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© 2010 Ivy Tech Community College. All rights reserved. This documentation is proprietary information of Ivy Tech Community College and is not to be copied, reproduced, lent or disposed of, nor used for any purpose other than that for which it is specifically provided without the written permission of Ivy Tech Community College. The unauthorized possession, use, reproduction, distribution, display or disclosure of this material or the information contained herein is prohibited. Prepared By: Ivy Tech Community College 50 West Fall Creek Parkway North Drive Indianapolis, Indiana 46208 www.ivytech.edu Release Version 2.0 September 2011

Finance

Banner Research Accounting (Inception-to-Date Accounting)

Training

Self-Study

http://www.ivytech.edu/

Ivy Tech Community College Training Finance – Inception-To-Date Reporting

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Banner Finance Research Accounting 2 v 2.0 September 2011

Contents INTRODUCTION........................................................................................................... 4

Workbook goal ............................................................................................................................ 4

Intended audience ...................................................................................................................... 4

Workbook revision history ..................................................................................................... 4

Prerequisites ................................................................................................................................ 4

Learning Objectives ................................................................................................................... 4

TERMS & CONCEPTS ................................................................................................. 5 BANNER RESEARCH ACCOUNTING OVERVIEW .............................................. 7

Overview ........................................................................................................................................ 7

PROPOSALS................................................................................................................... 8

Overview ........................................................................................................................................ 8

FRAPROP – Proposal Maintenance (Viewing Proposal Details) ............................. 8

FRIASTP – Proposal Agency Inquiry ................................................................................ 14

FRIKPRO– Proposal Title Search ....................................................................................... 15

FRIPROP– Proposal Codes Inquiry ................................................................................... 16

FRIPRST– Proposal Status Inquiry ................................................................................... 17

FRIPSTP – Proposal Personnel Inquiry ........................................................................... 18

FRABUDP – Proposal Budget (Viewing Budget Details) .......................................... 19

FRIBDSP – Proposal Budget Distribution Inquiry ...................................................... 24

FRIBUDP – Proposal Budget Codes Inquiry .................................................................. 25

FRIBUDT – Proposal Budget Totals Inquiry .................................................................. 26

GRANT CODES ........................................................................................................... 27

Overview ..................................................................................................................................... 27

Structure ..................................................................................................................................... 27

FUND CODES ............................................................................................................... 28

Structure ..................................................................................................................................... 28

Grant Fund & Plant Fund FOAPAL Defaults .................................................................. 28

GRANT CODE SEARCH ............................................................................................ 29

FRIGRNT – Grant Code Inquiry form ............................................................................... 29

FRIKGNT – Grant Title Search form ................................................................................. 33

FTVFUND – Fund Code Validation form ......................................................................... 34

GRANT DETAILS........................................................................................................ 37

FRAGRNT – Grant Maintenance form .............................................................................. 37

GRANT ACTIVITY DISCOVERY ............................................................................ 43

FRRGRNT– Deferred Grant Process ................................................................................. 43

FRIGITD – Grant Inception to Date form ........................................................................ 44

FGITBAL – General Ledger Trial Balance form ............................................................ 49

FRRGITD – Grant Inception to Date Report .................................................................. 52


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GRANT ACTIVITY CORRECTIONS ...................................................................... 53

Correcting Documents ........................................................................................................... 53

Cost Transfers on Sponsored Projects ............................................................................ 54

SPONSORED PROGRAMS MANAGEMENT CHECKLIST ................................ 55


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Introduction

Workbook goal

The goal of this training module is to provide you with the knowledge and practice to review

inception-to-date activity for grant and plant funds, monitor grant proposals, and find general

grant information. The workbook is divided into these sections:

Proposals

Grant Codes & Fund Codes

Grant Details

Viewing Grant Activity

Intended audience

Staff members who are responsible for monitoring or reporting on activity/status for grant or

project plant funds, or tracking grant proposals.

Workbook revision history

VERSION DATE REVISION

1.0 July 2007 Original Release

2.0 Sept. 2011 Revised format, updated screen prints, added Proposals section, updates current through Banner Finance 8.5

Prerequisites Banner INB Navigation

Chart of Accounts Structure

Learning Objectives After completing this training, you will be able to:

1. Find Grant Codes and Fund Codes

2. Review and Understand Proposal Status

3. Review and Understand Grant Information

4. Review and Understand Inception-To-Date Activity

5. Review and Understand General Ledger balances for grant and plant funds


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Terms & Concepts TERM DESCRIPTION

Account Code A numeric or alpha/numeric designation for individual asset, liability, fund balance, revenue, expenditure and transfer account classifications.

Activity Code Alpha/numeric designation to allow for more detailed reporting/tracking than an account code provides. Typically only used by specific user group(s). Optional code: not required for transaction processing.

Activity Date The date a document actually receives its final approval and posts to the ledgers.

Cost Share A specific percentage of time, cash, or assets are promised as a College contribution for matching purposes. The amount of time spent and/or dollars expended must be accounted for and be auditable.

Document In Banner Finance a Document is a transaction. The system assigns each document a unique document number.

Drill Down Process of navigating from one form to another which advances you to the next level of detailed information.

Encumbrance A commitment of funds (or claim on funds) to purchase goods or services. Also referred to as “Commitment” in Banner.

Fiscal Year The College’s financial reporting year: July 1 to June 30.

FOAP Acronym for Fund-Organization-Account-Program.

Fund Code An alpha/numeric designation for a self-balancing set of accounts in which transactions are recorded.

Grant Payments to the College from external organizations for a specified time period with both expenditure limitations and specific reporting requirements.

Grant Code Used within Banner Finance to report on all revenues and expenses of a grant from the inception of the grant to the current date; possibly crossing multiple fiscal years.

Inception-To-Date

Refers to funds that receive funding for expenditures that span more than one fiscal year and must be reported on in total.

Indirect Cost (IDC)

Facilities and Administrative costs are allowable charges against grant funds for reimbursement of the College operating costs it incurs in connection with the operation of a grant.

Invoice An itemized bill from a vendor for goods sold or services performed containing prices, total charges, and payment terms.

Organization Code

A numeric designation for departmental/budgetary subdivisions. This refers to the department or office that controls the budget. Commonly referred to as Org Code.


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TERM DESCRIPTION

Post Award Once grants are awarded from external agencies, refers to activities required by the College to manage, report, and invoice for grant monies awarded throughout the life of the grant.

Posted Transactions

Transactions that are recorded in the permanent financial ledgers of the college. Does not include those that are incomplete or pending approval.

Pre Award Refers to activities necessary to complete and submit proposals and manage proposal statuses from inception, including: in process, submitted, awarded, declined, or cancelled by sponsor.

Program Code Within Chart of Accounts structure, refers to the functional classification of a transaction i.e. instructional, academic support, etc. Determined by the Organization code.

Project Director The Principal Investigator (or Project Director) is the primary individual in charge of a grant, agreement, contract, or other sponsored project.

Proposals Formal documents submitted on behalf of the College to external agencies to request grant monies for the College.

Purchase Order (PO)

A commercial document used to request a vendor to supply something (product or service) in return for payment. Vendors, prices, terms and conditions of the order are specified here.

Sponsored Programs

Includes grants, contracts, and agreements through which organizations external to the college have made resources available to the college to support the instructional, research, or public functions of the college and which are established as restricted funds in the financial records of the college.

Transaction Date

The date assigned to a document. The month of the transaction date identifies the fiscal period the document will post to.


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Banner Research Accounting Overview

Overview The Banner Research Accounting module is used by the College to track grant proposals, and inception to date activity for grant funds and project plant funds. Because many grants, contracts, and plant fund projects span more than one fiscal year, inception to date reporting may be used to view all revenues and expenses combined without needing to add multiple fiscal years together. Much of the money received to fund these projects comes from external agencies such as private foundations, corporations, or the government and is restricted by them for a designated purpose or project. For this reason, these funds are often referred to as restricted funds. The Research Accounting module contains three main components:

Grant Proposals - Implemented by the College in fiscal year 2010-11 and maintained by the Grants Office of the Office of the President. Events – Has not been implemented by the College. Grant Billing and A/R – Not currently in use but under review for implementation.


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Proposals

Overview

The proposals component is designed to be used primarily by Pre-Award administrators and staff as a tracking and maintenance tool for grant proposals. Specific information such as key personnel, agency contact and address, budgets, proposal status, and indirect cost and cost sharing elements can be documented. The Proposal component is designed to interrelate with the Grants module so that valuable information is brought forward to a grant if the proposal is awarded. The proposal component is maintained by the Grants Office of the Office of the President.

Proposals are only used for grants and grant funds and not with plant funds.

FRAPROP – Proposal Maintenance (Viewing Proposal Details)

Step Action

1 Type FRAPROP in the GO TO field and press enter. The Proposal Maintenance form displays.

NOTE: This form is controlled by Fund/Org security established for the user. The user must have at least view access for the Responsible Organization established on the proposal to be able to view the proposal.

2 If you know the proposal number, simply enter it in the Proposal Code field and Next Block [Ctrl>PgDn]. Skip to step # 5.

3 If you need to search for a proposal, there are two options as demonstrated in steps 3a and 3b.


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3a To search using general information about the proposal, place your cursor in the Proposal Code field and use the F9 key to display the FRIPROP form. NOTE: FRIPROP limits the proposals a user may view based upon Fund/Org Security established for the user. The form opens in query mode. You may enter search criteria in any field you can tab into. It is case sensitive. You will also want to use search wildcards (%). To search for proposals submitted to the Department of Health and Human Services, you might search like this:

Execute the query (F8) and the results matching your criteria are returned. In this example, there are three.

Double click the proposal that you want to view to return it to FRAPROP. Go to step 4.


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3b To search using a portion of the proposal title, click the Search icon beside the Proposal Code field and an Option List is displayed.

Click the second option (FRIKPRO) and the Proposal Title Search form is displayed. Enter your search criteria that you believe may be in the actual title of the proposal in the Search Value field. This form is not case sensitive. You will also want to use search wildcards (%) to return more results and have a better chance of finding the proposal. Next Block [Ctrl>PgDn] to view the results. The example below was the search for any proposals with nursing in the title:

Double click the proposal that you want to view to return it to FRAPROP. Go to step 4.

4 Your proposal number should be displayed in the Proposal Code field on FRAPROP. Next Block [Ctrl>PgDn] to view details of the proposal.


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5 The Main tab is displayed.

If the Proposal Text Exists field is checked, additional text may be viewed by selecting Text Information from the Options Menu.

If the Pass Through Indicator field is checked, the pass through information may be viewed by selelcting Pass Through Agency Distribution from the Options Menu.

The Grant field is only updated if the grant is awarded and the grant is established on FRAGRNT (Grant Maintenance Form).

Status options are as follows:

2 = Proposal in process

A = Awarded

C = Solicitation cancelled by sponsor

D = Declined

S = Submitted

Proposal Type options are as follows:

A = Cooperative Agreement

C = Contract

G = Grant

P = Project

Category options are as follows:

F = Federal

N = Non Federal

R = Other Restricted


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6 Next Block [Ctrl>PgDn] to the Proposal Agency tab. Address and contact information of the agency is displayed.

