FINANCIAL ACCOUNTING


BUDGET MANUAL

CONTACT LIST

Please read through this procedures manual carefully. If you still have problems or questions, contact the following people for further information.

Topic Contact
Current Operating Accounts -- Axxxxx Billie Dill -- x3522
Designated Accounts -- Dxxxxx Billie Dill -- x3522
Valerie Brandenburg -- x3553
Auxiliary Accounts -- Hxxxxx Billie Dill -- x3522
Endowment Accounts -- Exxxxx Billie Dill -- x3522
Restricted Accounts (Grants) -- Rxxxxx Valerie Brandenburg -- x3553
Agency Accounts -- Zxxxxx Billie Dill -- x3522
University Vehicle Reservations Catherine Procarione -- x3525
Travel Regulations Teresa Sale -- x3541
Purchasing Call x3600
Accounts Payable Bob Anthrop -- x3620
Property Accounting Stacey Kingery -- x3517

CHECK REQUEST

Check Requests are used to issue checks for direct payment to a person or vendor when purchase orders have not been processed. Check Requests should be used for the following:

* Please include an extra copy of the check request for these types of payments for 1099 purposes.

SERVICES RENDERED by Faculty, Staff or Students that are currently on or have ever been on the payroll of the University cannot be paid by direct payments on Check Requests. Please contact Payroll x3533 for one time pay voucher.

ATTACHMENTS TO THE CHECK REQUEST

No attachments may be mailed with the check. The only exception would be for registrations, memberships, or subscriptions that can not be faxed or e-mailed. (Original invoice is mailed with the check, the photo copy remains with the original Check Request.) Look over the materials you are sending and make sure that the vendor has the information they will need to process your check for payment. In most cases this will be the vendor’s invoice number

It is the responsibility of the departments to duplicate the extra copies and attach them to the voucher before submitting for payment. Failure to attach the additional copies will result in return of the voucher to the department, delaying payment.

It will be very critical that the Vendor Invoice Number column is filled out in depth. The information in this column will be printed on the check. Due to the fact we no longer mail out attachments, this area will be the only information the vendor will receive. If you do not have an invoice number, you will need to place the description in the Vendor Invoice Number column.

The original Check Request plus the original invoice will stay in the permanent files of the Office of the Controller for audit purposes.

CHECK REQUEST INSTRUCTIONS

* * * * Form must be typed * * * *

Download Check Request form

Date Submitted – Actual Date you are typing document

Check Request Typed By - Name of the person who typed the request and their extension number.

Name of Vendor - The first line of the vendor address is who the check will be payable to, then list the mailing address below the payable name. The individual’s name, address and social security number must be listed before payment is made. Failure to include the address, Social Security number, or Federal Tax ID number will cause the check request to be returned.

Mailing Information - Put an X if you would like the check to be mailed by U.S. Postal Service. Checks will only be mailed to “off campus” addresses.

Put an x if you would like the check to be campus mailed and type the name of the department you want it campus mailed to.

If there are attachments to accompany the check be sure to check this line. (Remember the only attachments allowed are Registrations, Memberships, and Subscriptions, ONLY if they can not be faxed, or done on-line.)

If you are requesting Petty Cash reimbursement, put an X here. This will flag your check to be picked up. Petty Cash reimbursements are the only exception to pick up a check at the Office of the Controller. We will call the person listed who typed the request at the above extension number.

Payment Due Date - The Payment Due Date is the date the check will actually be cut and mailed. It is best to leave this area blank or use “today’s date” This area is mostly used for Athletic Officials or Honorariums in order to have the check the same day or day before the person is to provide their service. You may not use “ASAP” or “RUSH”. If a check is needed right away, please write “need by” and the date needed, in RED INK at the upper right corner of the Check Request. Take into consideration that it takes at least 3-5 days to process a request for payment

Vendor Code - Vendor Code is to be filled out by the Office of the Controller.

