Banner Finance Research Accounting Training Workbook Release 8.4 – December 2009 Updated 12/7/2012
_______________________________________________________________________________________________

Ellucian

4 Country View Road
Malvern, Pennsylvania 19355
United States of America
(800) 522 - 4827

Customer Support Center website

http://connect.ellucian.com

Distribution Services e-mail address

distserv@ ellucian.com

Other services

In preparing and providing this publication, Ellucian is not rendering legal, accounting, or other similar professional services. Ellucian makes no claims that an institution's use of this publication or the software for which it is provided will insure compliance with applicable federal or state laws, rules, or regulations. Each organization should seek legal, accounting and other similar professional services from competent providers of the organization's own choosing.

Trademark

Banner®, Colleague®, PowerCAMPUS®, Luminis® and Datatel® are trademarks of Ellucian or its affiliates and are registered in the U.S. and other countries. Ellucian, Advance, Recruiter, and Open Digital Campus are trademarks of Ellucian or its affiliates. Other names may be trademarks of their respective owners.

Revision History Log

Publication Date	Summary
4/30/2008	New version that supports 8.0 software.
5/30/2008	Minor formatting changes.
9/30/2008	Updates to support the Effort Certification enhancements in Banner Finance 8.1.
12/30/2008	Updates to support Banner Finance 8.2
05/12/09	Major formatting changes.
6/30/2009	Added a lesson on displaying new person fields for internationalization.
2/01/2010	Updates to support Banner Finance 8.3
4/31/2012	Updated to the Ellucian template.
12/7/2012	Updated to fix numbering issue.

Notice of rights

© 2012 Ellucian. All rights reserved.

Contains confidential and proprietary information of Ellucian and its subsidiaries. Use of these materials is limited to Ellucian licensees, and is subject to the terms and conditions of one or more written license agreements between Ellucian and the licensee in question.

Table of Contents

Introduction	4

Process Introduction	6

Set Up	7

Displaying New Person Fields for Internationalization	8

Completing the System Control Maintenance Form	11

Defining Proposal and/or Grant Status Codes, Categories, Types, or Sub-categories	13

Setting Up Cost Codes for Indirect Cost Calculations	16

Setting Up Cost Codes for Cost Share Calculations	26

Establishing Sponsors in Research Accounting	35

Defining the Personnel Assigned to a Proposal and/or Grant	38

Creating and Cross-referencing Sponsors’ Account Codes	40

Self Check	44

Answer Key for Self Check	45

Day-to-Day Operations	46

Setting Up and Maintaining a Proposal	47

Tracking Events and Notifications to a Proposal	59

Querying a Proposal	67

Generating Proposal Reports	79

Creating a Grant and Assigning it to a Fund	85

Creating a Grant Budget	98

Charging Expenses to a Grant	102

Tracking Events to a Grant	104

Querying a Grant	113

Generating Grant Reports	132

Setting up Multiple-Year Encumbrances	134

Self Check	136

Answer Key for Self Check	137

Appendix	138

Forms Aid	139

Terminology	143

Introduction

Course goal

The goal of this course is to provide the knowledge and practice to set-up and process Research Accounting transactions in the Banner System.

Course objectives

In this course you will learn how to

define system controls for grant processing

maintain system data for reporting purposes

set up the basis for indirect cost/cost share calculations

establish indirect cost/cost share account codes

define the indirect cost/cost share distribution codes

identify the rates for indirect cost/cost share calculations

create and maintain sponsor’s (agency codes)

classify user-defined codes and values

create a proposal

create a proposal budget

create and track events for proposals

create a grant and grant budget

create and track events for grants

maintain information on awarding agencies.

Intended audience

Staff members who will be responsible for recording and tracking proposal and grant information and entering budgeted information for grants.

Prerequisites

To complete this course, you should have

completed the Education Practices computer-based training (CBT) tutorial Banner 8 Fundamentals, or have equivalent experience navigating in the Banner system.

Process Introduction

About the process

Research at many institutions is funded through grants. Grant Personnel writes and submits proposals to grant agencies which provide funding for approved proposals. The grant accounting personnel bills expenses incurred for the grant. The Finance office then receives payments from the grant agency.

Flow diagram

This diagram highlights the processes used to record and track proposal and grant information in the Banner system within the overall Finance process.

What happens

The stages of the process are described in this table.

Stage	Description
Grant Personnel
1	Writes and submits proposals.
Agency
2	Approves grant.
Grant Personnel
3	Creates grant for approved proposals.
Grant Accounting Personnel
4	Review and bill expenses incurred for grant.
Finance Office
5	Receives payments.

Set Up

Section goal

The goal of this section is to perform the set up required to maintain proposals and grants in the Research Accounting Module. You will also need to decide if you want to display the new person fields for internationalization.

Objectives

At the end of this section, you will be able to

define system controls for grant processing

maintain system data for reporting purposes

set up the basis for indirect cost/cost share calculations

establish indirect cost/cost share account codes

define the indirect cost/cost share distribution codes

identify the rates for indirect cost/cost share calculations

create and maintain sponsor’s (agency codes)

classify user-defined codes and values.

Displaying New Person Fields for Internationalization

Introduction

A major initiative of SunGard Higher Education is to make Banner more adaptable for use in different countries and with different languages. This ongoing effort is called internationalization (often abbreviated I18N).

As part of this initiative, Banner Finance 8.0 delivered several new fields in the database. These fields, however, were not visible on the user interface. With Banner Finance 8.3, these new fields can be displayed on forms and reports. This enhancement provides worldwide clients with a more robust, accurate, and efficient method of storing personal data.

New person fields

The following person fields are now available on several Banner Finance Forms and reports:

Field	Length	Description
Last Name Prefix	60 characters	Prefix that precedes a last name (for example, “Von” in the last name “Von Hintz”)
House Number	10 characters	Unique number assigned to each building on a street or in an area and used as part of the postal address in some countries (no validation)
Street Line 4	75 characters	Additional street address (no validation)
Telephone Country Code	4 characters	Code that designates the region and country of the telephone number (no validation)

Masked fields

Some users do not need these new fields on Banner forms. For this reason, Banner Finance 8.3 is being delivered with masking rules turned on for these new fields. This means the fields are not displayed on forms when you first upgrade to Banner Finance 8.3. If you want to display the new fields, you can do one of the following:

Run the gssmask.sql script, delivered with Banner General 8.2, to unmask the new fields. Refer to the Banner General 8.2 Release Guide for more details.

Use the Data Display Mask Rules Form (GORDMSK) to unmask the fields. You can unmask specific fields on specific forms. Refer to the Banner General Data Security Handbook for more details.

Masking rules apply only to name fields when they are displayed independently (that is, not concatenated). If fields are concatenated, the masking rules do not apply. It is assumed that the fields where data would normally be entered would be masked, preventing data entry. As a result, no values would be available for display on forms when the fields are concatenated.

Changed forms

Several forms can display the new person fields. Some forms display all new person fields; other forms display some of the new person fields. In general, the new person fields are displayed on forms as follows:

Last Name Prefix is displayed before the Last Name field.

House Number is displayed before the Street Line 1 field.

Street Line 4 is displayed after the Street Line 3 field. (If a form does not include Street Line 3, then Street Line 4 is not included on the form.)

Telephone Country Code is displayed before the Telephone Area Code field.

The following forms support the new person fields:

Entity Name/ID Search (FTIIDEN)

Finance Person Search (FOIIDEN)

Grant Billing Collections Form (FRACOLL)

Grant Maintenance Form (FRAGRNT)

Proposal Maintenance (FRAPROP)

Proposal Codes Inquiry Form (FRIPROP)

Research Accounting System Control Form (FRASYSC)

Completing the System Control Maintenance Form

Purpose

The System Control Maintenance Form (FOASYSC) will be used to specify whether you want to perform grant accounting calculations on a transaction-by-transaction (online) basis or on a periodic (deferred) basis. It also allows you to choose the order of calculating Indirect Cost and Cost Share. Finally, if you do choose Deferred Calculations, you can also choose to retain those calculations on the table FRRGRNH.

Banner form

Steps

Follow these steps to defer auto calculation.

Access the System Control Maintenance Form (FOASYSC).

If FOASYSC has been previously completed, you must insert a new record by performing an Insert Record function (F6), Duplicate Record function (F4), and then modify the duplicated record by completing steps 3 & 4 below.

Select Grant Processing Info from the Options menu.

Click the Defer Calculations of Indirect Cost and Cost Share checkbox.

Select an option to calculate first in the Indirect Cost and Cost Share Calculation Order field.

Click the Retain Deferred Calculations checkbox

Click the Save icon.

Click the Exit icon.

Defining Proposal and/or Grant Status Codes, Categories, Types, or Sub-categories

Introduction

The Research Accounting Module provides you with four important classificatory fields for defining your proposals and grants: Status Code, Type, Category, and Sub-Category, which will be used on the Proposal Maintenance Form (FRAPROP) and the Grant Maintenance Form (FRAGRNT). Seed data values are provided for these classifications, which you can review. You are encouraged to devise your own user-defined values for these classifications. These are created using the System Data Maintenance Form (FTMSDAT).

In determining what codes you’d like to use, take into account any classifications used in your current grants database. You may want to use these fields to preserve classifications that are used in your legacy data.

Instructions follow detailing how to query existing codes and enter new codes.

IMPORTANT NOTE: It is recommended that update access to the System Data Maintenance Form (FTMSDAT) be limited to key technical and/or Functional Finance System Manager, as this form controls processing for all of Banner Finance. The Grant Personnel should define the codes and turn in to authorized user to update.

Banner Form

The System Data Maintenance Form (FTMSDAT).

Steps

Follow these steps to complete the process.

Access the System Data Maintenance Form (FTMSDAT).

Perform an Enter Query function.

Enter FRBGRNT in the Entity or Usage Code field. This allows you to perform a query of all the information related to the grant.

Tab to the Attribute Code field, and enter GRANT_TYPE

Perform an Execute Query function.

The value displayed in Optional Code Number 1 field is the actual code value. Use your up and down arrow keys to page through the values existing for grant type

Perform an Insert Record function to insert a new record.

Perform a Duplicate Record function.

Modify the duplicated record by typing your new code in the Optional Code Number 1 field.

Type an accompanying description in the Description or Title field.

Type a short description in the Short Title field.

Note: FTMSDAT will not automatically limit the number of characters you use for your codes. However, you may not exceed the following limits for each of the code types: GRANT_TYPE = 2, CATEGORY = 1, SUB_CATEGORY = 4, STATUS_CODE = 2.

Click the Save icon.

Perform additional queries to review the seed data provided for Attribute Codes CATEGORY, SUB_CATEGORY and STATUS_CODE (the Entity/Usage code will remain FRBGRNT)

Note: Perform the same queries using the Entity/Usage code FRBPROP. This will display the values for these fields that can be used in the FRAPROP form.

Perform an Insert Record function to add new values.

Perform a Duplicate Record function.

Modify the duplicated record by typing your new code in the Optional Code Number 1 field.

Type an accompanying description in the Description or Title field.

Type a short description in the Short Title field.

Click the Save icon.

Click the Exit icon.

Setting Up Cost Codes for Indirect Cost Calculations

Introduction

You can set up cost codes that will be linked to a proposal and/or grant for indirect cost calculations. Indirect costs are those costs to an enterprise that are not, in many respects, tangible.

Example: A person’s salary, the price of supplies, and equipment are known costs and are considered direct costs. Indirect costs are typically calculated as a percentage of some or all direct costs representing the cost to the institution for administering the grant. The rate is determined through negotiations with the agency.

There are four forms you must use to create an indirect cost method:

Indirect Cost Rate Code Maintenance Form

The Indirect Cost Rate Code Maintenance Form (FTMINDR) is used to define the Indirect Cost rate.

Indirect Cost Charge Code Maintenance Form

The Indirect Cost Charge Code Maintenance Form (FTMINDA) is used to enter the account or accounts for overhead charge calculations.

The account codes used on this form must be associated with an internal account type Labor (60) or Expenditures (70) and the Account Class ‘I’ for indirect cost.

Indirect Cost Distribution Maintenance Form

The Indirect Cost Distribution Maintenance Form (FTMINDD) is used to enter the FOAPAL distribution for the recovery of indirect charges. This form creates transactions used on the credit side for indirect costs in the ledgers. All of the FOAPAL elements are defined on this form.

Basis Definition Code Maintenance Form

The Basis Definition Code Maintenance Form (FTMBASI) is used to define and establish the base for indirect cost calculations.

