Guide to Finance, Human Resource, and Payroll Forms

Transcription

1 Guide to Finance, Human Resource, and Payroll s This document assembled from two documents: Office of Business and Financial Services Guide to Banner Finance s, V 2.0,(3-07), and Guide to Banner & Other Human Resources & Payroll s, OBFS Training & HR Staff Development, V 3.0 (1-05). NOTE: This document is a ongoing document, contains only BANNER forms key for them mentioned tasks. All BANNER forms and your accessibility to any form or process will be controlled by your security, controlled through your Unit Security Contact.. Please send all corrections and suggestions for changes to Ed Valentine, Coordinator, Business System User Services, ([email protected]) (Version 1.0 eav )

2 Table of Contents Section 1: Finance s By Task ( What Do I Use To? )... 3 Journal Voucher Processing General Encumbrances Accounts Receivable... 5 Grants Purchasing Receiving Accounts Payable Queries General Ledger Queries Section 2: Finance by Name ( What Can I Do With This? ) Journal Voucher Processing General Encumbrances Accounts Receivable Grants Purchasing Receiving Accounts Payable Queries General Ledger Queries Section 3: HR-Payroll s by Task ( What Do I Use To? Adjustment Processing Labor Distribution s One-Time Pay s Person Information s Employee Information s Leave Information s (including FMLA) New Hire: Civil Service or Academic / Faculty Employees New Hire: Student Employees and Other (Hourly, Extra Help Non-clerical, GA s. Unpaid) Separations (Civil Service, Academic / Faculty, Student Employees, Other) Departmental Time Entry for Bi-Weekly Employees Section 4: Alphabetical List of s Cited OBFS and UIC HR Training Guide to Finance, Human Resources and Payroll s Last Saved 3/4/08 Page 2 of 33

3 SECTION 1: FINANCE FORMS BY TASK ( WHAT FORM DO I USE TO.? ) FINANCE FORMS Journal Voucher Processing What Do I Use To Title Name Prepare a journal voucher for an encumbrance-related transaction or for a fixed asset transfer? Simplify the process of creating journal vouchers with one debit and multiple credits, or multiple debits and one credit? Display each accounting distribution for a journal voucher in a spreadsheet format? Prepare a journal voucher with a form that shows descriptions of the FOAPAL segment codes? Access an in-process (incomplete) journal voucher? See the statuses of all journal vouchers that I created? See the statuses of all journal vouchers that another BANNER user created? Review the details of a posted journal voucher? Review the details of an unposted journal voucher to determine if it is postable or suspended? See only the statuses for journal vouchers that are unposted? Update the document text of a journal voucher? Find out the Originator and all Approvers of a journal voucher? Journal Voucher Entry Journal Voucher Mass Entry Journal Voucher Mass Entry Journal Voucher Quick Journal Voucher Entry or Journal Voucher Mass Entry or Journal Voucher Quick Document By User Document By User (Must enter the user s enterprise ID.) Document Retrieval Inquiry Journal Voucher Summary List of Suspended Journal Vouchers General Text Entry Document Approval History FGAJVCD FGAJVCM FGAJVCM FGAJVCQ FGAJVCD FGAJVCM FGAJVCQ FOADOCU FOADOCU FGIDOCR FGIJSUM FGIJVCD FOATEXT FOIAPPH Resources and Payroll s Page 3 of 33

4 SECTION 1: FINANCE FORMS BY TASK ( WHAT FORM DO I USE TO.? ) General Encumbrances What Do I Use To Title Name Create a General Encumbrance? View a list of all encumbrances that I created? View a list of all encumbrances that another Banner user created? View a summary list of all general encumbrances in the Banner system? Review detailed transaction activities against an encumbrance? Display all open encumbrances by Organization and/or Fund? Increase or decrease each sequence of a general encumbrance? Partially or totally liquidate each sequence of a general encumbrance? Find out if an encumbrance is open or closed? Encumbrance/Reservations Maintenance Document By User Document By User Encumbrance List Detail Encumbrance Activity Organizational Encumbrance List Journal Voucher Entry Journal Voucher Entry Encumbrance List Or Detail Encumbrance Activity FGAENCB FOADOCU FOADOCU FGIENCB FGIENCD FGIOENC FGAJVCD FGAJVCD FGIENCB FGIENCD Resources and Payroll s Page 4 of 33

