Keying a New Grant into Banner
OFFICE OF GRANTS AND CONTRACTS
This tutorial will guide you through the steps to enter a new grant into the Banner-Production system.
October 2012
ENTERING A NEW GRANT IN BANNER
Table of Contents Objectives ....................................................................................................... 1 What is a New Grant? ..................................................................................... 2 How to Key a New Grant ................................................................................. 3 FRAGRNT: MAIN TAB ..................................................................................... 5 FRAGRNT: GRANT AGENCY ............................................................................ 9 FRAGRNT: Location ...................................................................................... 11 FRAGRNT: COST CODE ................................................................................ 13 FRAGRNT: PERSONNEL ................................................................................ 15 FRAGRNT: BILLING ...................................................................................... 17 FRAGRNT: USER DEFINED DATA ................................................................. 19 FRAGRNT: FOATEXT .................................................................................... 21 FTMFUND: MAINTANENCE ........................................................................... 24 FTMFATA: FOAPAL ATTRIBUTE ASSOCIATION ............................................. 28 FTMFATA:FTQATTS ...................................................................................... 30 FTMFATA: FOAPAL ATTRIBUTE ASSOCIATION ............................................. 32 FRMFUND: FUND MAINTENANCE ................................................................ 34 FTMACCI: ACCOUNT INDEX CODE .............................................................. 36 Appendix A: Adding a PMS Code ........................................................................... i Accessing the PMS Code ..................................................................................ii Adding a new PMS code the Banner ..............................................................iii
ENTERING A NEW GRANT IN BANNER
Objectives When you have completed the Keying a New Grant into Banner tutorial you will be able to do the following: 1. Access and navigate Banner – Production 2. Recognize information placed on a Key Sheet 3. Access and navigate all required Banner screens relating to grant management 4. Enter required information from the Key sheet into Banner
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What is a New Grant? A new grant comes to the University as sponsored research from various outside entities. These sources may be government (Federal, State, Local), Non-Profits, or other organizations wanting to collaborate with the University and its personnel to advance research and educational endeavors. The Office of Grants and Contracts (OGC) is in place within the University to manage the grant details, compliance, and financial transactions. The Banner system is used to house much of a grant’s information for report generation, accounting procedures, and general administrative management of the grant’s life. You will receive the new grant information in a variety of ways, but most likely you will receive a packet of papers that will include a key sheet (also known as an Award Brief) that looks like this:
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How to Key a New Grant 1. The packet of papers will be routed to you after the Award Manager has completed the appropriate fields within the award brief/key sheet. 2. You will use the Banner system to key the new grant. a. To log into Banner, OPEN Internet Native Banner (INB) at https://banner.ecu.edu. b. CLICK “Production- Internet Native Banner”
c. Enter your username (Pirate ID) and password (INB Password)
Username: Pirate ID Password: INB Password
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3. Once you are logged into the Banner system, complete the following steps to start keying in the information. You will use the following screens to complete the entire process: FRAGRNT o Main o Billing o Location o User Defined Data o Cost Code o FOATEXT o Personnel FTMFUND FTMFATA FRMFUND FTMACCI 4. In the Go To… box type FRAGRNT (Grant Maintenance) and press the ENTER key (for each new screen you will type the name into the Go To… box.)
FRAGRNT
5. The FRAGRNT screen includes 8 different sections, viewable through tabs on the FRAGRNT screen. To navigate through these tabs, click on the one you want to select. Below we will go through each tab. You will be provided with a diagram and corresponding explanations for the fields we use on each tab. Page | 4
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FRAGRNT: MAIN TAB
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FRAGRANT: Main Tab The diagram on the previous page matches the corresponding explanations below. On the Key sheet you will see the first section is labeled FRAGRNT MAIN. You will enter the information provided within this section on the Banner FRAGRNT MAIN tab. 1. Grant: Enter the grant number. You will find this information on the key sheet. Click Next Block to move to the Chart of Accounts Field. 2. Chart of Accounts (COA): The COA field will always be E. Tab to the Responsible Organization Field. 3. Responsible Organization: Enter the ORG Code. This is a six digit code that defines the budgetary or departmental unit responsible for this grant. Tab to the Long Title Field. 4. Long Title: Enter the entire title of the grant (up to 256 characters) Note: When entering a Federal Sea Grant or State Sea Grant, always be sure to insert either Fed Sea Grant or State Sea Grant before the long title. Tab to Agency. (The Title Field will automatically populate up to 35 characters based on the information entered in the Long Title field.) 5. Agency: This is where you enter the sponsoring entity. a. To look up the agency, TAB to the second block within the Agency line, and type the name; TAB and a drop down box will populate and you can choose the Agency. Note: % is a wild symbol and can be used if only a portion of the full agency name is known. Click F8 to start the query. If the agency does not exist in the system, it may be added on the FTMAGCY screen. (see “add new vendor� in the desk manual) Tab
to Principle Investigator ID.
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6. Principle Investigator ID: Enter the Principle Investigator (PI) Banner ID in this field. Tab to Project Start Date. a. To look up the PI, TAB to the second block within the PI line, and type the name; TAB and a dropdown box will populate and you can choose the PI’s name and Banner ID. Note: % is a wild symbol and cab be used if only a portion of the full PI name is known. F8 to start the query. (Also you can look up the person’s Banner ID in OneStop if needed). 7. Project Start Date: This is the Budget Start Date. Make sure this date is entered correctly. If the start date is not correct and the budget is loaded you will not be able to change the Project Start Date. Tab
to the Project End Date.
8. Project End Date: This is the Budget End Date. Tab to the Expenditure Date. (You will skip both the Proposal and the Termination Date field- leave these Blank, and TAB directly to Expenditure Date) 9. Expenditure End Date: This date is ALWAYS 06/30/2099 (06302099). Tab to the Status Field. 10. Status: (Choose A, C, G, or P) A: Active C: Closed G: Letter of Guarantee P: Pending Tab to Status Date. 11. Status Date: The status date is today’s date. (Note: Hit any character in this field and TAB, and today’s date will populate) Tab to the Cumulative Amount Field. Note: you will leave the Current Amount field blank 12. Cumulative Amount: The total amount awarded to date. Note: For Clinical Trials, this field is left blank. Tab
to the Maximum Amount field.
13. Maximum Amount: Potential funds to be received. Tab Note: The Related Grant field is left blank
to Grant Type.
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14. Grant Type: Enter the grant type. M: Matching Funds C: Contract CA: Cooperative Agreement Tab to the Category Field. 15. Category: Enter the category F: Federal L: Local N: Foundation O: Other Tab to Sub Category 16. Sub Category: CORP: Corporation EDUC: Educational, GOVT: Governmental INDV: Individual NEDU: Non-Educational
CT: Clinical Trial F: Financial Aid G: Grant
P: Federal Pass-Through S: State T: State with Federal Pass-Through
NPRF: Not for Profit PROF: For Profit RELG: Religious Organization SOLE: Sole Proprietor
Tab to CFDA Number 17. CFDA Number: This is the Catalog of Federal Domestic Assistance Number. This number will only be used on Federal, Federal Flow-Through, and State Flow-Through Awards. Tab to Sponsor ID. 18. Sponsor ID: Enter the reference number of the Sponsoring Agency. (For Federal Awards, this is the document number) 19. Deselect the Requires Effort Certification button. 20. You have now completed the FRAGRNT MAIN tab.
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******Hit F10 to SAVE****** Make sure that the bottom of the screen says Transaction Complete _ Records Applied and Saved
21. Click the Grant Agency Tab to move to the next section.
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FRAGRNT: GRANT AGENCY
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FRAGRANT: Grant Agency Tab 1. NO INFORMATION IS ENTERED directly on this screen at this time. 2. Double check to make sure the Agency information provided on the FRAGRNT MAIN tab automatically carried over to the “Agency” field on this screen. 3. Click the Location tab to go to the next section.
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FRAGRNT: Location
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FRAGRANT: Location Tab 1. Select the location of where the research is being completed on the grant. Most of the time, this will be on-campus; therefore, the default will be sufficient on this page.
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******Hit F10 to SAVE****** Make sure that the bottom of the screen says Transaction Complete _ Records Applied and Saved
2. Proceed to the Cost Code Tab.
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FRAGRNT: COST CODE
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FRAGRANT: Cost Code This screen reports F&A information. You can see this information on the award key sheet under FRAGRNT COST CODE. At this time we are only using the “indirect cost” fields. We are not using the “cost share” fields. FRAGRNT COST CODE (Example) COA
E
IDC Basis
C-Total Direct Cost
IDC Rate
45%
IDC Account
ICCHRG
IDC Dist
610000
1. Chart of Accounts (COA): The Chart of Accounts is always “E.” 2. Indirect Cost Basis: This is what expenses indirect costs are to be calculated on, choose from the drop down box. 3. Indirect Cost Rate Code: This is the F&A percentage. Note: F&A of 26% will either be 26%, 26%CT, or 26%W. This should be reflected on the key sheet. 4. Indirect Cost Charge Account Code: Always ICCHRG. Use the drop down menu. 5. Indirect Cost Distribute to Code: This is the department or school that is responsible for the grant. This will often be the ORG code, but some departments have a unique code. 6. Proceed to the Personnel Tab.