SSN and Federal Tax ID Numbers - Fed ID or SSN needs to be filled out for all types of payments. For businesses that are 1099 reportable it would be a Federal Tax ID number and all individuals would require a social security number. You need to let individuals know prior to payment that they must provide you with their SSN or payment will not be made.

Income Type - Income Type is to be filled in by the Office of the Controller.

Description - Description is to be used to describe your payment such as: Who, what, when, where, why, and how many.

Invoice Number - Vendor Invoice Number column is to be used for the actual invoice number or a description of the item purchased. This will be printed on the check and will be the only information the vendor will receive.

Amount Requesting - Total amount being paid.

Fund Number - General ledger payments only.

Index Number – The Index number, consisting of 4 to 6 alpha-numeric characters, usually is a part of or abbreviation of the name of the account.

example: LIBR - Library

Account Code - Five digit numeric code - refers to a specific type of financial activity.

example: Office supplies - 73050

Activity Code - Will be used to track costs of a particular activity.

Amount Due - Amount: put total dollars, decimal point and cents in the amount of space provided.

Department Approvals - Department head signature.

Controller’s Office Approvals - To be signed and dated by the Office of the Controller.

Document Number – To be Stamped by the Office of the Controller.

Send the Check Request along with original receipt or invoice to the Budget Clerk in the Office of the Controller.

INTRAMURAL VOUCHER

The Intramural Voucher, hereafter referred to as an IV, normally originates from the supplying department but can originate from either department. The IV is used to move expense from one budget to another. It is also used to make corrections within the department to move expense from an Index or Account Code to the appropriate Index or Account Code.

COMPLETING THE IV FORM

Date Submitted - Date the IV is typed.

For Services and Goods Furnished To - This will be the name of the department paying or reimbursing the expense. This could be a specific name, team, account title, etc...

By Supplying Department - This will be the name of the department receiving money. This could be a specific name, team, account title, etc...

Description - Description of goods or services provided, or details of the correction being made.

Amount Needing Transfer - Total cost of goods or services, or the amount of expense being moved.

Fund Number - Used for General Ledger payments only.

Index - Type the index number which consists of 4 to 6 alpha- numeric characters, usually part of, or abbreviation of the name of the account.

Account Code - Type the account code which consist of a five digit numeric code - refers to a specific type of financial activity.

Activity Code - Will be used to track costs of a particular activity.

Debit Amount - The debit amount is the amount being charged or moved. It must equal the same amount as the “Credit Amount”.

Credit Amount - The credit amount is the amount being credited. It must equal the same amount as the “Debit Amount”.

Department Approvals - Department head signature of department being debited or billed.

Document Number - To be completed by the Office of the Controller.

BUDGET TRANSFER REQUEST

All Account Codes should maintain positive balances. If at any time, one Account Code drops into negative status, a Budget Transfer Request should be completed to move budget from an Account Code with a positive balance to the Account Code with the negative balance. If additional expense will occur in the deficient Account Code during the remaining fiscal year, transfer sufficient funds to cover the anticipated expenses.

It is the responsibility of the department to send a transfer through as soon as possible to cover any shortages.

The approving signature or signatures required for a Budget Transfer is determined by: 1) the amount of money being transferred, and 2) the original budget location in respect to the destination of the transfer. For this reason account codes have been categorized as follows:

Internal Transfers - Transfers within an expense category for a department must be signed by the Department Head.

Vice Presidential Transfer - Transfers from one expense category to another expense category within a department or transfers from one department to another department in an amount LESS than $100,000.00 must be signed by the Department Head and the Vice President. The Dean's signature may also be needed, if directed.

Board Transfer - Transfers from one expense category to another expense category within a department or transfers from one department to another department in a amount GREATER than $100,000.00 must be signed by the Dean, if directed, the Vice President and approved by the Board of Trustees.

COMPLETING A BUDGET ADVICE TRANSFER FORM

Department Name - The department name

Date Submitted - Date the Budget Transfer Request is typed.

Index - Type the appropriate index number.

Account Code - Type the appropriate account code.

Activity Code – Will be used to track costs of a particular activity.

