Grants Banner RefresherNovember 14, 2013 By: Tracy Morkunas, CPA

Controller’s Office

Refresher Topics•Banner Basics - (3)•Frequently Used Banner Buttons - (4)•Primary Grant Review Screens - (6)•Grant Inception to Date (FRIGITD) - (7)•Grant [CCRI] Year to Date (FGIBDST) - (10)•Open Encumbrances (FGIBDST/FGIOENC) -(12)•Expense Detail (FRIGITD/FGIBDST/FAIINVE) (16)•Personnel Detail (NHIDIST) - (20)•Exporting Data into Excel - (26)•Requesting a Budget Modification - (27)•Completing Mid-Yr Budget Projection - (29)

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Banner Basics•How to go to a Banner screen (i.e.

FGIBDST)

•“Blocks”

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Type Code here (FGIBDST)

The dark line separates the

“Blocks”

Block #1

Block #2

Frequently Used Banner Buttons

1. Rollback – bring user back to the 1st Block2. Previous Block – bring user back one Block 3. Next Block – bring user to the next Block4. Enter Query – lets user look for specific info5. Execute Query – click after entered your

query parameters6. Cancel Query – cancel query7. Print Screen – caution: might only print 1

Block

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1 2 3 4 5 6 7

Frequently Used Banner Buttons

If you don’t like using the buttons, you can go through the drop down menus at the top•For example, if you need to perform a Next

Block, go up to the drop down for “Block” and select Next

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Primary Grant Review Screens•Grant Inception to Date Budget &

Expenses FRIGITD – shows you a summary of all

activity that has ever hit your grant•Grant Year to Date Budget & Expenses

FGIBDST – shows a summary of all activity during the current (CCRI) fiscal year

•Personnel Paid on your Grant NHIDIST – shows the people, amounts of

wages & benefits paid on the grant for a specified timeframe

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Grant Inception to Date - FRIGITDUse this screen if your grant is multi-year or

covers multiple CCRI Fiscal Years(Can take a long time to load)

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Grant Inception to Date - FRIGITD

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Enter Grant’s Fund# in the Fund field, then

tab/click into another field

i.e. 22E012 or 25S0011

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Click Next Block3

Wait for data to show. Can take a while!

Enter C

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Grant Inception to Date - FRIGITD

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Once data populates, scroll to bottom for full Net Total

Grant (CCRI) Year to Date - FGIBDSTUse this screen to view your grant’s activity for one (CCRI) fiscal year at a time (July 1 –

June 30)

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1 Enter C

2 Enter 2 digit Yr i.e. 14

3 UNclick Incl. Rev.

4 Enter Fund# in the Fund field, then tab/click

into another fieldi.e. 25S001

5 Click Next Block (top)

Grant (CCRI) Year to Date - FGIBDST

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Data populates quickly via this screen.

No need to scroll down for full totals.

Open Encumbrances (Commitments)•If you want to view a summary of the

grant’s outstanding Commitments, it would include all open Purchase Orders or Requisitions (depending upon what stage they are in)

•Can view outstanding Commitments in 2 ways:

From: FGIBDST

Or From: FGIOENC

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To view from FGIBDST, populate the grant’s data (slide 11) then Go to Options, then…

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Open Encumbrances (Commitments)

Select:Organization Encumbrance [FGIOENC]

This will display the list of PO’s & Requisitions on the grant w/ the Vendors

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Open Encumbrances (Commitments)

Must look up the account description

Can go directly to the FGIOENC screen

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Open Encumbrances (Commitments)

1 Enter C

2 2-digit FY

3Enter

Grant’s Fund #

4 Click Next Block

Viewing Expense Detail•Can view the individual expenses (invoices)

from either FRIGITD or FGIBDST Click within the YTD Activity column for the

line you want the detail on – Go up to Options, select:

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FGIBDST: Transaction Detail Info. FRIGITD: Grant Detail Info.

Viewing Expense DetailTo view the invoice detail (what did I buy?), have cursor in the Account field of the line, go to Options, then select Query Document [By Type]

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Viewing Expense Detail

This will bring you to the Invoice Query Screen FAIINVE. Click Next Block (usually twice), until you see the Commodity Detail

If you know the invoice # you want to look up, you can go directly to FAIINVE to view it.

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Viewing Expense Detail

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Personnel Detail - NHIDIST•Shows the people paid, wages & benefits

The dates are based upon DATE PAID HR Payroll schedules at:

www.ccri.edu/hr/calendars

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Personnel Detail - NHIDIST•Various ways to use this screen

If you know the Feed# that you want to view, you search that way

Can view either one specific payroll period or a range of time

Once you’ve populated the data, you can query for: Specific person Payroll type (Biweekly vs. Lecturer’s Payroll Pay/Benefits hitting a specific line

You can export this data into excel for easier viewing and use

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Personnel Detail - NHIDIST

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Note: Dates correspond to when the employees are paid. To view payroll BW19, ending 9/7/13, use 9/13/13 in From & To Date

Enter C1

2Enter Date Range

3Enter Fund#

4 Click Next Block

5Click

Execute Query

Personnel Detail - NHIDIST•To view all pay/benefits on the grant since

inception, do not specify any date range• If you know the Feed you want to view, enter

the Feed # in Finance Document Number, do not specify any dates, but do enter your fund#

• If you just want to query for a specific person: After clicking Next Block, but BEFORE clicking

Execute Query, enter the person’s First OR Last Name OR ID#, then click Execute Query If you can’t remember exactly how to spell their

name, use a wild card % Cruise vs. Cruz? Just put in Cru%, then execute

query

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Personnel Detail - NHIDISTHow to view ONLY Biweekly employees•After clicking Next Block, tab/scroll to the

right until in the field to the right of Payroll Event Enter BW (this stands for Biweekly), execute

query

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Personnel Detail - NHIDISTHow to view ONLY Monthly/Lecturer employees•After clicking Next Block, tab/scroll to the

right until in the field to the right of Payroll Event Enter MN (this stands for Monthly), execute

query

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Exporting Data into ExcelFrom most screens, you can export to excel

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Go up to Help

Hold down Ctrl key

Click: Extract Data No KeyPop-up will appear w/ info in ExcelNote: Pop-up Blocker must be turned off

Requesting a Budget ModificationIf an account line has a negative available balance, or you are requested to perform a budget mod. to clear a requisition from NSF:•Determine if you can do a budget mod. w/o

funding source approval.•If so, email Controller’s Office (usually

Tracy, Sharon Picard in absence) and include: Account lines you are transferring between,

the amounts & if you need funding source approval

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Please transfer $1,000 from Office Exp (714030) to Ed Supplies (714221) and $500 from Mileage (714290) to Out of State

Travel (716000). I do not need funding source approval for this modification.

Requesting a Budget Modification•If Funding Source authorization is

necessary to perform the budget mod., then ensure that Institutional Advancement (OIA) is involved as they are the dept. that communicates with the Funding Source. OIA includes Larry Shumate and Marjorie

Briody For budget mod’s needing Funding Source

approval, please provide OIA 2 weeks notice so that all paperwork can be completed successfully

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Mid-Yr Budget Projections•Mid-Year Budget Projections are usually due

to the during the 2nd week of January•The objective is to project how much your

grant will spend during THE CCRI FISCAL YEAR These figures are compiled by the

Controller’s Office in three categories, Federal Funded, State Funded, & Private Funded Your grant is never specifically identified

The information is given to the Business Office who then reviews it and provides it to the State

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2013’s Projection Presentation is on the Brown Bag website:

www.ccri.edu/controller/brown-bag/ then click on Budget Projections

Mid-Yr Budget Projections•You will be emailed the Budget Projection

file with brief instructions. Prepare an excel file for EACH grant under

you There are two columns for you to fill in

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What’s in Banner NOW

Your guess

through 6/30/14

Mid-Yr Budget Projections•To fill in the 1st column, go to FGIBDST for

your grant, then copy the YTD Activity for each line This column just needs what has ACTUALLY

been paid so far

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Mid-Yr Budget Projections•For the 2nd column, estimate the expenses for the

rest of the Fiscal Year (thru 6/30/14)•For Salary/Fringe:

Figure out cost of each pay period for each line Go to NHIDIST for 1 payroll period

Find out what pay period was last posted in Banner Figure out how many pay periods left for Fiscal Yr.

• In FY14, 6/30 is a Monday. If Biweekly payroll posted thru BW25 (11/30), then 15.1 pay periods left. If thru BW26 (12/14), then 14.1 pay periods.

• If Monthly payroll posted thru MN11 (October’s hours paid in Nov.), then 8 months/pay per. left

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Mid-Yr Budget Projections•Salary/Fringe, continued:

(Cost per pay period) x (# pay periods left)= Amount for each salary/fringe line

If Biweekly salary is $4,500 per pay period & Banner is posted thru BW25 (11/30/13), then 15.1 pay periods

left

Column 2 Biweekly Salary = 4,500*15.1 = 67,950

If Monthly wages approx. $8,000 per month & Banner is posted thru MN12 (Nov. 2013), then 7 pay per.’s left

Column 2 Monthly Salary = 8,000*7 = 56,000• FICA Lecturers is 7.65% of the Lecturer’s payroll

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Mid-Yr Budget Projections•For Operating type accounts (i.e. Office

Exp, Travel, Miscellaneous), enter whatever you estimate will be spent during FY14 that HAS NOT already been paid for.

•If your grant has an indirect and/or audit fee, do your best to calculate it or contact the Controller’s Office for assistance.

•Make sure that your estimate DOES NOT EXCEED what you have left to spend! Go to FRIGITD for the grant, and look at the

Available Balance – this # should NOT be bigger than the total of column 2, estimated left to spend

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Time for Q&A!Useful links:HR Payroll Schedules:http://www.ccri.edu/hr/calendars/Brown Bag Presentations:http://www.ccri.edu/controller/brown-bag/

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