******Hit F10 to SAVE****** Make sure that the bottom of the screen says Transaction Complete FRA _ Records Applied and Saved
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FRAGRNT: PERSONNEL
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FRAGRANT: Personnel The Personnel Tab allows you add the Grant Administrator (the Financial Analyst) assigned to the grant. The PI name and ORG will default when you click on the Personnel Tab. 1. Click on record > insert to enter the Grant Administrator Information. This will add an additional record to the already existing PI information. 2. ID: Enter the ID number. Grant Administrator Name Barbara Revelle Christina Kennedy Ella Arnette-Barrett Janice McGowan Kari Busard Kathleen Hall Stephanie Hendrix Steve Ayers Suhail Guzman 3. 4. 5. 6.
ID Number B00071880 B00170479 B00005035 B00002729 B00835038 B00404719 B00087011 B00005544 B00166459
Indicator: Always GA for Grant Administrator Chart of Accounts: Always E Organization: 240801 for RG Grants Admin Proceed to the Billing Tab.
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******Hit F10 to SAVE****** Make sure that the bottom of the screen says Transaction Complete _ Records Applied and Saved
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FRAGRNT: BILLING
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FRAGRANT: Billing This tab is used ONLY when the grant is a federal award receiving payment through the Payment Management System (PMS). 1. Choose the appropriate PMS Code from the drop down box. (All information will default once the PMS Code is entered) 2. If a new PMS Code needs to be added, please see Appendix A for instructions.
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******Hit F10 to SAVE****** Make sure that the bottom of the screen says Transaction Complete _ Records Applied and Saved
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FRAGRNT: USER DEFINED DATA
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FRAGRANT: User Defined Data This screen is used for additional information that might be needed when viewing the grant information. Additional fields are able to be added if needed at any time. Currently, we are using the following six attributes: 1. BUDG_TRAN_RULE (YES = Prior approval needed) 2. CHESS_CODE 3. CIP_CODE 4. NACUBO_CODE 5. REPT_FREQ 6. INV_FREQ You will add ONLY the attributes that have criteria listed on the award key sheet. For example: FRAGRNT USER In this example we would DEFINED NOT add the REPT_FREQ BUDG_TRAN_RULE Yes since there is no criteria listed CHESS_CODE 22 for this attribute. CIP_CODE 26.0204 We would only add NACUBO_CODE 220 BUDG_TRAN_RULE, REPT_FREQ 0 INV_FREQ Monthly CHESS_CODE, CIP_CODE, T,K, or F AWARD? 0 NACUBO_CODE, and Program Income/Interest? 0 INV_FREQ. ARRA? 0 To add the fields you can search for them or type them in directly. To search click inside the next blank field in the left column labeled “Literal” and click the dropdown arrow under the Literal title. You will now be given another screen that is populated with information. Press F7 to clear the fields. Then enter the attribute you are searching for. (i.e. CIP_Code, or NACUBO_Code), then press F8 to conduct the search (or Query). You will be given a list to choose from. To select your choice to be added to the FRAGRNT: User Defined screen, double click within your choice in the left column. You will then be directed back to the FRAGRNT: User Defined screen and you can continue on adding attributes or save.
******Hit F10 to SAVE****** Make sure that the bottom of the screen says Transaction Complete _ Records Applied and Saved Page | 20
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FRAGRNT: FOATEXT
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FRAGRANT: User Defined Data After information has been entered on all tabs, you will access FOATEXT, to add additional information about the grant. Below are some examples of what you might see, but this will not be the same for each grant. Only enter the attributes that have entries on the award key sheet. To access the FOATEXT screen make sure all the information has been entered in all the tabs of the FRAGRNT screen, then return to the MAIN tab and click OPTIONS > TEXT INFORMATION Below is an example Banner screen showing what you an example entry for each field.