Amount Increase - Type dollar amount you wish to increase (transfer to).
Be aware, the total in this column must be equal to the decrease column.

Amount Decrease - Type the dollar amount you wish to decrease (transfer from). Be aware the total amount in this column must equal the increase column.

CAUTION: Every transaction will take at least two (2) lines. The first line is used for the Index and Account Code to be Increased. The second line is used for the Index and Account Code to be Decreased. You will be able to have more than one line for the debit or credit but the two sides must equal.

Description - Type the reason for the request to transfer funds.

Document Total - To be calculated by the office of the Controller.

Department Approvals - Signature of the Director or Chairperson and the Date signed.

Title of the person that signed.

Dean’s signature needed when the following applies:

  1. If the transfer involves the Dean’s Index.
  2. If you are transferring from one Index to another Index.
  3. If your transfer involves one or more of the following account codes:

    65000 - Student Wages
    77600 - Repair/Maintenance
    78300 - Capital Equipment

Vice President’s signature required when Dean’s signature applies.

Controller’s Office Approval - Approval from the Office of the Controller.

POOL ACCOUNT CODES & CLASSIFICATIONS


FUNDS

Axxxxx Current Operating Funds
Bxxxxx Bank Funds
Dxxxxx Designated Funds
Rxxxxx Restricted Funds
Hxxxxx Auxiliary Funds
Lxxxxx Loan Funds
Qxxxxx Quasi- Endowment Funds
Exxxxx Endowment Funds
Pxxxxx Plant Funds
Zxxxxx Agency Funds

A FUND number is what is used to identify what type of Account it is. Fund numbers begin with an alpha character followed by five numeric characters.

Account Codes identify the merchandise or service that you are purchasing or payments you are processing.

Pool Account Codes are an Account Code that holds money for several other Account Codes associated with it. Pools cannot be used as an expense Account Code. Money is appropriated into pool Account Codes and is also moved from one pool Account Code to another, but you never use pool Account Codes to code your Requisitions or Requests for payment of any kind. Examples of pool Account Codes are:

60040 Administr. Salaries 70500 Travel 73300 Motor Vehicle
64000 Bi-Weekly Salaries 71500 Tel & Telegraph 74600 Rent
65000 Student Wages 72000 Printing 77600 Repairs/Maint.
70130 Personal & Cont Serv. 72500 Other Serv. 78300 Capital Equip.

Your budget appropriations are entered in the above Account Codes and are distributed to the related Account Codes as expenses are incurred. For example:

72000 Printing & Publications (Pool Account Code) budget appropriations are put here

72025 On Campus Printing (expense may be charged here)

72050 Off Campus Printing (expense may be charged here)

The Pool Account Codes will automatically reduce when expenses are charged to related Account Codes.

EXPENSE CODES

All Banner Finance Expense Codes can be found in the following files:

To view the expense codes, click on the file name above. To download the file to your computer, right click on the file name and click "Save Target As..." (Internet Explorer) or "Save Link As..." (Netscape).

FIELD CODES

This section will explain how to determine a credit or a debit when reading the Detail Transaction on your budget screens.

RSV     Encumbrance on a Requisition

( - )=debit     (+)=credit

When a Requisition is entered, you will find a (-)debit with the field code RSV.

When a Requisition is made into a Purchase Order, you will find a (+)credit with the field code RSV showing that the Requisition has been liquidated.

ENC     Encumbrance on a Purchase Order

( - )=debit     (+)=credit

When a Purchase Order is encumbered, normally you would just see a (-)debit with the field code ENC. A credit is generally applied to Blanket Requisitions.

YTD     Year to Date

( - )=credit     (+)=debit

Year to Date items are found on invoice payments, when an actual check has been issued, Intramural Vouchers (I.V.’s), Journal Vouchers (J.V.’s), and Cash Receipts. Cash Receipts will always show a (-)credit.

ABD      Adjusted Budget

( - )=debit     (+)=credit

Budget Transfer Requests are what is found in the Field Code ABD.

OBD     Original First Year Budget

Only found at the beginning of each fiscal year.

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