7 Next Block [Ctrl>PgDn] to the Location tab. If populated, this form indicates whether the grant is being performed on campus or off campus.

8 Next Block [Ctrl>PgDn] to the Cost Code tab. This form details indirect cost and cost share details if it has been entered.


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9 Next Block [Ctrl>PgDn] to the Personnel tab. This form lists people associated with the proposal.

10 Next Block [Ctrl>PgDn] to the User Defined Data tab. The College does not currently utilize any user defined data for grants.

11 To view a status history of the proposal, from the Options menu select Status History. This can be done from any tab in FRAPROP.

Form FRIPRST displays.

12 Perform a Quit function [Ctrl>Q] to return to the main menu.


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FRIASTP – Proposal Agency Inquiry

Use this form to monitor proposal activity by agency.

Enter the Agency’s C# in the Agency field or use the Search icon to search for the number. Next Block [Ctrl>PgDn] to view the results.

To view FRAPROP for a proposal, highlight the record you wish to view and select Proposal Information from the Options menu.

If a grant has been established, you may select Grant Information from the Options menu to view FRAGRNT.

To perform another query do a roll back [Shift>F7].


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FRIKPRO– Proposal Title Search Use this form to search for a proposal by the words or characters in the proposal title.

Enter your search criteria that you believe may be in the actual title of the proposal in the Search Value field. This form is not case sensitive. You will also want to use search wildcards (%) to return more results and have a better chance of finding the proposal. Next Block [Ctrl>PgDn] to view the results.

To view FRAPROP for a proposal, highlight the record you wish to view and select Proposal Information from the Options menu.

If a grant has been established, you may select Grant Information from the Options menu to view FRAGRNT



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FRIPROP– Proposal Codes Inquiry Use this form to query general information about proposals.

FRIPROP limits the proposals a user may view based upon Fund/Org Security established for the user. The form opens in query mode. You may enter search criteria in any field you can tab into. It is case sensitive. You will also want to use search wildcards (%). Enter search criteria and execute the query (F8). In this illustration the search was for everything with a Status of “S” and a Category of “N”. To perform another query enter a query (F7).


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FRIPRST– Proposal Status Inquiry Use this form to view proposal status history information.

Enter the Proposal number in the Proposal field or use the Search icon to search for the number. Next Block [Ctrl>PgDn] to view the results.



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FRIPSTP – Proposal Personnel Inquiry Use this form to monitor proposal activity by personnel ID.

Enter the person’s C# in the Personnel ID field or use the Search icon to search for the person’s name. Next Block [Ctrl>PgDn] to view the results.


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FRABUDP – Proposal Budget (Viewing Budget Details)

Step Action

1 Type FRABUDP in the GO TO field and press enter. The Proposal Budget form displays.

2 If you know the proposal number, simply enter it in the Proposal Code field and Next Block [Ctrl>PgDn]. Skip to step # 5.

3 If you need to search for a proposal, there are two options as demonstrated in steps 3a and 3b.


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3a To search using general information about the proposal, place your cursor in the Proposal field and use the F9 key to display the FRIPROP form. NOTE: FRIPROP limits the proposals a user may view based upon Fund/Org Security established for the user. The form opens in query mode. You may enter search criteria in any field you can tab into. It is case sensitive. You will also want to use search wildcards (%). To search for proposals submitted to the Department of Health and Human Services, you might search like this:

Execute the query (F8) and the results matching your criteria are returned. In this example, there are three.

Double click the proposal that you want to view to return it to FRABUDP. Go to step 4.


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3b To search using a proposal/budget code combination, click the Search icon beside the Proposal field and an Option List is displayed. This search is helpful if different budget codes are used.

Click the second option (FRIBUDP) and the Proposal Budget Codes Inquiry form is displayed.

You can scroll through the list or query the data. Enter a query (F7) to search for your desired criteria in the Description field and/or a budget code in the Budget Code field. This form is not case sensitive. You will also want to use search wildcards (%) to return more results and have a better chance of finding the proposal. Double click the record you wish to view and it is returned to FRABUDP.

4 Your proposal number should be displayed in the Proposal Code field on FRABUDP. Next Block [Ctrl>PgDn] to view details of the budget.


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5 The Budget Header tab is displayed.

Duration: Number of months between the start and end date of the budget period as calculated by the system.

Year: Year of the budget. In this example, this info is for the first year of the budget.

Type: A = Approved; W = Working; S = Submitted for approval but not yet approved

Fringe: Percentage that will be used to calculate the fringe amount of labor accounts for a proposal budget.

Total Requested Amount: Total requested from the agency.

From the Options menu select Text Information to view additional text that might have been entered.


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6 Next Block [Ctrl>PgDn] to the Budget Detail tab. Budget and Cost Share amounts by account code are displayed.

7 Perform a Roll Back [Shift>F7] to view another proposal budget. Perform a Quit function [Ctrl>Q] to return to the main menu.


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FRIBDSP – Proposal Budget Distribution Inquiry Use this form to view budget distributions.

Enter the Proposal number in the Proposal field or use the Search icon to search for the number. Select the Type of proposal budget and enter the Budget Code. Next Block [Ctrl>PgDn] to view the results.

Perform a Roll Back [Shift>F7] to initiate another view. Perform a Quit function [Ctrl>Q] to return to the main menu.


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FRIBUDP – Proposal Budget Codes Inquiry Use this form to view general information about proposal budgets. The form opens to a displayed list of proposals by sequential number. Enter a query (F7) to search any field you can tab into. Execute the query (F8) to view the results.

Perform a Quit function [Ctrl>Q] to return to the main menu.