Banner form

The Indirect Cost Rate Code Maintenance Form (FTMINDR).

Steps

Follow these steps to complete the process.

Access the Indirect Cost Rate Code Maintenance Form (FTMINDR).

Enter a code in the Indirect Cost Rate Code field.

Perform a Next Block function.

Note: For a new indirect cost rate you will receive a pop-up box indicating, “Query caused no records to be retrieved.” Click OK.

Enter a description in the Description field if you entered a new code in the Indirect Cost Rate Code field.

Click the Save icon.

Perform a Next Block function.

Note: For a new indirect cost rate you will receive a pop-up box indicating, “Query caused no records to be retrieved.” Click OK.

Enter the rate at which indirect cost should be calculated in the Rate field.

Note: The rate can be overridden on the Basis Definition Code Maintenance Form (FTMBASI).

Note: To update an existing Indirect Cost Rate Code, perform a Next Record function.

Enter the rate in which memo indirect costs should be calculated in the Memo Rate field. This is an optional field.

Note: This field allows you to enter the difference between the sponsor’s negotiated rate and your actual rate (waived overhead).

Example: If your standard rate for indirect is 40%, but you negotiated a rate with the sponsor at 30%, you may wish to enter the indirect rate as 30% and a memo rate as 10%. The system will calculate the 10% rate based on the base and store that amount in the memo ledger, and can be queried at any time after the calculations have been posted.

Click the Federal Negotiated Rate checkbox to indicate that the indirect cost rate was negotiated by the federal government, or leave this check box unselected if the indirect cost rate is not a federally negotiated rate

Enter the amount whereby indirect cost calculations will no longer be calculated once this amount has been reached in the Maximum Amount field.

Enter the amount whereby the memo indirect cost calculations will no longer be calculated and stored in the memo ledger once this amount has been reached in the Memo Maximum Amount field.

Select I/C Rate History Information from the Options drop-down menu to view the Indirect Cost Rate History Form (FRHINDR)

Click the Exit icon.

Click the Save icon.

Click the Exit icon.

Banner form

Indirect Cost Charge Code Maintenance Form (FTMINDA)

Steps

Follow these steps to enter the accounts and percentages for recording overhead charges.

Access the Indirect Cost Charge Code Maintenance Form (FTMINDA).

Enter a new or existing indirect cost charge code in the Indirect Cost Charge Code field.

Note: To update an existing Indirect Cost Charge Code, go to step 6.

Perform a Next Block function.

Note: For a new indirect cost charge code you will receive a pop-up box indicating, “Query caused no records to be retrieved.” Click OK.

Enter a description in the Description field if you are creating a new code.

Perform a Next Block function.

Enter the chart of accounts code in the Chart of Accounts field.

Notes: This code is used to validate the charge account codes that you can enter. This value is displayed from your user profile record and may be overridden.

If you are updating an existing Indirect Cost Charge Code you must perform a Next Record function.

Perform a Next Block function.

Note: If you want to copy data from an existing Indirect Cost Charge Code, proceed to step 10.

Enter the account code(s) that will be used to reflect indirect cost charges in the Charge Account field.

Note: You may enter an account code that has an internal account type of Labor (60) or Expenditure (70) with an account class I for Indirect Cost, which will be validated against the COA that was entered using the effective date of this code. For practice, enter 7110.

Enter the percent of indirect cost to be charged against this account in the Percent field.

Note: As you enter percentages in this field, the System totals the entries in the Total Percent field. The total must equal 100% before the record can be saved. An error message is displayed if the value in the Total Percent field does not equal 100%.

Select Copy from the Options menu.

Note: The Copy window enables you to copy data from one indirect cost charge code combination to the current indirect cost charge code entered in the key block. Information is copied based on the effective date specified on the form. The system will select the effective date closest to the one you have entered on the form.

Enter a value in the Indirect Cost Charge Code field, and then click Save.

Notes: If you change your mind and don’t want to copy the data, click Exit to cancel.

The Error Messages window appears when you try to copy records that are not valid, and displays the errors found. To exit the Error Messages window, select Cancel from the Options menu.

Click the Save icon.

Click the Exit icon.

Banner form

Indirect Cost Distribution Maintenance Form (FTMINDD)

Steps

Follow these steps to enter the FOAPAL elements that will be used to post the credit side of the indirect cost calculations for the distribution of recovered indirect costs.

Access the Indirect Cost Distribution Maintenance Form (FTMINDD).

Enter a new or existing Indirect Cost Distribution Code or select one from the list In the Indirect Cost Distribution Code field.

Note: To update an existing Indirect Cost Distribution Code, go to step 6.

Perform a Next Block function.

Note: For a new Indirect Cost Distribution Code you will receive a pop-up box indicating, “Query caused no records to be retrieved.” Click OK to proceed.

Enter a description in the Description field if you are creating a new Indirect Cost Distribution Code.

Perform a Next Block function.

Enter the chart of accounts code in the Chart of Accounts field.

Note: This code is used to validate the FOAPAL elements that you can enter. This value is displayed from your user profile record and may be overridden.

Note: If you are updating an existing Indirect Cost Distribution Code you must perform a Next Record function.

Perform a Next Block function.

Note: If you want to copy data from an existing Indirect Cost Distribution Code, proceed to step 11.

Enter the index code that represents a pre-determined combination of FOAPAL elements in the Index field. This is an optional field.

Enter the values to which recovered indirect costs will be distributed in the Fund, Organization, Account, Program, Activity and Location fields.

Enter the percentage for each FOAPAL accounting distribution in the Percent field.

Note: You may enter one distribution line at 100% or multiple distribution lines; however, the Total Percent field must equal 100%. The system totals the entries in the Total Percent field. If the value in the Total Percent field does not equal 100%, the record cannot be saved.

Select Perform Copy from the Options menu.

Note: The Copy window enables you to copy data from one Indirect Cost Distribution Code to the current Indirect Cost Distribution Code entered in the key block. Information is copied based on the effective date specified on the form. The system will select the effective date closest to the one you have entered on the form.

Enter a value in the Indirect Cost Distribution Code field or select from the List of Values (LOV), and then click Save.

Notes: If you change your mind and don’t want to copy the data, click Exit to cancel.

The Error Messages window appears when you try to copy records that are not valid, and displays the errors found. To exit the Error Messages window, click Cancel from the Options menu.

Click the Save icon.

Click the Exit icon.

Banner form

Basis Definition Code Maintenance Form (FTMBASI)

Steps

Follow these steps to complete the process.

Access the Basis Definition Code Maintenance Form (FTMBASI) to define and establish the base for indirect cost calculations.

Enter a new or existing code in the Basis Definition Code field.

Enter a description in the Description field if you entered a new code in the Basis Definition Code field.

Select Indirect Cost as the calculation type you want to perform in the Basis Type field.

Perform a Next Block function.

Enter the chart of account code for use in validating the base account codes that will be entered in the Chart of Accounts field.

Enter the effective date of the definition in the Effective Date field.

Enter the external account type that should be included in the basis in the Account Type field.

Notes: By specifying an account type in this field, you are telling the system that all accounts that fall within this account type structure should be included in the base for calculations of indirect cost.

To copy the basis definition code from another record, select Perform Copy from the Options menu, enter the Basis Definition Code, and then click the OK button. If you change your mind and don’t want to use the Copy function, click the Exit to cancel.

When setting up the codes to include or exclude in the basis for each record the Account Type or Account From & To range is required, but not both per record.

Enter an account code that will begin a range of accounts to be included in the cost calculations in the Account Code From field.

Enter an account code that will end the range of accounts to be included in the cost calculations in the Account Code To field.

You may override the values entered on FTMINDR. Enter the override values in the Rate and Memo fields; specify the threshold amount in the Maximum Amount field. These are optional fields.

Note: By specifying an amount, you are telling the system that indirect cost calculations will no longer be taken once this amount has been reached for all accounts that fall within this account code range structure. You cannot enter a maximum amount when an account type is entered.

Click the Save icon.

Click the Exit icon.

Setting Up Cost Codes for Cost Share Calculations

Introduction

You can set up cost codes that will be linked to a proposal and/or grant for cost share calculations. Cost share is the enterprise’s share of the cost associated with this grant or proposal.

There are four forms you will use for calculating cost shares in your system:

Cost Share Rate Code Maintenance Form

The Cost Share Rate Code Maintenance Form (FTMCSTR) is used to enter cost share rate codes and their related descriptions. This form is also used to record the rate amount for cost share calculations.

Cost Share Credit Account Code Maintenance Form

The Cost Share Credit Account Code Maintenance Form (FTMCSTA) is used to enter the accounts to which cost share amounts are to be credited, or to enter a fund code that can be used as an alternate fund to track cost share activity.

The account codes used on this form must be associated with an internal account type Labor (60) or Expenditures (70) and the Account Class ‘C’ for cost share.

Cost Share Distribution Maintenance Form

The Cost Share Distribution Maintenance Form (FTMCSTD) is used to define the FOAPAL elements used to reflect the cost (or debit) side of the cost share calculations on the grant fund.

Basis Definition Code Maintenance Form

The Basis Definition Code Maintenance Form (FTMBASI) is used to define and establish the base for cost share calculations.

Banner Form

The Cost Share Rate Code Maintenance Form (FTMCSTR).

Steps

Follow these steps to complete the process.

Access the Cost Share Rate Code Maintenance Form (FTMCSTR).

Enter a new or existing cost share rate code in the Cost Share Rate Code field.

Perform a Next Block function.

Enter a description in the Description field if you entered a new code in the Cost Share Rate Code field.

Perform a Next Block function.

Note: For a new cost share rate you will receive a pop-up box indicating, “Query caused no records to be retrieved.” Click OK.

Enter the rate at which cost share should be calculated in the Rate field.

Notes: The rate can be overridden on the Basis Definition Code Maintenance Form (FTMBASI).

To update an existing Cost Share Rate Code, perform a Next Record function.

Enter the amount whereby cost share calculations will no longer be calculated once this amount has been reached in the Maximum Amount field.

Enter the date on which the Cost Share Rate Code will no longer be in effect in the Termination Date field.

Click the Save icon.

Click the Exit icon.

Banner form

Cost Share Credit Code Maintenance Form (FTMCSTA)

Steps

Follow these steps to complete the process.

Access the Cost Share Credit Code Maintenance Form (FTMCSTA). Use this form to enter the accounts and percentages for recording cost share credits and to enter a fund code (optional) that can be used as an alternate fund to track cost share activity.

Enter a new or existing cost share credit code in the Cost Share Credit Code field.

Note: To update an existing Cost Share Credit Code, go to step 6.

Perform a Next Block function.

Note: For a new Cost Share Credit Code you will receive a pop-up box indicating, “Query caused no records to be retrieved.” Click OK.

Enter a description in the Description field if you are creating a new code.

Perform a Next Block function.

Enter the chart of accounts code in the Chart of Accounts field.

Notes: This code is used to validate the credit account codes that you can enter. This value is displayed from your user profile record and may be overridden.

If you are updating an existing Cost Share Credit Code you must perform a Next Record function.

Perform a Next Block function.

Notes: For a new Cost Share Credit Code you will receive a pop-up box indicating, “Query caused no records to be retrieved.” Click OK

If you want to copy data from an existing Cost Share Credit Code, proceed to step 10.

Enter the account code(s) that will be used to reflect cost share credits in the Account field.

Note: You may enter an account code that has an internal account type of Labor (60) or Expenditure (70) with an account class C for Cost Share, which will be validated against the COA that was entered using the effective date of this code.

Enter the percent of cost share to be credited to this account in the Percent field.

Note: As you enter percentages in this field, the System totals the entries in the Total Percent field. The total must equal 100% before the record can be saved. An error message is displayed if the value in the Total Percent field does not equal 100%.

Select Perform Copy from the Options menu.

Note: The Copy window enables you to copy data from one Cost Share Credit Code to the current Cost Share Credit Code entered in the key block. Information is copied based on the effective date specified on the form. The system will select the effective date closest to the one you have entered on the form.

Enter a value in the Cost Share Credit Code field, and then click the Save icon.

Notes: If you change your mind and don’t want to copy the data, click Exit to cancel.

The Error Messages window appears when you try to copy records that are not valid, and displays the errors found. To exit the Error Messages window, select Cancel from the Options menu.

Click the Save icon.

Click the Exit icon.

Banner form

Steps

Follow these steps to define the FOAPAL elements used to reflect the cost (or debit) side of the cost share calculations on the Grant fund.

