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## ## KENTUCKY STATE UNIVERSITY ## Budget Training ## KEN TUCKY STATE ===== PAGE 2 ===== ## Budgeting Agenda • What is a FOAP(AL)? • How to Access Budgets (Production and Wired) • How to Complete a Budget Transfer via Docusign ## KEN TUCKY STATE ===== PAGE 3 ===== ## Fund Accounting ## What is a FOAPAL F – Fund (110001 E&G, 2***** Grant) O – Organization A – Account P – Program A – Activity (Sometimes used) L – Location (Rarely Used) ## Budgeting Basics • E&G Budgets may be uploaded fully for the fiscal year, quarterly, or at another interval, depending on the fiscal year • Budgets are assigned to a FOAP ===== PAGE 4 =====
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## ## KENTUCKY STATE UNIVERSITY ## How to Access Budgets ## KEN TUCKY STATE ===== PAGE 5 ===== ## How to Access Budgets • If you need to have access to a budget, you must first complete a Banner Access Form – See form here. • Send completed form to Purchasing (purchasing@kysu.edu). Banner (Production) – Click here to access. Banner Wired (Self-Service) – Click here to access. ## KENYUSCITYSTATE ===== PAGE 6 ===== ## Click the magnifying glass or type into the search bar Pages, Menus, Jobs and Quickflows ## Welcome Application Navigator .edu/applicationNavigator/seamless Search Direct Navigation appnav-prod.ec.ky ## Banner (Production)
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===== PAGE 7 ===== ## Banner (Production) ## Application Navigator
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## 三 appnav-prod.ec.kysu.edu/applicationNavigator/seamless Back to Main Menu Search Direct Navigation Budget Availability Status (FGIBAVL) FGIBAVL 1 results sorted ascending
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New Chrome available
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Type FGIBAVL in the search box to the left or below. Welcome
SearchDirect NavigationFGBAVL Jobs and Quickflows[F5]
===== PAGE 8 ===== ## Banner (Production) Application Navigator x +
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Get Started: Complete the fields above and click Go. To search by name, press TAB from an ID field, enter your search criteria, and then press ENTER. If you put in 610 for the account, it will show every account that has a budget. ===== PAGE 9 =====
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## Banner (Production)
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Application Navigator x +
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☐ ×
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appnav-prod.ec.kysu.edu/applicationNavigator/seamless
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New Chrome available : X KENTUCKY STATE UNIVERSITY Budget Availability Status FGIBAVL 9.3.13 (PROD) ADD RETRIEVE RELATED TOOLS
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AccountTitleAdjusted BudgetYTD ActivityCommitmentsAvailable BalancePending Documents
610Salaries And Wages210,857.400.000.00210,857.40
6100Full-Time0.0093,493.700.00-93,493.70
620Fringe Benefits90,697.880.000.0090,697.88
6200Retirement0.0023,020.930.00-23,020.93
6201Payroll Taxes0.006,950.790.00-6,950.79
6202Insurance0.009,201.540.00-9,201.54
7100General Operating Supplies67,939.0012,056.0643,016.7112,866.23
7110Travel43,520.0014,567.56530.8428,421.60
7120Communication1,200.00149.84597.00453.16
7130Services142,583.1149,512.8227,601.0865,469.21
7140Interdepartmental3,750.00233.960.003,516.04
7160Other Expenses38,400.0014,842.050.0023,557.95
Total[F7]598,947.39[F8]224,029.25[F2]
Budgeting Hierarchy (Pool) Accounting 610 6100 61000 610001 ===== PAGE 10 ===== ## Banner Wired (Self-Service) Kentucky State University | Hom × + ← → C 🔁 kysu.edu/index.php Click "KSU Connect"
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- ☐ × FUTURE STUDENTS ▼ PARENTS ▼ ☆ R ⚫ ⚫ ⚫ ⚫ ⚫ | G ☐ New Chrome available ∴ CURRENT STUDENTS FACULTY & STAFF ▶ ALUMNI ▶ COMMUNITY ▶ KENTUCKY STATE UNIVERSITY A-Z Index KSU Connect Calendar Directory ABOUT KSU - ADMISSIONS - ACADEMIC AFFAIRS - ATHLETICS CAMPUS LIFE - VISIT KSU ## KEN TUCKY STATE ===== PAGE 11 ===== ## Banner Wired (Self-Service)