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FRIBUDT – Proposal Budget Totals Inquiry Use this form to view general information about proposal budgets. This form enables you to view summarized budget data, account information, cost sharing amounts, and sponsor funded amounts.

Enter the Proposal number in the Proposal field or use the Search icon to search for the number and enter the Proposal Budget Code.

Select how you want Banner to display the account information and budget totals:

Institution: Display in order by account code.

Sponsor: Display in order by sponsoring agency code.

Title: Display in order by account title.

Account Type Level 2: Summarize and display by account type level 2.

Account Type Level 1: Summarize and display by account type level 1.

(For additional information regarding account types, reference the “Banner Finance Chart of Accounts Structure Workbook.”)

Next Block [Ctrl>PgDn] to view the results.

Perform a Roll Back [Shift>F7] to initiate another view. Perform a Quit function [Ctrl>Q] to return to the main menu.


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Grant Codes

Overview Grant Codes are the key to facilitating inception-to-date reporting for plant and grant funds. The only way inception-to-date-reporting can occur in Banner is via the use of a grant code. Grant Codes are used to identify a fund or group of funds which are summarized together for reporting on a cumulative basis.

Grant Code Grant Funds Plant Funds

When Established: Grant awarded by Sponsoring Agency Project/Funding is approved

Established by: Sponsored Programs Accounting Office Director Capital Assets & Debt Acct.

Structure In many cases, the grant code and the fund code will be the same. This is the case when there is only one fund code associated with the grant code. This typically applies to grant funds but not plant funds.

Grant Code Fund Codes

131 Lumina 21st Century R00207 R00207 131 Lumina 21

st Century

In some cases, there is one grant code to many fund codes.

Grant Fund example:

Grant Code Fund Codes

R00036 131 Perkins General

Perkins FY 2007 RPER07 R00068 181 Perkins Guidance

R00061 171 Perkins General

Plant Fund example:

PC0002 131 Ft Wayne Series L

PE0002 151 Logansport Series L

Series L Bonding SERIESL PG0006 171 Greencastle Series L

PZ0022 901 Greencastle Series L

PZ0023 901 Ft Wayne Series L

PZ0024 901 Logansport Series L


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Fund Codes

Structure

Characteristic Grant Funds Plant Funds Example

Fund Code & Title

Fund code starts with R P

# of digits for data-enterable funds 6 6

Regional identifier in fund code number:

Fund type 21 – Restricted Grants & Contracts

Fund type 90 – Institutional R & R Unrestrict.

Fund type 91 – Unexpended Plant

Fund type 92 – Renewal & Replacement

Fund type 93 – Retirement of Indebtness

Fund type 95 – Unexpended Unrestricted

No

No

Yes - 2nd

digit

No

Yes - 4th, 5

th, 6

th digits

Yes – 2nd

digit

R00036 - 131 Perkins General

P00295 - 231 Paint Hallways

PF0001 - 163 Marion A & E

P00031 - 171 Replace Roof

P93141 - 141 Debt Retirement

PC0004 - 131 SGA Campaign

Regional identifier in fund code title (first 3 digits)

Yes Yes

Grant Fund & Plant Fund FOAPAL Defaults Generally, when entering the FOAP in a blank record* (meaning the fund, org, account, and program fields are blank), enter the grant or plant Fund code first, and the Org and Program will default. The user will then need to enter the Account code. Some Banner Finance forms function slightly different and they are noted below. * It is very important that the fund, org, account, and program fields are blank before entering the FOAP so that the defaults will populate the fields correctly. FPAPURR (Purchase Order Entry Form) This form will likely default the General Fund code as a result of the Organization code being prepopulated from the “Requestor/Delivery Information” tab. Simply enter the desired Grant or Plant fund code in place of the General Fund code. The Org code and Program code will then default. The Account code must then be entered. FGAJVCM or FGAJVCQ (Journal Voucher Entry Forms)

Regional cash receipts for grants: Regions will need to use their regional cash receipt rule code to default the correct bank code. Use fund code R99999 (Payment holding fund) for all grant receipts received at the region. The Org Code will not default and needs to be region specific. It is requested that the “Finance Office” Org code be used. The program code will default. The account code should be L083 for Grant cash receipts.


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Grant Code Search

FRIGRNT – Grant Code Inquiry form Use FRIGRNT to search for a grant code if you are not sure of the title of the grant. This form offers multiple query options to aid your search.

Step Action

1 Type FRIGRNT in the GO TO field and press enter. The Grant Code Inquiry form opens in query mode. Any of the fields shown may be searched individually or in combination. Wildcards (% _ ) should be used to return more search results.

2 Use the 2nd

field of the Grant record to search the title of the grant.

To search for a grant(s) specific to your region, search using the 3-digit numeric identifier for your site/region. For example: 131 for Ft. Wayne, 191 for Richmond, etc. Reference the “Banner Finance Chart of Accounts Structure Workbook” for additional information regarding chart structure.

Using key words you think are likely to be in the title, type your search criteria in the field and execute your query (F8). This field is not case sensitive. Below is an example of a search for grants with Nurse or Nursing in the title.

3 Use the 2nd

and 3rd

fields of the Principal Investigator ID record to search for the last and/or first names respectively of the Principal Investigator. These fields are case sensitive. Below is an example of a search for grants with a PI whose first name is Valerie, but last name is unknown.


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4 Use the 2nd

field of the Agency record to search the sponsoring agency of the grant. This field is case sensitive. Below is an example of a search for a grant that was sponsored by the Department of Health and Human Services.

5 Current Amount field is the amount currently funded for the grant. This field is informational only and is not updated via transactions posted into Banner. It is updated by the Sponsored Programs Accounting Office. Below is an example of a search for grants with a current funded amount of $100,000.00.

