Davidson College - Banner Finance FAQs

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*BANNER FINANCE*
How do I get access to Banner Finance?
How do I look up an operating account balance?
How do I look up the balance of my restricted fund?
How do I look up the balance of my holding/agency account?
What are the proper account numbers? general ledger numbers?
How do I print a detail activity report?
How do I view budget information using the Web?
How do I verify that a check has been issued? How do I verify that a check has been cashed or canceled?

*ACCOUNTS PAYABLE* (please also see the Accounts Payable department page for FAQs related to this area.)
When are checks cut?
Who do I contact to set up a new vendor?

BUDGET
What is the College's operating budget?
When are departmental budgets due?

*CASHIER*
Are Traveler's Checks considered checks or cash? Check
Where can I find a cash receipts form? Please see our Forms page. (Link at left)
Can I cash a check in your office? The Business Services Office is unable to cash checks since, for security purposes, we maintain very small cash balances.

*CENTRAL SERVICES*
Numerous Central Services FAQ can be found at the Central Services web page. Click here to be directed to the FAQ section.

*GENERAL*
Who do I contact for...? Please see our Meet the Staff page.
Where can I find copies of Business Services forms? Please see our Forms page
Is Davidson tax exempt?
What is the employee personal computer loan policy? Please see policy at this link.
What are the College's record retention policy? Please see the following links: College Wide, Business Services
What is the official opening date of Davidson College? March 12, 1837

*GRANTS*
See Grants FAQ web page

*PAYROLL*
How do I update my direct deposit information?
Can my direct deposit be distributed to more than one accounts?
When do we receive W-2s?
How do I approve time in Banner Web Time Entry

*BANNER FINANCE*
How do I get access to Banner Finance?
Complete an ITS access form and return it to Lori Gaston or Susie Fuller. You will be contacted by ITS once access is complete.

How do I look up an operating account balance?
1) Go to screen FGIBDST 2) Chart should be '1';Fiscal Year should be the year you wish to view (i.e., 00, 01, etc) 3) Enter to the Include Revenue Accounts box. Click box to select. 4) Enter to Orgn; type in your Organization number 5) Enter to Fund; type in fund number (10,30 or 50) 6) Do a Next Block command (Ctrl-Page Down) NOTE: Program number will default; remaining blocks do not need to be entered. 7) Use the up and down arrow keys to move to the specific account you wish to review. 8) Click on General Ledger Activity to see detail of the account

How do I look up the balance of my restricted fund?
1) Go to screen FGITBSR 2) Enter your fund number in the Fund field. 3) Do a Next Block command (Ctrl-Page Down) 4) Your available balance is shown in the bottom right hand corner of the screen, next to Current Fund Balance. (If there is also a balance in the block above the Current Fund Balance Block, this amount must be added to the Current Fund Balance amount to get a total available balance.) NOTE: If there is a 'D' in the box immediately to the right of your fund balance, this indicates that your fund has been overspent.

How do I look up the balance of my holding/agency account?
1) Go to screen FGITBAL 2) Enter fund number in the Fund block 3) Enter account code in the Account block 4) Do a Next Block command (Ctrl-Page Down) 5) Your available balance is shown in the middle right hand side of the screen, under the Current Balance column. To get a detail of the activity in this account, click on General Ledger Activity

What are the proper account numbers? general ledger numbers?
General Ledger Account Numbers may be comprised of up to 4 sets of numbers:

FUND ORGANIZATION ACCOUNT PROGRAM XX or XXXXXX XXXXXX XXXXXX 01

*Program (operating) accounts* Program accounts are used to accumulate activity related to operating, capital and information technology revenues and expenses. At year end, these accounts are zeroed out; unspent capital and info tech budgets are moved to a restricted fund. These accounts will be comprised of 4 sets of numbers: Fund-Organization-Account-Program. Example: the general ledger account for postage charged to the Controller's office is 10-321000-718500-01

*Restricted funds* Restricted funds are used to record funds received which must be used for a specific purpose (donor imposed) or for programs/activities which cross fiscal years. At year end, the unspent balance rolls forward into the next fiscal year. These accounts will be comprised of 4 sets of numbers: Fund-Organization-Account-Program. Example: the general ledger number for the Controller's office capital fund is 299184-321000-719510-01

*Holding accounts/Agency accounts/Balance Sheet accounts* These accounts are comprised of 2 sets of numbers: Fund - Account. Similar to restricted fund, the balance in these accounts carryforward from one year to the next, and are generally used to account for assets and liabilities of the College. Example: Vendors Payable: 10-220200; Capital project: 10-180XXX


Types of Funds	Types of Organizations	Types of Accounts
10 Current Unrestricted Funds	1XXXXX President's departments	1XXXXX Assets
2XXXXX Current Restricted Funds	2XXXXX V.P.A.A.	2XXXXX Liabilities
30 Capital Funds	3XXXXX V.P. for Business & Finance	3XXXXX Control accounts (system maintained)
4XXXXX Student Loan Funds	4XXXXX V.P. for College Relations	4XXXXX Fund Balance
50 Information Technology Funds	5XXXXX V.P. for Student Affairs	5XXXXX Revenue
6XXXXX Endowment Funds	620000 Dean of Admissions & Financial Aid	6XXXXX Compensation expenses
7XXXXX Annuity & Life Income	6XXXXX Financial Aid, college funded	7XXXXX Operating expenses
80 Agency Funds	7XXXXX Financial Aid, restricted	9XXXXX
9XXXXX Plant Funds	8XXXXX and 9XXXXX Athletics