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FUTURE STUDENTS ▶ PARENTS ▶ CURRENT STUDENTS ▶ FACULTY & STAFF ▶ ALUMNI ▶ COMMUNITY ▶ A-Z Index KYSU Online KSU Connect Directory KENTUCKY STATE UNIVERSITY ABOUT KSU - ADMISSIONS - ACADEMIC AFFAIRS - ATHLETICS CAMPUS LIFE - VISIT KSU - Home > KSU Connect ## KSU Connect Anthology Suite Email / Office 365 Canvas Training → WIRED ## MORE OPTIONS • Anthology Suite • Campus Email / Office 365 • Canvas ## Click Finance Self-Service • Employee Self-Service (KSU Faculty and Staff) • Finance Self-Service (Requisition Creators, Approvers and Budget Managers) • IDEA (Faculty Portal) • IDEA (Student Portal) • Training Tutorials • WIRED ===== PAGE 12 =====
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## Banner Wired (Self-Service) Kentucky State University | KSU X My Finance Dashboard
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financessb-prod.ec.kysu.edu/FinanceSelfService/ssb/financeCommonDashboard New Chrome available : ## My Finance
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Hello Justin, Create, edit and approve transactions and view financial information for department / organization. ## Click "My Finance Query"
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## My Finance Query Create, view and share budget availability, encumbrance and payroll queries.
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## My Journals Create and view draft, pending and completed journals and supporting documentation. Approve Documents View list of documents pending approval. Approve, disapprove, or deny.
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## Delete Finance Template
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Delete templates for Finance Queries, Budget Development, and Purchase Orders.
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My Requisitions Create and view draft, pending and completed requisitions and supporting documentation.
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## Purchase Orders Create purchase orders or purchase orders in process.
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## Budget Development Create and review fiscal year operating budgets for the budget development process.
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## View Document View draft, pending and completed documents with related information and approval history. ===== PAGE 13 =====
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## Banner Wired (Self-Service)
Click "New Query"
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No Favorite Query exists ===== PAGE 14 ===== ## Banner Wired (Self-Service)
KENTUCKY STATE UNIVER
My Finance · My Finance Query My Finance Query
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Favorites Chart must be 1 Org required... Fund is typically used. If you leave Account blank, it will show every account budgeted. Create New Query Values 1 Kentucky State University Account 110001 Current Unrestricted Activity Choose Account Commitment Type Choose Activity All Index Choose Index organization* Search Query 600008 Contigency - Budget Program 6600 Physical Plant Operations Y Location New Query Choose Location ☐ Include Revenue Accounts ===== PAGE 15 ===== ## Banner Wired (Self-Service)
Budgeted Hierarchy (Pool) Accounting
Query Results
Account Title6100001Adjusted BudgetYear to DateCommitmentsAvailable Balance
Image Budgeted AccountsSalaries And Wages0210,857.400.000.00210,857.40
610001Ft - Staff ExemptΔ0.0069,227.790.00(69,227.79)
610002Ft - Staff Non ExemptΔ0.0024,265.910.00(24,265.91)
620Fringe Benefits090,697.880.000.0090,697.88
620001Ky Employee RetirementΔ0.0014,101.670.00(14,101.67)
620002Ky Teachers RetirementΔ0.008,919.260.00(8,919.26)
620100Employer Paid Social Security TaxΔ0.005,633.340.00(5,633.34)
620102Employer Paid Medicare TaxΔ0.001,317.450.00(1,317.45)
620202Health Ins - B.C./B.Δ0.008,962.600.00(8,962.60)
620208Life InsuranceΔ0.0055.440.00(55.44)
620212ST/ LT DisabilityΔ0.00183.500.00(183.50)
7100 Report Total (of all records)General Operating Supplies01,625.000.000.001,625.00
598,947.39224,029.2571,745.63303,172.51
