1 spectrum finance budget transfer self service banner (ssb) training agenda log onto spectrum self...
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Spectrum FinanceBudget TransferSelf Service Banner (SSB)
Training AgendaLog onto Spectrum Self Service Banner (SSB)
Power Point Presentation
Reviewing FOAPAL
Reviewing Budget Transfer(s)
Reviewing Document Approval
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Budget
Log on to Spectrum Self Serviceeasy to useinternet accessible user friendlypoint and clickto log in use your UUID and password
Review Chart of Accounts (COA) ConceptsFOAPAL
FundOrganizationAccount (Must be Entered)ProgramActivityLocation
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Budget
FOAPALFund
six-character code that identifies a set of accounts and identifies ownership balance sheets and revenue/expense reports can be produced for any fund, which can be restricted or unrestrictedexamples of fund codes include Current Unrestricted Fund, Auxiliary Funds, and Endowment FundsExample: 110001 Unrestricted E & G
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FOAPAL
Organizationsix-character code that identifies a unit of budgetary responsibility and/or departments within an institutionnormally used to define a responsible official (financial manager)codes may be established in a hierarchy of up to eight levels for roll-up and reporting purposesexamples of organization codes include College of Education, School of Nursing, and Department of Human ResourcesExample: 542000 Purchasing
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Budget
FOAPALAccount
five-character (data entry) code that identifies objects, such as the general ledger accounts (assets, liabilities, control, fund balances) and the operating ledger accounts (revenue, expenditures, transfers)codes may be established in a hierarchy of up to four levels for roll-up and reporting purposes examples of account codes include Supplies, Travel, Accounts Payable, Fund Balance, Tuition, and SalariesExample: 61310 Supporting / Clerical
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Budget
FOAPALProgram
four-character (data entry) code that identifies a function and enables the institution to establish a method of classifying transactions across organizations and accountscodes follow the programs defined by the National Association of College and University Business Offices (NACUBO)codes may be established in a hierarchy of up to five levels for roll-up and reporting purposesexamples of program codes include Instruction, Research, Academic Support, Student Services, and Plant OperationsExample: 1000 Revenue Transactions
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Budget
FOAPAL
Activity optional six-character code that is non-hierarchical and can be used to further define an object of expenditure, such as, temporary units of work, subsidiary functional classifications, or short duration projects
no budget checking
code will be maintained at the departmental level
Example: TAF fund Index(s) have Activity Code(s)
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Budget
FOAPALLocation
six-character code that identifies physical locations primarily used with Fixed Asset module
scheduled to go live this fall
codes may be established in a hierarchy of up to five levels for roll-up and reporting purposesExample: At this time, only used by Accounting for Inventory Tagging
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Finance Self ServiceCreate Budget Transfers (only 2 lines)
Create Multiple Line Budget Transfers (only 5 lines)
Approve Documents
View Document
Purchase Requisitions
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Budget
Click on: Budget Transfer ( Note: 2 Lines )
Click on Journal Type Drop Down BoxSelect:
BD4 (Department Temporary Budget Adjustment)
UofM – Current Year Budget Revision
Click on: Multiple Line Budget Transfer( Note: 5 Lines )
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Budget
Do Not forget to enter Description
Enter in Transfer Amount
System will calculate Document AmountNote: Budget Transaction Amount
- Minusor
+ Plus
Click on: “Complete”
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Budget
Chart is “U”
Type is “Index”
Note: % is Wildcard
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Budget
User can Copy and PasteIndex Number
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Budget
When you click on “Complete”Index will disappear
Fund, Organization and Program willpopulate
User will then need to enterAccount(s)
System calculated Document Amount
Scroll to bottom of form for:Code LookUp – to find
AccountDo Not forget to enter Description
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Account Type1x – Assets2x – Liabilities3x – Control Accounts4x – Fund Balances / Net Assets5x – Revenues6x – Salaries / Benefits
60 – Salaries and Benefits61 – Salaries62 – Employee Benefits
7x – Expenditures70 – Expenditures71 – Travel74 – Operating Expenses75 – Departmental Revenue78 – Capital Expenditures79 – Scholarships and Fellowships7A – Depreciation Expense7B – Grant Related Expense Items7C – Other Nonoperating Expense Items7D – Loan Fund Deductions
8x – Transfers9x – Fund Additions / Deductions
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Budget Pool Account Code Listing
Note: Budget for Revenue and Salary use “Detail” Account Codes
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Budget
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Budget
Note: If user forgets to enter Account(s) a long list of Errors will occur.