6 Cumulative Amount field is the amount received from the sponsoring agency to date. This field is informational only and is not updated via transactions posted into Banner. It is updated by the Sponsored Programs Accounting Office. Below is an example of a search for grants with a cumulative receipt amount between $90,000.00 and $99,999.99. Note the use of the _ (underscore) wildcard. This wildcard is used once for each digit between the decimal point and the first digit. So, in this example, the _ was entered 4 times.


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7 Maximum Amount field is the amount that has been committed by the sponsoring agency. This field is informational only and is not updated via transactions posted into Banner. It is updated by the Sponsored Programs Accounting Office. Below is an example of a search for grants with a maximum amount between $300,000.00 and $399,999.99. Note the use of the _ (underscore) wildcard. This wildcard is used once for each digit between the decimal point and the first digit. So, in this example, the _ was entered 5 times.

8 Status field reflects the current status of the grant and can be queried to find grants with a status of Active (A), Closed (C), or Inactive (I). The 1st field of the Status record can be queried by entering an A, C, or I. Following is an example of a search for all closed grants.

9 Status Date reflects the date the Status was last updated. Following is an example of a search for a grant for which you believed the status should’ve changed sometime in June 2010.

10 Project Start Date is the date the grant activity should start. Following is an example of a search for a grant you believe should’ve started sometime in November 2009.


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11 Project End Date is the date the grant will end. Following is an example of a search for a grant you believe should end sometime in December 2012.

12 Sponsor ID is a grant identification code assigned by the sponsoring agency. Wildcards will be helpful in this field especially if you aren’t sure exactly how the number was entered or if special characters were used.

13 Responsible Organization is the administrative department responsible for the grant. The 1st

field represents the Chart and is always “C” for Ivy Tech. The 2nd field is the Org code number and the 3

rd field is the Org code Title. Use either the 2

nd or 3

rd fields to search for the department.

Following is an example of a search for a grant where the Vice Chancellor Academic Affairs Office in the Ft. Wayne region is responsible for the grant.

14 Once you have entered all the desired search criteria, execute the query (F8) to return the results. Scroll through the results to find the grant you are looking for. If it is not listed, enter another query (F7) and enter different search criteria. Execute the query (F8). If you cannot find the grant you are looking for, contact the Sponsored Programs Accounting Office of the Office of the President to determine if the grant has been awarded and obtain the grant code.

15 Perform a Quit function [Ctrl>Q] to return to the main menu.


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FRIKGNT – Grant Title Search form Use FRIKGNT to search just the title of the grant.

Step Action

1 Type FRIKGNT in the GO TO field and press enter. The Grant Title Search form opens in query mode. Wildcards (% _ ) should be used to return more search results.

To search for a grant(s) specific to your region, search using the 3-digit numeric identifier for your site/region. For example: 131 for Ft. Wayne, 191 for Richmond, etc. Reference the “Banner Finance Chart of Accounts Structure Workbook” for additional information regarding chart structure.

Using key words you think are likely to be in the title, type your search criteria in the Search Value field. This field is not case sensitive. Next Block [Ctrl>PgDn]. Below is an example of a search for grants in the Kokomo region associated with Robotics.

Results:

2 To view additional details of the grant, place your cursor in the record you wish to view and use the (F4) key or select “Grant Information FRAGRNT” from the Options menu.


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FTVFUND – Fund Code Validation form Use this form to find the fund codes associated with a specific grant code or vice versa. This form is query mode only.

Step Action

1 Type FTVFUND in the GO TO field and press enter. The Fund Code Validation form displays with a list of Fund Codes in alphabetical order.


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2 Using the scroll bar at the bottom of the form, you may scroll over to view the Grant Code and Title fields.

3 In this example, we will search for all fund codes associated with a grant code. Enter a query (F7). TAB over to the Grant Code field and enter the grant code (RLBIOT). Execute the query (F8). The results are displayed. (If you needed to find the grant code and knew the fund code, you could search on the fund code.)

4 You will notice this grant code has several fund codes associated with it. If necessary, use the scroll bar on the right to view them all.


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5 You will also notice some fund codes have more than one record displayed here. A record is displayed here for each update and effective date change on FTMFUND. Changes to FTMFUND are only made by the Sponsored Programs Accounting Office. Using the scroll bar at the bottom of the form, scroll over to view the effective dates for each record.

6 To perform another search, enter a query (F7) and enter your search criteria. Execute the query (F8). To return to the main menu, perform a Quit function [Ctrl>Q].


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Grant Details

FRAGRNT – Grant Maintenance form Use the Grant Maintenance form to view details about the grant. This form is updated by the Sponsored Programs Accounting Office.

Step Action

1 Type FRAGRNT in the GO TO field and press enter. The Grant Maintenance form displays in view mode. This form is controlled by Fund/Org security established for the user. The user must have at least view access for the Responsible Organization established on the grant to be able to view the grant information.

2 If you know the grant code number, simply enter it in the Grant field. To search for the grant code click the Search icon beside the Grant field and an Option List is displayed. You may select either FRIGRNT or FRIKGNT to search for the grant code. Use the instructions above to facilitate your search. Next Block [Ctrl>PgDn].


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3 The Main tab is displayed.

If the Grant Text Exists field is checked, additional text may be viewed by selecting Text Information from the Options Menu.

Responsible Organization is the department responsible for the grant.

Requires Effort Certification If checked, effort associated with this grant must be certified.

Project Start Date is the date the grant activity should start. Project End Date is the date the grant will end.

Proposal field would be populated if a proposal code had been created for this grant.

