finance & business services - UVU

finance & business services - UVU
FINANCE &
PROCUREMENT MANUAL
UTAH VALLEY STATE COLLEGE
FINANCE & BUSINESS SERVICES — 2007
UTAH VALLEY
STATE COLLEGE
FINANCE & BUSINESS SERVICES
MISSION STATEMENT
Finance & Business Services will safeguard the assets
and resources of the University.
We will provide
accurate, timely, and relevant financial data and services
to assist the campus community and other stakeholders
in achieving institutional goals. Our commitment is to
provide these services in a professional, innovative,
collaborative, and service-oriented environment.
2007
FINANCE & BUSINESS SERVICES
Mike Francis, Assistant VP of Finance / Controller. . . . . . . . .8818
ACCOUNTANTS
Main Office ................ General Requests .........................................................................8294
Jacob Atkin ............... Training, Banner Access, Petty Cash, Journal Entries ..................8576
Ked Black .................. Financial Statements, External Audits, Taxes, Payroll ..................8536
Sandy Capell............. Foundation Accounting ..................................................................8293
Bernell Hofheins....... Bursar – Student Business Services .............................................8292
Wendy Hope ............. Customized Financial Reports, Plant Funds, COA Setup..............8108
Troy James ............... Grants, Contracts ..........................................................................8958
Mike Jones ................ Banking, Merchant Services, Accounts Payable ...........................8291
Jo-Anne Wood .......... Auxiliaries, Departmental Billings, Campus One-Card ..................8822
ACCOUNTS RECEIVABLE
Carolyn James.......... Billings, Payment Receipts, Sponsored Students ..........................8961
ACCOUNTS PAYABLE
Jeannette Hall ........... Payables, Check Requests, Contractual Services ........................8963
STUDENT BUSINESS SERVICES
Cashiers .................... Deposits, Change ..........................................................................7200
Collections ................ Tuition Holds, Returned Checks, Perkins Loans ...........................8611
PAYROLL
Main Office ................ Paychecks, Direct Deposit, Withholdings, Advances ....................8841
Gary Griffin ............... Payroll Officer ................................................................................8290
PROCUREMENT SERVICES
Ryan Lindstrom ........Procurement Director.................................................................... 8303
Jeana Miner...............Procurement Assistant Director .................................................... 8429
Main Office ................ Requisitions, Purchase Orders, Bids, Sole Source .......................8301
ProCard Office .......... Audits, ProCard Training, Open/Closing Accounts ........................7223
TRAVEL
Traci Cheney............. Travel Arrangements, Advances, Reimbursements ......................8965
WAREHOUSE
Computer Shop ........ Computer Upgrades, Repairs ........................................................6494
Greg Gammill............ Surplus ..........................................................................................7284
Warehouse ................ Receiving.......................................................................................8396
Mail Room ................. USPS, UPS, FedEx, Bulk Mail, Intra Campus Mail .......................8181
TABLE OF CONTENTS
Finance Manual
2007
Banner Operating Instructions
Introduction to Banner Finance .................................................................. 3
Logging into Banner .......................................................................... 5
The Banner Interface ........................................................................ 6
Creating a Requisition on Banner
How to create a Requisition .............................................................. 9
How to change a Requisition .......................................................... 17
How to cancel a Requisition ............................................................ 17
How to check the Status of a Requisition ........................................ 19
How to check the Approval Status .................................................. 21
Checking Encumbrances ......................................................................... 22
Ordering Warehouse Supplies ................................................................. 23
Approving Requisitions using UV Banner
How to Approve............................................................................... 25
How to Disapprove .......................................................................... 26
How to view Detail........................................................................... 26
How to view Approval Queue and Approval History ....................... 28
Approving Requisitions using UV Banner Online Services
How to Approve............................................................................... 29
How to view Detail........................................................................... 30
Budget and Transaction Queries
Budget Availability Status Form ...................................................... 32
TABLE OF CONTENTS
Continued….
Organization Budget Status Form ................................................... 33
Trial Balance Summary Form ......................................................... 36
Budget Queries using UV Banner Online Services ......................... 38
Reviewing Banner Documents By User ................................................... 41
Extracting Banner Forms to Excel ............................................................ 42
Customizing Banner
Changing your Password ......................................................................... 45
Creating a Personal Menu ........................................................................ 45
Customizing your Display ......................................................................... 46
Using the Calculator ................................................................................. 47
Using the Calendar ................................................................................... 48
Expenditures/Procurement
Appropriate Expenditures ......................................................................... 51
Appropriate Food Expenditures ................................................................ 52
Procurement Guidelines ........................................................................... 53
Requisitions (Request for Purchase Order) .................................... 53
Bid Limit .......................................................................................... 53
Sole Source Purchase .................................................................... 53
Receipt and Payment of Materials and Services ............................ 54
Services .......................................................................................... 54
Purchasing Violations...................................................................... 54
Limited Purchase Checks ............................................................... 55
ProCards ......................................................................................... 57
Campus Standards ......................................................................... 62
Travel Guidelines ..................................................................................... 63
TABLE OF CONTENTS
Continued….
Appendix
Glossary of Terms
Banner Definitions ........................................................................... 67
Other UVSC and Related Terms ..................................................... 69
Common UVSC and Related Acronyms ......................................... 72
Commodity Codes for General Purchases ............................................... 73
Commodity Codes for Capital Purchases................................................. 75
Commodity Codes for Warehouse Purchases ......................................... 76
Banner Operating Instructions
-1-
Banner Navigation Quick Keys
.............................................................................................
Function
Menu Option
Keystroke Option
Next Record
Record/Next
Down Arrow
Previous Record
Record/Previous
Up Arrow
Clear or
Delete Record
Record/Clear or
Record/Remove
Shift + F6
Insert Record
Record/Insert
F6
Duplicate Record
Record/Duplicate
F4
Next Block
Block/Next
Ctrl + Page Down
Previous Block
Block/Previous
Ctrl + Page Up
Enter Query
Query/Enter
F7
Execute Query
Query/Execute
F8
Cancel Query
Query/Cancel
Ctrl + q
Rollback
File/Rollback
Shift + F7
Save or Commit
File/Save
F10
Exit
File/Exit
Ctrl + q
Select
File/Select
Shift + F3
-2-
Toolbar Button
None
Introduction to Banner Finance
Understanding the Data: Departmental Accounting
An INDEX code identifies a specific budget unit and is used for all financial transactions. An
INDEX code defaults certain values used in Banner Finance Transactions. For example, every
INDEX code defaults an Organization (ORG) code as well as a FUND code. The ORG code is
used to track Revenue and Expenses (like an income statement). The FUND code is used to
track the real or permanent accounts such as Cash, Accounts Receivable, Accounts Payable
and Fund Balance (like a balance sheet).
There are three different types of INDEX codes: Hard, Soft, and Soft Budgeted. Knowing the
index type is important in understanding the data. The index type is often displayed with the
following key: H = Hard, S = Soft, SB = Soft Budgeted.
Hard money INDEX codes are funds that have been appropriated by the Utah State Legislature.
These INDEX codes will usually be all numeric. Hard money INDEX codes use budgets to
determine the amount available to spend. Revenue isn’t earned or posted to Hard money
INDEX codes.
Soft money INDEX codes operate like a normal business and must generate revenue in order
to support operations. These INDEX codes use the actual fund balance less encumbrances to
determine the amount available to spend. Soft money simply indicates anything that is not hard
money.
Soft Budgeted INDEX codes are soft money INDEX codes that use budgets to determine the
amount available to spend. These can be INDEX codes that are budgeted from a single pool or
fund such as Institutional Interest Income (III), Athletic Fee Revenues, and Student Fee
Revenues. Federal and State Contract INDEX codes also function based on budgets since
most of them operate on a reimbursement basis.
Understanding the Organizational Hierarchy
The ORG codes are arranged in a hierarchical order patterned after the organizational chart of
the College. This Organization Hierarchy allows the College to identify where funds are
available and who is responsible for managing those funds. Data entry level ORG codes are
the most common type of ORG codes and are attached to the INDEX code for which you are
currently responsible. ORG codes that are predecessors to the data entry level ORG codes are
called ROLL UP ORG codes. The number of digits in the roll up ORG code indicates how many
levels away from reporting to the President that ORG code is. The following chart illustrates this
hierarchy:
-3-
In order to keep the levels consistent with the number of digits used in each level, some areas
will have the same ORG code description repeated in order to form the hierarchical chain to the
data entry level. For example:
ORG Code
1
20
200
2000
20000
200002
Description
Office of the President
VP Academic Affairs
VP Academic Affairs
VP Academic Affairs
VP Academic Affairs
VP Academic Affairs Example (Data Entry Level)
The responsible party for an INDEX code will be e-mailed a weekly Banner Finance Manager’s
Summary, which includes all current financial transactions within that INDEX.
Understanding this Organizational Hierarchy will help you understand this report and determine
the financial health of your entire department or division.
-4-
Logging into UV Banner (INB) Production
To login to UV Banner (INB) Production (real-time) system, go to:
http://uvaps2.uvsc.edu:7770/forms90/f90servlet?config=prod
The first time you run Banner from your own computer, it will ask you if you want to install an
Oracle Initiator program. Answer Yes, then proceed through the installation of this program.
This is a one-time installation. If you have a problem loading the Oracle Program and you are
using Netscape, try using Internet Explorer.
Your username is the same as your e-mail username. (i.e., smithjo for John Smith)
The default password is your FIRST NAME (i.e. john for John Smith.)
You can leave the Database field blank when you login, it will default to production. If for some
reason you are unsuccessful in logging in, try typing PROD in the Database field.
Once you login, you can go to GUAPSWD to change your password. The system might also say
that your password has expired and then will prompt you to change it.
Logging into UV Banner Online Services
You may log into UV Banner Online Services using the link in the Employee section of UV Link
or you may access the UV Banner Online Services (also called Self Service) directly. The
address is:
https://uvaps2.uvsc.edu:4443
Your username is your UV ID.
The default PIN is your 6-digit birthday (mmddyy).
Logging into Banner Finance Test
If you would like to test functions or explore the system without updating information in the
production (real-time) system, please use the test system.
http://uvaps4.uvsc.edu:7770/forms90/f90servlet?config=train
If you are having trouble logging into UV Banner (INB) or the test module, please contact Jacob
Atkin at extension 8576.
-5-
The Banner Interface
Main Menu
After logging on to UV Banner (INB), the first thing you’ll see is the Main Menu. Anywhere you
want to go in Banner can be found in the Main Menu window. It represents a large, organized
file cabinet with every form inside.
Forms
Forms are the different screens you can enter from the Main Menu. Forms are the gateway
used to enter and approve requisitions, order materials from the warehouse, and review
financial records.
#1 Direct Access
Entering a form name in this box takes you directly to the form.
#2 Menu Access
This allows you to search through an organized list of forms.
#3 Information Line This displays error messages and instructions.
#1
#2
#3
Form Names
Each banner form has a name. Names are seven-letter acronyms where
each letter stands for a word that relates to that particular form. This is very
helpful in understanding what each form does or means.
-6-
Title Bar
Shows descriptive form name, seven-letter form name, Banner release
number, and database name. If you are not seeing all of these options in
the Title Bar, use form GUAUPRF to turn these options on in the Display
Options section.
Fields
Fields are the boxes on the forms where you type in information or that
show you information.