User will then need to enterAccount(s)
Click on: “Complete”
Scroll to bottom of form for:Code LookUp – to find
Account
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Budget
Note: Write down “Document Number”
Or Print –out form
Do NOT click “Complete”
Note: Click on Menu
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BD04, Temporary Budget Adjustment Banner Account Codes which require paper Budget Transfers
5xxxx, Revenue Account Codes61110, 61210, 61310, 61312, and 61610, Regular Pay Positions61x51, Interim Pay61x81, One Time Bonus (Funds beginning with “12”)Transfer between Funds (121212, Tom the Tiger Conference to 110001, Undesignated E&G)
BD02, Permanent Budget Adjustment – All Account Codes must be on paper (Revenue / Salary / Benefit / Expense)
Contact your Business Officer for assistance in preparing paperBudget Transfers (Budget Revisions)
Banner Budget Transfers - Paper
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Finance Current Year Position Budget Transfer [Excel]
Form FP-02: New Position Detail [Web] [PDF]
NBAPBUD – HR Position Budget Revision [Excel
Permanent Budget Adjustment BD02 Long Form (Base) [Excel]Permanent Budget Adjustment BD02 Short Form (Base) [Excel]
Temporary Budget Adjustment BD04 Long Form (Current) [Excel]Temporary Budget Adjustment BD04 Short Form (Current) [Excel]
Financial Planning Forms http://bf.memphis.edu/forms/financ
e
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Document Approval QueueBudget Transfers will be routed to departmental approval queueAfter appropriate departmental approvals are secured, document will be routed to Financial Planning approval queue as defined
Document Approval Review Document – click on document number to review Budget Transfer
History – click to review approvals required and approvals secured for budget transfersApprove – select, if enabled, to approve a document
Approve Document form Enter text in text box with reason for approval for INB messaging click Approve document for final approvalor click Cancel to exit
Disapprove – select, if enabled, to disapprove a documentDisapprove document form
enter text in text box with reason for disapproving for INB messaging click Disapprove document for final disapprovalor click Cancel to exit
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Click on: Approve Documents
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If you know the Document Number, you can enter.
Radio Button: Document for which you are the next approver
Radio Button: All documents which you may approve.Use this to find all the documents in the queue that you may be able to approve and the status.
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Note: Type JV – can be Budget Revision
Click on: Document Number
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Click on “Back” in tool bar
Note: Status - Pending
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Optional to add comments
You can DisApprove Document or Cancel (will return to Approval Queue)
due to Conference sold out
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Hands-On Exercise
Budget Transfer
Music Departments needs to fund $75.
From Operating Expense Budget Pool
To Travel Budget Pool to provide Travel funds
for Songs of the South Tour.
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Hands-On Exercise
Multiple Line Budget TransferMusic Departments needs to fund
$100. from theirOperating Expense Budget Pool for:
$65. to Temporary Instructor - Credit
$25. to Academic Graduate Assistants
$10. to Student Assistants – Hourly
to fund salaries for Summer Term
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The Staff of Financial Planning 273 Administration Bldg.; Main Phone: (901) 678-2117 - FAX (901) 678-4248)Sharon Hayes, Director of Budgeting 678-3805 [email protected] Deborah Becker, Associate Director of Budgeting 678-3538 [email protected] Budget Questions, Salary Lapsing and Special Budget IssuesSusan Hance, Office Associate 678-2117 [email protected] BR Status/Org ChartsDeborah Keeney, Senior Budget Analyst 678-2118 [email protected] Auxiliaries, CarryForwards, Research & AnalysisTerry Savage, Budget Analyst I 678-3903 [email protected] Online BR Approvals, Online BR’s Finance Budget RevisionsWendy Williams, Budget Analyst I 678-3904 [email protected] Online BR Approvals, Online BR’s, Salary Budget Revisions/New Positions
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Just enough
time for
questions!