5 SECTION 1: FINANCE FORMS BY TASK ( WHAT FORM DO I USE TO.? ) Accounts Receivable What Do I Use To Title Name Mass bill charges that are not term specific? Mass bill term specific charges for students? Data entry for student account and/or term related charges? Billing Mass Data Entry Billing Mass Data Entry Student Student Account Detail TFAMASS TSAMASS TSADETL Close a cashier session? Cashier Session Review TGACREV View account comments? Comment Central TGACOMC Research detailed items on an account such as charges, payments and deposits? Account Detail TFADETL Look up GAR information? Account Detail Review TFIAREV View GAR aging information and set billing and delinquency codes? Account Review Finance TFAACCT View a student account? Customer Service Inquiry TSICSRV View student account aging information and set billing and delinquency codes? Account Review Student TSAACCT Search for a student by name? Person Search SOAIDEN Search a GAR customer or non-student by name? View a student account in detail? Person Identification Finance Account Detail Review Student FOAIDEN TSAAREV Resources and Payroll s Page 5 of 33

6 SECTION 1: FINANCE FORMS BY TASK ( WHAT FORM DO I USE TO.? ) Grants (First page) What Do I Use To Title Name Look up grant attributes? Grant Maintenance FZAGRNT Query index codes? Account Index Code Validation FTVACCI Track activities as they are posted against an encumbrance? Detail Encumbrance Activity FGIENCD Display all items in an approval queue? User Approval FOAUAPP Review the information regarding each budget? View grants associated with a specific unit? View billing activity and corresponding payment history associated with a grant? View the total amount billed for a grant, total amount paid and total refunds? Grant Budget Distribution Inquiry Grant Organization Inquiry Grant Billing Query Research Accounting Billing Detail Inquiry FZIBDSG FRIORGH FZIBILL FZIBDET View a unit s budget activity and transaction details by Account code? Grant Inception To Date and Grant Transaction Detail FZIGITD FZIGTRD Find out information about a grant including the description and award amount? Find out how a budget was put in by OBFS Grants and Contracts? Find out the overdraft status of a grant project? See all Fund codes associated with a grant? Query indirect cost charge codes? Grant Maintenance Grant Budget Distribution Inquiry Grant Inception To Date Grant Inception To Date (Check Fund Summary box.) Indirect Cost Charge Code Maintenance FZAGRNT FZIBDSG FZIGITD FZIGITD FTMINDA Resources and Payroll s Page 6 of 33

7 SECTION 1: FINANCE FORMS BY TASK ( WHAT FORM DO I USE TO.? ) Grants (Second page) What Do I Use To Title Name Query indirect cost distribution codes? Query indirect cost basis codes? Query indirect cost rate codes? Indirect Cost Distribution Maintenance Basis Definition Code Maintenance Indirect Cost Rate Code Maintenance FTMINDD FZMBASI FZMINDR Look up payments for a grant? Grant Payments Entry FZAAREV Find out all the grants that a Principal Investigator has? View all grants associated with an agency? Search for a grant code using any part of the grant s long title? View budget codes associated with a grant code? View the line item amounts established in a grant budget? Look at hierarchy information to find out if a grant is a Federal grant or a State of Illinois grant? Grant Personnel Inquiry Grant Agency Inquiry Grant Title Search Grant Budget Codes Inquiry Grant Budget Distribution Inquiry Agency Hierarchy Query FRIPSTG FRIASTG FRIKGNT FRIBUDG FZIBDSG FTIAGYH Search for existing Fund codes? Fund Code Maintenance FZMFUND Find personnel associated with a Fund code? Fund Code Maintenance (Click Personnel Information under the Options menu.) FZMFUND Resources and Payroll s Page 7 of 33

8 SECTION 1: FINANCE FORMS BY TASK ( WHAT FORM DO I USE TO.? ) Purchasing (First Page): What Do I Use To Title Name Prepare a purchase requisition resulting in a purchase order? See the status of all requisitions and purchase orders that I created, e.g., have they been paid, were the items returned? Display all completed requisitions awaiting approval? Requisition Document History Approvals Notification FZAREQN FOIDOCH FOIAINP Approve or disapprove a requisition? User Approval FOAUAPP Show all the requisitions a user has approved? Find out the Originator and all Approvers of a requisition? Print requisitions? Approval History Document Approval History Requisition Query (Use File, Print.) FOIAPHT FOIAPPH FPIREQN Cancel a requisition? Requisition Cancel FPARDEL Delete an in-process (incomplete) requisition? Requisition FZAREQN Copy a requisition or purchase order into a new requisition? Query requisitions? Update the document text for an in-process (incomplete) requisition? Requisition Requisition Query or Requisition Validation Procurement Text Entry FZAREQN FPIREQN FPIRQST FOAPOXT (Access via FZAREQN / Options, Doc Text) Resources and Payroll s Page 8 of 33

