (last two digits), otherwise,
leave blank to view information from the inception of the grant.
Note: If you are looking for revenue (income) accounts you must click the
INCLUDE REVENUE BOX.
Banner Forms are made up of sections of information,
referred to as blocks.
Navigation between blocks: 1. hold down the ctrl key and
press the PageDown key at the same time; or 2. click on the
NextBlock icon at the top of the page; or 3. select Next from
the Block pull down menu; or 4. simply click anywhere
within the block you want to go to.
5
Note: For accurate Net Totals you must scroll down through all of the account
codes at the left column using the scroll bar on the right or the Page Down key.
Account Codes are used to identify types of Revenue and Expenditures in your
grant, and the budget figures for each code should correspond to your grant
budget.
Navigation – Use the Tab key to move right and left across a row of information
(called fields)
Use the up and down arrow keys to move between rows of
information (called records)
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For more detail on an account (i.e., individual transactions), highlight the account
code and click OPTIONS in the top menu bar. From the Options menu select
Grant Detail Information.
Note: If you place your cursor in a specific column, for example, Adj. Budget,
you will see only the transactions related to that column when you select Options,
then Grant Detail Information. To ensure that you are seeing all details of a
transaction, use your cursor to highlight the Account Code.
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Navigation – Use the Tab key to move right and left across a row of information
(called fields) or use the mouse on the bottom scroll bar.
Use the up and down arrow keys to move between rows of
information (called records) or use the mouse on the scroll bar on
the right
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Tab right to display more information or use the mouse on the bottom scroll bar
.
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To return to the previous screen, click CLOSE (The “X” icon)
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To see information about a different grant, click ROLLBACK (arrow icon) and repeat
the instructions beginning on page (5)
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e-Print
e-Print is the reporting software that is used by the Controller’s Office to distribute
monthly budget reports to departments and programs, financial managers and Principal
Investigators.
e-Print is accessed through Internet Explorer. To begin, open Internet Explorer and go to
url: http://reposit.smith.edu, or from the Smith College home page “For Faculty and
Staff” then “e-Print (financial reports)”.
You will be brought to the e-Print login screen. Log in to e-Print using the same user ID
and password as you would for Internet Native Banner (INB). The repository will default
to Finance Reports. Change the repository to Grant Reporting and click ENTER
If you forget your user ID or password, contact ITS at extension 4487.
Note: Banner INB and e-Print use the same account for security purposes. The password
for Banner (INB and e-Print) are set to expire every 90 days. If you receive a message
that you entered an invalid username or password, the most likely cause is that your
password has expired. To correct the situation, exit e-Print and launch Internet Native
Banner (see page 2). After logging in, follow the onscreen instructions to change your
password. Once your password has been successfully changed, exit Internet Native
Banner and login to e-Print using the new password.
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Once logged in, you will see a list of reports that are available to you.
There are currently five reports available for externally funded grants: “Income/Expense
Report I-T-D,” “Income/Expense Report Current Period,”, “Payroll Detail Current
Period,” “Payroll Detail Inception to Date,” and “Grant Inception to Date.”
The Income/Expense Report I-T-D shows all income and expense transactions that have
occurred since the grant began.
The Income/Expense Report Current Period shows all income and expense transactions
for a given month.
The Payroll Detail Current Period report shows all (students, research assistants, faculty,
etc.) of the individuals who have been paid from a grant for a specific payroll (monthly).
The Payroll Detail Inception to Date shows all (students, research assistants, faculty, etc.)
of the individuals who have been paid since the grant began.
The Grant Inception to Date report shows all income and expense transactions that have
occurred in an externally funded grant since it began.
You will also see three selection buttons: PDF, TEXT, and one that looks like a drill.
Click on the PDF icon to view the most recent version of the report using Acrobat
Reader. (If you do not have Acrobat reader installed on you computer, go to
http://www.smith.edu/tara for instructions on downloading and installing it.)
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Click on the TEXT icon to view the most recent version of the report using a text
reader (notepad, wordpad, etc.)
Click on the icon that looks like an electric drill to access this report for past
dates.
When you click on the drill, the available report dates are shown. In the above example,
the latest cumulative report for grant payroll inception to date is shown.
It will also show three selection buttons: PDF, TEXT, and a magnifying glass.
Click on the PDF button to view the report using Acrobat Reader. (If you do not have
Acrobat reader installed on you computer, go to http://www.smith.edu/tara for
instructions on downloading and installing it.)
Click on the TEXT button to view the report using a text reader (notepad, wordpad, etc.)
14
The PDF and TEXT views provide information for all of the grants to which you have
access. If you wish to view only a single grant , click on the magnifying glass to select
the grant number (Fund).
Enter the number of the grant you wish to view, then press GO.
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PDF View
.
In the left panel of screen is a menu that displays all of the grants (funds) to which you
have access AND which have had activity. Clicking on a grant (fund) number will take
you directly to the section of the report for that particular grant (fund). The right panel
shows the report data. You may scroll through the pages of the report using the scroll bar
at the left, or the page advance buttons at the bottom of the screen.
Click the back button to return to the previous page.
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TEXT View
Click the text button to open the report in text view.
You will receive a warning message about the dangers of opening the file – Click OK
** In spite of this warning, we have had no reported problems.
17
TEXT View
In text mode, there is no selection bar. You must scroll through the report to view the
data. Only the Funds to which you have security access will be displayed.
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Click the Back button to return to the previous screen.
Be sure to log out of e-Print when finished.
Contact List
CONTROLLER’S OFFICE
Darren Birchall
Cash and Grants Manager
College Hall #204, ext. 2218
dbirchal@email.smith.edu
SPONSORED RESEARCH OFFICE
Emily Robinson
Sponsored Research Office Administrator
College Hall #206, ext. 3010
erobinso@email.smith.edu
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