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Frequently Asked Questions (FAQs)

If you do not see your question listed and answered below, please feel free to contact the Budget Office. We are more than happy to assist you.

Budget Access Questions

  • How do I get access to BANNER Finance?
    • Please fill out a “Banner Finance Security Request Form” and have it signed by the Dean or Department head. Forward completed form to Financial Accounting. This form can be located on Financial Accounting's page under "Resources"
  •  How do I set up a new Fund?
    • An e-mailed request including the name, funding source, the purpose for which the funds will be used for and the title of the person authorized to sign off on the Fund. This e-mail should be sent to Financial Accounting.
  •  How do I set up a new Org?
    • An e-mailed request explaining the reason for a new Org to be set up, the Org name and the person(s) authorized to access. This e-mail should be sent to Financial Accounting.
  • How can I request an Encumbrance Report? 
    • If you do not yet have access to receive / view an Encumbrance Report, please fill out a “Authorization to Access Encumbrance Reports” form and have it signed by the appropriate Dean, Department Head or Supervisor. Forward completed form to the Budget Office. This form can be found on our "Forms, Manuals and Resources" page.
    • After you have gained authorization, please send an e-mail to a Budget Office staff member or the General Budget Office e-mail listing the fund, org and account(s) you would like a report for. As long as you have authorized access, per the “Authorization to Access Encumbrance Reports” form, to view the fund, org and account for which you are requesting, the Budget Office will send over a PDF copy of the requested report(s).