Access the Cost Share Distribution Maintenance Form (FTMCSTD).

Enter a new or existing Cost Share Distribution Code or select one from the list in the Cost Share Distribution Code field.

Note: To update an existing Cost Share Distribution Code, go to step 6.

Perform a Next Block function.

Note: For a new Cost Share Distribution Code you will receive a pop-up box indicating, “Query caused no records to be retrieved.” Click OK to proceed.

Enter a description in the Description field if you are creating a new Cost Share Distribution Code.

Perform a Next Block function.

Enter the chart of accounts code in the Chart of Accounts field.

Notes: This code is used to validate the FOAPAL elements that you can enter. This value is displayed from your user profile record and may be overridden.

If you are updating an existing Cost Share Distribution Code you must perform a Next Record function.

Perform a Next Block function.

Note: If you want to copy data from an existing Cost Share Distribution Code, proceed to step 11.

Enter the index code that represents a pre-determined combination of FOAPAL elements in the Index field.

Note: This is an optional field.

Enter the values to which cost sharing will be distributed in the Fund, Organization, Account, Program, Activity and Location fields.

Enter the percentage for each FOAPAL accounting distribution in the Percent field.

Note: You may enter one distribution line at 100% or multiple distribution lines; however, the Total Percent field must equal 100%. The system totals the entries in the Total Percent field. If the value in the Total Percent field does not equal 100%, the record cannot be saved.

Select Perform Copy from the Options menu.

Note: The Copy window enables you to copy data from one Cost Share Distribution Code to the current Cost Share Distribution Code entered in the key block. Information is copied based on the effective date specified on the form. The system will select the effective date closest to the one you have entered on the form.

Enter a value in the Cost Share Distribution Code field.

Note: If you change your mind and don’t want to copy the data, click Exit to cancel.

Note: An error message appears on the hint line when you try to copy records that are not valid. To continue click the Cancel button.

Click the Save icon.

Click the Exit icon.

Banner form

Steps

Follow these steps to define and establish the base for cost sharing calculations.

Access the Basis Definition Code Maintenance Form (FTMBASI).

Enter a new or existing basis code to indicate the way in which cost share cost will be calculated in the Basis Definition Code field.

Perform a Next Block function.

Note: For a new Cost Share Basis Definition Code you will receive a pop-up box indicating, “Query caused no records to be retrieved.” Click OK.

Enter a description in the Description field if you entered a new code in the Basis Definition Code field.

Select Cost Share for the calculation type you want to perform in the Basis Type field.

Perform a Next Block function.

Enter the chart of account code for use in validating the base account codes that will be entered in the Chart of Accounts field.

Enter the effective date of the definition in the Effective Date field.

Perform a Next Block function.

Note: To copy the basis definition code from another record, select Perform Copy from the Options menu, enter the Basis Definition Code, and then click the OK button. If you change your mind and don’t want to use the Copy function, click Exit to cancel.

Enter the external account type that is associated with the internal account types you’re working with in the Account Type field.

Note: By specifying an account type in this field, you are telling the system that all accounts that fall within this account type structure should be included in the base for calculations of cost sharing. Account type or account range is required, but not both.

Enter an account code that will begin a range of accounts to be included in the cost calculations in the Account Code From field.

Enter an account code that will end the range of accounts to be included in the cost calculations In the Account Code To field.

Note: Account Type or Account From & To range is required, but not both.

You may override the values entered on FTMCSTR. Enter the override values in the Rate field; specify the threshold amount in the Maximum Amount field. These are optional fields.

Note: By specifying an amount, you are telling the system that cost share calculations will no longer be taken once this amount has been reached for all accounts that fall within this account code range structure. You cannot enter a maximum amount when an account type is entered.

Use the search icon in the Cost Share Credit Account field to enter the appropriate code.

Click the Save icon.

Click the Exit icon.

Establishing Sponsors in Research Accounting

Introduction

You can build a database of sponsors or agencies in Banner to which you submit proposals and receive awards on the Agency Code Maintenance Form (FTMAGCY). Using this form will automatically update the Identification table (SPRIDEN).

Note: A new section for ePM data has been added to the Agency Code Maintenance Form in Banner Finance 8.2. This inset section contains fields that will be used in a future release.

Banner form

The Agency Code Maintenance Form (FTMAGCY)

Steps

Follow these steps to complete the process.

Access the Agency Code Maintenance Form (FTMAGCY).

Click the Generate ID icon to generate a sequential ID number in the Agency field.

Result: The Common Matching Entry Form (GOAMTCH) opens if common matching is turned on.

Select a matching source code in the Matching Source field.

Enter the name of the agency in the Non-person Name field.

Click the Save icon.

Click the Yes button.

Click the OK button.

Result: The Agency Code Maintenance Form (FTMAGCY) opens with the new agency name displayed.

Perform a Next Block function or click in the Contact field to continue.

If there is an individual at the agency that you would report to, enter his/her name in the Contact field.

Enter the larger organization’s code and name in the Predecessor field if your agency is a division of a larger organization.

Address tab

Steps

Follow these steps to complete the process.

Select the Address tab.

Select an address type in the Address Type field.

Enter all of the address information associated with the sponsor in the appropriate fields. The Address Type, Sequence Number, City, State or Province, Zip or Postal Code, and Nation fields are required.

Note: Repeat the address information for each address associated with the sponsor by performing a Next Record.

Click the Save icon.

Go back to the main tab and enter a default address type and sequence, this address will default into the individual grant records.

Click the Save icon.

Click the Exit icon.

Defining the Personnel Assigned to a Proposal and/or Grant

Introduction

Once you’ve set up sponsors or agencies, you may also wish to define those individuals who are assigned to a proposal and/or grant. This is done on the Identification Form (FOAIDEN). Follow your institutions standards for verifying that an ID does not already exist before adding a new entry. Most personnel will be employees and already exist in the database.

Banner form

Steps

Follow these steps to complete the process.

Access the Person Identification Form (FOAIDEN).

In the ID field, enter an ID number for the individual (or entity), or click Generate ID.

Note: If you had the system automatically generate an ID number, record the ID number for later use.

Perform a Next Block function to access the Current Identification window

Enter the last name of the person in the Last Name field.

Enter the first name of the person in the First Name field.

Optional: Go to the address tab and enter the address for the person in the appropriate address fields.

Enter the social security number of the person in the SSN/TIN/SIN field.

Click the Save icon.

Click the Exit icon.

Creating and Cross-referencing Sponsors’ Account Codes

Introduction

Often a sponsor wants Financial Reporting done using its own account codes. This requires the completion of two forms:

The Sponsor Account Code Maintenance Form (FRVSACT) is used to define a sponsor’s account codes.

The Institution/Sponsor Account Maintenance Form (FRVISAC) enables you to cross-reference your account codes to a sponsor’s account codes.

By creating this cross-reference, you can view budgets utilizing a sponsor’s account codes or your account codes.

Banner form

The Sponsor Account Code Maintenance Form (FRVSACT).

Steps

Follow these steps to complete the process.

Access the Sponsor Account Code Maintenance Form (FRVSACT).

In the Agency field, enter or select (F9) the agency code you wish to create sponsor accounts for.

Perform a Next Block function.

Enter the sponsor’s account code in the Sponsor Account field.

Enter the description of the sponsor’s account code in the Description field.

Continue creating sponsor’s account codes on the additional lines.

Click the Save icon.

Click the Exit icon.

Banner form

The Institution/Sponsor Account Maintenance Form (FRVISAC)

Steps

Follow these steps to complete the process.

Access the Institution/Sponsor Account Maintenance Form (FRVISAC).

Enter the agency code you wish to cross-reference sponsor accounts to In the Agency field.

Perform a Next Block function.

Note: The Institution Account Cross-reference window enables you to cross-reference your account codes or account types to a sponsor’s account codes. This window displays your account codes that have been previously cross-referenced to the sponsor’s account codes.

Enter a chart of accounts code in the COA field.

Enter or select an account code in the Institution Account field.

Enter or select the code that is the counterpart to your account code in the Sponsor Account field.

Notes: Each enterprise account code must be unique; however, you may map as many of your account codes to the same sponsor account code, as necessary.

Continue cross-referencing your account codes to a sponsor’s account codes on the additional lines as needed.

Click the Save icon.

Click the Exit icon.

Self Check

Directions

Use the information you have learned in this workbook to complete this self check activity.

Question 1

The price of supplies and equipment are examples of indirect costs when administering a grant.

True or False

Question 2

The rate of direct costs is 5% of the grant total.

True or False

Answer Key for Self Check

Question 1

The price of supplies and equipment are examples of indirect costs when administering a grant.

False. These are examples of direct costs.

Question 2

The rate of direct costs is 5% of the grant total.

False. The rate is determined through negotiations with the agency.

Day-to-Day Operations

Section goal

The purpose of this section is to explain the regular process and detail the procedures to handle Research Accounting procedures at your institution.

Objectives

At the end of this section you will be able to

create a proposal

create a proposal budget

create and track events for proposals

create a grant

create a grant budget

create and track events for grants

maintain information on awarding agencies.

create charges to grants

Setting Up and Maintaining a Proposal

Introduction

There are two main forms used to set up and maintain a proposal, and create a proposal budget in Research Accounting:

Proposal Maintenance Form (FRAPROP): This form is used to enter or update proposal information. It is also used to maintain information such as key personnel, agency information, and cost code information for indirect cost and cost share calculations on the proposal.

Proposal Budget Form (FRABUDP): This form enables you to enter and track proposal budgets. This form supports budget iterations which may be developed for the entire length of the project or for each year within the project period.

Banner Form

The Proposal Maintenance Form (FRAPROP).

Note: A new tab was added to the Proposal Maintenance Form (FRAPROP). This tab, ePM Opportunity, contains fields that will be used in a future release.

Steps

Follow these steps to complete the process.

Access the Proposal Maintenance Form (FRAPROP).

Enter a new or existing proposal code in the Proposal Code field or type NEXT for a system generated proposal number.

Perform a Next Block function.

Note: To create a new proposal from an existing proposal use the Copy Proposal Information function under the Options menu

Enter the chart of accounts code (the default value comes from the User Profile Record) in the Chart of Accounts field.

Enter the responsible organizational code of the responsible administrative office for this proposal in the Responsible Organization field.

Enter the title of the proposal (up to 256 characters) in the Long Title field.

Note: The first 35 characters will display in the Title field. You can edit the Title field if desired.

Enter the sponsor agency identification code in the Agency field.

Enter a principal investigator ID in the Principal Investigator ID field.

Note: If you enter a Principal Investigator ID here, the ID and name will display on the Personnel Information window with an Indicator of 001, and is always hard-coded as the primary person responsible.

Enter the original preparation date in the Original Date field. This is a required field.

Notes: This date is intended to be the preparer’s date and does not change over the life of the proposal. The current date is displayed, but can be overridden with a prior or future date. This date can be used in ad hoc reporting to track the elapsed time between the Proposal Preparation date and the Grant date. Once the proposal is saved, this date cannot be updated.

This date is different from the Project Period Start date, Project Period End date, Expected Grant date, Proposal Due date, and Activity date. It is intended to provide the ability to track proposal to grant or proposal to submission time frames.

Enter the date the proposal is due in the Due Date field.

Enter the date the request was/will be submitted in the Submit Date field.

Enter the code that represents the status of the proposal in the Status Code field.

Note: A date must be entered in the Status Date field.

Enter the proposed start date of the grant in the Project Start Date field.

Enter the expected end date of the project in the Project End Date field.

Enter the proposed start date of the budget period in the Budget Start Date field.

Enter the proposed end date of the budget period in the Budget End Date field.

Enter the date by which you expect a decision regarding the proposal from the sponsor in the Expected Date field.

Note: This date must be later than the due date.

Enter the code of the original proposal from which the current proposal was copied in the Related Proposal field.

Enter the estimated probability of receiving funds for this proposal as a percentage in the Probability Rate field.

Enter the code to indicate the type of proposal in the Proposal Type field.

Enter the category code of the sponsored program to which the proposal belongs in the Category field.

Enter the code to identify the sub-category within a proposal in the Sub Category field.

Select the Catalog of Federal Domestic Assistance reference number in the CFDA field.

Enter the reference number of the sponsoring agency in the Sponsor ID field.

Note: This value is used for ad hoc reports and bills.

Click the Save icon.

Proposal Agency tab

Steps

Follow these steps to complete the process.

Select the Proposal Agency tab.