9 SECTION 1: FINANCE FORMS BY TASK ( WHAT FORM DO I USE TO.? ) Purchasing (Second Page): What Do I Use To Title Name Determine which individuals in my department are authorized to approve a requisition? Document Approval FOAAINP Locate all requisitions from a specific requestor? Requisition Query or Requisition Validation FPIREQN FPIRQST See if a vendor currently exists in the Banner database? Find the address of a vendor? Look up a requisition to see if it has been approved and/or if a buyer has assigned a purchase order number to it? Look up encumbrances, balances of a purchase order and change order increases? Entity Name / ID Search Vendor Maintenance and Person Identification Document History or Purchase/Blanket/Change Order Query Encumbrance List and Detail Encumbrance Activity FZIIDEN FTMVEND FOAIDEN FOIDOCH FPIPURR FGIENCB FGIENCD Resources and Payroll s Page 9 of 33

10 SECTION 1: FINANCE FORMS BY TASK ( WHAT FORM DO I USE TO.? ) Receiving What Do I Use To Title Name Prepare a receiving order to receive a partial or full order? Access and view receiving documents related to purchase order documents? Delete an in-process receiving document? Create an adjustment to a previously received purchase line item? Query for a return? Record return shipment information for specific commodity line items on a purchase order? Receiving Goods Document History Receiving Goods Receiving Goods Return Goods Validation List and Document History Returned Goods FPARCVD FOIDOCH FPARCVD FPARCVD FPIRTRN FOIDOCH FPARTRN Resources and Payroll s Page 10 of 33

11 SECTION 1: FINANCE FORMS BY TASK ( WHAT FORM DO I USE TO.? ) Accounts Payable Queries (First Page) What Do I Use To Title Name See if a vendor currently exists in the Banner database? Find the address of a vendor? Find all payments to a single UIN or Vendor ID number by Fiscal Year? Identify categories of invoices in the system for a single vendor ID or UIIN: All, Open, Paid? Query a summary of transaction and commodity details by a specific vendor ID and invoice number? Search for a PO number and payment status by the vendor s invoice number? Query of list of invoices by document status category (Open, Paid, Suspense, Hold)? Entity Name/ID Search Vendor Maintenance and Person Identification Vendor Detail History Query Vendor Detail History Query Vendor Invoice Query Vendor Invoice Query Invoice/Credit memo List FZIIDEN FTMVEND FOAIDEN FAIVNDH FAIVNDH FAIVINV FAIVINV FAIINVL Search payment details by check number? Check Payment History FAICHKH Identify and review all transactions paid on a check, the vendor name, the date of the check and the amount of the check? Review all transaction details for a specific Banner Invoice document number? Review year-to-date total dollars paid to a single vendor ID number by Fiscal Year? Display all the connected purchasing and payment documents and statuses in the processing path of a specific invoice or check document number? Determine the check number on which an invoice was paid? Check Payment History Invoice/Credit Memo Query Vendor History Query Document History Document History FAICHKH FAIINVE FAIVHIS FOIDOCH FOIDOCH Resources and Payroll s Page 11 of 33

12 SECTION 1: FINANCE FORMS BY TASK ( WHAT FORM DO I USE TO.? ) Accounts Payable Queries (Second Page) What Do I Use To Title Name Search for invoice and receiving data specific to a single vendor ID number or name? Search for invoice and receiving data for a specific Invoice or Purchase Order document number? Display open invoices by chart of accounts or FOAPAL elements? To display the payment schedule for a recurring invoice document? Validate a check number and its corresponding bank code? Verify Receipt Status of an Invoice, Purchase Order, or Requisition? Review the accounting distribution of an invoice document? Review the transaction postings for an invoice or check document? Search for a one-time vendor payment? Find out the Originator and all Approvers of an invoice document transaction? Find and review text notes recorded for a specific invoice, vendor or check transaction? Review encumbrance details and track invoice transactions posted against general encumbrance and purchase order encumbrance balances? Receiving/Matching Status Query Receiving/Matching Detail Query Open Invoices by FOAPAL Recurring Payables /Query Check Number Validation Receipt Required Indicator Query Commodities and Accounting Review Query Document Retrieval Inquiry Document Retrieval Inquiry Document Approval History General Text Entry Encumbrance List and Detail Encumbrance Activity FAIIREC FPIIREC FAIOINF FAARUIV FTICHKS FPARRIM FOICACT FGIDOCR FGIDOCR FOIAPPH FOATEXT FGIENCB FGIENCD Resources and Payroll s Page 12 of 33

13 SECTION 1: FINANCE FORMS BY TASK ( WHAT FORM DO I USE TO.? ) General Ledger Queries What Do I Use To Title Name View a unit s budget activity and transaction details for a FOAPAL by Account (for transactions that posted to the FOAPAL and transactions that roll up to that FOAPAL)? View a unit s budget activity and transaction details for a FOAPAL by Account (for transactions that posted to that FOAPAL only)? Compute and view my Fund Balance? View the Account balances for a Fund? Executive Summary and Detail Transaction Activity Organization Budget Status and Detail Transaction Activity General Ledger Trial Balance General Ledger Trial Balance FGIBDSR FGITRND FGIBDST FGITRND FGITBAL FGITBAL View my already computed Fund Balance? Trial Balance Summary FGITBSR Query and display transaction details for specific funds and accounts? General Ledger Trial Balance or Trial Balance Summary and General Ledger Activity FGITBAL FGITBSR FGIGLAC Resources and Payroll s Page 13 of 33

14 SECTION 2: FINANCE FORMS BY NAME ( WHAT CAN I DO WITH THIS FORM? ) Journal Voucher Processing Name Title What Can I Do With This? FGAJVCD FGAJVCM FGAJVCQ FGIDOCR FGIJSUM FGIJVCD FOADOCU FOATEXT FOIAPPH Journal Voucher Entry Journal Voucher Mass Entry Journal Voucher Quick Document Retrieval Inquiry Journal Voucher Summary List of Suspended Journal Vouchers Document By User General Text Entry Document Approval History Prepare a journal voucher for an encumbrance-related transaction or for a fixed asset transfer. Access an in-process (incomplete) journal voucher to complete it. Increase or decrease each sequence of a general encumbrance. Partially or totally liquidate each sequence of a general encumbrance. Access an in-process (incomplete) journal voucher to complete it. Simplify the process of creating journal vouchers with one debit and multiple credits, or multiple debits and one credit. Display each accounting distribution for a journal voucher in a spreadsheet format. Access an in-process (incomplete) journal voucher to complete it. Prepare a journal voucher with a form that shows descriptions of the FOAPAL segment codes. Review the details of a posted journal voucher including its document text. Verify that a journal voucher has been posted. Review the details of an unposted journal voucher to determine if it is postable or suspended. See only the statuses for journal vouchers that are unposted. See the statuses of all journal vouchers I created. See the statuses of all journal vouchers that another Banner user created (must enter user s enterprise ID). View a list of all encumbrances that I created View a list of all encumbrances that another Banner user created (must enter the user s enterprise ID). Update the document text of a journal voucher. View the reason that a transaction was made. Find out the name, unit and phone number of the person who made the transaction. Find out the Originator and all Approvers of a journal voucher. View a journal voucher s approval history. Resources and Payroll s Page 14 of 33

15 SECTION 2: FINANCE FORMS BY NAME ( WHAT CAN I DO WITH THIS FORM? ) General Encumbrances Name Title What Can I Do With This? FGAENCB FGAJVCD FGIENCB FGIENCD FGIOENC FOADOCU Encumbrance / Reservations Maintenance Journal Voucher Entry Encumbrance List Detail Encumbrance Activity Organizational Encumbrance List Document By User Create a general encumbrance. Prepare a journal voucher to increase or decrease each sequence of a general encumbrance. Prepare a journal voucher to partially or totally liquidate each sequence of a general encumbrance. Access an in-process (incomplete) journal voucher to complete it. View a summary list of all general encumbrances in the Banner system. Find out if an encumbrance is open or closed. Look up encumbrances, balances of a purchase order, and change order increases. Review detailed transaction activities against an encumbrance. Find out if an encumbrance is open or closed. Track grant activities as they are posted against an encumbrance. Look up encumbrances, balances of a purchase order, and change order increases. Display all open encumbrances by Organization and/or Fund. View a list of all encumbrances that I created. View a list of all encumbrances that another Banner user created (must enter the user s enterprise ID). See statuses of all journal vouchers that I created. See statuses of all journal vouchers that another Banner user created (must enter the user s enterprise ID). Resources and Payroll s Page 15 of 33