Budget Management Questions

  • 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/revenue line (4XXXX), it means that more income has been brought in when compared to the Adjusted Budget. In this case, a negative value is a good thing.
      • 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 is greater than the budgeted amount in the account. In this case, a negative value is a bad thing because it means the account is in deficit. To rectify, a journal voucher needs to be processed or a Budget Change form or IDT, whichever appropriate, needs to be submitted.
  •  When do I use an IDT vs. a Budget Change Form?
    • An IDT is used to move transactions within the “YTD Activity” columns of one Fund/Org/Account to another.
    • A Budget Change is used to move funds within the “Adjusted Budget” columns of one Fund/Org/Account to another.
  •  If something has been charged to the incorrect line (within the YTD Activity” column), how does it get corrected?
    • If an item has been charged to an incorrect account, an IDT needs to be completed and submitted to Financial Accounting.
  •  How do I process a budget revision/transfer in Banner?
    • Departments, themselves, can only make adjustments to their Operating Budget (Adjusted Budget column within a 101000/155500 funds) and only if the adjustments affect accounts that begin with 6XXXX. This is done by creating and processing a Journal Voucher through the FGAJVCD screen.
    • If the department wants to make adjustments to their Operating Budget (Adjusted Budget column within a 101000/155500 funds) and to accounts that begin with 4XXXX and/or 5XXXX, this is done by submitting a Budget Change Form to the Budget Office.
    • If the department wants to make any adjustments to their Restricted or Grant Budget (Adjusted Budget column within a fund that begins with a 2XXXXX or 3XXXXX), this is done by submitting a Budget Change Form to Financial Accounting.
  •  How do I process a Budget Change/Transfer for Restricted/Grant Funds?
    • If the department wants to make any adjustments to their Restricted, Grant or Agency Fund Budget (Adjusted Budget column within a fund that begins with a 2XXXXX, 3XXXXX or 8XXXXX), this is done by submitting a Budget Change Form to Financial Accounting. Departments are not able to make any adjustments to these kind of funds on their own.
    • The Budget Office does not make any adjustments to Restricted, Grant or Agency Fund Budgets
  •  How do I process a Budget Revision that impacts only the current year and not the subsequent year’s budget?
    • To make a Budget change that will affect the Adjusted Budget of an orgn and account in the current fiscal year only, select “One Time Transfer” on the Budget Change Form or enter the Journal Voucher with the Journal Type BD05
    • To make a Budget change that will affect the Adjusted Budget of an orgn and account in the current fiscal year and all years going forward, select “Permanent Transfer” on the Budget Change Form or enter the Journal Voucher with the Journal Type F241.
  • What do I do, if I get a “N” message when entering a budget change journal voucher on FGAJVCD?
    • “N” stands for “Non-Sufficient Funds (NSF)”, and this means that there is not enough money in the account to process the reduction you are trying to make.
    • If you are only checking FGIBDST for your account’s balance and it looks like there is enough to process your transaction, keep in mind that FGIBDST will only show you the available balance of an account excluding any outstanding incomplete, unapproved or unposted transactions.
    • Checking FGIBAVL will show you what the current available balance is/will be if and when any outstanding, incomplete, unapproved or unposted transactions get applied. Accounts that have anything outstanding will display a check mark next to them. It is this screen that FGAJVCD is using to determine what your available balance is and if you have enough funds to move forward with your transaction
    • You will need to make any necessary adjustments as stated on FGIBAVL before you can proceed with your FGAJVCD entry.
  • What do I do, if I get an E(rror) message when entering a budget change journal voucher on FGAJVCD?
    • “E” / “Error” means that you do not have permission to make the adjustment to the Fund, Org, and / or account that you may be trying to process the journal voucher to/from. Examples include the
      • Contingency Reserve Account (60910)
      • Any Income/Revenue accounts (accounts beginning with 4)
      • Any Salary accounts (accounts beginning with 5)
    • If you attempt to enter a transaction for which you do not have access to, you will get this error and you will not be able to process your entry. To rectify, please submit a Budget Change form to the Budget Office to process your request. Also, please send an e-mail to a Budget Office staff  member or the general Budget Office e-mail with the Document Number of the Journal Voucher that contains this error so that this Journal Voucher may be properly deleted. Unprocessed and Incomplete Journal Vouchers do have an effect on the available balance of an account.
  •  How do I delete a Budget Change/Transfer erroneously entered in FGAJVCD?
    • Please send an e-mail to a Budget Office staff member or the general Budget Office e-mail with the Document Number of the Journal Voucher that you would like to delete. Only unprocessed Journal Vouchers can be deleted. If a Journal Voucher was posted in error, that Journal Voucher would need to be reversed instead.
  • If I completed a Journal Voucher on FGAJVCD and it is not showing up in FGIBDST, what do I do?
    • Check FGIJVCD (lists all transactions in suspense) and look for your Document number to see if it is there. If it is, check 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 (usually fairly instantaneous but sometimes there is a technical delay).  Give it a few minutes and check FGIBDST again.
    • If there is an “I”, go into Journal Voucher on FGAJVCD by entering the Document Number and see if there is an “E” for error or an “N” for non-sufficient funds on any of your entry screens. Make any necessary adjustments or submit a Budget Change form to the appropriate office to complete. 
    • While still in FGAJVCD, if there is no “E” or “N” and the Document Number is not listed on FGIJVCD, you may have forgot to post it. Click the “next block” icon and “Complete” should appear on the bottom of the screen with a button. Click the “Complete” button. This will post your entry. Give it a few minutes and check FGIBDST again.
    • If you still are having issues, please feel free to contact the Budget Office. We are happy to assist
  •   If I forgot to write down the Document Number of the Journal Voucher I created and processed, what do I do?
    • If the Journal Voucher has not been posted due to an error or because the system has not processed it yet, you can check the screen FGIJVCD, which lists all suspended transactions.  Look for the description and amount of your Journal Voucher. If you find it there, the Document Number is displayed to the left.
    • If it is not listed, then it has likely posted. Go into FGIBDST and locate an account that you moved money to or from within that Journal Voucher. Click your cursor on the account line and in the Adjusted Budget column on that account’s line. The account line (row) should be highlighted and there should be a blinking “|” next to the amount. Hit F3 on your keyboard. This will show all the transactions within that account. Look for the description and amount of your Journal Voucher, the Document Number is listed under “Document”
    • If you still are having issues, please feel free to contact the Budget Office. We are happy to assist
  • If I get a deficit letter from the Budget Office, what do I do?
    • Please review the noted deficits and make any necessary adjustments in a timely manner by following the instructions listed within the e-mail.
    • If you have any concerns or questions in the process, please feel free to contact the Budget Office. We are happy to assist