Enter the contact person’s name in the Contact field.

Verify or add address and predecessor information if needed.

Click the Save icon.

Location tab

Steps

Follow these steps to complete the process.

Select the Location tab.

Select the location code in the Location field.

Click the Save icon.

Cost Code tab

Steps

Follow these steps to complete the process.

Select the Cost Code tab.

Enter the Chart of Accounts in the Chart of Accounts field, as well as the appropriate codes for automatic Indirect Cost and Cost Share calculations.

Click the Save icon.

Personnel tab

Steps

Follow these steps to complete the process.

Select the Personnel tab.

Select an ID of the person you want to add to the proposal in the ID field.

Select an indicator code in the Indicator field.

Warning: You can only have one primary investigator.

Click the Save icon.

User Defined Data tab

Steps

Follow these steps to complete the process.

Select the User Defined Data tab.

Enter any applicable user codes that were created on FRVSDAT in the Literal and Value fields.

Click the Save icon.

Click the Exit icon.

Banner form

Steps

Follow these steps to complete the process.

Access the Proposal Budget Form (FRABUDP).

Note: This form consists of two tabs. The Budget Header tab allows you to define the proposal budget elements that define the nature of the budget. The Budget Detail tab allows you to enter multiple budget line items, and perform auto calculations of Indirect Cost, Cost Sharing, Waived Indirect, and Fringe.

Enter a proposal code in the Proposal field.

Enter a budget code in the Budget Code field.

Perform a Next Block function.

Note: If the budget exists, its associated attributes (budget description, COA, Indirect Cost and Cost Sharing Basis Codes, Indirect Cost and Cost Sharing Rate Codes) that were used in developing the budget are displayed.

Enter the description for the budget code in the Budget Description field.

Enter the code to identify the accounting or reporting entity associated with the proposal budget in the Chart of Accounts field.

Click the Select Budgets checkbox to build a new budget from a previously created budget code.

Notes: Navigation from this checkbox automatically takes you to the Proposal Budget Selection Form (FRCBSEL). On FRCBSEL, you may select one or more budget codes that have already been created for existing proposals and use them as a basis for creating your new budget. If more than one budget is selected, they are consolidated into one budget by account code or title.

You may not use the Select Budgets checkbox feature if you have already created budget line items for this budget code

Enter the date the budget period ends in the End Date field.

Enter the year to which this budget applies in the Year field.

Enter the budget type in the Type field.

Note: The Indirect Cost Basis Code, Indirect Cost Rate Code, The Cost Sharing Basis Code, and Cost Sharing Rate Code fields will display the values set on the Proposal Maintenance Form (FRAPROP).

Enter the total amount of money requested from the sponsoring agency in the Total Requested Amount field.

Options – Budget Detail Information

Steps

Follow these steps to complete the process.

Select Budget Detail tab.

Note: The Budget Detail tab allows you to add budget line items. With this tab, you can:

Enter budget information by supplying account code information

Enter a description of what you are budgeting without having to enter the account, proposed budget, and cost sharing amounts.

Enter a combination of the budget line items where you provide the account code (if established) and some lines where only the title is entered.

Enter the account code in the Account field, or the title of the account code in the Title field.

Enter the amount of money requested from a sponsoring agency for the account line item in the Proposed Budget field.

Enter the amount of money the organization agreed to contribute toward the account line item in the Cost Sharing field.

The Project Value field displays the sum of the proposed budget and the cost share.

Notes: The Automatic Calculations feature in the proposal budget process allows the system to automatically calculate indirect cost or cost share based on the proposed budget amount. The calculation includes the waived indirect amount. When the indirect cost rate has a memo rate, the indirect cost foregone is put in the cost share column of the waived indirect line. So the first four sequences in this form are reserved for Indirect Cost, Fringe, Cost Share Maximum Amount, and Waive Indirect. You cannot change the title of these lines. You may supply the proposed budget or cost sharing amounts.

The indirect cost amount can be automatically calculated by the system if you have supplied the I/C basis code and the I/C rate code in the main window, and if you have supplied account codes in the budget detail lines. Based on the I/C basis code, the system will determine what accounts, exclusions, or overrides should be used in the calculation of the indirect cost amounts. The system looks at the indirect cost rate to determine the rate for this calculation.

The Fringe amount line may also be automatically calculated if you supplied the fringe rate in the main window and if you have supplied the account codes in your entry of budget detail lines. From the account codes entered, the system determines which accounts have an internal account type of 60 (Labor), and it multiplies the rate against the proposed labor dollars to store the fringe amount in the fringe amount budget line.

Select Calculate Information Now from the Options menu to calculate and display the calculations in their respective budget lines.

Click the Save icon.

Click the Exit icon.

Tracking Events and Notifications to a Proposal

Introduction

Events in the Research Accounting Module are actions that need to be taken to satisfy requirements for the administration of the proposal or grant. Proposal submissions and reporting requirements, for example, would qualify as events. The Research Accounting Module provides for the scheduling of these events such that the responsible personnel will receive automatic notification, and will be required to date and designate whether and when these events have been satisfied. The FRPMESG process must be running in sleep/wake mode in order for the system to generate automatic notification.

There are several forms used to track events to a proposal:

Event Code Validation Form

The Event Code Validation Form (FRVEVNT) is used to maintain event codes. You may add a new event code, delete an event code, or update an existing event code or description.

Notes: Event codes can be used to identify reports, requirements, reminders, etc., to be associated with a proposal or grant.

Events can be one of three types: Bills (B), Reports (R), or Others (E).

Event Group Validation Form

The Event Group Validation Form (FRVEGRP) is used to assign individual events to an event grouping code that will be associated with a particular proposal.

The Proposal Events Assignment Form

The Proposal Events Assignment Form (FRAEVPA) is used to attach event codes or event groups to a proposal code.

The Proposal Event Action Form

The Proposal Event Action Form (FRAEVNP) allows you to satisfy or cancel an event that has been created or completed. Note: when viewing this form you will only be able to view event assignments for your logon. Other assignments can not be seen here.

The Entity Text Form

The Entity Text Form (FOAETXT) is used to view, enter or edit text for events assigned to a proposal.

Banner form

The Event Code Validation Form (FRVEVNT).

Steps

Follow these steps to complete the process.

Access the Event Code Validation Form (FRVEVNT).

Enter a code used to represent the user-defined event in the Event Code field.

Enter a brief description of the event code in the Description field.

Enter the code for the event type in the Type field.

Note: Acceptable values are E (Event), B (Bill), and R (Report).

Click the Save icon.

Click the Exit icon.

Banner form

The Event Group Validation Form (FRVEGRP).

Steps

Follow these steps to assign individual event codes created in FRVEVNT to an event group code that will be associated with a particular type of proposal.

Access the Event Group Validation Form (FRVEGRP).

Enter a new event group code in the Event Group Code field.

Enter a brief description for the new event group code in the Description field.

Select a code in the Event Code field.

Click the Save icon.

Click the Exit icon.

Banner form

The Proposal Events Assignment Form (FRAEVPA).

Steps

Follow these steps assign event codes or event groups to a proposal code.

Access the Proposal Events Assignment Form (FRAEVPA).

Enter your proposal code in the Proposal Code field.

Select the Event Management radio button to assign event codes to a proposal code.

Enter the number of days before an event is due in which the user should be notified to satisfy or perform a particular event in the Number of Days Reminder field.

Perform a Next Block function, to access the Event Assignment Window.

Enter the event in the Event Code field.

Enter the number of days before/after the begin/end date that the event is due in the Number of Days field.

Notes: This field is used for one-time events. If you enter a value in this field you must select a value for the Begin Date field.

You may enter data in the Number of Days and Begin Date fields or the Date From and Date To fields, but not both.

Select the date from the pull-down list in the Begin Date field.

Note: This field is required if you entered data in the Number of Days field.

Enter the date that the first event is due in the Date From field.

Note: This field is used for recurring events. If you enter a value here you must also enter a value in the Date To and Frequency fields.

Enter the date that the reports are no longer due in the Date To field.

Note: This field is used for recurring events. If you enter a value here you must also enter a value in the Date From and Frequency fields.

Select how often the event occurs in the Frequency field.

Note: This field is required if the Date To and Date From fields have been populated.

Enter the user ID of the individual primarily responsible for the satisfaction of this event in the Responsible User ID field.

Click the Proxy User ID button to select a secondary person to be responsible for the satisfaction of this event.

Click the OK button to return to the Event Assignment Window.

Note: Steps 15 – 19 are optional.

Highlight a pending event.

Click Options and select Text Information this will take you to the Entity Text Form (FOAETXT).

Enter the text related to the event code for your proposal. Use the down-arrow key to move to a new line.

Click the Print checkbox if you want the selected text to print on a document.

Click the Save icon.

Click the Exit icon.

Banner form

The Proposal Event Action Form (FRAEVNP).

Steps

Follow these steps to satisfy or cancel an event that has been created or completed.

Access the Proposal Event Action Form (FRAEVNP).

Note: when viewing this form you will only be able to view event assignments for your logon. Other assignments can not be seen here.

Enter the proposal code in the Proposal Code field.

Note: This code must have pending events attached to it.

Perform a Next Block function.

Use the down-arrow key to access the event that you would like to satisfy or cancel.

Enter S (Satisfy) or C (Cancel) in the Status field.

Click the Save icon.

Note: The Approved By and Date fields will be populated.

Click the Exit icon.

Querying a Proposal

Introduction

There are several different methods used to query a proposal. Each method requires a specific form:

Proposal Agency Inquiry Form

The Proposal Agency Inquiry Form (FRIASTP) is used to monitor all proposal activity by agency.

Proposal Budget Totals Form

The Proposal Budget Totals Form (FRIBUDT) is used to perform an online query of summarized budget data by Institution, Sponsor, Title, or ATYP levels for each proposal budget code. This form displays cost sharing and sponsor-funded amounts information.

Proposal Budget Distribution Inquiry Form

The Proposal Budget Distribution Inquiry Form (FRIBDSP) is used to view budget distributions.

Proposal/Budget Codes Inquiry Form

The Proposal/Budget Codes Inquiry Form (FRIBUDP) provides a list of proposal and budget codes and their related title/description.

Proposal Title Search Form

The Proposal Title Search Form (FRIKPRO) is used to search for a proposal by the words and/or characters in the proposal’s title. This form queries both the long and short title, and allows you to use “wildcards” to search all proposals using a key word from within its title.

Proposal Code Inquiry Form

The Proposal Code Inquiry Form (FRIPROP) displays a list of all proposal codes.

Proposal Status History Query Form

The Proposal Status History Query Form (FRIPRST) is used to view proposal status history information.

Proposal Personnel Query Form

The Proposal Personnel Query Form (FRIPSTP) is used to monitor proposal activity by primary personnel.

Proposal Event Query Form

The Proposal Event Query Form (FRIEVNP) is used to query event schedules that are associated with proposal codes.

Banner form

The Proposal Agency Inquiry Form (FRIASTP).

Steps

Follow these steps to monitor all proposal activity by agency.

Access the Proposal Agency Inquiry Form (FRIASTP).

Enter an agency code or select one from the list in the Agency field.

Perform a Next Block function.

Select Proposal Information from the Options menu to view the Proposal associated with this agency

Click the Exit icon to return to the Proposal Agency Inquiry Form.

Select Grant Information from the Options menu to view the Grant information as well as the amount requested for this proposal

Click the Exit icon to return to the Proposal Agency Inquiry Form.

Click the Exit icon.

Banner form

Steps

Follow these steps to perform an online query of summarized budget data by Institution, Sponsor, Title or Account Type levels for each proposal budget code.

Access the Proposal Budget Totals Inquiry Form (FRIBUDT).

Enter the proposal code you wish to query in the Proposal field,.

Enter the budget code you wish to query in the Proposal Budget Code field.

In the Display by block, click the appropriate radio button.

Button	Description
Institution	All lines within the proposal budget are displayed in order by account code.
Sponsor	You can view the budget the way the agency or sponsor wants to see it.
Title	All lines within the proposal budget are displayed in account title order.
Account Type Level 2	Only those lines within the proposal budget that contain accounts are rolled into their account types at level 2 to be summarized and displayed.
Account Type Level 1	Only those lines within the proposal budget that contain accounts are rolled into their account types at level 1 to be summarized and displayed.

Perform a Next Block function.

Click the Exit icon.

Banner form

Steps

Follow these steps to view budget distributions.

Access the Proposal Budget Distribution Inquiry Form (FRIBDSP).

Enter the proposal code you wish to query in the Proposal field.

Enter the type of proposal in the Type field.

Note: In the Budget Code and Account fields, by specifying a budget code and an account code, you can see budget line items just for those combinations. By leaving the budget code blank and entering the type, you can view line items for multiple budgets of that type.

Perform a Next Block function.

Select Budget Total Information from the Options menu.

Click the Exit icon to return to the Proposal Distribution Inquiry Form.

Click the Exit icon.

Banner form

Steps

Follow these steps to view a list of Proposal and budget codes and their related titles/descriptions.

Access the Proposal/Budget Codes Inquiry Form (FRIBUDP).

Click the Exit icon.

Banner form

Steps

Follow these steps to search for a proposal by the words and/or characters in the proposal’s long and short titles with the use of “wildcards.”

Access the Proposal Title Search Form (FRIKPRO).

Enter any part of the title that you know in the Search Value field.

Example: If the only word that you know in the proposal’s title is cancer, enter the following in this field using the % sign as a wildcard character: %cancer%.

Perform a Next Block function to display the proposals that match the criteria you entered.

Select Proposal Information from the Options menu to view the Proposal Maintenance Form (FRAPROP).

Click the Exit icon to return to the Proposal Title Search Form.

Select Grant Information from the Options menu to view the Grant Maintenance Form (FRAGRNT).

Click the Exit icon to return to the Proposal Title Search Form.

Click the Exit icon.

Banner form

Steps

Follow these steps to display a list of all proposal codes.

Access the Proposal Codes Inquiry Form (FRIPROP).

Enter the Proposal Code you want to view in the Proposal Code field. To view all codes, leave this field blank.

Execute the query (F8).

Use the Next Record and Previous Record icons to scroll through the various proposal codes.

Click the Exit icon.

Banner form

Steps

Follow these steps to view proposal status history information.

Access the Proposal Status History Query Form (FRIPRST).

Enter a proposal code in the Proposal field.

Perform a Next Block function to view the status codes for the selected proposal code beginning with the most recent.

Click the Exit icon.

Banner form

Steps

Follow these steps to monitor proposal activity, if you are primary personnel.

Access the Proposal Personnel Query Form (FRIPSTP).

Enter your personnel ID in the Personnel ID field.

Perform a Next Block function to view the proposal codes and corresponding values for the personnel indicated.

Select Proposal Information from the Options menu to view the Proposal Maintenance Form (FRAPROP).

Click the Exit icon to return to the Proposal Personnel Query Form.

Click the Exit icon.

Banner form

Steps

Follow these steps to monitor proposal event statuses, if you are the Responsible User or the Proxy User.

Access the Proposal Events Inquiry Form (FRIEVNP).

Enter your User ID in the User ID field.

Enter the Proposal Code

Perform a Next Block function to view the Event, Sequence and Status.

Click the Exit icon to return to the Proposal Events Inquiry Form.

Click the Exit icon.

Generating Proposal Reports

Introduction

The following proposal reports support the Research Accounting process:

Agency Budget Report

The Agency Budget Report (FRRABUD) allows you to print a proposal budget so that it can be forwarded to the agency. The report can be run in either Audit or Update mode.

Proposal Events Report

The Proposal Events Report (FRREVNP) displays events and reminders associated to a proposal. You may choose to view events for a specific Personnel indicator; for a specific time period; or for a range of proposals, a specific proposal, or a selection of proposals.

Grant Interface Processes (FRPGINF and FRPBINF)

The Grant Interface processes enable you to maintain proposal and grant information in a system external to Banner while simultaneously maintaining billing and accounting information within the Banner environment.

Features of these processes include the following:

The definition of the data elements for collector tables that hold the data loaded from an external source.

New processes that insert and update all associated grant tables including grant budget tables, grant billing tables, grant events, and grant user-defined fields.

Multi-year encumbrance warning. If you try to run the FRPGINF process and Banner detects that an entry has been made to either the Project Start Date or the Project End Date, you are notified that similar changes may need to be incorporated into the Research Accounting Fund Maintenance form (FRMFUND) to support multi-year encumbrances.

The client is responsible for developing a client-specific program that loads data from an external source into collector tables. After these data are loaded into the collector tables, the interface processes are submitted using Banner’s job submission module. The process can be run at your discretion.

These processes will not be demonstrated during this training as client external system data is not available. Refer to the Bookshelf documentation Banner 7 Chapter 2 Processing, “How to interface Grant information from an external system” for detailed information regarding these processes.

Banner form

The Agency Budget Report (FRRABUD).

Steps

Follow these steps to complete the process.

Access the Agency Budget Report (FRRABUD).

Enter the desired printer name in the Printer field.

Note: You can enter DATABASE to write the report to a table for on-line viewing and to enable the saving of the report to a shared folder on a designated network drive.

Enter values for the parameters as directed by your instructor.

Note: If the Proposal Code parameter is left blank, all proposal codes will be included. If the Budget Code parameter is left blank, all budget codes will be included.

Click the Save Parameter Set as checkbox.

Enter a name and description in the Name and Description fields.

Click the Submit radio button.

Click the Save icon to execute the report.

Result: The Auto hint line displays the job submission number for the report log and list file.

Select Review Output on the Options menu to review the report.

Click the Exit icon.

Banner form

Steps

Follow these steps to display events and reminders associated with a proposal. You may choose to view events for a specific personnel indicator; for a specific time period; or for a range of proposals, a specific proposal, or a selection of proposal.

Access the Proposal Events Report (FRREVNP).

Enter the desired printer name in the Printer field.

Note: You can enter DATABASE to write the report to a table for on-line viewing and to enable the saving of the report to a shared folder on a designated network drive.

Enter these parameter values.

Parameter	Action
Parameter 01: Report Option	Indicate the way you want to sort events. This is a required field. You may enter one of the following option values: Sort by responsible organization Sort by proposal
Parameter 02: Begin Date	Enter the first date you want to include in the report.
Parameter 03: End Date	Enter the last date you want to include in the report.
Parameter 04: Personnel Indicator	Enter the Personnel ID of the person for whom you want to view events. The default is 001 (Principal Investigator). This is a required field.
Parameter 05: Event Code	Enter the code representing the event. You may enter a partial event code with a wildcard (%). When left blank, all events will display.
Parameter 06: Value Indicator	Indicate the type of events you want to include in the report. This is a required field. Values are: A – All events S – Satisfied events P – Pending events C – Canceled events
Parameter 07: Proposal	Enter the user-defined code representing a proposal. Note: You may enter a partial proposal code with a wildcard (%). If left blank, all proposals will be included.
Parameter 08: Chart of Accounts	Enter the code representing an accounting or reporting entity. This is a required parameter.

Enter these parameter values, continued

Parameter	Description
Parameter 09: Responsible Orgn Option	This field indicates the way you want to enter organization codes. Values are: A – All organization codes W – Search for a specific organization code using a wildcard R – Enter a range of organization codes S – Enter a specific organization code
Parameter 10: From Responsible Orgn	Enter the first organization code in a series. Note: This field is required only if the Responsible Orgn Option field’s value is R.
Parameter 11: To Responsible Orgn	Enter the last organization code in a series. Note: This field is required only if the Responsible Orgn Option field’s value is R.
Parameter 12: Responsible Orgn	Enter the code representing an administrative office responsible for a grant. Note: This field is required only if the Responsible Orgn Option field’s value is W or S. You may use a wildcard (%) if the Responsible Orgn Option field’s value is W.

Click the Save Parameter Set as checkbox.

Enter a name and description in the Name and Description fields.

Click the Submit radio button.

Click the Save icon to execute the report.

Result: The Auto hint line displays the job submission number for the report log and list file.

Select Review Output on the Options menu to review the report.

Click the Exit icon.

Creating a Grant and Assigning it to a Fund

Introduction

The Grant Maintenance Form (FRAGRNT) is used to create and maintain grant records. A grant must be created in FRAGRNT before it can be associated with a fund code in the Fund Code Maintenance Form (FTMFUND). On the Grant Maintenance Form, you can record the agency, personnel, type, category, sub-category, statuses, as well as grant billing and reporting information.

All grants must be associated with a fund in the Fund Code Maintenance Form (FTMFUND). Note that while you can associate multiple funds to a single Grant, you cannot associate multiple Grants to a single fund.

It is possible to use the Research Accounting Module to track special-purpose funds other than grants, e.g., contracts or special projects. In these cases, you may wish to associate a single ‘grant’ record to several fund records – each identifying a separate funding source.

You can also indicate that the grant requires effort certification. If the grant requires effort certification, you can use the Effort Reporting tab to associate accounting element values with the grant that you want to display on the Effort Certification report.

Effective date for fund records

To determine if an effort report needs to be created for a fund, the system uses the Fund Requires Effort Certification checkbox value for the last record entered for the fund. That is, the system evaluates the fund based on the last effective dated record.

For example, if your last effective dated record is entered in August, and you update the fund in September to require effort certification, the process will still create a report for August.

Banner Form

Steps

Follow these steps to complete the process.

Access the Grant Maintenance Form (FRAGRNT).

Enter a new or existing grant code, or type NEXT for a system generated proposal number in the Grant Code field.

IF you want to create a grant from…	THEN…
scratch	perform a Next Block function
a proposal	enter the proposal code in the Proposal field and perform a Next Block function
from an existing grant	perform a Next Block function. Select Copy Grant Information from the Options menu. Type in the grant code or select from the LOV (F9) and click OK.

Enter the chart of accounts code (the default value comes from the User Profile Record) in the Chart of Accounts field.

Enter the responsible organizational code of the responsible office for this grant in the Responsible Organization field.

Note: If a university wants to enter unique grant org codes for their grants they need to be built on FTMORGN prior to their entry on FRAGRNT.

Enter the title of the grant (up to 256 characters) in the Long Title field.

Note: The first 35 characters will display in the Title field. You may change the text in this field if you want.

Click the Requires Effort Certification checkbox if you want to generate effort certification reports for this grant.

Enter the sponsor agency identification code in the Agency field.

Enter a principal investigator ID in the Principal Investigator ID field.

Note: If you enter a Principal Investigator ID here, the ID and name will display on the Personnel Information window with an Indicator of 001, and is hard-coded as the primary person responsible.

Enter the proposed start date of the grant in the Project State Date field.

Enter the expected end date of the project in the Project End Date field.

Note: If Banner detects that an entry has been made to either the existing Project Start Date or the existing Project End date, you are notified that similar changes may need to be incorporated into the Research Accounting Fund Maintenance form (FRMFUND) to support multi-year encumbrances. You can access FRMFUND directly from the Options menu on FRAGRNT if you want to make the changes to budget dates.

The Proposal field will automatically be populated with the proposal code if you created the grant from a proposal.

Set the date in the Termination Date field.

Note: This date will default into the termination date on the FTMFUND record. This is the date that you want transactions to stop posting for this grant unless the transaction is completed by an authorized user. For this example use 60 days after the Project End Date.

Set the Expenditure End Date to a date after the Project End Date

Note: The Expenditure End Date allows you to define a period after the Termination Date to post expenses to the grant by persons authorized for ‘Expenditure End’ posting in the User Profile Form (FOMPROF). This period is often referred to as a ‘Trail Out’ period.

Enter the code that represents the status of the grant from the LOV (F9) created in FTMSDAT from an earlier exercise in the Status Code field.

Note: A date must be entered in the Status Date field.

Enter the dollar amounts for the Current Amount, Cumulative Amount and Maximum Amount fields for this grant.

Enter the total recipient share of cost share or matching, by grant, in the Total Recipient Share field.

Enter the code to indicate the type of grant in the Grant Type field.

Enter the category code of the sponsored program to which the grant belongs from the LOV (F9) in the Category field.

Enter the code to identify the sub-category within a grant from the LOV (F9) in the Sub Category field.

Enter the Catalog of Federal Domestic Assistance reference number from the LOV (F9) in the CFDA field.

Enter the reference number of the sponsoring agency in the Sponsor ID field. This value is used for ad hoc reports and bills.

Click the Save icon.

Grant Agency tab

Steps

Follow these steps to complete the process.

Select the Grant Agency tab.

Update the Grant Agency Information window.

Click the Save icon.

Location tab

Steps

Follow these steps to complete the process.

Select the Location tab.

Select the location code in the Location field.

Click the Save icon.

Cost Code tab

Steps

Follow these steps to complete the process.

Select the Cost Code tab.

Enter the Chart of Accounts in the COA field, as well as the appropriate codes for automatic Indirect Cost and Cost Share calculations.

Click the Save icon.

Personnel tab

Steps

Follow these steps to complete the process.

Select the Personnel tab.

Select additional personnel in the ID field.

Select a code in the Indicator field.

Note: If the personnel being added to the grant have the responsibility to sign a bill or report enter the format in the Billing/Report Format field. When the bill or report is printed, his/her name will appear in the signature block of the document.

Enter the email address of the principal investigator in the E-mail field.

Click the Save icon.

User Defined Data tab

Steps

Follow these steps to complete the process.

Select the User Defined Data tab.

Select user defined data applicable to this grant in the Literal and Value fields.

Click the Save icon.

Click the Exit icon.

Effort Reporting tab

Steps

Follow these steps to associate accounting element values with the grant.

Select the Effort Reporting tab.

Select a value in the Accounting Element Source field.

Click the Value Search icon to select a value that corresponds to the accounting element source selected in step 2.

Example: If you select Fund in the Accounting Element Source field, then enter or select a fund code in the Value field.

Select a value in the Effort Category Type field.

Select Sponsored or Non-Sponsored in the Report Section field.

Select Cost Share or Direct in the Charge Type field.

Click the Save icon.

Banner form

The Fund Code Maintenance Form (FTMFUND)

Steps

Follow these steps to complete the process.

Access the Fund Code Maintenance Form (FTMFUND).

Enter B (or your Chart of Accounts code) in the Chart of Accounts field.

Enter your Grant code in the Grant field.

Note: You can query this field by clicking on the Search icon.

Tab to the Fund field and enter a new code to associate it to the grant.

Note: To determine a new fund code, examine the fund codes from the List of Values (F9). Perform an Enter Query (F7). If you are using Chart B, enter ‘B’ in the COA column and ‘2%’ in the Code column to query the restricted funds. Perform an Execute Query (F8) and select the best logical point for inserting a new fund code number. Every participant should select a unique code to avoid attempting to create the same record.

The Effective Date field will default to the current date.

Note: Transactions cannot be posted to this fund prior to the effective date. In most cases, you will want this date to correspond to the start date of your grant or before. For your test grant, be sure to use a date prior to today.

The Termination Date and Expenditure End Date will default from your grant, unless you left these fields blank in FRAGRNT.

Note: No transactions can be posted to this fund after the Expenditure End Date.

Ensure that the Data Entry check box is selected, which will permit posting to this fund.

Click the Fund Requires Effort Certification checkbox if you want to generate effort certification reports for specific funds that are NOT associated with a grant.

Note: If the Requires Effort Certification checkbox is selected on FRAGRNT, you cannot change this field on FTMFUND. It will be protected against update.

Select the Fund Type that corresponds to the new fund code.

Select a Predecessor Fund (‘roll-up’ fund) for the new fund code.

Enter a valid account code for Unbilled Accrual Account (if you are using Chart B, use account code 1319).

Enter a valid Revenue Account for grant revenue (if you are using Chart B, use account code 5520)

Set the Restriction Indicator appropriately for your fund

Enter the default Organization, Program, Activity and Location codes that you want to be used for operating ledger postings (budget, revenue and expense) associated with this grant.

Click the Save icon.

Select I/C C/S Code Information from the Options menu to access the Research Accounting Fund Maintenance Form (FRMFUND).

Tab through the fields to default the information from the grant record.

Notes: To complete the Indirect Cost and Cost Share fields select Default Grant Codes from the Options menu.

To enter grant-billing information, select Billing Information from the Options menu. If you want to use multi-year encumbering, click the Encumber Multi Year Labor checkbox. When checked, this field indicates that multi-year encumbering will be used when calculating salary and fringe encumbrance amounts in Banner Human Resources Position Control.

Enter a valid account code for Billed Account Receivables in the Billed Accounts Receivable Account Code field (if you are using Chart B, use 1320).

Click the Save icon.

Click the Exit icon.

Creating a Grant Budget

Introduction

The Grant Budget Form (FRABUDG) enables you to create grant budgets either by entering original budget information or by copying an existing grant budget. Grant budgets created using this form will be interfaced and posted to the operating ledger using the Transaction Interface Process (FGRTRNI) and Posting Process (FGRACTG).

Banner form

The Grant Budget Form (FRABUDG).

Steps

Follow these steps to complete the process.

Access the Grant Budget Form (FRABUDG).

Enter the grant code in the Grant field.

Enter a budget code to identify the grant budget in the Budget Code field.

Note: Multiple grant budgets may be developed for a grant, by assigning each a new budget code.

Perform a Next Block function.

Enter a brief description in the Budget Description field.

Enter the chart of account code in the Chart of Accounts field.

The Budget Begin Date and End Date fields will default from the grant.

Enter the last two digits of the budget year in the Year field.

Enter a budget type in the Type field.

Note: Seed data acceptable values are A (active) or W (working).

Enter the date in the Transaction Date field.

Note: The current date will be the default.

Click the Reversal checkbox if you want the completed and posted grant budget to reverse a previously posted grant budget.

Enter the chart of accounts code that the budget line items will be posted to in the Chart of Accounts field.

Enter an index code if you are using index codes and they have been set up in FTMACCI in the Index field.

Enter the fund code that you assigned to your grant in the preceding lesson in the Fund field. If you leave this field blank, no defaulting will occur in the Grant budget line items section

Enter the organization code that will be used for operating ledger postings (budget, revenue and expense) for this grant in the Organization field.

Note: This will be the organization code you entered as a default for your fund in the preceding lesson.

Enter the program code that will be used for operating ledger postings (budget, revenue and expense) for this grant in the Program field.

Note: This will be the program code you entered as a default for your fund in the preceding lesson.

Enter the activity code (or leave blank) in the Activity field.

Enter the location code (or leave blank) in the Location field.

Select Cost Code Information from the Options menu to review or change the Grant Cost Codes for indirect costs and cost share.

Click the Credit Indirect Cost checkbox if you want to credit indirect cost when posting the grant budget.

Click the Credit Cost Share checkbox if you want to credit cost share when posting the grant budget.

Click the Distribute Cost Share checkbox if you want to distribute cost share when posting the grant budget.

Perform a Next Block function or select Info in Worksheet Format from the Options menu.

Enter or modify the six-character account code in the Account field.

Note: At least one account code per distribution is required. Do not enter an account code in the two rows labeled ‘Indirect Cost Expense’ and ‘Cost Share Maximum Amount’. These rows are reserved for Indirect Cost and Cost Share calculations.

Enter or modify the line item budget amount in the Budget field.

Note: This amount is what will be rolled to the ledgers for the FOAPAL distribution that exists to its right.

Use your down-arrow key to move to the next line and enter another valid account code in the Account field, then another budget amount in the Budget column. Continue to do so until you have entered the entire budget for this grant.

Select Calculate Information Now from the Options menu. The system will total your budget entries and calculate the amounts for indirect cost and cost share based on the cost codes entered on the Grant Cost Codes window.

Note: You may receive warnings that Indirect Cost and Cost Share cannot be calculated if you did not enter the indirect cost or cost share codes.

Select the Calculate Information Now option to change an amount in the Budget field.

When you are satisfied with your budget figures, perform a Next Block or select Process and Post Entries from the Options menu.

Click on the Completion button or select Complete from the Options menu.

Click the OK button when you receive the message Grant Budget Completed and Forwarded to the Transaction Interface Process. Click EXIT and run the Transaction Interface process (FGRTRNI) to feed and post the grant budget.

Enter FGRTRNI in the Go field from the main menu screen.

Perform a Next Block function.

Enter DATABASE in the Printer field (or choose a printer from the list of values).

Perform a Next Block function.

Perform a Next Block function.

Click the Save icon.

Enter FGRTRNR in the Process field.

Note: The Transaction Error Report will verify if any errors occurred while running the transaction interface process.

Perform a Next Block function.

Enter DATABASE in the Printer field (or choose a printer from the list of values).

Perform a Next Block function.

Perform a Next Block function.

Click he Save icon.

Choose Review Output from the Options menu.

Double-click on File Name to select and review the .lis file produced by the FGRTRNR report.

Note: If errors are listed for the grant budget, you must go to either FGAJVCD or FGAJVCQ to correct them.

Click the Exit icon.

Charging Expenses to a Grant

Introduction

Any transaction that posts to a Grant Fund Code will also post to the Grants Ledger. This includes all journal entries, purchases, encumbrances, payments, etc. In the example below we will create a Banner Invoice to create a Banner Expense. Your instructor will show you how to create this Accounts Payable Invoice.

Banner Invoice Accounting Page

Note that Fund 2158 is tied to Grant 215601 on FTMFUND. This is what causes all transactions posted to Fund 2158 to post to both the Operating and Grant Ledgers.

Steps

Follow these steps to create a Grant Expense.

Access Banner Invoice Form (FAAINVE).

Follow the instructor’s lead in creating the Invoice

Complete Invoice

Run Posting (FGRACTG) if posting is not running in the background

Tracking Events to a Grant

Introduction

Events in the Research Accounting Module are actions that need to be taken to satisfy requirements for the administration of the proposal or grant. Billing and reporting requirements, for example, would qualify as events. The Research Accounting Module provides for the scheduling of these events such that the responsible personnel will receive automatic notification, and will be required to date and designate whether and when these events have been satisfied.

Warning: The FRPMESG process must be running in sleep/wake mode in order for the system to generate automatic notification.

There are several forms used to track events to a grant:

Event Code Validation Form

The Event Code Validation Form (FRVEVNT) is used to maintain event codes. You may add a new event code, delete an event code, or update an existing event code or description.

Note: Event codes can be used to identify reports, requirements, reminders, etc., to be associated with a grant.

Note: Events can be one of three types: Bills (B), Reports (R), or Others (E).

Event Group Validation Form

The Event Group Validation Form (FRVEGRP) is used to assign individual events to an event grouping code that will be associated with a particular grant.

The Grant Events Assignment Form

The Grant Events Assignment Form (FRAEVGA) is used to attach event codes or event groups to a grant code.

The Grant Event Action Form

The Grant Event Action Form (FRAEVNG) allows you to satisfy or cancel an event that has been created or completed.

The Entity Text Form

The Entity Text Form (FOAETXT) is used to view, enter or edit text for events assigned to a grant.

Event Code Validation Form (FRVEVNT)

Steps

Follow these steps to complete the process.

Access the Event Code Validation Form (FRVEVNT).

Enter a code used to represent the user-defined event in the Event Code field.

Enter a brief description of the event code in the Description field.

Enter the code for the event type in the Type field.

Note: Acceptable values are E (Event), B (Bill), and R (Report).

Click the Save icon.

Click the Exit icon.

Entity Text Entry Form (FOAETXT)

Steps

Follow these steps to complete the process.

Access the Entity Text Entry Form (FOAETXT)

Enter the primary document type for the text (this will be GRT for a grant) in the Primary Type field.

Enter the grant code you created in the Code field.

Enter the secondary document type for the text (this will be EVT for an event) in the Secondary Type field.

Enter the event code you created in the Code field.

Perform a Next Block function.

Enter the text related to the event code for your grant.

Click the Print checkbox if you want the selected text to print on a document.

Click the Save icon.

Click the Exit icon.

Event Group Validation Form (FRVEGRP)

Steps

Follow these steps to complete the process.

Access the Event Group Validation Form (FRVEGRP).

Note: Use this form to assign individual event codes created in FRVEVNT to an event grouping code that will be associated with a particular type of grant.

Enter a new event group code, e.g., FED, for federal grant events in the Event Group Code field.

Enter a brief description for the new event group code, e.g., Federal Grants in the Description field.

Select an event code in the Event Code field.

Click the Save icon.

Click the Exit icon.

Grant Events Assignment Form (FRAEVGA)

Steps

Follow these steps to complete the process.

Access the Grant Events Assignment Form (FRAEVGA). This form is used to assign event codes or event groups to a grant code.

Enter your grant code in the Grant Code field.

Enter the agency code in the Agency field.

IF you want to assign….	THEN…
an event group to a grant code	click the Group Management radio button (proceed to step 5).
event codes to a grant code	click the Event Management radio button (proceed to step 10).

Perform a Next Block function to access the Group/Event Management Window.

Perform a Next Block function.

Select the event group code you just created in the Event Group Code field. You may enter up to five event group codes.

Perform a Next Block function to display the Event Assignment Window.

Perform a Next Block function.

The Event Code field will be populated with the first event code from your event group. Access other event codes with the down-arrow key.

Note: If you selected the Event Management radio button in step 4 perform a Next Block function and enter the event code from the LOV.

Enter the number of days before an event is due in which the user should be notified to satisfy or perform a particular event In the Number of Days Reminder field.

Enter the number of days before/after the begin/end date that the event is due in the Number of Days field.

Notes: This field is used for one-time events. If you enter a value in this field you must select a value for the Begin Date field.

You may enter data in the Number of Days and Begin Date fields or the Date From and Date To fields, but not both.

Enter the date that the first report or bill is due in the Date From field.

Enter the date that the reports are no longer due in the Date To field.

Select the date from the pull-down list in the Begin Date field.

Note: This field is required if you entered data in the Number of Days field.

Select how often the event occurs in the Frequency field.

Note: This field is required if the Date To and Date From fields have been populated.

The Payment Method Type Indicator field is used for Billing Events. Refer to the Grant Billing Workbook for information on the set up.

Note: The two available options for Payment Method Type are Cost Reimbursement or Fixed Cost. Cost Reimbursement means that you will be billing for incurred expenses. Fixed Cost means that you will be billing a fixed amount for each interval (monthly, quarterly) and Banner will calculate the difference between this amount and incurred costs and post the difference to deferred revenue.

Enter the user ID of the individual primarily responsible for the satisfaction of this event in the Default Responsible User ID field.

Click the Default Proxy User ID button to select a secondary person to be responsible for the satisfaction of this event.

Click the Save icon to return to the Event Assignment Window.

If you are assigning a billing or reporting event, in the Period To field, enter the date through which current billing or reporting is effective (i.e., expenses up to this date should be included in your billing or report).

If you are assigning a billing or reporting event, in the Bill Format field, enter the bill or report format code that you want to associate with the grant.

Click the Default Fixed Schedule button only if you are setting up a Fixed Cost billing event. This option will allow you to create a fixed schedule for your billing event.

Click the Save icon to return to the Event Assignment Window.

Use the down-arrow key to access the next event code for this event group. Repeat steps 12-22 to complete the assignments for all the events associated to your grant.

Perform a Next Block function when you have completed the assignments for all of the events associated with your grant.

Note: Performing a Next Block function will save the events assigned to your grant code and will allow you to view the responsible user id, due dates, text indicator and status code for each event sequence.

Click the Exit icon.

Grant Event Action Form (FRAEVNG)

Steps

Follow these steps to satisfy or cancel an event that has been created or completed.

Access the Grant Event Action Form (FRAEVNG).

Enter the grant code in the Grant Code field.

Perform a Next Block function.

Use the down-arrow key to access the event that you would like to satisfy or cancel.

Enter S (Satisfy) or C (Cancel) in the Status field.

Click the Save icon.

Note: The Approved By and Date fields will be populated.

Click the Exit icon.

Querying a Grant

Introduction

There are a number of forms that can be used to query a grant:

Grant Agency Inquiry Form

The Grant Agency Inquiry Form (FRIASTG) is used to monitor grant activity, and allows the entry of agency codes at all levels within the hierarchy.

Grant Budget Distribution Inquiry Form

The Grant Budget Distribution Inquiry Form (FRIBDSG) is used to view budget distributions.

Grant Budget Totals Form

The Grant Budget Totals Form (FRIBUTG) is used to view grant budgets by account code or account type.

Grant Budget Codes Inquiry Form

The Grant Budget Codes Inquiry Form (FRIBUDG) is used to view grant and associated budget information.

Grant Events Inquiry Form

The Grant Events Inquiry Form (FRIEVNG) is used by any user to view all event codes that have been assigned to a particular Oracle user ID.

Grant Codes Inquiry Form

The Grant Codes Inquiry Form (FRIGRNT) is used to display the list of all grant codes.

Grant Status History Query Form

The Grant Status History Inquiry Form (FRIGRST) is used to view the history of grant information.

Grant Transaction Detail Form

The Grant Transaction Detail Form (FRIGTRD) provides a detailed list of transactions from the Transaction Detail table, and provides the list of transactions based on the key values entered.

Grant Title Search Form

The Grant Title Search Form (FRIKGNT) is used to search for a grant document when you are unsure of the grant code or full grant title.

Grant Memo Ledger Inquiry Form

The Grant Memo Ledger Inquiry Form (FRIMEMO) is used to track the amount of waived overhead as defined on the Basis Definition Code Maintenance Form (FTMSBASI).

Grant Organization Inquiry Form

The Grant Organization Inquiry Form (FRIORGH) is used to query all grants for a particular organization code.

Principal Investigator Grant Inquiry Form

The Principal Investigator Grant Inquiry Form (FRIPSTG) is used to monitor grant activity by Personnel ID.

Grant Inception to Date Form

The Grant Inception to Date Form (FRIGITD) is used to retrieve account or account type information including adjusted budget, inception-to-date actual activity, encumbrance, and available balance information.

Research Fund Inquiry

The Research Fund Inquiry (FRIFUND) enables institutions to give access to users who might not otherwise have access to Banner maintenance forms.
Grant Agency Inquiry Form (FRIASTG)

Steps

Follow these steps to monitor all grant activity by agency.

Access the Grant Agency Inquiry Form (FRIASTG).

Enter an agency code or select one from the list in the Agency field.

Perform a Next Block function.

Select Grant Ledger Information from the Options menu to view the Grant Inception to Date information for the grant selected.

Click the Exit icon to return to the Grant Agency Inquiry Form.

Select Grant Information from the Options menu to view the Grant information on the Grant Maintenance Form (FRAGRNT).

Click the Exit icon to return to the Grant Agency Inquiry Form.

Click the Exit icon.

Grant Budget Distribution Inquiry Form (FRIBDSG)

Steps

Follow these steps to view budget distributions.

Access the Grant Budget Distribution Inquiry Form (FRIBDSG).

Enter a grant code in the Grant field.

Enter a budget code in the Budget Code field.

Enter the budget type code in the Type field.

The following fields may be entered (optional) to obtain more specific information: COA, Index, Fund, Organization, Account, Program, Activity, Location.

Perform a Next Block function.

Select Budget Total Information from the Options menu to view the Grant Budget Totals for the grant selected.

Click the Exit icon to return to the Grant Budget Distribution Form.

Click the Exit icon.

Grant Budget Totals Form (FRIBUTG)

Steps

Follow these steps to view grant budgets by account code or account type.

Access the Grant Budget Totals Form (FRIBUTG).

Enter a grant code to query in the Grant field.

Enter a grant budget code to query in the Grant Budget Code field.

Click the appropriate radio button in the Display by block.

Button	Description
Institution	All lines within the proposal budget are displayed in order by account code.
Sponsor	You can view the budget the way the agency or sponsor wants to see it.
Title	All lines within the proposal budget are displayed in account title order.
Account Type Level 2	Only those lines within the proposal budget that contain accounts are rolled into their account types at level 2 to be summarized and displayed.
Account Type Level 1	Only those lines within the proposal budget that contain accounts are rolled into their account types at level 1 to be summarized and displayed.

Perform a Next Block function.

Click the Exit icon.

Grant Budget Codes Inquiry Form (FRIBUDG)

Steps

Follow these steps to view grant and associated budget information.

Access the Grant Budget Codes Inquiry Form (FRIBUDG).

Enter the grant code you wish to query in the Grant field.

Click the Exit icon.

Grant Event Inquiry Form (FRIEVNG)

Steps

Follow these steps to view all event codes, which have been assigned to a particular User ID.

Note: This form also allows you to view events by User ID, by Grant, or a combination of the two.

Access the Grant Event Inquiry Form (FRIEVNG).

Enter the ID of the user who is either primarily or secondarily responsible for creating and/or completing an event in the User ID field.

Enter the grant code in the Grant field.

Enter the payment management system code in the PMS Code field.

Perform a Next Block function.

Select Event Actions from the Options menu to view the Grant Event Action form to satisfy or cancel a pending event.

Click the Exit icon to return to the Grant Event Inquiry Form.

Click the Exit icon.

Grant Codes Inquiry Form (FRIGRNT)

Steps

Follow these steps to display a list of all grant codes.

Access the Grant Codes Inquiry Form (FRIGRNT).

Enter the Grant Code you want to view in the Grant Code field.

Note: To view all codes, leave this field blank.

Perform an Execute Query function.

Use the Next Record and Previous Record icons to scroll through the various grant codes.

Click the Exit icon.

Grant Status History Query Form (FRIGRST)

Steps

Follow these steps to view grant status history information.

Access the Grant Status History Query Form (FRIGRST).

Enter a grant code in the Grant field.

Perform a Next Block function to view the status codes for the selected grant code beginning with the most recent.

Click the Exit icon.

Grant Transaction Detail Form (FRIGTRD)

Steps

Follow these steps to complete the process.

Access the Grant Transaction Detail Form (FRIGTRD). This form provides a detailed list of transactions from the Transaction Detail table, based on the key values entered.

Enter a chart of accounts code in the COA field.

Enter the grant code you want to view in the Grant field.

Enter the account index code in the Index field.

Enter values in the Fund, Organization, Account, Program, Activity, and/or Location fields to obtain specific transactions.

Note: Leaving these fields blank will allow you to execute a query to produce a list of all the transactions linked to the grant.

Enter a commitment code to query for the type of commitment for this grant in the Commit field.

Enter a grant year to query for a specific year in the Year field.

Note: Leave this field blank to query for inception to date.

Enter a grant period to query for a specific period in the Period field.

Note: Leave this field blank to query on all periods.

Enter the first date in the range in the Date From field.

Enter the last date in the range in the Date To field.

Perform a Next Block function.

Enter query criteria in the appropriate fields and perform an Execute Query function.

Click the Exit icon.

Grant Title Search Form (FRIKGNT)

Steps

Follow these steps to search for a grant by the words and/or characters in the grant’s long and short titles with the use of wildcards.

Access the Grant Title Search Form (FRIKGNT).

Enter any part of the title that you know in the Search Value field.

Example: If the only word that you know in the grant’s title is cancer, enter the following in this field using the % sign as a wildcard character: %cancer%.

Perform a Next Block function to display the grants that match the criteria you entered.

Select Grant Information from the Options menu to view the Grant Maintenance Form (FRAGRNT).

Click the Exit icon to return to the Grant Title Search Form.

Grant Memo Ledger Inquiry Form (FRIMEMO)

Steps

Follow these steps to track the amount of waived indirect costs (overhead). This form does not display budget or commitment information.

Access the Grant Memo Ledger Inquiry Form (FRIMEMO).

Enter the chart of accounts code in the Chart of Accounts field.

Enter the grant code in the Grant field.

Perform a Next Block function.

Click the Exit icon.

Grant Organization Inquiry Form (FRIORGH)

Steps

Follow these steps to query of all grants for a particular organization code.

Access The Grant Organization Inquiry Form (FRIORGH).

Enter the chart of accounts code in the Chart of Accounts field.

Enter the organization code in the Organization field.

Perform a Next Block function.

Select Grant Information from the Options menu to view the Grant Maintenance Form (FRAGRNT).

Click the Exit icon to return to the Grant Organization Inquiry Form.

Click the Exit icon.

Grant Personnel Query Form (FRIPSTG)

Steps

Follow these steps to monitor proposal activity if you are entered as primary personnel for the grant.

Access the Grant Personnel Query Form (FRIPSTG).

Enter the personnel ID In the Personnel ID field.

Perform a Next Block function to view the grant codes and corresponding values for the personnel indicated.

Select Grant Information from the Options menu to view the Grant Maintenance Form (FRAGRNT).

Click the Exit icon to return to the Grant Personnel Query Form.

Select Grant Ledger Information from the Options menu to view the Grant Inception to Date information for the grant selected.

Click the Exit icon to return to the Grant Personnel Query Form.

Click the Exit icon.

Grant Inception To Date Form (FRIGITD)

Steps

Follow these steps to retrieve account or account type information including adjusted budget, inception-to-date actual activity, encumbrance, and available balance information.

Access the Grant Inception To Date Form (FRIGITD).

Enter the chart of accounts code in the Chart of Accounts field.

Enter the grant code in the Grant field.

Enter the beginning month and year of grant activity that you want to query in the Date From (MM/YY) field.

Enter the last month and year of grant activity that you want to query in the Date To (MM/YY) field.

Select the Fund Summary checkbox to view a summary by fund if the grant is linked to multiple funds.

Click the Hierarchy checkbox to view details based on hierarchical values supplied in the Key block for query.

Click the By Sponsor Accounts checkbox to view the activity using the sponsor-defined accounts.

Click the Include Revenue Accounts checkbox to view the activity for revenue accounts for this grant.

Perform a Next Block function.

Click the Exit icon.

Research Fund Inquiry Form (FRIFUND)

Steps

Follow these steps to access the Research Fund Inquiry Form (FRIFUND).

From the Fund Code Validation Form (FTVFUND) or the Research Accounting Fund Maintenance Form (FRMFUND), select Research Fund Inquiry from the Options menu.

Note: This link is enabled only if the fund is associated with a grant on the Research Accounting Fund Maintenance Form (FRMFUND).

Generating Grant Reports

Introduction

There are several reports and processes you can generate within the grant portion of Research Accounting:

Grant Inception to Date Report

The Grant Inception to Date Report (FRRGITD) displays operating account information, from the inception of a grant or project, to the “as of” date specified when the report is executed. FRRGITD displays budget information, actual activity, commitments, and a calculated available balance. The report derives information from the Grant Ledger.

Note: This report may be run by Chart of Accounts for all grants, for a range of grants, or a selection of grants. You can also see the breakout of grant information by fund code(s) associated with the grant

Grant Budget Status Year Report

The Grant Budget Status Year Report (FRRGBFY) displays operating account information on a grant or project based on the fiscal year specified. FRRGBFY displays budget information, YTD activity, commitments, and a calculated available balance. The report derives information from the Operating Ledger.

Note: This report may be run by Chart of Accounts for all grants, a range of grants, or a selection of grants. You can also include accrual period activity on the report.

Grant Events Report

The Grant Events Report (FRREVNG) displays events or reminders associated with a grant. You can view events for a specific Personnel indicator, a specific time period, a range of grants, a specific grant, or a selection of grants. You can also view events which are pending, satisfied, or both. The format of the display may be selected by choosing a sort option. One option displays the responsible organization, the grant, and the Due dates for each event. With this option, you may also specify an organizational code, or a range of organizations. A second option displays events by grant code.

Grant Expenditures Report

The Grant Expenditures Report (FRRINDC) displays operating account activity by fund; organization; account type; account; and program for a grant, a range of grants, or a selection of grants. FRRINDC displays the account title, the account type to which the account code is linked, the total expenditure amount based on the “as of” date specified when the report was executed, the amount of indirect costs or overhead calculated on that direct cost, and the total of the direct and indirect costs. Totals are displayed for each fund, organization, account type, account, and program, with a grand total by grant.

Grant Budget Report

The Grant Budget Report (FRRBUDG) displays a specific budget, or a series of budget iterations that have been created through the Grant Budget Form (FRABUDG) for a specific grant. You will see a breakdown of grant budget information by fund, organization, program, activity, and location for each account code budgeted. The reports will also display the amounts for indirect costs and cost sharing.

Deferred Grant Process

The Deferred Grant Process (FRRGRNT), in conjunction with the System Control Maintenance Form (FOASYSC), enables you to control when indirect cost, cost share, and revenue recognition transactions are calculated. If you do not want the calculations to be performed on a real-time, transaction-by-transaction basis, then check the Defer Calculations of I/C and C/S field on the System Control Maintenance Form (FOASYSC). You can then run the Deferred Grant Process from Job Submission to perform the calculations. Begging with Banner 8.4, running FRRGRNT can save the resulting calculations in table FRRGRNH. This is done automatically when the checkbox on FOASYSC labeled Retain Deferred Calculations is checked. Table FRRGRNH can be purged by running FRRGRNP. Ad Hoc reporting is required for reporting from table FRRGRNH.

Setting up Multiple-Year Encumbrances

Set up forms in Banner Finance

Perform the following steps to associate grant information from Banner Finance with fund codes used on labor distributions in Banner Human Resources and Position Control for encumbrance calculations.

On the Fiscal Year Maintenance Form (FTMFSYR), establish future fiscal years to allow for the creation of future fiscal years in Banner HR. Future fiscal years do not have to be open in Banner Finance.

On the Fund Type Maintenance Form (FTMFTYP), the Encumber Multi Year Labor check box must be checked to indicate that multi-year encumbering functionality will be used with this fund/grant combination. This value will default to the Research Accounting Fund Maintenance Form (FRMFUND) when creating the initial record. You can change this value.

If you change the value in this field for an existing record, the Encumber Multi Year Labor field on FRMFUND is not updated automatically. You will have to change this field manually.

If you change the value in this field for a fund type, you will also have to change any associated Research Accounting Fund records that exist on FRMFUND. The system reminds you to do this by displaying the following message: Existing Fund records may need similar changes.

Run the script ftvftyp.sql to update existing fund type records on FTMFTYP and associated Research Accounting Fund records on FRMFUND. This script prompts you to enter any existing fund types that you want to identify for multi-year encumbering. It cannot be used to create new fund types. For more information, refer to “New Script” on in the Banner Finance 8.0 Release Guide.

This script is located in the ../finance/*** directory.

Create a Grant record on the Grant Maintenance Form (FRAGRNT).

Associate a Grant code with a Fund code on the Fund Code Maintenance Form (FTMFUND).

Ensure that the Encumber Multi Year Labor check box on the Research Accounting Fund Maintenance Form (FRMFUND) is selected. This enables multi-year encumbering functionality for a specific grant and fund code combination. If a fund code is not associated with a grant and you select the Encumber Multi Year Labor check box, the following error message displays: Encumber Multi Year Labor only allowed on Grant related records.

Note: Any change made to the Encumber Multi Year Labor check box will be picked up when you run the Encumbrance Maintenance Process (NBPENCM) in Banner Position Control. This ensures that data is synchronized between Banner Finance and Banner Position Control.

Self Check

Directions

Use the information you have learned in this workbook to complete this self check activity.

Question 1

List the forms used to query a proposal.

Question 2

List the various Grant Reports that are available.

Answer Key for Self Check

Question 1

List the forms used to query a proposal.

Proposal Agency Inquiry Form (FRIASTP)

Proposal Budget Totals Form (FRIBUDT)

Proposal Budget Distribution Inquiry Form (FRIDBSP)

Proposal/Budget Inquiry Form (FRIBUPD)

Proposal Title Search Form (FRIKPRO)

Proposal code Inquiry Form (FRIPROP)

Proposal Status History Query Form (FRIPRST)

Proposal Personnel Query Form (FRIPSTP).

Question 2

List the various Grant Reports that are available.

Grant Inception to Date Report (FRRGITD)

Grant Budget Status Year Report (FRRGBFY)

Grant Events Report (FRREVNG)

Grant Expenditure Report (FRRINDC)

Grant Budget Report (FRRBUDG)

Deferred Grant Process (FRRGRNT).

Appendix

Section goal

The purpose of this section is to provide reference materials related to the workbook.

Forms Aid

Form	Full Name	Use this Form to...
FOAETXT	Entity Text Form	create text and associate it with grant, proposal, and PMS codes.
FOAIDEN	Person Identification Form	establish and maintain an ID number for a person or entity.
FOASYSC	System Control Maintenance Form	create and maintain global database values. With this form, users of the Research Accounting module can control the posting of indirect cost and cost share transactions to the grant ledger and the order in which Banner processes indirect costs and cost sharing.
FRABUDG	Grant Budget Form	create grant budgets.
FRABUDP	Proposal Budget Form	create proposal budgets.
FRAEVGA	Grant Events Assignment Form	attach event codes or event groups to a grant code.
FRAEVNG	Grant Event Action Form	satisfy or cancel an event that has been created or completed.
FRAEVNP	Proposal Event Action Form	satisfy or cancel an event that has been created or completed.
FRAGRNT	Grant Maintenance Form	enter or update grant information, as well as maintain agency information, key personnel information, and cost code information for indirect cost and cost share calculations on the grant.
FRAPROP	Proposal Maintenance Form	enter or update proposal information, as well as maintain agency information, key personnel information, and cost code information for indirect cost and cost share calculations on the grant.
FRIASTG	Grant Agency Inquiry Form	view and query grant activity associated with a specific agency.
FRIASTP	Proposal Agency Inquiry Form	view and query proposal activity associated with a specific agency.
FRIBDSG	Grant Budget Distribution Inquiry Form	view budget distributions for a grant.
FRIBDSP	Proposal Budget Distribution Inquiry Form	view budget distributions for a proposal.
FRIBUDG	Grant Budget Codes Inquiry Form	view and query grant budget information.
FRIBUDP	Proposal/Budget Codes Inquiry Form	view and query proposal budget information.
FRIBUDT	Proposal Budget Totals Form	perform an online query of a proposal’s budget. This form enables you to view summarized budget data, account information, cost sharing amounts, and sponsor funded amounts.
FRIBUTG	Grant Budget Totals Form	view grant budget totals by account code or account type.
FRIEVNG	Grant Events Inquiry Form	view and query event codes for a grant or all grants associated with a PMS code.
FRIGITD	Grant Inception to Date Form	retrieve account or account type information including adjusted budget, inception-to-date actual activity, encumbrance, and available balance information.
FRIGRNT	Grant Codes Inquiry Form	view and query valid grant codes.
FRIGRST	Grant Status History Inquiry Form	view and query historical information for a grant. Information is displayed in chronological order, from the earliest date to the most recent date.
FRIGTRD	Grant Transaction Detail Form	view and query a detailed list of transactions for a grant. The transactions are listed by key values, which you can select in the Key block of this form.
FRIKGNT	Grant Title Search Form	search for a grant if you lack the grant code or title of the grant. You can use words, characters, or a combination of both to search for the title of a grant.
FRIKPRO	Proposal Title Search Form	search for a proposal by the words or characters in the proposal title.
FRIMEMO	Grant Memo Ledger Inquiry Form	track the amount of a grant’s waived overhead, or memos, as defined on the Basis Definition Code Maintenance Form (FTMBASI).
FRIORGH	Grant Organization Inquiry Form	view and query grants associated with an organization code.
FRIPROP	Proposal Code Inquiry Form	query proposals and view general information about them.
FRIPRST	Proposal Status History Query Form	view proposal status history information.
FRIPSTG	Principal Investigator Grant Inquiry Form	view and query grant activity by personnel ID.
FRIPSTP	Proposal Personnel Query Form	monitor proposal activity by Personnel ID.
FRVEGRP	Event Group Validation Form	create event groups by associating events (such as billing events) with an event group code.
FRVEVNT	Event Code Validation Form	view, add, change, and delete event codes.
FRVISAC	Institution/Sponsor Account Maintenance Form	link accounts established by your institution to accounts established by a sponsoring agency and link account types established by your institution to accounts established by a sponsoring agency
FRVSACT	Sponsor Account Code Maintenance Form	view or modify the account codes linked to a sponsoring agency.
FTMAGCY	Agency Code Maintenance Form	create and maintain a list of agencies external to your installation for reporting purposes.
FTMBASI	Basis Definition Code Maintenance Form	define and establish a base code for cost calculations.
FTMCSTA	Cost Share Credit Account Code Maintenance Form	enter the accounts to which cost share amounts are to be credited, or to enter a fund code that can be used as an alternate fund to track cost share activity.
FTMCSTD	Cost Share Distribution Maintenance Form	enter the FOAPAL elements used for the cost or debit side of the cost share calculations on the grant fund.
FTMCSTR	Cost Share Rate Code Maintenance Form	enter cost share rate codes, and their related descriptions.
FTMFUND	Fund Code Maintenance Form	establish fund codes for a specific chart of accounts.
FTMINDA	Indirect Cost Charge Code Maintenance Form	enter the accounts and percentages for overhead charge calculations.
FTMINDD	Indirect Cost Distribution Maintenance Form	enter the FOAPAL distribution for the recovery of indirect charges.
FTMINDR	Indirect Cost Rate Code Maintenance Form	define an indirect cost rate code, which is a user-defined code that represents the percentage rate the sponsoring agency must contribute towards the expense.
FTMSDAT	System Data Maintenance Form	maintain information integral to the processing or maintenance of various transactions and/or reports within Finance.

Terminology

Agency

The external organization that provides funding in the form of a grant.

Examples: The National Science Foundation (NSF), the Center for Disease Control (CDC)

Direct cost

Tangible costs to an organization.

Examples: A person’s salary, the price of supplies and equipment.

Indirect costs

Intangible costs to an enterprise associated with the cost to the institution for administering the grant. Indirect costs are typically calculated a percentage of some or all direct costs.