Options Menu
Clicking the links here takes you to forms, windows or blocks that relate to
the form you’re in. You can usually go to any other block or window this
way instead of clicking Next Block.
Forms Inside of
A Form
A tricky thing about forms is that inside a form there are usually other forms!
Some forms are part of the main form, like windows or blocks. Some forms
have their own names, but can only be accessed through the main form.
Some forms can be accessed directly, as well as through another form.
Remember to consult the Information Line at the bottom of your form. Error messages
and instructions are always there to help you.
Queries
Querying is the process of looking up information already entered into the database. Use
application forms to perform queries. Queries can be performed in any Field or Form by using
the icons below the menu bar or by using the following keystrokes:
F7
Enters query mode or begins new query.
F8
Executes your query.
F9
Enters find mode for the field the cursor is in.
Double-clicking
Selects the record you want.
%
Wild card for searches.
Examples:
Bus% would find anything starting with the letters �Bus’ at the beginning of
the string. %Cash% would find anything with the letters �Cash’ appearing
anywhere in the value.
NOTE: Searches are case sensitive. Descriptions have been entered using mixed case. Most
words will start with a capital letter and the rest of the word will be lowercase. Acronyms and
some abbreviations could be in all caps.
-7-
FOAPAL
INDEX codes have six characters and default some of the values in a FOAPAL string, usually
the FUND, ORG, and PROG. A FOAPAL string is used by Banner Finance in processing
transactions.
F=
Fund contains General Ledger information (assets, liabilities and fund
balance - Subsidiary Ledger information feeds to it).
O=
Organization is the budget unit of the school, college division, or
department that is processing the transaction. It contains the Subsidiary
Ledger information (revenues and expenses).
A=
Account is the kind of financial activity you’re dealing with. It identifies what
category of asset, liability, transfer, revenue or expense to post a
transaction to.
P=
Program defines the purpose of the transaction according to functional
categories (Instruction, Academic Support, Institutional Support, etc.).
A=
Activity is not required, but has been used on a limited basis. It is a way to
track a project across different FOAPAL’s or within the same FOAPAL.
L=
Location is used for fixed assets. This will not be used at this time.
-8-
How to create a Requisition on UV Banner (INB)
Go to the FPAREQN form in Banner.
Step 1 – In the Requisition field you have two choices:
A) Leave the field blank to start a new requisition (the system will assign the next
number in sequence). Do not enter your own requisition number. If you enter
something accidentally, cancel the requisition. (See page 18.) A requisition with a
bad number may not process. Select: Next Block (Ctrl-Page Down)
-ORB) To copy the data from an existing requisition to the new requisition, click the Copy
Button or select Copy Requisition in the Options menu. In the copy window, type
the requisition you wish to copy in the Requisition field, and then hit Tab. If a vendor
was entered on the original requisition it will show up. If you have the right number
entered, click OK. If you need to search for a number, click on the down arrow next to
the Requisition and search from a list of requisitions. Select: OK.
-9-
Step 2 – Complete the following fields on the Requestor/Delivery Information window:
A) In Delivery Date, enter any letter and hit Tab. This will enter today’s date. If you
would like the items delivered as soon as possible, please use today’s date; otherwise
enter a future delivery date.
B) The Comments field does not print on the PO. Use this field to indicate an open order
or a rush order. Also, please note any items that have to be sent with the requisition
you can note that here also. Just remember not to use this for information that needs to
go to the vendor.
C) The Requestor field should populate with your information, based on your user name.
If you wish to change it you may. Remember, if you search for requisitions, Banner
uses the name in this field.
D) Ship To should be UVSC. This is information for the vendor and we want all items to
go through the warehouse. If you are on another campus or need something large
installed, Purchasing will change this as needed.
E) Attention To is any information the warehouse needs to deliver internally and the
contact that Purchasing uses if there are questions. Please put down the person who is
ordering the item and their mail stop. Do not use more than 20 characters when
entering this information.
- 10 -
NOTE: COA, Organization, Email, Phone, Extension, Fax and Extension should populate
based on your user name. You may change anything but COA by manually entering the new
information or by contacting Purchasing to have the auto-populating information changed.
Changing COA will cause your requisition to go into suspense and it will not process
correctly.
Document Text can be entered from any of the forms. To enter Document Text you can
select it from the Options menu. Document Text can be used to enter vendor choices for a
bid, addresses that are too long for the vendor field, or information that the vendor needs about
the PO. Don’t use Document Text for addresses that will fit in the vendor field or for
information that should go along with the items being ordered. If you use Document Text for
information for a Dean or VP, uncheck the print box so it doesn’t print on the PO. Also,
remember that Accounts Payable does not see the online requisition so please don’t put
requests for them here (i.e. check holding).
When you enter the Document Text form, ignore all of the items in the top box and Next Block
(Ctrl-Page Down) down to the Text field. Type as many as 1000 lines and SAVE (F10) before
you exit. Unfortunately there isn’t a wrap feature so you will have to manually enter the next
field (down arrow).
Enter Text Here
Step 4 – Next Block (Ctrl-Page Down) to the Vendor Information window.
- 11 -
Step 5 – Fill in the Vendor field for the Vendor Information portion:
A) Vendor, the small field to the left is for the Vendor ID. If you know this number you can
fill it in. If you need to search for the vendor, click on the down arrow at the right of this
field. Choose Entity Name/ID Search (FTIIDEN) and click on Last Name. In this field
put a portion of the vendor name in between “%” signs (%Company%). Purchasing
does not use “THE” in vendor names, so it shouldn’t be used in a search. The search
is case sensitive and in most cases everything will have the first letter capitalized. If
the vendor you want isn’t listed then enter the name and address in the large field to the
right of the ID field. If the information is too large for that area, finish it in Document
Text. You can leave the Vendor area blank but make sure to enter the Vendor Name
or at least a description (i.e. Bid for Speaker Equipment), Purchasing cannot read
Document Text without a vendor being selected. If the vendor is blank Purchasing
sets those requisitions aside for vendor creation, so it will also hold up the requisition
processing, especially if you forget to include address information. If the address
information is incorrect or has changed, please note it in the Document Text. Many
vendors have more than one address and you access these choices by clicking on the
arrow by the Sequence field.
All of the other fields populate on their own from the vendor information. We don’t use
Discount, Tax group, or Currency so just leave them blank.
Step 6 – Select: Next Block (Ctrl-Page Down) to the Commodity/Accounting Window.
- 12 -
Step 7 – Requisition assignment. At this point your requisition number is visible in the
Requisition field. Write this number down in case you need to refer to it in the future.
Step 8 – There are two ways to allocate the cost of the requisition to multiple indexes:
Document Accounting and Commodity Accounting.
Document Accounting should be used when you would like to divide the charges between
indexes based on a set dollar amount or percentage, regardless of the individual
items/commodities. Commodity Accounting should be used when you would like to divide the
charges up based on the cost of the individual items/commodities.
Document Accounting - The total dollar amount of the requisition is allocated to one index or is
split by percentage or set dollar amount between multiple indexes. Document accounting is the
default. Remember that if you use it, payments are not attached to specific commodities.
Choosing document accounting for a requisition that has a mixture of expenditure accounts
(current and capital) or where you wish different departments to pay for set items will not work.
If you wish to use document accounting, leave the Document Level Accounting box checked.
You enter all of the commodities and then enter the INDEX code(s). For instance:
Allocated to one index: (One Expense Account)
Fund
Org.
Acct. Prg.
120000-410501-710114-700
$150.00
Or allocated between multiple indexes: (Multiple Indexes, Expense Accounts.)
Fund
Org.
Acct. Prg.
120000-410501-710114-700
120000-450000-710114-700
120000-450000-720508-700
$37.50 (25%)
$60.00 (40%)
$52.50 (35%)
Commodity Accounting - The dollar amount of each commodity is allocated to its own INDEX
code or is split by percentage or set dollar amount between its own set of INDEX codes. You
can still split a cost in commodity accounting but it will apply only to a specific line, not to the
total PO. If you agreed to share the cost of one item on a multi-item requisition you need to use
commodity accounting to ensure that you only pay your portion on that specific item. If you
don’t use commodity accounting on a requisition for monthly cell phone charges you could pay a
portion of everyone’s charges! To use commodity accounting, uncheck the Document Level
Accounting box. You will enter a commodity and then enter an INDEX code for each
commodity. For example:
First Item allocated to one index:
Fund
Org.
Acct.
Prg.
100000-100000-700000-600
$25.00
- 13 -
First Item allocated between multiple indexes:
Fund
Org.
Acct. Prg.
100000-100001-700000-600
100000-401001-700100-600
$12.00 (set amount)
$13.00 (set amount)
Second Item allocated to one index:
Fund Org.
Acct. Prg
100000-100000-700000-600
$50.00
Second Item allocated between multiple indexes:
Fund Org.
Acct. Prg
100000-100000-700100-600
100000-401001-700200-600
$25.00 (50%)
$25.00 (50%)
NOTE: You must decide between Document Accounting and Commodity Accounting prior
to entering any accounting information. We cannot change accounting later; you must cancel
the requisition and redo it.
C
A
D
B
Step 9 - Enter the following fields:
- 14 -
E
F
A) In the Commodity field, enter the commodity code. Using commodity codes will
default the appropriate account number in the FOAPAL. Entering commodity codes will
also ensure that your requisition goes to the appropriate purchasing personnel, saving
time. Click on the arrow button to search for a specific commodity code. Never use a
stock commodity (Warehouse) for your requisition to an outside vendor. Doing
so will increase the warehouse inventory. There are also booklets and reference
sheets available with commodity codes listed. (Please see the Appendix.)
B) When you enter a commodity the Description field will populate with a description.
Rewrite the Description with the exact information of the item you wish to purchase.
Failure to include sufficient information will cause the requisition to be delayed. This
field is limited to 50 characters. For a longer description use Item Text, found in the
Options menu. Item Text works just like Document Text except that it ties the text
directly to the item being ordered. Please include as much information regarding the
item as possible.
C) In the U/M field, enter the Unit of Measure. The most common is each (EA). Click the
down arrow for a list of more choices.
D) In the Quantity field, enter the quantity of the item you want (an item is one of the unit
of measure you indicated).
E) In the Unit Price field, enter the dollar amount of the item requested. This is a required
field, so if you are unsure of the exact price enter your best approximation. (Please
indicate that this is an approximate price in the Item Text.) Requisitions encumber
funds in Banner. Requisitions with zero amounts will post but they will not process into
PO’s. These requisitions will need to be cancelled and recreated. If the item is free, list
it in the Item Text of another item or the Document Text, whichever is appropriate.
F) In the Discount field enter any special discount. Do not enter vendor terms here (i.e.
2% net 10), Accounts Payable will receive that information on the invoice.
G) If you are using document accounting to enter another commodity select Next Record
and repeat Step 9. If you are using commodity accounting repeat Steps 9-11 for each
commodity.
Step 10 – Next Block (Ctrl-Page Down) to the Accounting Information.
Step 11 – Fill in the appropriate fields in the Accounting Information block.
A) Your accounting information will default from the organization code you entered in the
Requestor window. If you wish to change the accounting information enter a different
INDEX in the Index field. Do not change the COA or the Account number, otherwise
your requisition may not process.