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However, not all fields are used for every award. You only will enter the fields that are listed in the key sheet. For the example below, you would only enter the information for 10 and 100. Key Sheet Entry Tab FRAGRNT FOATEXT 10-OSP Number
A12-0228-001
20-Prime Number
0
30-Related Funds
0
40-Detailed Billing Info
n/a
50-Subcontractor and Amount
n/a
60-Cost Share Dollar Amount
0
70-IRB Number
0
80-Service/Engagement 90-F&A Split
n/a
100-Project Type
Basic
110-Audit Retention
n/a
120-Equipment Title
n/a
130-Foreign Entity
n/a
140-CT Phase
n/a
Banner Screen
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******Hit F10 to SAVE****** Make sure that the bottom of the screen says Transaction Complete _ Records Applied and Saved
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FTMFUND: MAINTANENCE 1 4
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FTMFUND: Maintenance The information put into the FTMFUND screen drives reports and data for the management of each fund not only for our office, but also for Human Resources (EPAFS) and Financial Services. Because this data on the FTMFUND screen effects other systems and reports, it is IMPORTANT to make sure ALL DATA IS ACCURATE and ENTERED CORRECTLY before saving. If you are unsure, PLEASE ASK before completing this screen.
There are three ways you can use the FTMFUND screen – query, update, and to enter a new record. 1. To Query: Access the FTMFUND screen > Press F7 to clear all fields > enter a search criteria (most often the fund number in the FUND field) > Press F8 to run the query. 2. To Update: Run a query on the fund number > click Record > Insert > Record > Duplicate > change the information you need to update > you will always have to change the effective date to today’s date > press F10 to save. 3. To Enter a New Record: Access the FTMFUND screen > start with data input in the Chart of Accounts field and follow the guidelines below. When you have completed the required fields press F10 to save. To populate a New Record: 1. 2. 3. 4. 5.
6.
Chart of Accounts: This is always “E” Active Status Box: Leave this box checked Last Activity Date: Leave Blank Grant: Grant Number Proposal: Leave Blank Fund: The fund number assigned to this project. Note: Most of the time this will be the same as the grant number; however, it can be different. You can associate multiple funds to a single grant. You cannot, however, associate multiple grants to a single fund (See Internal Training: Parent/Child Fund Set Up) Title: Type the title of the fund
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7.
Effective Date: Enter the Effective date determined by the accountant. STOP! It is important you get the effective date exactly correct. This can only be input ONE TIME and cannot be corrected. The FTMFUND Effective Date drives payroll and other HR functions.
If the grant has not started yet, the effective date is the date of keying. Example: Today’s Date: 05/10/12 Project Start Date: 06/01/12 Effective Date: 05/10/12
If the grant has started, then you need to calculate the correct effective date. The effective date needs to be the day before the payroll prior to the start date. Normal payroll dates are the 15th and the last day of the month (if the normal payroll dates falls on a weekend or approved holiday, then the new payroll date is the previous working day.) Let’s look at a couple examples:
Today’s Date: 07/30/12 Project Start Date: 07/23/12 Payroll Date Prior to start date: 07/13/12 Day Before Payroll: 07/12/12 Effective Date: 07/12/12
Today’s Date: 05/24/12 Project Start Date: 05/21/12 Payroll Date Prior to start date: 05/15/12 Day Before Payroll: 05/14/12 Effective Date: 05/14/12
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8.
9. 10. 11. 12.
13.
14. 15.
Termination Date: 30 days past the end date of the fund. Note: This will stop expenses from posting to the account once the date has passed. Next Change Date: Leave Blank Expenditure End Date: Default from FRAGRNT (06/30/2099) Date Entry Box: Leave checked Fund Type: Always 21 for “Budgeted Contracts and Grants” Predecessor Fund: Choose one of the options below: 21SPO Other Sponsored program 21CLO Clinical Trial 21FAO Financial Aid 21SPF Federal Sponsored Program 21CLF Clinical Trial 21FAF Financial Aid 21SPS State Sponsored Program 21CLS Clinical Trial 21FAS Financial Aid 21SPL Local Government Sponsored Program 21CLL Clinical Trial 21FAL Financial Aid Once this is entered, a screen will popup showing the specific information. Verify that it is the correct code and then “x” out of the pop up screen. Financial Manager: Leave Blank Unbilled Accrual Account: Leave Blank Revenue Account: Leave Blank Bank: Always 12 for “ECU Institutional Trust Fund” Cash Receipt Bank Code: Leave blank Capitalization Fund Indicator: Leave at default “Cap different or No Cap” Capitalization Equity Account: Leave Blank Capitalization Fund: Leave Blank Multiple Fund Balance Indicator: None Restriction Indicator: None Organization: This is a six digit code that defines the budgetary or departmental unit responsible for this grant. Program: Always 0000
******Hit F10 to SAVE****** Make sure that the bottom of the screen says Transaction Complete _ Records Applied and Saved
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FTMFATA: FOAPAL ATTRIBUTE ASSOCIATION 1 2 3
4
5
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FTMFATA: FOAPAL Attribute Association 1. 2. 3. 4. 5.
