Signatory, Security, Trainings. Simone Chavous Systems & Training Accountant

Transcription

1 Signatory, Security, Trainings Simone Chavous Systems & Training Accountant

2 Signatory Authority What is Signatory Authority? MSU Denver s policy is to ensure all payment documents are properly signed by authorized department officials before they are processed by the Accounts Payable Department. An authorized signer is responsible for acknowledging the receipt of goods or services stated on the vendor s invoice. Each department is responsible for notifying Accounting Services of any changes to their Authorized Signers. Signatory Authority does not apply to: Vendor Agreements or Contracts Pro-Cards

3 Signatory Authority, Continued Categories of Authorized Signors Primary Point of Contact-Non Signor (POC): This person does NOT have permission to sign documents, but is the primary point of contact for routing documents and questions. Not every department has a POC, but can if they choose. Authorized Signor: has permission from the department head (President, VP, Dean, Chair, etc) to sign for that department s expenses. Absent a POC the authorized signor is the first point of contact for Accounting Services. Authorized signors can assign a POC. No one can approve themselves as an Authorized Signor.

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5 Banner Security What is Banner? Banner is an administrative software application that maintains student, financial and personnel data. How do I get access? As a new employee, you are first required to set up a banner account. To do so, you must go to This webpage allows you to acknowledge/sign a FERPA agreement, once the agreement is submitted, a help desk ticket is submitted where your supervisor will have to approve the request. Once approved, a banner account will be created for the individual.

6 Banner Security What is Banner Security? There are many different modules within Banner and each require different forms/approvals for access. Accounting Services is in charge of all forms that begin with an F. The Finance forms allow you to track your budget (FGIBDSR, FGITRND, FGITBAL), vendor payments (FAIVNDH), encumbrance balances (FGIENCD). Note: These are the most commonly used.

7 Banner Security How to access the Banner Finance Forms. You can find a Banner Finance Security Request Form on the Office of the controller s website. (link below) Complete this form and submit to Accounting Services. With this form, you will gain access to the following Banner Forms: FGITRND: Detail Transaction Activity FAIVNDH: Vendor Detail History FOIDOCH: Document History NHIDIST: Labor Distribution Data Inquiry FGIBDSR: Executive Summary FGIENCD: Detail Encumbrance Activity FGIOENC: Organizational Encumbrance List

8 Banner Security Information required to fill out the Banner Security Request form Last name, First Name, Department Address Phone Number 900# User ID Position/Title Department Head approval. Is any other training required after this form is completed? You have the option to take one of our Banner Basics/Advanced Trainings.

9 Trainings What types of trainings are offered? Banner Basics & Banner Advanced Expense Transfer Fiscal Year-End Training Procurement Card, Event Card & Travel Card FOAPAL Training

10 Trainings Where do I find upcoming trainings? If a training is scheduled, you can find them in 2 different places. On our controller s website, we have upcoming trainings listed. Under Events & Calendars on MSU Denver Home, you can search by event types and see all things upcoming with the University.

11 Banner Basics/Advanced Training What do I learn in Banner Basics training? BANNER FINANCE TERMINOLOGY BANNER FINANCE NAVIGATION TIPS BANNER FINANCE FORMS FGIBDST: Budget Status FGITRND: Transaction Detail Activity FGIENCD: Encumbrance Detail Activity BANNER FINANCE REPORT VIEWING, PRINTING AND SAVING TIPS BANNER FINANCE REPORTS FGRBDSC: Budget Status FGRODTA: Org Detail Activity FGRPDTA: Program Detail Activity What do I learn in Banner Advanced Training? BANNER FINANCE TERMINOLOGY BANNER FINANCE NAVIGATION TIPS BANNER FINANCE FORMS FAIVNDH: VENDOR DETAIL HISTORY FORM FOIDOCH: DOCUMENT HISTORY FORM NHIDIST: LABOR DISTRIBUTION DATA INQUIRY FORM

12 Expense Transfer Training The Expense Transfer training is a brand new process and we will be hosting our first trainings shortly. You can find the trainings on the controller s webpage. This training will walk you through the new online process of expense transfers.

13 Fiscal Year-End Training Fiscal Year-End trainings are held on a monthly basis. You can view upcoming sessions on the controller s website. What do I learn in a Fiscal Year-End Training? Section 1: Review definitions, examples, and in-class exercises of: Fiscal Year Fiscal Year end schedules and cut off dates Accruals Pre-Paid Expenses Signatory Authority Section 2: Review Fiscal Year-End schedules, contact information, resources

14 Procurement/Event/Travel Card Training MSU Denver offers three separate types of Credit Cards. Procurement Card: The card is used by MSU Denver employees to purchase goods and services for University use. The authorized cardholder is able to purchase directly on behalf of MSU Denver, thereby allowing tax-exempt use. Transactions are paid by MSU Denver to the bank. Event Card: The card is a corporate card and is intended to support travel related purchases for meetings, occasional travelers, and guests of the University. It is not meant for individual food purchases on travel status (per diem) but can be used for official function purchases (ex: dept. hosting an event & catering is required) Travel Card: The card is an individual liability card. The cardholder is responsible in making sure that payment is made on time from the travel reimbursement received by the University. Note-this card must be used for all travel related expenses

15 Procurement/Event/Travel Training Cont d In order to receive one of these cards, you must review the handbooks/manuals associated with the particular cards. After you review the manual, of the card of your choice, you must take the trainings that follow. Upon completion, Accounting Services will contact you with further information regarding the application process. The links to the trainings are below: Procurement Card Training (must take the purchasing training as well): Purchasing Training: Travel Training (for both the Travel & Event Card):

16 FOAPAL Training FOAPAL Training is a new training that will be provided. This training will cover the following information: What is a FOAPAL? About the Chart of Accounts & other terminology This will go more in depth about what a Fund, Organization, Account, Program, Activity, & Location is. How to Query FOAPALs

17 QUESTIONS? If you have any questions or concerns, please feel free to contact Accounting Services at