B) The Extended field can be used to separate your purchase by percent. Mark the box,
and enter the percent in the USD field and Banner will automatically calculate the
amount. You can also enter a set dollar amount. Use the down arrow key to enter a
new INDEX and the percentages, or amounts. Never leave a zero dollar amount line
- 15 -
on an INDEX or you will have to redo the requisition. If you need to delete a FOAPAL,
highlight the incorrect FOAPAL and click Remove in the Record menu
Step 12 – Confirm that you have accounted for the total dollar amount of the document and that
you have no zero lines in either the Commodity or Accounting blocks.
Step 13 – Next Block to the Balancing/Completion window.
Step 14 – Ensure that the Input, Commodity and Accounting amounts match and are
balanced. If you wish to hold the requisition hit the In Process button. This allows you to come
back at any time and modify or complete the requisition. If everything balances and you are
ready to complete the requisition, hit the Complete button. This completes the requisition and
submits it for approval.
NOTE: Once you get to this window the requisition will automatically reserve funds whether you
complete it or not. If you decide not to process the requisition, you will need to delete it in order
to release the reservation of funds (see the Canceling a Requisition section).
NSF – If you complete and approve a NSF (non-sufficient funds) document it will not go
to Purchasing after it is approved. It goes into a NSF approval queue. The Business Office
reviews those documents periodically.
- 16 -
How to change a Requisition
Once you complete a requisition you can no longer make changes to it without denying the
document and setting it back to incomplete. This can be done anytime before the final approval.
To do this, you will need to have the next approver deny the requisition, or you can go to
FOADOCU and deny it. Purchasing cannot change requisitions, nor can they deny them.
How to Cancel a Requisition
To cancel a requisition that is still “in process” you use the FPAREQN form.
Step 1 – In the Requisition field enter the requisition number you wish to cancel exactly like it is
in Banner. This should be an R, 0 (zero), 0 (zero), and the five digit number. For example:
R0027722
Step 2 – Next Block (CTRL-Page Down)
Step 3 – Go to the Record menu and select Remove.
Step 4 – Repeat Step 3. You must select Remove twice in a row to delete a requisition.
- 17 -
Step 5 – A box stating “All Commodity and Accounting Records will be deleted” will pop up.
Click OK.
Step 6 - The requisition will be deleted and no record will exist on Banner.
To cancel a requisition that has been completed and approved, go to the Requisition Cancel
form, FPARDEL. If your requisition hasn’t been approved deny it in FOADOCU and then cancel
it in FPAREQN.
Step 1 – In the Request Code, enter the requisition number you want to cancel exactly as it
appeared on Banner. You can also search for the requisition by clicking the down arrow.
Step 2 – Next Block and the remainder of the form fills in automatically. Verify that the
requisition is the right one.
Step 3 – Next Block (CTRL-Page Down)
Step 4 – In the Reason Code, enter a reason for canceling the requisition. In most cases ERR
will do. If not, search for other codes using the down arrow.
- 18 -
Step 5 – Click on the Make Cancellation Permanent button. This will cancel the requisition
and send it to the posting process. Within several minutes the encumbrance on your budget will
be removed. Once canceled, a requisition cannot be reopened.
NOTE: Remember that Banner encumbers the amount listed on requisitions. So, if you don’t
cancel unneeded or incorrect requisitions, they will still show up as encumbrances and reduce
the balance available to spend in your budget as shown on FGIBAVL.
How to check the status of a Requisition
To check the status of a requisition or PO, use the FOIDOCH form.
Step 1 – In the Document Type field, enter either REQ for requisition or PO for a purchase
order. Then enter the document code. You can search for either the document type or the
document code by clicking the appropriate down arrow.
Step 2 – Next Block (CTRL-Page Down)
A
B
E
F
C
D
G
A) The Requisition field contains the requisition number and status. The Status field will
represent the following:
•
If there is nothing in this field, it means that the requisition has either not
been completed or it has been denied
•
C means that it has been completed, but not approved (see Checking
Approval Status)
- 19 -
•
A means that the requisition has been approved and forwarded to
purchasing
•
X means the requisition has been canceled
B) This is the BID field. If there is a number in this field, and the PO field is blank, then
purchasing is currently handling the bid. If the field is blank, your purchase does not
require a bid.
C) The Purchase Order field contains the PO number and status. The Status field will
represent the following:
•
If there is nothing in this field, than the PO is being processed by
purchasing
•
A means the PO has been completed, approved, and has been forwarded
to the vendor
•
X means the PO has been canceled
D) The Issues field is used for stores requisitions only (warehouse requisitions). It is
populated when the order has been filled.
E) The Invoice field lists all invoices received for a given PO. The Status field will
represent the following:
•
If there is nothing in this field, then the invoice is being processed by
Accounts Payable
•
C means the invoice has been entered, but is pending approval
•
A means the invoice has been approved for payment
•
R means the invoice has been entered, but is awaiting receiving
•
P means a check has been issued
F) The Check field lists all checks issued for a given PO. (One check per invoice) The
Status field will represent the following:
•
If there is nothing in this field, than a check has been issued and sent to the
vendor
•
F means the check has cleared the bank
G) The Receiver field lists all shipments received from a given PO. The Status field will
represent the following:
- 20 -
•
C means the item has been received and delivered to the department
NOTE: The Return, Asset Tag, and Asset Adjustment fields are not used.
How to check the Approval Status
To check the queues in which a requisition is awaiting approval, use the FOAAINP form in
Banner. If in FOIDOCH the status in the Requisition field is C, use this form.
Step 1 – In the Document field, enter the requisition number.
Step 2 – Next Block (CTRL-Page Down). This screen provides the needed information.
The approval queues through which a requisition must pass are listed on the left-hand side of
the form. One person in each queue must approve the requisition before it is forwarded to
purchasing. The individuals authorized within each queue to approve requisitions are listed on
the right-hand side and may be listed in several different levels. If the queue is set up with
different dollar levels, it may require more than one person per queue to approve the document.
- 21 -
Checking Encumbrances
To see all current encumbrances for a given INDEX, go to the FGIOENC form in Banner.
For more detailed information on a specific encumbrance, go to the FGIENCD form in Banner
through the Options menu on FGIOENC or by entering the form name directly.
The Encumbrance field is the original amount of the encumbrance. The Liquidation field
shows the amount spent, and the Balance field shows the remaining funds.
- 22 -
Ordering Warehouse Supplies
When ordering supplies from the warehouse you must use the Banner Stores Requisition Form,
FSAREQN.
Step 1 – In the Request field, type NEXT.
Step 2 – Next Block (Ctrl-Page Down).
Step 3 – Complete the following fields:
•
In the Delivery Date field, type any letter and tab. This will fill in today’s date. The
warehouse will try for next business day delivery, if possible.
•
In the Requestor field, type your full name.
•
Put your telephone number in either the Phone field or the Extension field.
•
In the Ship To field, type your mail code. If this pulls up the wrong information, please
send an e-mail to [email protected] with the correct information.
Step 3 – Next Block (Ctrl-Page Down) to continue to the Commodity portion of the form.
- 23 -
Step 4 – Complete the following fields:
•
In the Commodity field, type the commodity code. You may search by clicking the down
arrow. Stores commodities are always a four digit number. The U/M field will default.
You cannot change this.
•
In the Quantity field, type the desired number of items.
•
For multiple item orders, choose Next Record to advance to the next line.
Step 5 – Next Block (Ctrl-Page Down) to continue to the Accounting Data.
Step 6 – In the Index field, type your INDEX code.
Step 7 – In the Account field, type 720076. This will always be the account for stores
purchases.
Step 8 – Next Block (Ctrl-Page Down) to the Completion portion of the form.
Step 9 – Make sure everything balances and hit the Complete button.
Returning/Exchanging Warehouse Supplies
If you have received or ordered the wrong item, please call the warehouse at 8396 and
arrangements will be made for the item to be picked up and the correct item to be delivered.
- 24 -
How to approve Requisitions using UV Banner (INB)
Step 1 – Log in to UV Banner (INB) by following the link in the Employee section of UV Link or
by going to http://uvaps2.uvsc.edu:7770/forms90/f90servlet?config=prod.
Step 2 – Go to FOAUAPP from the Go To section of the Banner General Menu
Step 3 – Next Block (Ctrl-Page Down) from FOAUAPP (first uncheck the Next Approver box
if you want to see documents for which you are not the next approver, i.e. for documents that
you are a back up approver for)
Step 4 – To approve a document, click on the Approve icon
Step 5 – This will bring up a message box with the default message DOCUMENT IS
APPROVED. You can edit this message which will go to whoever submitted the requisition.
Click on OK to finalize the approval.
- 25 -
NOTE: Remember that approving is a two-step process: Click on the Approve icon, then OK to
finalize.
How to Disapprove Requisitions
Step 1 – To disapprove, click on the Disapprove icon:
Step 2 – This will bring up a message box with the default message DOCUMENT IS
DISAPPROVED. You can edit this message which will go to whoever submitted the requisition.
Click on OK to finalize the approval.
How to view the detail of a requisition for approval using
UV Banner (INB)
Step 1 – First click on the Detail icon found in the middle of the screen.
This will pull up a screen that shows the accounting breakdown of the requisition.
Select the Options menu at the top of the screen. This will allow you to view the different
screens of the actual requisition (Document Query) or you can view just the individual items on
the requisition (View Commodities.) Select Document Query to view the entire requisition.
- 26 -
Step 2 – Next Block (Ctrl-Page Down) to cycle through the different screens of the requisition.
Each Next Block (Ctrl-Page Down), six total, will take you to the next screen.
Step 3 – Press the large black X icon in the upper right hand corner to go back to the
accounting detail screen.
Step 4 – In the accounting detail screen select the Options menu at the top of the screen and
go to View Commodities. This will bring up a list of the items to be purchased.
Step 5 – Press the large black X icon in the upper right hand corner to go back to the
accounting detail screen.
- 27 -
How to view the Approval Queue and Approval History
Step 1 – Click on the Queue icon button found in the middle of the approval screen.
Step 2 – Next Block (Ctrl Page-Down), this will pull up a screen that shows the current
Approval Queue with all of the individuals in the Queue that have access to approve the
requisition.
Step 3 – To view the approval history, select Approval History under the Options menu. This
will display a screen that shows a list of individuals that have reviewed and approved the
requisition before the requisition hit your queue.
Step 4 – Press the large black X icon in the upper right hand corner two times to go back to the
approval screen.
- 28 -
Approving Requisitions using UV Banner Online Services
Step 1 – Log into UV Banner Online Services by following the link in the Employee tab of UV
Link and following the link for Finance Services or by going to https://uvaps2.uvsc.edu:4443/
and following the link for Financial Information.
Step 2 – Choose Approve Documents from the Menu.
Step 3 – Your User ID should be defaulted in. Choose which groups of documents you want to
view, or a single document number, and then click on Submit Query.
Step 4 – Click on the Approve link for the first step to approve the document.
- 29 -
Step 5 – This will bring up a message box with the default message This document has been
approved. You can edit this message which will go to whoever submitted the requisition. Click
on Approve Document to finalize the approval.
NOTE: Remember that approving is a two-step process: Click on Approve, then Approve
Document to finalize
How to view the detail of a requisition for approval using
UV Banner Online Services
Step 1 – To view the detail of a requisition, click on the Document link showing the requisition
number.
- 30 -
Step 2 – To view the approval history, as well as the current approval queue, click on the
History link.
E-mail notifications of requisitions awaiting approval
If you are the next approver for any requisition awaiting approval, you will receive an e-mail
reminder that the requisition is waiting to be approved with information about that requisition.
These e-mails are automatically sent at 10:00 a.m. and 3:00 p.m. each weekday.
If you are a back-up approver, you will not receive e-mail notifications, but can see documents
that you are the back-up approver for by unchecking the Next Approver box in UV Banner (INB)
or by choosing the option to view “All documents which you may approve” within UV Banner
Online Services.
An approval queue may have multiple approvers. If you receive an e-mail that a requisition is
awaiting approval, but when you log in the requisition is not in your listing, then someone else
authorized to approve that requisition approved it after the e-mail was sent.
- 31 -
Budget and Transaction Queries
Banner gives users the ability to search for the transaction history of each of their INDEX codes
as well as the ability to view summary reports showing remaining and expended budgets.
FGIBAVL – Budget Availability Status Form
This form allows you to view the current status of your budget. FGIBAVL will include both
posted and unposted commitments in the Commitments column. An unposted commitment is
a completed requisition that has been substantially completed, but has not been marked as
complete, or a requisition still waiting to be approved.
Go to the FGIBAVL form:
Step 1 – In the Index field enter the INDEX code that you want to view.
Step 2 – After entering your INDEX code, use the Tab Key to navigate to the Account field.
The Fund, Org, and Program fields will default based on your index. When you reach the
Account field, enter the account number 610, then Next Block (Ctrl Page-Down). This will
bring all of the budget information into the detail portion of this form located at the bottom of the
page.
Step 3 – This form now shows you the following columns of information: Adjusted Budget,
YTD (year to date) Activity, Outstanding Commitments, and finally the Available Balance
by budget categories. It also shows the grand total for Index totaled at the very bottom of the
form.
NOTE: This form shows summary information about your INDEX only; you cannot drill down to
the detail behind the summary totals. You can drill down to the detail using FGIBDST (next
section), but FGIBAVL is the only form that includes the unposted commitments created by
incomplete or unapproved requisitions. When Banner checks for NSF (non-sufficient funds), it
will be based on the budget availability shown on FGIBAVL.
- 32 -
FGIBDST – Organization Budget Status Form
This form will allow you to view the current status of your budget by account code. It is
important to note that this form does not take into account unposted commitments (incomplete
or unapproved requisitions).
Go to the FGIBDST form:
Step 1 – In the Index field, enter the INDEX code that you want to view.
Step 2 – After entering your INDEX, use the Tab Key to navigate to the Account field. The
Fund, Org, and Program fields will default based on your INDEX. When you reach the
Account field, you may enter an account number if you want to query on a particular Account,
then Next Block (Ctrl Page-Down). This will bring all of the budget information into the detail
portion of this form located at the bottom of the page. It is not necessary to enter an Account
on this form, leaving this field blank will bring up all Accounts that have been used on the
selected INDEX.
Step 3 – This form now shows you the following columns of information: Adjusted Budget,
YTD Activity, Outstanding Commitments, and finally the Available Balance (by account.) It
also shows the grand total for all of the accounts totaled at the bottom of the form.
- 33 -
Step 4 – Use the arrow keys to navigate up and down between Accounts in the detail portion of
the form.
Step 5 – If you want to see the detail behind any Account, select the account number on the
left hand side of the screen (make sure the cursor is in the account column). Go to the top of
the form where you will find the Options drop-down menu, and select Transaction Detail
Information. This will bring up a separate Banner form called, FGITRND. This form will show
all of the transactions behind the total for any given Account on form FGIBDST.
Step 6 – Use the arrow keys to navigate up and down through the transactions on form
FGITRND. Use the scroll bar in the middle section to view more information.
Step 7 – To view the detail of a particular transaction, first highlight the transaction. Go to the
Options menu and select Query Document. This will bring up whichever Banner form was
used to create the document being queried in query mode. Use the Next Block (Ctrl PageDown) function to navigate through the different parts of the form that you are viewing. When
you have seen all of the detail that you want for the document, exit the query form. Use the X
button located at the top right of your banner navigation buttons to exit the form and return to
FGITRND. You can repeat this process to view as many documents as you want.
- 34 -
Step 8 – To see a summary of your overall budget information for the INDEX that you are
viewing, go to the Options drop-down menu, and select Budget Summary Information. This
will bring up the Banner finance form FGIBSUM. This form will show a basic budget summary
by Account Type. The information is displayed in the following columns: Adj. Budget, YTD
Activity, Commitments, and Available Balance. It will also show the Net of all budgets and
expenditures.
Step 9 – Use the X button located at the top right of your Banner navigation buttons to exit the
form and return to FGIBDST.
Step 10 – To see a summary of all encumbrances for the INDEX code that you are viewing on
FGIBDST, go to the Options drop-down menu, and select Organization Encumbrances. This
will bring up the Banner form FGIOENC. This form will show all of the encumbrances for that
index. Use the arrow keys to navigate through the transactions on form FGIOENC.
- 35 -
Step 11 – To view more detail about individual encumbrances, go to the Options drop-down
menu, and select Query Detail Encumbrance Info. This will bring up form FGIENCD which
provides more detail about the encumbrances.
Step 12 – Use the X button located at the top right of your banner navigation buttons to exit the
form and return to FGIOENC. Repeat this step to return to FGIBDST.
FGITBSR – Trial Balance Summary Form
This form allows you to view the general ledger information for Soft Money INDEX codes. Soft
money INDEX codes may have funds available from prior years that are not accounted for in the
YTD activity column on FGIBAVL or FGIBDST. In order to check your operating fund balance,
which includes the activity of the current year as well as the carry over from prior years, you
need to access FGITBSR. You should note that this form does not apply to Hard Money INDEX
codes. For Soft Budgeted INDEX codes, it will show accurate information, but the budget set up
will not be based on the fund balance.
Go to the FGITBSR form in Banner:
Step 1 – In the Fund field, enter the Fund that corresponds to the INDEX you would like to
query.
Step 2 – After entering your Fund, use the Tab Key to navigate to the Account field. The name
of the Fund will automatically populate on the screen. When you reach the Account field, you
may enter an account number if you want to query a particular Account, then Next Block (Ctrl
Page-Down) to bring all of the budget information into the detail portion of this form located at
the bottom of the page. It is not necessary to enter an Account on this form, leaving this field
blank will bring up all Accounts that have been used on the selected Fund.
- 36 -
Step 3 – This form now shows you the following columns of information: Type, Account,
Description, Beginning Balance, D/C (debit/credit), and Current Balance. It also shows the
Current Fund Balance for the Fund at the very bottom of the form.
NOTE: Current Fund Balance does not take into consideration the amount of money you may
have already committed by creating requisitions or purchase orders. It also does not take into
consideration the funds set aside for payroll and other fixed costs. You will need to manually
subtract any amounts shown in the Encumbrance Control (account 4104) and Reservation
Control (account 4105) sections on the form from the Current Fund Balance to get an amount
available to spend. Payroll costs are not encumbered, so you would need to look at FGIBAVL
or FGIBDST to see the remaining budget in those categories to know how much of the fund
balance will be needed to cover those costs.
- 37 -
UV Banner Online Services (Self-Service) Budget Queries
UV Banner Online Services is a web based SCT product that interfaces with the Banner
Finance data. It is accessed through your web browser and it provides a different way to access
the information found in the Banner Finance module. The following will help you navigate
through the Budget Queries portion of Web Self-Service:
Step 1 – Open your web browser and go to the website:
https://uvaps2.uvsc.edu:4443/
You may also access this through UVLink.
Step 2 – Click on the Enter Secure Area link.
Step 3 – Enter you UV ID and PIN. If you have forgotten your PIN number, click on the Forgot
PIN? button, and answer the security question, then reset your PIN number. Once you have
entered your UV ID and PIN, click on the LOGIN button.
Step 4 – Click on the Financial Information link.
Step 5 – Click on the Budget Queries link.
- 38 -
Step 6 – This screen will give you the option of retrieving a previously saved query or creating a
new query. If you are creating a query, you have three options in the drop-down menu: Budget
Status by Account, Budget Status by Organizational Hierarchy, or a Budget Quick Query.
Once a query has been created, you will have the option of saving it as a personal query. This
will give you the opportunity to retrieve the updated query whenever you want without having to
re-enter the parameters.
Step 7 – Select Budget Quick Query. You may select whichever Budget Query you prefer, but
the Budget Quick Query is the shortest report that provides all of the necessary information.
Budget Status by Account and Budget Status by Organizational Hierarchy allow the use of
comparative years’ budgets.
Step 8 – Enter the parameters for the Query in the fields indicated as required by the message
at the top of the screen. If you do not know which parameters you wish to enter, use the buttons
to the left of the fields to search for possible parameters. You must enter something into the
Chart of Accounts field (U for everything except the Foundation, which is F.) Once you have
entered your Chart of Accounts you can use any of the other fields to filter your query.
- 39 -
Step 9 – Click on Submit Query. This will bring the Query onto the screen where it can be
viewed or printed.
Step 10 – Click Another Query to start a new query, or click the Exit link to exit the Budget
Queries.
- 40 -
Reviewing Banner Documents by User – FOADOCU
FOADOCU shows a list of all your USER documents and their history. You can also review the
status of a document and deny pending documents.
Go to the FOADOCU form on Banner:
Step 1 – When you enter FOADOCU your User ID is defaulted. If you wish, you can filter the
search by the year, document type, document number, status
Step 2 – To query data Next Block (Ctrl Page-Down) and it will give you a list of all of the
documents you have initiated.
NOTE: As you scroll down, if there is a document that hasn’t been approved you may deny it.
Make sure the line of the document that you want to deny is highlighted before you click on the
Deny Document icon. This will put the document in process again. The advantage to this is that
a document can be changed while still in process. If you deny a document it will allow you to go
back into a requisition and change document or commodity accounting or to change the INDEX
code. (Deny your document and go back into the FPAREQN form. At the accounting block, do a
Record Remove and then Previous Block. Change the accounting and finish the requisition.)
- 41 -
Extracting Banner Forms to Excel
Most forms and reports can be extracted to Microsoft Excel in just a few steps. This will allow
you to have up to the minute reporting from the Banner System and modify the forms and
reports to fit the format of your choice.
Step 1 – Go to the Help menu.
Step 2 – Select Extract Data No Key from the menu.
Step 3 – This will bring up the Windows Download dialog box. Choose the Open button at the
bottom of the box. You may also choose to Save the file.
Step 4 – This will open a browser and import all of the data from the form in Banner. Copy the
data from this browser into the Excel. The easiest way is to select all of the data by pressing
Ctrl-A and then copying all of the data by pressing Ctrl-C, open Excel and then paste the data
by pressing Ctrl-V.
NOTE: If you experience any difficulties try holding down the Ctrl key before choosing to extract
the data and throughout the process. This will override the Window’s Pop-Up blocker that stops
Banner from exporting the data.
- 42 -
Customizing UV Banner (INB)
- 43 -
Common Banner Forms
FPAREQN
Requisition
FGIBSUM
Organization Budget Summary
FSAREQN
Stores Requisition (Warehouse)
FGITBSR
Trial Balance Summary
FPARDEL
Requisition Cancel
FGIOENC
Organizational Encumbrance List
FOADOCU
Document by User
FGIENCD
Detail Encumbrance Activity
FOIDOCH
Document History
FPIOPOF
Open Purchase Orders by FOAPAL
FOAAINP
Document Approval
FPIORQF
Open Requisition by FOAPAL Query
FOAUAPP
User Approval
GUAPSWD
Oracle Password Change
FOIAPPH
Document Approval History
GUAPMNU
My Banner Maintenance
FGIBAVL
Budget Availability Status
GUAUPRF
General User Preferences Maintenance
FGIBDST
Organization Budget Status
GUACALC
Calculator
FGITRND
Detail Transaction Activity
GUACALN
Calendar
- 44 -
Changing Your Password
As a new user you’ll want to change the password you were given. You may also want to
change it at a later date.
Go to the GUAPSWD form in Banner.
Step 1 – In the Oracle Password box, type your old password.
Step 2 – In the New Oracle Password box, type a new password. Reenter the password in the
Verify Password box.
Step 3 – Click on the Save icon.
NOTE: Leave the Database field blank.
Creating a Personal Menu
As a new user and as you become more familiar with Banner you will want to create and modify
your own menu of forms and reports.
Go to form GUAPMNU
Step 1 – With your cursor in the Object column, type in the 7 letter name of the first form that
you want to add to your personal menu. For example: FPAREQN.
Step 2 – Use your down arrow key to move down to the next line, add additional forms by
repeating step 1.
Step 3 – When you have added all of the forms you want, save the changes that you have
made. (F10)
Step 4 – Exit using the “X” button on the tool bar.
- 45 -
NOTE:
You can modify the description for each form if you want to change the description
to better meet your own preference.
Customizing Your Display
You may want to change the look of the interface (colors and shading.)
Go to form GUAUPRF.
Step 1 – Click the Display Options tab.
Step 2 – Click the check boxes on the left hand side of the screen to alter options.
Step 3 – Click on the drop-down arrows under User Interface Color Settings to change the
color of the Buttons, Canvas, Menus etc….
Step 4 – Save the changes (F10) before exiting with the X button.
- 46 -
Calculator
The calculator can be used in conjunction with filling out some of the forms. You can open it in
one of two ways:
•
•
Double-click the Amount box in a form
Open GUACALC from Direct Access
When you are finished click the OK button and the number will automatically fill into the form
field you are working on.
- 47 -
Calendar
The calendar will automatically put the date you choose into the field. You can open it in one of
two ways:
•
•
Double-click the Date field in a form
Open GUACALN from Direct Access
In a date field you can also type in any letter and tab to insert today’s date. If you have typed
something else in the field this will not work. You will need to enter the date in the format DDMMM-YYYY (month is a 3 digit alpha abbreviation, JAN, FEB, etc.)
- 48 -
Expenditures / Procurement
- 49 -
Procurement Services
Browning Administration 109
Mail Stop 188
Contact Information:
Purchasing Main .............................................................................................863-8301
Procard Auditors .................................................................................................863-7223
Limited Purchase Checks ..................................................................................863-8301
Bottled Water.......................................................................................................863-8301
Software/Gifts/Awards ........................................................................................863-8969
Computers ...........................................................................................................863-7334
Clothing/Memberships .......................................................................................863-7051
Furniture ..............................................................................................................863-8429
Facilities/Building Improvements ......................................................................863-6437
Printing ................................................................................................................863-8429
Fax Machine .......................................................................................................226-3247
Purchasing Website
www.uvsc.edu/busoffice/purchasing
Procard Information
http://www.uvsc.edu/busoffice/purchasing/cardguid.html
Forms
www.uvsc.edu/busoffice/purchasing/forms.html
State of Utah Purchasing
http://purchasing.utah.gov
State of Utah Contracts
http://www.generalservices.utah.gov/statewidecontracts/
- 50 -
Appropriate Expenditures
THIS IS ONLY AN ABBREVIATED REFERENCE
For more detail regarding appropriate expenditures listed and not listed, please refer to UVSC
Expenditure Policy:
http://www.uvsc.edu/policies/officalpolicy/index.cfm
Section 204 Appropriateness of Expenditures
Appropriate Expenditures that require a Vice President approval
•
•
•
•
•
•
•
•
All requisitions $25,000.00 and above
Departmental uniforms
Clothing/Apparel
Gifts, prizes, and awards presented to non-employees (VP or designee)
UVSC Sponsorship
Flowers for the following:
o Bereavement flowers for death of employee or immediate family member
o Bereavement flowers for death of a student
o Hospitalization of employee
Reasonable holiday decorations
Membership – Related to Institutional business
Inappropriate Expenditures
•
•
•
•
•
•
•
•
•
•
•
•
Personal expenses of any kind
Charitable donations
Gifts to employees other than approved recognition programs
Alcoholic beverages
Going-away receptions (reasons other than retirement)
Child Care expenses
Gasoline/fuel for private vehicles
Intra-Campus holiday cards
Flowers for weddings, baby showers, Secretary’s Day, Valentines,
Loans (internal)
Political contributions
Towing and traffic/parking tickets received in College vehicle
Special Instructions
•
•
Properly approved Gifts, Prizes, and Awards that are taxable for Employees must be
reported using a Payroll Action Form (PAF)
Any Gift, Prize, or Award to a non-employee requires completion of a W-9 by the
recipient ($600.00 or more per year)
- 51 -
Appropriate Food Expenditures
THIS IS ONLY AN ABBREVIATED REFERENCE
For more detail regarding appropriate expenditures listed and not listed, please refer to UVSC
Expenditure Policy:
http://www.uvsc.edu/policies/officalpolicy/index.cfm
Expenditure Policy B-1.4 L
Appropriate Food Expenditures that require a Vice President approval
•
•
One faculty or staff social per year per organizational unit
Institution-wide employee functions/events (President and/or VP)
Appropriate Food Expenditures that require Second Level approval
•
Institutional meeting/event limited to Institutional employees
Appropriate Food Expenditures requiring Associate VP, Dean or Assistant VP approval
•
•
Institution Recognition/Awards/Academic Programs
Reasonable food/candy for welcoming/recruiting purposes
Appropriate Food Expenditures requiring Responsible Party approval
•
•
Light refreshments for staff meetings
Retirement and going-away receptions for employees leaving the college
Inappropriate Food Expenditures
•
•
•
Refreshments for meetings/receptions or waiting areas without an Institutional business
purpose
Break area food/refreshments
Baby showers, wedding showers, and birthday parties
NOTE:
If you hold an event on-campus anywhere other than at
the McKay Events Center, use Dining Services
- 52 -
Procurement Guidelines
For more detail, please refer to UVSC Purchasing Policies and Procedures:
http://www.uvsc.edu/busoffice/purchasing/
Requisitions (Request for Purchase Order)
Requisitions are used to request orders from vendors. A requisition must be submitted to
Purchasing for all purchases except those being made with a Limited Purchase Check or a
ProCard. In order to comply with Utah State and UVSC policy, the requisition must be approved
and the purchase order completed prior to ordering any materials or services.
It is very important that your requisition include all the information necessary to place the order.
Not doing so could slow down the process considerably. Please make sure to include all vendor
information as well as detailed specifications of the item and the quantity.
Bid Limit
If the total purchase, including freight charges, will exceed $2999, a Request for Bid must be
submitted to multiple vendors for competitive bidding. This policy applies to any purchase and
isn’t subject to different sources of funding. It is against Utah State policy to avoid this by
submitting more than one requisition.
It is especially important to include all pertinent information on these requisitions. Also, if
possible, include the names of qualified vendors that you would like to be included in the bid
process. Purchasing is responsible for submitting, processing, and awarding bids. If a
purchase will exceed $30,000, an invitation to bid must be advertised in a State-wide periodical.
The bid must also be open for two weeks. Please be aware of this timetable.
NOTE: If you use a vendor as a consultant to write up the specifications for your bid, that vendor
cannot be included in the bid process.
NOTE: If you are using a current State Contract, you are not required to submit a bid for the
purchase. Please refer to the following link for a list of State Contracts:
http://www.purchasing.state.ut.us/
Sole Source Purchases
Sole source procurement may be used if a material is only available from a single supplier. A
request for sole source procurement must be submitted in writing. Purchasing will search the
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market in an attempt to confirm the validity of the sole source request. The Director of
Purchasing will determine whether the materials or services may be purchased using a sole
source vendor. Please be aware that this may delay the purchasing process.
NOTE: Materials or services that can only be obtained from one vendor or manufacturer may
not qualify for a sole source! Materials and services of like specifications, quality, and value
must be considered.
Receipt and Payment of Materials and Services
Materials and services must be marked received in the Banner system to authorize payment of
the corresponding invoice.
NOTE: Please encourage vendors to deliver all materials to the warehouse. This ensures that
you will receive your materials and the vendor will be paid.
When materials and services are received through the Warehouse, Warehouse/Receiving
Personnel enter the receiving information into the Banner system. If you receive materials or
services directly, please contact the Warehouse/Receiving Department and confirm receipt of
materials or services.
All invoices should be forwarded to Accounts Payable (MS 109). Please make sure the
purchase order number is listed on the invoice. Failure to forward invoices to Accounts Payable
may result in delay or non-payment to the vendor.
Services
Any services received from a company must be procured using a requisition. Any services from
an individual must be procured using a Contractual Service Agreement. These forms should be
sent to Accounts Payable with the appropriate signatures. If the services received are provided
by a current UVSC employee, payment for services rendered must be handled through the
Human Resources Department.
NOTE: Contractual Service Agreements should not be used for services that would normally be
provided by a UVSC employee. For example, a Contractual Service Agreement should not be
used for a department secretarial position.
Purchasing Violations
All purchases, except those made with a ProCard or Limited Purchase Check, require a
purchase order and approval through Purchasing. Failure to obtain a purchase order prior to
ordering materials or services is a Utah State and UVSC purchasing violation. In order to pay
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for unauthorized purchases, a memo stating the reason for the violation and requesting direct
payment of the purchase must be submitted to Purchasing. The memo must be signed by the
appropriate Vice President. Please read the policies regarding violations for additional
information.
Limited Purchase Checks
Department sends a Limited Purchase Check request form to Purchasing
•
•
•
•
A maximum of five checks can be requested at one time per index.
Request must be signed by responsible party.
Index must be included (one index per request).
Checks will be available on Mondays and Thursdays.
Checks must be picked up by responsible party
Responsible party signs and dates the request; however, the responsible party may sign a
memo stating that someone else may pick up their checks by doing one of the following:
•
•
Send a memo every time someone other than the authorized person picks up checks.
The memo needs to include the person’s name who is signing for the checks, the date
they are being picked up, and the index of the checks.
Send a memo once a year. The memo needs to include the persons name who is
authorized to pickup checks, the index of the checks, and the school year, i.e., 2006-07
Checks are used by responsible party
•
•
•
•
Checks remain the responsibility of responsible party, regardless of who spends
them.
Person using checks countersigns and includes driver’s license number.
A receipt or invoice must be obtained and included.
A complete description of items purchased must be included on checks copies where
indicated.
Restrictions
•
•
•
Checks cannot be written out to individuals. This includes UVSC employees, students, or
their relatives.
Checks cannot be written for over the authorized maximum amount. Purchasing many
items at the same time with more than one check, even if you have two invoices, is not
acceptable. This is the same as using two checks for one purchase. When an invoice or
receipt is more than the maximum authorized amount, the check can only be written for
the maximum authorized amount. Amounts spent over the maximum authorized amount
will not be reimbursed by the College.
Checks can only be used once per day per vendor.
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•
•
•
•
•
The Limited Purchase Check system is designed for small purchases and any
requirements over the maximum authorized amount need to be handled by the
Purchasing Department.