Chart of Accounts: Always E FOAPAL ELEMENT: Leave it at the default of “Fund” Fund Code: Enter the fund number of the project Data Entry: Leave it at the default of “Yes” Predecessor Code: Should default to correct code when you enter the Fund Code. 6. After Entering the Information on the Screen, click on Next Block Down or (Ctrl + Page Down) to get to the next screen (FTQATTS)
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FTMFATA:FTQATTS
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FTMFATA: FTQATTS On the FTMFATA: FTQATTS screen, you will add the following attributes by checking the “ADD” box at the far right for each of the following items: 1. 2. 3. 4.
CN_ASSET NCAS PROG UDMRPTC
Note: Financial Aid will have more Attribute Types
******Hit F10 to SAVE****** Make sure that the bottom of the screen says Transaction Complete _ Records Applied and Saved
TIP: If you forget to include an attribute on the initial set-up and you need to go back to add an attribute: One the menu bar click Options > Attributes Types to Associate with FOAPAL Elements. The FTQATTS screen with open and then you can check the attribute that needs to be added. Hit F10 when you would like to save.
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FTMFATA: FOAPAL ATTRIBUTE ASSOCIATION
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FTMFATA: FOAPAL ATTRIBUTE ASSOCIATION On this screen, you will enter the specific attribute values on the fourth column. You can find this information on the award key sheet. 1. CN_ASSET – enter RERE 2. NCAS – enter “02” and the 2nd and 3rd digits of the program code 3. PROG – enter the program code from the key sheet (not 0000) 1010- Training 1100- Research 1420- Public Service 1700- Administrative Support 2300- Financial Aid 4. UDMRPTC – enter 20 for Federal or 30 for non-Federal.
******Hit F10 to SAVE****** Make sure that the bottom of the screen says Transaction Complete _ Records Applied and Saved
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FRMFUND: FUND MAINTENANCE
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FRMFUND: Fund Maintenance On this screen, you will not enter any information. The fields will automatically populate based on information entered on previous screens, as you tab through the whole FRMFUND screen. When you have reached the end of the screen, you can make sure that the information that populated is correct.
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******Hit F10 to SAVE****** Make sure that the bottom of the screen says Transaction Complete _ Records Applied and Saved
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FTMACCI: ACCOUNT INDEX CODE 1 2 4
3
5 6 7
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FTMACCI – Account Index Code 1. Chart of Accounts: Always E Active Status: Leave Checked Last Activity Date: Leave Blank 2. Account Index: Enter the Assigned Fund Number 3. Account Index Title: Retype the title of the project 4. Effective Date: Today’s Date Termination Date: Leave Blank Next Change Date: Leave Blank 5. Fund: Enter the assigned Fund Number 6. Organization: Enter the assigned Organization Account: Leave Blank 7. Program: Enter the assigned Program Activity: Leave Blank Location: Leave Blank
******Hit F10 to SAVE****** Make sure that the bottom of the screen says Transaction Complete _ Records Applied and Saved
You have now completed all the screens for entering a new grant into the Banner system. This Concludes the Keying a New Grant Into Banner tutorial.
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Appendix A: Adding a PMS Code
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Accessing the PMS Code
1. Access the FRAGRNT screen. 2. Click on the Billing tab. 3. Click on the drop down menu next to the PMS Code box. If you do not find the PMS code listed on the Key sheet then you need to add a PMS Code.
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Adding a new PMS code the Banner
1. 2. 3. 4. 5.
Access the FRVPMSC screen in Banner. Click into the record you want to copy to the new record. Click Edit > Copy Click Record > Insert. This will give you a new and blank set of fields. Click Record > Duplicate. This will copy the previous entry into the new fields.
6. Then you can edit the fields as need. Hit F10 to save. Page | iii