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## ## KENTUCKY STATE UNIVERSITY ## How to Complete a Budget Transfer ## KEN TUCKY STATE ===== PAGE 17 ===== ## How to Access Budget Transfer Form • KSU Budget Office Page: Click here. • Bookmark this page for easy access. FUTURE STUDENTS ▶ PARENTS ▶ CURRENT STUDENTS ▶ FACULTY & STAFF ▶ ALUMNI ▶ COMMUNITY ▶
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Donate Apply A-Z Index KYSU Online KSU Connect Directory KENTUCKY STATE UNIVERSITY ABOUT KSU ADMISSIONS ACADEMIC AFFAIRS ATHLETICS CAMPUS LIFE VISIT KSU Home > Finance and Administration > Budget Policy And Planning ## Finance and Administration ## Budget Policy And Planning Accounting Budget Policy and Planning's mission is to improve the planning and budgeting process while guiding the process of translating academic and administrative plans into a budget and developing a common basis for assessing performance in terms of that plan. The office's goals and objectives are to enhance and stabilize the budget process in order to improve and streamline the University's budget development process. Accounting Auxiliary Services Budget Policy and Planning 1. To serve the University community by providing excellent, consistent, and professional service to constituents regarding all budget matters. 2. To develop a formula/method for establishing tuition and fees for students. 3. To ensure accurate budget information is provided for timely decision making by monitoring and controlling operational spending. 4. To develop and communicate budget guidelines and controls for campus community in order to help enhance the knowledge of budget spending procedures at all levels. Financial Aid Click link. BUDGET FORMS • Budget Transfer Request Form ===== PAGE 18 ===== ## How to Access Budget Transfer Form ## • Complete required sections • Preparer is the person completing the form. • Authorizer is the person who has authority over that FOAP. • Preparer & Authorizer cannot be the same person. ## KENTUCK ## PowerForm Signer Information Budget Transfer Request Form Fill in the name and email for each signing role listed below. Signers will receive an email inviting them to sign this document. Please enter your name and email to begin the signing process. ## Preparer Your Name: * Full Name ## Your Email: *
Email Address
Please provide information for any other signers needed for this document. ## Authorizer ## Name: * Full Name ## Email: * Email Address BEGIN SIGNING ===== PAGE 19 ===== ## How to Access the Budget Transfer Form START DocuSign Envelope ID: BF00F297-5D77-42F1-B441-4433C860A4DD Complete the red outlined fields, sign and submit.
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JE Number: Transfer Date Grant/Department/Organization: ___ TOTAL (must balance) 0.00 0.00 REASON FOR TRANSFER Prepared By: 01/11/2024 | 1:37:23 PM ES Date: ___ Authorized By: ___ Date: ___ ***All Education and General (E&G; 110001) budget transfers must be authorized by the individual with budgetary signing authority within the specific Department or College. Once completed and authorized, please forward this form on to the Budget Office for approval. Budget Use Only Approved By: Date: Budget Manager
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## Budget Transfer Request Grant/Department/Organization: Student Affairs/Residence Life JE Number: 30024918 Transfer Date 11/17/2023
FUNDORGACCOUNT POOLPROGRAMACTIVITYLOCATIONBUDGET INCREASE (+)BUDGET DECREASE (-)
1100013080017100560001200
1100013080017110560012000
TOTAL (must balance) 1,200.00 1,200.00 ## REASON FOR TRANSFER To accommodate the travel request for the Thorobred Express Winter Break transportation initiative. Prepared By: Stephanie Maynery Authorized By: Michael Valey Date: 11/17/2023 | 2:30:49 PM ES Date: 11/17/2023 | 3:03:15 PM ES ***All Education and General (E&G; 110001) budget transfers must be authorized by the individual with budgetary signing authority within the specific Department or College. Once completed and authorized, please forward this form on to the Budget Office for approval. Budget Use Only Approved By: ___ Date: ___
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11/28/2023 3:03:44 PM ES Date: