Budget Related

How do I process an on-line budget revision?

To enter Budget Change on line in Banner, use the FGAJVCD form with a F241 transaction code. The Community may do Budget revisions on-line for the current unrestricted fund (Orgs) within the expenditure (6XXXX) lines.

Income (4XXXX), salary (5XXXX) sub accounts may not be done on-line.  Budget Changes for these sub accounts need to be approved and processed by the Budget Office.

Budget money cannot be transferred to or from Restricted Funds.

When do I use an IDT vs. a Budget Change?

An IDT is to move actual dollars from one account distribution (Org/Fund) to another (Org/Fund) and the changes will be reflected in the “YTD Activity” column.

Budget Change is done to move Budget dollars among various accounts and the changes will be reflected in the “Adjusted Budget” column.

How do I process a Budget Revision that impacts “only” the current year and not the future years’ budgets?

When I make a Budget Change, using F241, it is not always reflected in the next Fiscal Year’s budget?

The budgets are rolled in mid-October for the next Fiscal Year.  Therefore, any changes made after that time are not incorporated in the follow Fiscal Year’s budget.

Why do I get an “N” message on a Budget Change?

“N” is for non-sufficient funds, and means that there is not enough money in the account to process the reduction.

If it appears that there is enough money in the account in FZIBDUH, then go to screen FGIBAVL to see what is available in the account.  While detailed information is not available on this screen, it can identify if there is an encumbrance (PO or Reservation) about to be posted or another Budget Change that has been keyed in but not posted yet or an expense that is about to be posted.

What do I do, if I get an E(rror) message on a Budget Change?

“E” is for error and means that it is an account, Org or Fund, which the community cannot change.  Delete the Budget Change by clicking previous block on the tool bar menu until the “Journal Voucher Document Header” appears.  Place the cursor in the transaction date box, then in the Record item of the tool bar, call up “Remove”.  The system will ask you to call up “Remove” a second time. 

Send a paper copy of the Budget Change to the Budget Office if it pertains to Orgs or to Financial Accounting Services if it pertains to restricted Funds.

If I completed a Budget Change and it is not showing up on the screen, what do I do?

Check FGIJVCD for your Document number to see if there is a “C” for “complete” in the status column or an “I” for “incomplete” in the status column.  If there is a “C”, the Budget Change will be posted in the next posting cycle.  If there is an “I”, go into the Budget Change in FGAJVCD to see if there is an “E” for error or an “N” for non-sufficient funds.  If there is no “E” or “N”, click next block icon and then click “complete” button at bottom of screen.

If I forgot to write down the Budget Change number, what do I do?

If the Budget Change has not been posted, you can check the screen FGIJVCD, which lists the unposted “JV’s” including Budget Changes.  See if your budget revision is there with the description of the change.  If it is not listed, then it has been posted.  Then check the Budget Column detail in screen FZIBDUH in the account from where the money was reduced.

When there are negative (minuses) numbers in the “Available Balance” column, what does that mean?

It depends on the type of “account”.

If it is an Income line (4XXXX), it means that more income has been brought in when compared with the Budgeted amount. 

If it is a Compensation (5XXXX) or Expense (6XXXX) line, it means that the total of the Year-To-Date Activity plus the Encumbrance/Commitments are greater than the budgeted amount in the account and the account is in deficit and must be covered by a budget revision or by an IDT.

How do I set up a new Org?

A request explaining the reason for the new Org to be set up, Org name and the person(s) authorized to sign off on the Org should be sent to the Budget Office.

How do I set up a new Fund?

Accounting is responsible for Restricted Funds.  A request including the name, funding source, for what purpose the funds will be used for and the title of the person authorized to sign off on the Fund should be sent to Financial Accounting Services.

When I do a Requisition, why does it look like I have three encumbrances on the FZIBDUH screen?

The first entry is to reserve the money as a “reservation” for the Requisition.  The second entry is to create the PO from the Reservation/Requisition and the third entry is to subtract the Reservation/Requisition.

If something has been charged to the incorrect line, how does it get corrected?

If an item has been charged to an incorrect account, an IDT needs to be completed and sent to Accounting.

If I get a deficit letter from the Budget Office, what do I do?

If the expense has not been charged correctly, determine where it should have been charged and complete an IDT form.

If the expense has been charged correctly, process a Budget Change to cover the negative amount.

 Compensation Related

When should I use a Roster vs. a Personnel Action Form (PAF)?

A Roster should be used for temporary employees and students, as well as temporary assignments for Full Time faculty or Full Time and Regular Part Time staff members.

A PAF should be used for Full Time or Regular Part Time staff assignments or for the termination of a Full Time faculty member.

How long does it take to pay someone from when I have all the signatures on the Roster?

It takes about three weeks to get someone’s assignment on the system from having it processed by the Budget Office to HRD (if necessary) to Payroll.

The area VP or Provost must sign off on any non-student action.

If I am preparing a Roster, when do I use the “New Employment Roster” or the “Employment Roster”?

A “New Employment Roster” is for those who are new to the University of Hartford Payroll system and have not been employed at the University within the last three years.  An I-9 and all necessary tax forms should be stapled to the “New Employment Roster”.  If someone has been employed at ARAMARK or the Bookstore, those entities are not a part of the University.

An “Employment Roster” is for those who have worked at the University before.

Should someone be paid via a Roster or an Order for Check?

As a general rule if someone is already on the University Payroll system, they should be paid via the Payroll system and a Roster would be required. Please contact Financial Accounting Services to find out more about “employee” vs. “contracted labor”.

What account should I have someone paid from?

The account should begin with a “5” when processing via the Payroll system.

If a part time employee/student leaves, how does the remaining encumbrance get liquidated?

If there is a termination prior to the preset “stop” date originally indicated, a Roster to terminate the temporary employee should be processed and sent to the Budget Office.  If the person is paid by the hour, the Budget Office will run a report three weeks after the termination Roster has been received to see if there is money to unencumber.  This waiting period is to be sure that all timesheets have been received and processed by Payroll.

If the person is to be paid one time or for a series of payments, the area processing the termination must indicate how much of the encumbrance is to be paid at the date of termination.  Please indicate how much of the total encumbrance is due in the “Comments” section of the Roster.

If a Full Time or Regular Part Time employee leaves, what should I do?

A PAF to terminate the employee should be processed indicating the last day worked. The timesheet or exempt time report for the last week worked should be sent to Payroll ASAP.

If the position is to be replaced, then a Staff Requisition form should be completed, signed and sent to the Budget Office, if the position is to be open for the requisite 5.2 weeks for Full Time full year positions.  If it is to be filled prior to that time, a letter explaining the need to the VP or Provost for his/her approval should accompany the Requisition prior to the Requisition being sent to the Budget Office.

If a person’s compensation/paycheck has been charged to the incorrect Org or Fund, how do I get this corrected?

Contact Payroll to determine if the incorrect timesheet(s) have been used to record time worked.

Purchase Order Related

How do PO’s get liquidated or unencumbered?

Please refer to the Purchasing Department web site [click here]

If I don’t spend all of a PO, how does the remainder get liquidated?

Please refer to the Purchasing Department web site [click here]

When a PO is rolled to the new Fiscal Year, how does it get liquidated?

Accounting must process the liquidation of the PO after the beginning of the new Fiscal Year.  Please contact Financial Accounting Services with the specific PO to liquidate.

Who sets up the approval queue for Requisitions?

Please refer to the Financial Accounting Services web site [click here]

How does the approval queue get changed?

Please refer to the Financial Accounting Services web site [click here]

Other

How do I get access to BANNER Finance?

Please fill out a “Banner Finance Security Request Form” signed by the Dean or Department head and forward it to Financial Accounting Services.

If I have a check to deposit, what should I do with it?

If it is to reimburse for an expense or it is income (NOT A GIFT), take it to the Bursar’s Office and tell the cashier where the check or cash is to be deposited in (specific Org or Fund and specific account).  If it is to reimburse for an expense, use the specific account where the charge is (telephone, etc.)  If it is income, use an income account (4XXXX).

If it is a gift, send it to the Gift Processing at External Relations Office.

How do I apply for Financial Aid for school?

This is a question for Admissions and Financial Aid, extension 4296.

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