Checks are not to be written for cash.
The College is EXEMPT FROM SALES TAX. Do not allow the vendor to charge tax. The
tax exemption number is printed on the face of the check underneath the second
signature line.
Checks written for food must have proper approvals and documentation.
Under certain circumstances and stipulations, exceptions may be made, in writing, by the
Purchasing Office.
Check copies must be returned to Purchasing
•
•
After each check is used, the Purchasing copies of the check along with the receipt are
returned to Purchasing within five working days of purchase. The pink copy is retained
for the department’s record.
If a check is voided for any reason, the entire check (check and all copies) must be
returned to Purchasing. DO NOT KEEP CHECK!!! Your department may be charged for
any stop payment fees.
Failure to comply with policy will result in loss of LPC privileges
The following are actions that will be taken if violations occur:
1st violation to be noted by Vice-President
2nd violation will result in a 3 month probation
3rd violation will result in a 12 month probation
4th violation will result in no further consideration
Violations are defined as follows:
•
•
•
•
•
•
•
Checks written to individuals, UVSC employees, students or their relatives.
Checks written for cash, or for an amount exceeding purchase.
Failure to return limited purchase check
More than one check paying for an invoice.
Checks written for anything on the list of items you cannot buy.
Checks written for anything on the list of items you should not buy that are not
accompanied by prior approval.
Checks written for food without proper approval or documentation.
If after 12 months no further violations occur, then the previous violations will be purged.
Restricted Items
Limited Purchase Checks CANNOT be used to purchase items that are not in agreement with
the expenditure policy including, but not limited to, the following items:
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•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
Alcoholic Beverages
Cash advances
Construction or remodeling
Employee Benefits: entertainment, tuition, gifts, or flowers
Fabricated equipment
Fines, late fees, penalties, (including parking tickets)
Lodging, Hotels, Motels, Housing, including deposits or holds on such
Personal Purchases
Special Services: Independent Contractors, performers, or speakers
Student events, travel, tuition, scholarships, or stipends
Travel, including Airline tickets
Vehicle Rental
Office furniture of any kind
Computers of any kind
Memberships
Food that requires VP approval
Limited Purchase Checks SHOULD NOT be used to purchase the following items:
•
•
•
Gifts, Gift Certificates or Gift Cards
Holiday Decorations
Clothing; including monogrammed articles
However, checks can be used for the items in the “should not” category (in accordance with
college policy) with PRIOR VP or VP designee approval. Checks without prior approval will
result in a violation.
ProCards
The ProCard program is designed to dramatically improve efficiency in purchasing low dollar
goods and services for College use from suppliers that accept the Visa credit card, including
some college services. Some examples of target purchases intended for this program include:
•
•
•
•
•
•
•
Office Supplies
Some Computer Software and Accessories
Maintenance and Repair Materials
Books
Subscriptions
Reprints of Journal Articles (to companies in the U.S.)
Day Planners
This card cannot be used for personal purchases under any circumstance.
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U.S. Bank Customer Service
To report a lost/stolen card, call (800) 344-5696 (and 863-8301). The cardholder must call U.S.
Bank immediately upon discovery that the card has been lost or stolen. Help is available 24
hours a day. Also call the Purchasing Card Coordinator as early as possible on the first
available business day during normal business hours at 863-7416. For general assistance and
information the cardholder may call U.S. Bank Customer Service at (800) 344-5696.
To dispute a transaction that has appeared on a cardholder’s statement please fax the
“Statement of Questioned Item” form to U.S. Bank within 30 days of the statement. Also please
fax a copy to the Purchasing Card Coordinator.
Sales tax exemption
It is the responsibility of the cardholder to ensure that sales tax is not charged when making a
purchase with the purchasing card. If the cardholder is charged tax in error they must request a
credit from the supplier as soon as possible after discovering the error.
• The second embossed line on the Purchasing Card reads “UVSC Tax Exempt”. The
College is usually exempt from ALL sales taxes, even when purchasing items from outof-state suppliers because the application of sales tax is determined by the location of the
buyer, not the seller. If the cardholder has an unusual circumstance, such as
merchandise shipped directly to someone outside of Utah, they should call the
Purchasing Card Coordinator for assistance.
• The College’s sales tax exempt number is 41506. If a supplier requests proof of the
College’s tax-exempt status please give them a copy of the tax exemption form, which
can be downloaded from the purchasing website. The supplier may also photocopy a
cardholder’s purchasing card. The cardholder should contact the Purchasing Card
Coordinator at 863-7416 for additional assistance.
Limitations on ProCards
The purchasing card cannot be used to purchase the following items:
• Alcoholic Beverages
• Cash Advances
• Cell phones, Cell Phone Accessories, and Cell Phone Plans
• Clothing (including monogrammed articles)
• Computers of any kind and unregistered software
• Construction or remodeling
• Employee benefits: entertainment, tuition, gifts, or flowers
• Fabricated Equipment
• Fines, late fees, penalties (including parking tickets)
• Food & Meals: including candy, office meals, office parties, doughnuts, bagels, pizza, etc.
• Gasoline
• Gifts, Gift Certificates, or Cards
• Holiday Decorations
• Lodging, Hotels, Motels, or Housing, including deposits or holds on such.
• Memberships
• Office Party Items
• Office Furniture
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•
•
•
•
•
Personal Purchases (purchases must be for the use and benefit of the College)
Special Services: Independent Contractors, Performers, or Speakers.
Student events, travel, tuition, scholarships, or stipends.
Travel, including Airline tickets
Vehicle Rental
Documentation
A minimum of one form of documentation is necessary. Each and every transaction MUST have
documentation. Keep the documentation with the monthly hard-copy statement in your office.
Documentation consists of the original itemized receipt in most cases, but if that is impossible,
a telephone order form, a fax order form with confirmation if possible, a screen print of an
Internet order, a packing list or invoice will also be accepted. Other appropriate documentation
such as: conference registration form or a magazine/newspaper subscription form.
Documentation must include, at a minimum: a date, vendor name, brief description and
purpose, and the dollar amount.
Dollar Limits
Each card has a per-purchase and per-month dollar limit. Be aware of your limits and do not
split the transaction into smaller amounts to avoid the per-purchase limit.
The limits on the card may be changed by submitting the appropriate forms or contacting the
Director of Purchasing or Purchasing Card Coordinator. These forms should also be submitted
when other cardholder information changes such as: name, reporting line, statement mailing
address, or campus address.
Monthly Statement
When the monthly statement arrives, you must: Sign it as the cardholder including the date,
have it signed by your supervisor, have documentation for all of the transactions that appear on
the statement, keep the statement and supporting documentation at your office for auditor
review. A signature indicates your acceptance and approval of each transaction and that it was
purchased for a legitimate College use that follows purchasing card guidelines.
How to Use the ProCard
The cardholder is the only person authorized to make purchases using their card. Giving the
card or card number to another person to make a purchase, or using someone else’s card, may
result in disciplinary action (including, but not limited to, revocation of the card and/or
termination of employment). If someone else in the office uses a card, the cardholder is
responsible for the transactions made and the accompanying documentation.
Purchases in Person
•
The cardholder must follow proper internal procedures specific to their department to
obtain authorization to make the purchase.
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•
•
•
•
•
•
•
•
Determine whether the purchasing card is the most appropriate tool to use for this
purchase (check the list to make sure it’s not a restricted item, and determine whether a
State contract is available).
Be certain that the total amount (including all shipping, handling, postage, freight, etc.)
will not exceed the card’s single purchase limit.
Determine that the price quoted is the best that can be obtained.
Ensure that no sales tax is charged.
Obtain a receipt at the time of purchase. This receipt must be kept in the cardholder’s
files for five years.
To ship items: The cardholder should remember to give the supplier their name,
department name, phone number, and complete delivery instructions as follows if they
are not picking up the goods:
o Recommended method: Have goods shipped directly to the cardholder’s campus
address via UPS, Federal Express, or other method as suitable for the purchase.
o If direct shipment is not possible, the cardholder should use the following address
to have the goods delivered to the Receiving Department:
UVSC Receiving Department
Attn: Cardholder Name
500 West 1200 South
Orem, UT 84058
*If this is not done correctly the goods may be returned to the supplier as
undeliverable.
Record the purchase on the log (optional) and place the receipt in a secure place.
Receipts must be kept for five years. Audits will be done annually or as needed on the
receipt file.
When receiving the goods, whether via direct delivery or through Receiving, the
cardholder should always retain all boxes, containers, special packaging, packing slips,
etc., until they are certain they will keep the goods. It is the cardholder’s responsibility to
inspect the goods upon arrival.
Purchases by phone, fax, or mail
The cardholder should follow applicable instructions for making purchases in person, including
shipping/delivery. In addition:
• Phone: The cardholder uses the form provided in the Forms section on the purchasing
website to make purchases by telephone.
• Fax: The cardholder retains a copy of the order form and fax confirmation (if available) for
their records.
o The cardholder is urged not to mail the original to the company to prevent a
duplicate order.
o If the company requires that the original be sent, the cardholder should be sure to
clearly mark “confirmation on order placed by fax”.
• Mail: The cardholder retains a copy of the order form and the address it was mailed to,
and requests that a receipt be sent to the cardholder for their records.
o Other forms to complete – When using the purchasing card there is no need to
submit any other form, except when purchasing software. In cases where the
cardholder is responsible for the error they may be required to personally pay for
excess charges caused by the duplicate order (including payment of the full order
if it cannot be returned, or payment of a restocking fee).
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ProCard Audits
Cardholders are to have yearly purchasing card audits on all of their purchases. Audits will
cover one full year of transactions. The audits are done on a department basis. The
responsibility of the Purchasing Card Auditor is to verify that all of the purchases made on the
purchasing card are business related and that no purchases violate College policies. After the
audit is complete, the Auditor will compile a report for the department and copies will be sent to
the Dean, Department Chair, or Director of the department as well as any other individual that
the Dean, Department Chair, or Director requests.
•
•
Audit reports – Reports are sent to each department at the conclusion of the preliminary
audit and the individual cardholders are then responsible for making any corrections to
their audits.
Point system – The point system for audits is based upon each violation. The total points
for each violation are as follows:
Violations
Point Value
Personal Purchase
150
Splitting of Transaction
60
Purchase of Restricted Item
40
Lack of Signature on Monthly Statement
40
Receipt/Paperwork Missing (first violation)
30
Receipt/Paperwork Missing (second violation)
40
Receipt/Paperwork Missing (all future violations)
50
Fabricated Equipment or Furniture Purchase
30
Unregistered Software
30
Taxes charged on Purchase (limited to 30 points)
10
The point system is based on a 150 point limit which is accumulated yearly. If the
cardholder goes over the 150 point limit they are required to attend a training meeting in
order to get their accumulated points back under the 150 point limit. If a cardholder
attends the ProCard training meeting their points will be reduced by half. If the cardholder
gets a zero on their yearly audit, it will reduce the total points in half.
Many purchases under $1000 can be made with a UVSC ProCard as long as they meet the
ProCard policies. These policies are made available through ProCard training and are also
available on the Purchasing website.
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Campus Standards
Because of warranties, aesthetics, compatibility, service, and other issues, the following campus
standards have been established:
Computers
Computers (excluding Macs) must be purchased from
the Computer Shop (863-7094). Fill out a computer
order form located on the Computer Shop website:
http://www.uvsc.edu/computershop
Laptops
TOSHIBA, DELL, and IBM are approved laptops.