How do I print a detail activity report?
*Restricted Funds/Holding Accounts/Agency Accounts/Balance Sheet accounts* 1) At the Enter Selection prompt, type GJAPCTL 2) At the Process prompt, type FGRGLTA; 3) Select a printer: a. Printer: Enter your specific printer (NOTE: use all capital letters) b. Special Print: LAND16 (use all capital letters) c. Lines: 47 d. Submit Time: leave blank <Page Down> 4) Tab to the Values column; use the up & down arrow keys to move from field to field 5) LINE PARAMETER 01 Fiscal Year: Enter the fiscal year you would like to select 02 Chart of Accounts: Enter 1 if this is not already there 03 From Fund Code: enter the fund code for the fund you would like to review 04 To Fund Code: If you are reviewing only 1 fund, enter the same code you entered above. If you would like to review more than one consecutive fund, enter the code for the last fund you want to review. 05 From Account Type: enter 310000 06 To Account Type: enter 900000 07 From Date: Enter the beginning date of transactions to be reviewed 08 To Date: Enter the ending date of transactions to be reviewed. <Page Down>(although the process has more lines, you do not need to enter any information) 6) Commit the information (F10) – this will send the report to your printer.

*Program/Operating Accounts* 1) At the Enter Selection prompt, type GJAPCTL 2) At the Process prompt, type FGRODTA; <page down> 3) Select a printer: a. Printer: Enter your specific printer (NOTE: use all capital letters) b. Special Print: LAND16 (use all capital letters) c. Lines: 47 d. Submit Time: leave blank <Page Down> 4) Tab to the Values column; use the up & down arrow keys to move from field to field 5) LINE PARAMETER 01 Fiscal Year: Enter the fiscal year you would like to select 02 Chart of Accounts: Enter 1 if this is not already there 03 From Organization Code: Type the 6 digit code for the org you want to review (i.e., department number) 04 To Organization Code: If you are reviewing only 1 organization, enter the same 6 digit code you entered above. If you would like to review more than one consecutive organization, enter the 6 digit code for the last organization you want to review. 05 From Fund Code: enter 10 for operating, 30 for capital fund, or 50 for information technology fund 06 To Fund Code: enter the same fund number you entered above 07 From Account Type: enter the 6 digit account number you want to review 08 To Account Type: If you are reviewing only 1 organization, enter the same 6 digit code you entered above. If you would like to review more than one consecutive account, enter the 6 digit code for the last account you want to review. 09 From Date: Enter the beginning date of transactions to be reviewed 10 To Date: Enter the ending date of transactions to be reviewed. <Page Down> (although the process has more lines, you do not need to enter any information) 6) Commit the information (F10) – this will send the report to your printer.

How do I view budget information using the Web?
1) Go to Banner Self Service 2) Click Enter Secure Area 3) Click on Financial Information 4) Click on Budget Queries 5) Under Create a New Query by type, leave Budget Status as "Budget Status by Account" (6) Under Retrieve Existing Query, click on the down arrow and choose Budget Status Report (Shared) (7) Click on Retrieve Query (8) Click on Continue (9) Fiscal year should default to the current fiscal year. You can compare two fiscal years by putting year in Comparison Fiscal Year (10) Choose the following options based on the information that you wish to see a) Fiscal period (July=01, August=02, September=03, etc) (If you wish to view total annual budget compared to current year to date expenses, choose fiscal period 12, regardless of the current fiscal period) b) Chart of Accounts = 1 c) Organization (your six digit department code in Banner) d) Fund = 10, 30, or 50 All other fields can be left blank (11) If you would like to save this query for future use, enter a name for the query in the block next to Save Query As. (12) Click Submit Query (13) This will display, by account, the information for the entered organization code as of the end of the selected fiscal period. (14) You may view the activity behind any amount that is blue and underlined. Click on the amount and the detail transactions will be displayed. (15) If there are more accounts than can be displayed on one screen, there will be a ‘Next 15’ button at the bottom of the page. Click on this button to see the additional accounts and their balances. (16) If you click on the ‘Another Query’ button at the bottom of the page, you will return to screen at step 4 above.

How do I verify that a check has been issued?

1) Go to screen FAIVNDH
2) Enter the vendor number
3) Do a Next Block command (Ctrl-Page Down).
4) You will see all the invoices for the vendor you have selected. Use the up or down arrow keys to identify the specific payment you are looking for.

5) The check date will be in the column on the far right; to see the check number, tab over 9 times to view the Check column.

How do I verify that a check has been cashed or canceled?

1) Go to screen FOIDOCH

2) In the Doc Type block, enter CHK

3) In the Doc Code, enter the check number (see section above on how to obtain a check number)
4) Do a Next Block command (Ctrl-Page Down)

5) If there is a "F" to the right of the check number in the Check column, the check has been cashed; if there is an "X" to the right of the check number, the check has been canceled.

ACCOUNTS PAYABLE

When are checks cut?

Checks are issued on Friday for invoices received by 5:00 pm on Tuesday.

Who do I contact to set up a new vendor?

Please send an email to "New Vendor Request"

BUDGET

What is the College's operating budget?

Please refer to the Budget Information page.

When are departmental budgets due?

Budget packages are generally distributed in March with a due date of late March/early April. Budgets are entered into Banner by the Business Services office so that information will be available on July 1.

GENERAL

Is Davidson tax exempt?

Davidson is a 501(c)(3) organization and is exempt from Federal and State income tax. We are NOT exempt from sales tax.

PAYROLL

How do I update my direct deposit information?

Complete direct deposit form and return along with a voided check or deposit ticket to Rene Baker. Please note that this does not automatically update your banking information for cat card charges; if you would like that updated also, please let Rene know.

Can my direct deposit be distributed to more than one account?

Yes, you can have your pay divided up to four savings and/or checking accounts.

When do we receive W-2s?

You will receive notification when W-2 forms are ready to be picked up. Legally, we must mail the forms by January 31.

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