Termination Date: Is the date on which no further transactions are permitted on the grant.

Expenditure End Date: The last date expenditures may post to the grant. This date may be later than the termination date.

Status descriptions are as follows:

A = Active

C = Closed

I = Inactive

If the Pass Through Indicator field is checked, the pass through information may be viewed by selecting Pass Through Agency Distribution from the Options Menu.

Status Date reflects the date the Status was last updated.

Current Amount field is the amount currently funded for the grant. This field is informational only and is not updated via transactions posted into Banner.


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4 Next Block [Ctrl>PgDn] and the Grant Agency tab is displayed.

Agency: The organization that sponsored the grant.

Contact: Agency contact for the grant.

Predecessor: Organization or Department that the agency is part of or reports to.

Address: As supplied by the agency and input by the Sponsored Programs Accounting Office

Email: As supplied by the agency and input by the Sponsored Programs Accounting Office

Phone: As supplied by the agency and input by the Sponsored Programs Accounting Office

5 Next Block [Ctrl>PgDn] and the Location tab is displayed. This tab is not used by Ivy Tech.


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6 Next Block [Ctrl>PgDn] and the Cost Code tab is displayed.

This form indicates the indirect cost rate & basis and cost share rate & basis, if applicable.

7 Next Block [Ctrl>PgDn] and the Personnel tab is displayed.

This tab displays the college personnel who have been associated with the grant.


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8 Next Block [Ctrl>PgDn] and the Billing tab is displayed.

PMS (Payment Management System) Code: User defined code that enables you to link together multiple grants from the same sponsoring agency that have the same reimbursement requirements.

Billing Exclusion Code: User defined code representing a list of account codes to be excluded from billing.

Budget Limit Indicator: Compares budget to the billing amount.

Total Budget: Compares total expenses to the maximum billing amount.

Line Item Budget: Compares line item expenses to the line item budget.

No Budget Action Required: No comparison to budget.

Payment Fund Code: Fund to which grant payments are posted when entered on FRAAREV. If the grant is associated with a PMS code, this value comes from the Letter of Credit field on FRVPMSC and can’t be changed.

Undistributed Cash Receipt Account: Account to which grant payments are posted when entered on FRAAREV.

Refund Clearing Account: Account used to process refunds to the agency.

Billing Address Type: Represent the billing address type of the sponsoring agency.

Sequence Number: Sequence number of an address for agencies with multiple addresses.

Last Invoice Number: Unique number identifying the most recent invoice for this grant generated by the Research Accounting Billing Process.

1034 Billing Format Extension: Code that defines the 1034 continuation form.

Bill if Budget Line Exceeded: Indicates whether to generate a bill if the line item expense exceeds the budget. Y = yes, N = No, cleared = uses default value entered on FRASYSC.


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9 Next Block [Ctrl>PgDn] and the User Defined Data tab is displayed. This tab is not used by Ivy Tech at this time.

10 Next Block [Ctrl>PgDn] and the Effort Reporting tab is displayed. This tab is not used by Ivy Tech at this time.

11 To view another grant, perform a roll back [Shift>F7] and enter another grant code. To return to the main menu, perform a Quit function [Ctrl>Q].


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Grant Activity Discovery

FRRGRNT– Deferred Grant Process During each month-end close (approximately 3 business days after the end of a month) the Finance System Administrator runs the Deferred Grant Process for the month. For identification purposes the document numbers generated from this process begin with “G”. This process generates three basic types of transactions related to grants:

Accrue Revenue – Most of Ivy Tech’s grant funds accrue revenues equal to expenses. For example if you have expenses of $100 in a given month, the deferred grant process will generate a $100 credit to the appropriate revenue account code. The revenue account codes are established by SPA at the inception of a grant in Banner. Revenue in a grant is not equal to the cash you have received.

Accrue Receivable – This accrual is essentially the offset of the accrued revenue noted above. The deferred grant process posts a debit to an unbilled receivable account in an amount equal to the revenue posted above. When remittances are received as a result of billing the sponsoring agency, cash is debited and the unbilled accounts receivable is credited. In this example the Expense Control (year-to-date expense) is greater than the Revenue Control (year-to-date revenue) by an amount equal to the expenditures for the current month. When the deferred grant process is run for the month, these will equal each other. When the deferred grant process is run for the month, it will also post the offsetting entry to the AR Unbilled Charges account and a debit balance will appear.

Indirect Costs – Accounts which are set-up by SPA to recover indirect costs are also affected by the deferred grant process. During the month-end process, these grants post an expense (Debit) to the grant which is to incur the indirect expense and post an equal credit to the FOaP(s) which are to receive the revenue. The rules for each grant vary, but a typical example might be 5% of total Salaries charged during this month to Grant XXX will be charged as indirect costs.

Two reports are generated as a result of each Deferred Grant Process and they are viewable in the Finance ePrint Repository. One report is in detail (references the expense transaction that initiated the above entries) and the other is summary information by grant. Both reports are titled FRRGRNT.


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FRIGITD – Grant Inception to Date form Use this form to view budget, revenue & expense, and encumbrance activity since the inception of the grant to the present. This form is unique in that it is the only form in INB Banner that displays inception to date activity instead of fiscal year activity.

Step Action

1 Type FRIGITD in the GO TO field and press enter. The Grant Inception to Date form displays.

2 Grant Code: To view all funds activity for a grant enter the grant code or click the search icon to display the two options (FRIGRNT or FRIKGNT) to search for the grant code. For instructions on how to use these forms reference the “Grant Code Search” section of this workbook.

To view only a specific fund for a grant, TAB to the Fund field and enter the fund code. The Grant, Org, and Program fields will default from the fund. In some cases, the Org may have changed during the life of the grant. For this reason it is recommended to leave the Org field blank to ensure you are viewing all activity. It is also recommended to leave the Program field blank because an incorrect program code could’ve been used on a transaction. If an incorrect program code is identified, it should be corrected.

3 Grant Year: To view a single year of data, enter the grant year (last two digits of calendar year); otherwise leave blank to view inception to date activity.


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4 Fund Summary checkbox: If you entered just the grant code because you want to view activity for all funds associated with the grant, you may view the activity summarized by fund by checking this box.

Example Fund Summary: The record highlighted in the top block will correlate to the activity detailed in the bottom block.

5 Hierarchy checkbox: Not relevant to Ivy Tech. Leave unchecked.

6 By Sponsor Account: If there is an established correlation between Ivy Tech’s accounts and a sponsor’s prescribed accounts, checking this box will allow the user to view activity by the sponsor’s account codes.

7 Include Revenue Accounts checkbox: Check to include revenue accounts in the activity.


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8 Account Type: If you wish to view activity for a specific account type, select the type by clicking the search icon. For additional information regarding account types, reference the “Banner Finance Chart of Accounts Structure Workbook”.

Example Capital Expenses Account Type:

9 Account: If you wish to view activity for a specific account enter the account number in this field. If left blank, all accounts with activity will be displayed.


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10 Account Summary: To view activity summarized by account type level 1 or level 2 select the appropriate option. Level 2 account type is more detailed than Level 1.

Example Level 1:

Example Level 2:

11 Date From (MM/YY) & Date To (MM/YY): To view a single fiscal year or multiple fiscal years, enter the desired dates. Leave blank to view activity from the inception of the grant to the present; which is the recommended viewing method.


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12 Once you’ve selected all your viewing options in the top block perform a Next Block [Ctrl>PgDn] to view the results.

To display accurate Net Total fields you will need to scroll to the bottom of the account codes. You may use the scroll bar on the right or the Page Down key.

13 To view detail for a balance use the Up/Down arrow keys to move between the rows. Then use the TAB key to move to the desired column. With your cursor in the desired field, use the (F4) key to drill down to the detail. Form FRIGTRD will be displayed.

14 To drill down farther on a transaction, highlight it then use the (F3) key.

15 To return to your FRIGITD query, perform a Quit function [Ctrl>Q] until you reach FRIGITD again.

16 To perform another query on FRIGITD, perform a roll back [Shift>F7]. To return to the main menu, perform a Quit function [Ctrl>Q].


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FGITBAL – General Ledger Trial Balance form

Use this form to view asset (including cash balances), liability, and fund balances for a fund. Reference the “Banner Finance General Accounting Workbook” for additional information.

Step Action

1 Type FGITBAL in the GO TO field and press enter. The General Ledger Trial Balance form displays.

2 Enter the desired year in the Fiscal Year field. Because General Ledger balances roll forward each year, entering the current fiscal year of the college will return balances and activity up to the moment of the query.

3 Fund: Enter a data-enterable fund code.

4 Account Type: If you wish to view activity for a specific account type, select the type by clicking the search icon. For additional information regarding account types, reference the “Banner Finance Chart of Accounts Structure Workbook”.

5 Account: If you wish to view activity for a specific account enter the account number in this field. If left blank, all accounts with activity will be displayed.


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6 Once you’ve entered the desired criteria in the top block perform a Next Block [Ctrl>PgDn] to view the results.

7 The Beginning Balance in any account is the balance that rolled over from the end of the last fiscal year. The Current Balance is the balance of all posted transactions at the moment of the query.

The cash balance is in Account A021 “Claim on Cash”. The Debit/Credit indicator shows whether it is a positive (debit) or negative (credit) balance. Most of our grants are on a reimbursement basis and the cash deficit should be equal to the expenses which haven’t been billed (which could be found on FRIGITD). Monthly these will accrue to the A052D acct code as an unbilled receivable.


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8 To view transaction detail for an account, position your cursor in the desired row of the account and press the (F3) key to display the detail. Form FGIGLAC displays.

In the above example the detail for the AR Unbilled Charges account is displayed. The increase to the receivable can be noted by the “G” document numbers (deferred grant process). The cash receipts (credits) may be identifed by the journal entries to reclass the receipts out of the grant payment holding fund.

9 To drill down farther on a transaction, highlight it then use the (F3) key.

10 To return to your FGITBAL query, perform a Quit function [Ctrl>Q] until you reach FGITBAL again.

11 To perform another query on FGITBAL, perform a roll back [Shift>F7].

12 To return to the main menu, perform a Quit function [Ctrl>Q].


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FRRGITD – Grant Inception to Date Report

This report may be found in the finance ePrint Repository. It reports revenues and expenses on Inception to date funds. The report is generated after every month end close. It is also usually generated daily during the year end close process (June and July)

Reference the finance “ePrint” workbook for instructions on viewing ePrint reports.


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Grant Activity Corrections

Correcting Documents At Ivy Tech Community College, Correcting Documents are defined as Journal Entries and Payroll Redistributions. These documents are processed when an entry has posted incorrectly, whether it is on the wrong grant or the grant is out of money and needs to be covered with operational funds. When working with Grants in particular these concepts cause an elevated level of concern. Ivy Tech needs to be able to demonstrate that we have systems in place which accurately and efficiently charge direct costs to sponsored projects. Correcting documents are a primary focus of concern when agencies conduct audits. The more transactions are shifted onto or from sponsored project accounts after the initial entries raises the level of an agencies concern. Frequent, late, unexplained or poorly explained cost-transfers or corrections raise serious questions about the appropriateness of those adjustments as well as focus on the overall reliability of the College’s accounting systems and internal controls. These speculations are only heightened when the grant in question is in overdraft or has a remaining balance. Original Grant documentation should contain the evidence of allowability, allocability, reasonableness, and consistency which are mandated in OMB Circular A-21. Therefore, it becomes challenging to say, “yes, it was correct”, but “now it is not”. Mistakes happen, but if they happen often, it raises scrutiny:

High Scrutiny

Moving charges from one-grant to another Entry is being done more than 30 days after original entry Grant being credited is over-drafted (charge to another grant) Payroll Redistribution <5% - are we just trying to spend it out Payroll Redistribution >30 days after occurrence Low Scrutiny P-Card Reconciliation Credit to Grant Being moved within the same grant, maybe to another fund Account Codes, Org Codes or Program Codes being Changed All correcting documents should contain an explanation of what happened and why the change is appropriate. An auditor should be able to pick up the document in 5 years and be able to easily understand what is being changed and why. A template for the description is included here for your reference. The written justification should include:

Original Transaction Information (Doc #, Date, Entry Type)

Explanation for how and why error occurred

Explanation of proper project allocability (project director certification)

Justification for late correction (if necessary)


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Cost Transfers on Sponsored Projects Taken directly from FMM Section L

This guideline is being issued to ensure the integrity of the College’s charging practices for sponsored program accounts after it had been charged elsewhere in the College’s accounting system and to ensure compliance with sponsor terms and conditions, regulations and college policies. When cost transfers to move expenses involve sponsored project accounts, it is critical that the transfer meet the requirements for allowability, allocability, reasonableness, and consistency that are addressed in this financial management manual in line with OMB A-21. It is noted that all sponsors could view frequent and/or late cost transfers and those which are inadequately documented or poorly explained as indicative of poor fiscal or project monitoring. Diligent review of financial records and timely communication between EDF/EDA, PD’s, and SPA should prevent the necessity of transfers; however, under certain circumstances they may be appropriate. The college is committed to ensuring that all cost-transfers are legitimate and conducted in accordance with sponsor terms and conditions, regulations and college policy. Any transfers MUST be supported by documentation which contains a full explanation of the error, why it occurred and evidence of the appropriateness of the expense/entry to the account being impacted. Cost Transfers should not be viewed or utilized as a tool to manage awards – they are a means for correction. Journal entries for reconciliation of credit card expenses and allocation of photocopying and postage charges are not recognized as cost-transfers (NOTE: photocopying and postage are typically F&A/IDC and if charged to grants require an Unlike Circumstances Form). Cost Transfers should be prepared as soon as the need is identified. If the College is aware of an inappropriate charge on a sponsored account, it should be removed expeditiously. Charges in excess of 90 days cannot be moved to a grant without justification for the tardiness of the entry. PD’s and EDF/EDA’s share a dual responsibility for quick and accurate preparation and documentation for cost-transfers.

https://banprod-inb.ivytech.edu/forms/frmservlet?config=PRODhttp://www.whitehouse.gov/omb/circulars_a021_2004


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Sponsored Programs Management Checklist Provided by the Sponsored Programs Accounting Office to ensure successful management of grants.

TASK EXPECTED ACTION TIMELINE

Cash Deficit

Review

Grants which are invoiced regionally should also have their cash balances

managed regionally. Use FGITBAL to determine if funds are in a cash deficit.

If so, establish a plan to reconcile those deficits. Work with SPA to resolve

questions or discrepancies.

Throughout the

month

Questionable

Transactions

By the 15th of the month, SPA will distribute to the EDF/EDA a list of

transactions which used account codes which are typically not permitted on

grants. Review this list of transactions to ensure the charges are appropriate

on the account. Examine if an Unlike Circumstance Form is needed.

15th

of Month

Expiring

Accounts in

< 120 Days

By the 15th of the month, SPA will distribute a report to the EDF/EDA listing

all projects which are expiring in less than 120 days. Work with Project

Directors to prepare necessary documents to bring the accounts to close or

request an extension to the project. All requests for grant modifications must

be requested at least 45 days in advance of the change being requested. Work

with SPA/Grants Office to evaluate any issues or concerns which may exist as

projects come to a close.

15th

of Month

Expired

Accounts

with

Balances

SPA will distribute a report to the EDF/EDA by the 15th of the month

showing all projects which are expired and still have a management balance

(positive or negative). Clear overdrafts and post termination charges or

determine appropriate action. Contact SPA before preparing paperwork.

Complete closing process on SP projects no later than 60 days after expiration.

State Projects typically must be closed within 45 days of project end date.

15th

of Month

Grant

Reports

Prepare and deliver Grant Reports to Project Directors. Project expenses if

possible beyond current fiscal year.

After each month

end close

Overdraft

Review

Generate a list of accounts where expenditures exceed budget available.

Determine why overdraft exists. Process overdraft corrections (JE or

PHAREDS) by five working days before month end or determine appropriate

action needed.

After each month

end close

Account

Management

Meetings

Meet/discuss with Project Directors - depending on size and activity - this may

be valuable monthly to quarterly.

Provide timely and accurate financial information to the PD.

As Needed

Grant

Billings Manually prepare invoices for grants invoiced by regions.

By last working

day of the month

Cash

Operations

Daily: prepare cash receipts for deposit and prepare CRF

Monthly: assure compliance with cash handling guidelines by reconciling

supporting documentation to verify that deposits reached correct grants.

Daily/Monthly

Cash

Holding

Accounts

Review deposits to holding accounts and work to get all transactions

reconciled. Monthly

Approval

Queues

Check your queues and messages to review for disapproved transactions,

correct and work with SPA to resolve issues. Monthly