Laptops must include a 3-year warranty. Contact
Angie Duke (863-7334) or JoAnne Innes (863-8945)
with questions.
Networking/Computer Parts
Contact IT Help Desk (863-8888).
Projectors
Contact Media Services (863-6700).
Furniture/Blinds
Furniture may only be purchased with a Purchase
Order. This includes roll-around file cabinets and
book cases. Visit the purchasing website or call
Jeana Miner (863-8429) for details.
http://www.uvsc.edu/busoffice/purchasing
Construction/Room Changes
Any construction/room changes must go through the
Space Committee and be coordinated with the
Planning Office. This includes anything being
attached to a wall.
Printing
All printing jobs over $500.00 must be handled
through Printing Services (863-8415).
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UVSC Travel Guidelines
Before Travel
1. A Travel Authorization Form must be completed and approved by an appropriate
supervisor for all overnight and out-of-state travel. It must be sent to the Business Office
before any travel arrangements are made or any reimbursements given.
2. Conference registration forms should be completed and accompanied by a requisition
requesting payment. The registration form and check will be mailed by the Business Office
unless other arrangements are made. Please allow sufficient processing time to meet
deadlines and “early-bird" discounts.
3. Travel advances are available for up to 75% of the estimated out-of-pocket expenses with a
minimum advance of $150. Please check the box on the travel authorization form to
request an advance. Please allow sufficient time for processing. Advances are picked up in
the Business Office by the traveler. The only items prepaid are airline tickets and conference
registration fees. All other expenses will be paid by the traveler and reimbursed later.
4. Airline Tickets must be ordered through the Travel Office. Please give the Travel Office,
ext. 8965, all pertinent information – times, dates, and discounts offered by the conference.
UVSC uses the State Travel Office to obtain state negotiated rates that can be purchased at
any time and are fully refundable. Prices are subject to change until purchased, based on
advance purchase and availability.
5. Out-of-state travel via private automobile is reimbursed at the mileage rate multiplied by
the miles driven or the combination of the lowest available airfare, airport transportation and
reasonable parking fees, whichever is less. No additional expenses are reimbursed for
travel en route.
6. Rental cars, if considered necessary, are to be reserved through the Travel Office. UVSC
uses the State Travel Office to obtain car rentals. Contracted rates include full insurance
coverage and unlimited mileage. There is no charge for underage drivers and an additional
driver can be added at no extra charge. Rental cars are available for both in-state and out-ofstate travel
7. Lodging arrangements are made by the traveler. No hotel deposits are paid by the college.
Travelers should use a travel advance or a personal credit card to guarantee the room
reservation. Travelers staying with friends or relatives are reimbursed $35 per night provided
their name, address, and phone number of the person with whom the traveler stayed is
included on the travel reimbursement form. An itemized lodging receipt is required for
reimbursement—a credit card receipt is not sufficient documentation.
During the Trip
1. Mileage is computed from the Internet, mileage chart, or odometer readings. Mileage is from
UVSC not home. If travel is to several points in one area, keep track of miles driven and list
as AREA travel. Mileage is reimbursed at the allowable rate.
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2. Meal allowances are given as follows: breakfast $8, lunch $8, and dinner $16 for a total of
$32. In order to receive a full day's allowance, the traveler must leave before 7am and return
after 7pm. An overnight stay is required to receive any meal allowance. Meals included
in or provided by conference registration fees will not be reimbursed.
After Travel
1. A completed travel reimbursement form should be sent to the Business Office within 30
days of return. List all expenses eligible for reimbursement with all Original Itemized
receipts attached and any advance subtracted out. Both the traveler and the appropriate
supervisor must sign. Supervisor should review reimbursement form before signing. Any
money owing must be paid to the cashiers office, then attach receipt to the reimbursement
form.
2. Receipts for hotel, taxi, limousine, rental car, registration fee, etc. are required to receive a
reimbursement. If there is any question obtain and keep any receipt.
Other Information
1. The full text of the College’s Travel Policy and the Current Mileage Chart can be found by
going to www.uvsc.edu/busoffice/travel.html and clicking on the appropriate link.
2. If a traveler has any questions or concerns, please ask BEFORE the trip. This will avoid
reimbursements problems after travel has been completed. Any questions should be
directed to the Travel Office, ext. 8965 or you can e-mail [email protected]
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Appendix
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Banner Definitions
Alert Box – A type of dialog box that pops up to notify you of a condition that may affect how
you can enter information or the kind of information you can enter. It requires you to
acknowledge the message before you can continue.
Application Form – Form used to enter, update or query information. An application form will
have the letter “A” in the third position of the form name.
Block – An information area on a form usually separated by a solid line.
Calling Form – Original form from which you clicked a button and accessed another form.
Cancel – Exits you from an Option List or List of Values.
Clear Form – Clears all information and returns you to the first entry field in the key information
area.
Commit – Saves all changes entered since the last time you saved.
Count Hits – In query mode, this counts the number of records that meet the search criteria and
displays that number in the Auto Help line.
Dialog Box – A box containing information that requires you to respond to it before you can
continue.
Down Arrow – Using the down arrow key moves the cursor to the first entry field in the next
record, moves you lower on a List of Values, or moves you lower in a pull-down list.
Drop-Down List – A drop-down list shows three or more values for a field. Any field with a
down arrow icon contains a drop-down list.
Enter Query – Puts the form into query mode and lets you enter search criteria to see what
information is already in the database. ENTER QUERY appears in the Status Bar.
Execute Query – In query mode, searches the database and displays any records that match
the search criteria.
Exit – From forms and windows, exits you out of the form or window. From the General menu,
exits you out of the Banner system. From query mode, cancels the query and takes the form
out of query mode.
Field – Box in a form where you can enter, query, change information, or existing information is
displayed. Banner describes fields as either enabled, disabled, entry or display only.
Form – Window - or series of windows - containing entry fields for a process.
Inquiry Form – Form used to look up existing information on the database. This allows you to
view but not update information. (Any inquiry form will have the letter “I” in the third position of
the form name.)
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List of Values – Displays a list of values for the current field if <List> appears in the status line.
Menu – A list of options you can access with the mouse or keyboard.
Next Block – Moves the cursor to the next information area (block) that has at least one entry
field.
Next Field – The next entry field in the current block.
Next Record – Moves the cursor to the first entry field in the next record of the current block. If
the cursor is in the last record, a new record is created.
Object – An object can be a form, job or menu.
Option List – Dialog box displaying two or more items to choose from.
Pop-Up Window – Dialog box, alert box or list of values that appear in a separate window.
Posted – Requisitions that are completed go to the Banner “posting” process. This is when
Banner adjusts the budget. Posting is done every few minutes automatically.
Previous Block – The previous information area that has at least on entry field. If the previous
area is another window, then that window is opened.
Previous Field – Moves the cursor to the previous entry field in the current block.
Previous Record – Moves the cursor to the first entry field in the previous record.
Record – All information displayed in the window for an item.
Rollback – From an application or inquiry form clears all information and returns you to the first
entry field.
Save – Saves all changes entered.
Scroll Down – The process of moving down repeating records or lists of information that cannot
all be displayed in one window.
Select – Choose an item by double-clicking it with mouse or clicking the Select button.
Show Keys – Displays the list of keyboard options for that form.
Up – Using the up arrow key, moves the cursor to the first entry field in the previous record, or
moves you upward on a List of Values or drop-down list.
Window – A separate area of information within a form.
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Other UVSC and Related Terms
Academic Year – August through April; Fall & Spring semesters
Balanced budget – A budget in which receipts are equal to or greater than outlays (expenses).
Budget – The budget is the authorized level of expenditure for an individual INDEX code. For
appropriated INDEX codes (Hard Money), the budget is an allocation determined through
administrative process. For non-appropriated INDEX codes (Soft Money), the budget is set
according to the actual fund balance, projected revenue and/or stipulations of the grant or
revenue source.
Budget Transfer – Transaction that reduces the budget in one INDEX code and increases the
budget in another INDEX code by an equal amount. Appropriated budgets may only be
transferred between appropriated INDEX codes.
Calendar Year – January 1 through December 31.
Capital Expenditures – Expenditures which result in the acquisition of or addition to fixed
assets; tangible items with an individual item cost of $5,000 or more.
Carryover/Carry Forward – A portion or total of the unexpended balance of an INDEX code
budget or fund balance, which is made available for expenditure in the succeeding year.
Compensation – The total dollar amount, including gross salaries and employee benefits, paid
directly to or on behalf of personnel.
Cost Center – The smallest unit of activity or area of responsibility into which an
operating organization is divided for control and accountability purposes and to which
budget/costs are assigned or allocated.
Current Expense – Operating expense for tangible items (less than $5,000 per item) and
intangible goods and services (telephone, conference registration fees, copies, etc.).
Dedicated Credits – Revenues, other than state tax funds, which are appropriated by the
legislature, generally comprised of tuition, admission fees, certain sales & services, etc.
Deficit – The excess of liabilities and reserves of a fund over its assets, or excess of expenses
over revenues/budget.
Departmental Full-time Equivalent Students (DFTE) – Number of students enrolled in a
department course section multiplied by the credits for the course divided by 15 for a term FTE
or 30 for an annualized FTE.
Departmental Student Credit Hours (DSCH) – Number of students enrolled in an individual
department course multiplied by the course credit hours.
Direct Costs – Those expenses that are readily identifiable with a specific cost objective or
center, generally through the institution’s financial records.
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Direct Instructional Costs – All faculty and staff compensation and other instructional cost
center expenditures directly related to the production of FTE students.
Education and General (E&G) – Line item appropriated by the legislature for the general
operation of the College, including budget-related instruction, support services, and operation
and maintenance of facilities.
Encumbrances – An amount of the available balance in an INDEX code earmarked for paying
anticipated or known obligations.
Enrollments, Budget-Related – Enrollments generated in courses that are designated by the
Board of Regents as budget related and are eligible for state funding.
Enrollments, Self Supporting (Off Budget) – Enrollments generated in courses that are
designated by the Board of Regents as self supporting and are not eligible for state funding.
Fiscal Year (FY) – Any yearly accounting period. The State’s & College’s fiscal year begins on
July 1 and ends on the following June 30. Summer semester is the beginning academic term in
a fiscal year.
Full Time Equivalent Faculty – A two academic semester salaried position equals 1.0 salaried
faculty FTE. Each 18 credit hours of instruction provided by an hourly faculty (adjunct/overload)
equal 1.0 hourly faculty FTE (state standard).
Full Time Equivalent Student (FTE) – Represents 30 semester credit hours per year
(annualized) or 15 semester credit hours per semester (non-annualized). One student taking 30
semester credit hours in an academic year equals one annualized FTE.
Function of expense is a NACUBO codification system that prescribes how higher education
will account for and report on expenditures. These functions are described briefly as follows:
• Instruction – This functional category includes all costs associated with direct classroom
instruction: faculty, department heads, support staff, general supplies and expense,
instructional equipment, and part-time wages expended by instructional departments.
• Research – all research activity organized to produce research outcomes. Currently, all
scholarly activities at UVSC are classified as Academic Support/faculty development.
• Public Service – activities established primarily to provide instructional and noninstructional services beneficial to groups external to the institution (Small Business
Development Center, as an example).
• Student Services – Social and cultural development, counseling and career guidance,
financial aid administration, admissions and records, deans of students, athletics, and
intramurals.
• Institutional Support – President’s Office, Vice Presidents, centralized planning, fiscal
operations, central administrative support, such as administrative data processing,
personnel, purchasing, transportation, public safety, community relations including
alumni, institutional advancement, and college relations.
• Mandatory Transfers – money paid out on long-term bonding and grant commitments
for physical facilities – federal financial aid match monies.
- 70 -
• Plant Operations (O&M) – administration of physical plant, custodial, engineering, and
maintenance services, insurance, preventative and deferred maintenance.
• Student Assistance (Financial Aid) – all college supported grants to students.
Fund represents a distinct phase of the activities of a unit and the fund is controlled by a selfbalancing group of accounts in which all of the financial transactions of the particular phase are
recorded.
Appropriated/General Operating (Hard) Funds – the on-going, base operating budget
for the institution appropriated by the Legislature, includes salaries, benefits, operating
expenses, fuel & power. Revenue sources are tax funds and tuition. May also include
one-time/supplemental funds from legislature.
Non-appropriated Funds (Soft) – funds which are not appropriated by the Legislature.
Revenue sources include student fees, sales and rental revenue, grant revenue, course
fees, non-credit instruction, workshops, etc.
Capital appropriations -- funds provided for a specific physical plant related project.
Capital and operating appropriations each must be used for the specific purpose for
which funds were provided.
Note: Funds may not be transferred between capital, appropriated or non-appropriated
funds.
Lower Division Instruction – Courses below 3000.
Operating Expenses – Non-compensation expenses such as supplies and equipment.
Over Expenditure – An over expenditure occurs when actual expenditures and encumbrances
exceed the budget in an INDEX code.
Reallocation – Moving dollars between specified account categories (such as salaries and
equipment) or moving resources (such as salaried positions) from one INDEX code to another.
Scholarships – Financial aid award which is funded by a non-appropriated source. May include
tuition and/or fees and/or cash awards. Does not result in a reduction of tuition revenue.
Student Faculty Ratio – Number of FTE students divided by the number of FTE faculty.
Tuition Waivers – Financial aid award which waives tuition only for identified students; limited
by legislative statute. Tuition waivers result in a reduction of tuition revenue.
Upper Division Instruction – Courses 3000 and above.
- 71 -
Common UVSC and Related Acronyms
ATE
CPI
DFCM
DFTE
DSCH
E&G
FASB
FTE
FY
GASB
Hard
MATC
NACUBO
OCHE
O&M
PAF
Regents
SAF
SBR
SCH
Soft
Trustees
UCAT
UEC
USHE
UVSC
Applied Technology Education
Consumer Price Index
Division of Facilities and Construction Management
Departmental Full-time Equivalent Students
Departmental Student Credit Hours
Education & General
Financial Accounting Standards Board
Full Time Equivalent
Fiscal Year
Governmental Accounting Standards Board
Appropriated Funds
Mountainland Applied Technology College (UCAT)
National Association of College and University Business Officers
Office of the Commissioner of Higher Education
Operations and Maintenance
Personnel Action Form
Utah State Board of Regents
Semester Appointment Form
Utah State Board of Regents
Student Credit Hours
Non-appropriated Funds
Utah Valley State College Board of Trustees
Utah College of Applied Technology
Utah Electronic College
Utah System of Higher Education
Utah Valley State College
- 72 -
UVSC Commodity Codes for General Purchases
Please DO NOT create new commodity codes.
The system will allow you to right now – but please DON’T.
Commodity Code
ADVERPUB
AUDIOVIS
AUTOPARTS
AWARDS
BLDGIMP
BLDGMNTN
BOOKS
BOOKSLIB
BUSES
CHEMICAL
CLOTHING
CLTHGINST
COMPHDW
COMPNET
CONFSEM
COPYING
ELECTRIC
ENTFEE
EQPMNTN
EQPMTREP
EQPREPR
EQUIPINST
FLORAL
FOODCLASS
FREIGHT
FUELAV
FURNITURE
GASOIL
GROUNDS
INSOTH
INSTRSUPP
JANITORIAL
KEYS
LAPTOP
LAUNDRY
LUNCHEON
MEDICAL
MEMBER
MOVING
Account #
720505
720255
710505
720508
710108
710105
720155
720205
720805
710141
720511
720210
720720
720725
720105
720160
710111
720105
710114
720705
710117
720215
720520
720260
720523
720265
720715
710510
710120
710315
720270
710123
710126
720720
710129
720538
720541
720544
720547
Description
Advertising and Publicity
Audio Visual Supplies
Auto Parts
Awards and Gifts
Building Materials-Improvement
Building Maintenance and Repairs
Books and Publishing -non-Library
Books and Publishing-Library
Buses
Chemicals
Clothing/Uniforms
Clothing/Uniforms-Instructional
Computer Hardware/Parts
Computer Network / Parts
Conf/Seminars-Off Campus
Copying Costs Off Campus
Electrical Supplies
Entry Fees
Equipment-Maintenance
Equipment Repair-Office
Equipment Repair-Maintenance
Equipment-Instructional
Floral Arrangement
Food-Classrooms
Freight-General
Fuel-Aviation
Office Furniture
Gas/Oil/Grease
Grounds Maintenance
Ins-Other
Instructional Supplies
Janitorial Supplies
Keys and Locks
Laptops
Laundry and Linen Services
Luncheons/Receptions
Medical Care and Related Supplies
Memberships
Moving/Relocation
- 73 -
Commodity Code
OFFEQPMT
OFFGEN
OFFSUPP
PAINT
PARKING
PARTSINS
PARTSMNT
PERIODBIN
PHOTOSUP
POSTAGE
PRINTING
PROCARD
RADIOS
RENTGEN
RENTSPA
SCENERY
SERVCONS
SERVCONT
SERVINST
SERVMNTN
SERVOFFICI
SERVOTH
SERVPROF
SERVSTAFF
SERVTEST
SHUTTLE
SIGNS
SOFTWARE
SUBSCRIP
TESTING
TESTMNTN
TONER
TOOLS
VEHICLMTN
VEHICLREP
Account #
720710
720553
720550
710132
710135
720275
710138
720280
720285
720556
720165
720559
710144
720805
720810
720290
720405
720410
720415
710147
720420
720425
720430
720435
720440
710520
710150
720514
720565
720295
710153
720553
710156
710525
710515
Description
Office Equipment
Other Office and General
Office Supplies
Paint
Parking Lot Maintenance
Parts-Instructional
Parts-Maintenance
Periodicals Binding
Photo Supplies/Service
Postage and Handling
Printing Supplies and Services
Procurement Card
Radios / Repair
Rentals-General
Rentals-Space
Scenery and Props
Services-Consulting
Services-Contract 1099
Services-Instruction
Services-Maintenance
Services-Officials
Services-Other
Services-Professional
Services-Staffing
Services-Testing
Shuttle Bus Expense
Signs
Computer Software
Subscriptions
Testing Supplies
Testing Services
Toner Cartridges
Tools and Instruments
Vehicle Maintenance
Motor Vehicle Repair
- 74 -
Capital Expense Commodity Codes (77xxxx Expense Accounts)
These codes should only be used for items that are Capital Assets. Equipment = $5000 or
more per item or group of items that work together as a system should be classified as Capital
Assets. Building / Infrastructure / Land Improvements = $50,000 or more per project should
be classified as Capital Assets. For more information please contact Nathan James extension
7416.
Commodity Code
CAIRCRAFT
CAUDIOVIS
CDATAPRO
CINSTEQP
CMISCEQP
CMOTVEH
COFFEQP
CBLDGS
CINFRAS
CLANDIMP
CLANDIMPN
CLANDPUR
CLEASES
Account #
770005
770010
770015
770020
770025
770030
770035
770040
770045
770050
770055
770060
770060
Description
Aircraft
Audio Visual Equip
Data Process Equip/Computers
Instructional Equip
Misc Equipment
Motor Vehicles
Office Equipment
Buildings/Additions/Major Imp
Infrastructure
Land Improvements-Depreciable
Land Improvements-Non Depreciable
Land Purchases
Leases
These codes are for non-capital leases
LEASEBLD
LEASEEQP
LEASEOTH
720355
720360
720365
Lease Payments-Buildings
Lease Payments-Equipment
Lease Payments-Other
- 75 -
Warehouse Commodities
These codes are to be used on form FSAREQN to order from the warehouse
Commodity Code
0950
1010
1020
1030
1040
2230
2235
2240
2260
2265
2270
2275
2780
2815
2820
2825
2829
2833
2835
2850
2855
2860
2862
2868
2869
2870
2875
3020
3023
3025
3027
3040
3635
3794
4210
4220
4240
4650
5080
5500
Description
Cups Paper 7 Oz
Catalogs
Summer Schedules
Fall Schedules
Spring Schedules
Envelopes Catalog 7.5 X 10.5
Envelopes Catalog 9 X 12
Envelopes Catalog 10 X13
Envelopes #9 Plain
Envelopes #9 Window Plain
Envelopes #10 Plain
Envelopes #10 Window Plain
Floor Dry Absorbent
Forms Check Request
Forms Contractual Service
Forms Employee Eligibility I-9
Forms Limited Purchase Check
Forms Non-Credit Registration (Matc)
Forms Personnel Action
Forms Scantron 882 Green (Abc)
Forms Scantron 2052N Blue (123)
Forms Semester Appointment
Forms Short Term Leave
Forms Time Sheets Red (Hourly)
Forms Time Sheets Blue (Work-study)
Forms Travel Authorization
Forms Travel Reimbursement
Gloves Derma Thin Large (100)
Gloves Derma Thin Medium (100)
Gloves Derma Thin Ex-Large (100)
Gloves Derma Thin Small (100)
Gloves Sure Grip
Labels Mailing UVSC
Lamps F 40 Cw (30)
Liners Trash 24 X 24 (Small)
Liners Trash 33 X 40 (Medium)
Liners Trash 43 X 48 (Large)
Medical Ear Plugs
Oil WD 40 (Can)
Paper White 88 Drilled
- 76 -
U/M
PKG
EA
EA
EA
EA
EA
EA
EA
BOX
BOX
BOX
BOX
EA
PKG
PKG
PKG
PKG
PKG
PKG
PKG
PKG
PKG
PKG
PKG
PKG
PKG
PKG
BOX
BOX
BOX
BOX
EA
PKG
BOX
BOX
BOX
BOX
EA
EA
CTN
Commodity Code
5501
5505
5510
5515
5520
5530
5540
5555
5560
5570
6625
7510
7520
7700
7720
8135
8330
8340
8342
8355
8750
Description
Paper White 88 Non-Drilled
Paper Copy Blue
Paper Copy Canary
Paper Copy Cherry
Paper Copy Goldenrod
Paper Copy Green
Paper Copy Pink
Paper Copy White Legal 8.5 X 14
Paper Copy White Letter 8.5 X 11
Paper Copy White Ledger 11 X 17
Rags Cotton Wiping 25 Lb.
Safety Glasses Clear
Safety Glasses Tinted
Soap Laundry 5 Gal Bucket
Soap Liquid Hand
Tape Duct 2" Role
Tissue Facial
Tissue Toilet Paper
Toilet Seat Covers
Towels Paper White (6 Case)
Water Distilled
- 77 -
U/M
CTN
RM
RM
RM
RM
RM
RM
RM
RM
RM
BOX
EA
EA
EA
EA
EA
BOX
CSE
CSE
CSE
GAL
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