16 SECTION 2: FINANCE FORMS BY NAME ( WHAT CAN I DO WITH THIS FORM? ) Accounts Receivable Name Title What Can I Do With This? FOAIDEN Person Identification Finance Search a General Accounts Receivable (GAR) customer or non-student by name. Look up GAR address information. SOAIDEN Person Search Search for a student by name. TFAACCT Account Review Finance View GAR aging information and set billing and delinquency codes. TFADETL Account Detail Data entry form for general account charges. TFAMASS TFIAREV TGACOMC TGACREV TSAACCT TSAAREV TSADETL TSAMASS TSICSRV Billing Mass Data Entry Account Detail Review Comment Central Cashier Session Review Account Review Student Account Detail Review Student Student Account Detail Billing Mass Data Entry Student Customer Service Inquiry Mass bill charges that are not term specific. Look up GAR information. View account comments. Close a cashier session. Review data entry transactions entered in Banner. View student account aging information and set billing and delinquency codes. View a student account in detail. Data entry for student account and/or term related charges. Mass bill term specific charges for students. View a student account. Resources and Payroll s Page 16 of 33

17 SECTION 2: FINANCE FORMS BY NAME ( WHAT CAN I DO WITH THIS FORM? ) Grants (Page 1 of 2) Name Title What Can I Do With This? FGIENCD FOATEXT FOAUAPP FOIAPHT FOIAPPH FRIASTG FRIBUDG FRIKGNT FRIORGH FRIPSTG FTIAGYH FTVACCI Detail Encumbrance Activity General Text Entry User Approval Approval History Document Approval History Grant Agency Inquiry Grant Budget Codes Inquiry Grant Title Search Grant Organization Inquiry Grant Personnel Inquiry Agency Hierarchy Query Account Index Code Validation Track grant activities as they are posted against an encumbrance. Find out if an encumbrance is open or closed. Enter and update the required document text for a transaction. View the reason a transaction was disapproved.. Find out the name, unit and phone number of the person who made the transaction. Display all items in an approval queue. Approve or disapprove a document. View a document s approval history. Show all the documents a user has approved. View an online display of documents sorted by document code. View a document s approval history. Find out the Originator and all Approvers of a document. View all grants associated with an agency. View budget codes associated with a grant code. Search for a grant code using any part of the grant s long title. View grants associated with a specific unit. Find out all the grants that a Principal Investigator has. Find an agency s place in its hierarchy. Locate an agency s predecessor to find out if a grant is a Federal grant or a State of Illinois grant. Query index codes. Resources and Payroll s Page 17 of 33

18 SECTION 2: FINANCE FORMS BY NAME ( WHAT CAN I DO WITH THIS FORM? ) Grants (Page2 of 2 Name Title What Can I Do With This? FTMINDA FTMINDD FZAAREV FZAGRNT FZIBDET FZIBDSG FZIBILL Indirect Cost Charge Code Maintenance Indirect Cost Distribution Maintenance Grant Payments Entry Grant Maintenance Research Accounting Billing Detail Inquiry Grant Budget Distribution Inquiry Grant Billing Query Query indirect cost charge codes. Query indirect cost distribution codes. Look up payments for a grant. Look up grant attributes. Find out information about a grant including the description and award amount. View the total amount billed for a grant, total amount paid and total refunds. Review the information regarding each budget. Find out how a budget was put in by OBFS Grants and Contracts. View billing activity and corresponding payment history associated with a grant. FZIGITD FZIGTRD FZMRFND FZMBASI FZMINDR FZMFUND Grant Inception To Date Grant Transaction Detail Research Accounting Fund Maintenance Basis Definition Code Maintenance Indirect Cost Rate Code Maintenance Fund Code Maintenance View a unit s budget activity and transaction details by Account code. Find out the overdraft status of a grant project. See all Fund codes associated with a grant. (Check Fund Summary box.) View a unit s budget activity and transaction details by Account code. Query a grant s indirect cost codes. Query indirect cost basis codes. Query indirect cost rate codes. Search for existing Fund codes. Find Fund personnel associated with a Fund code Resources and Payroll s Page 18 of 33

19 SECTION 2: FINANCE FORMS BY NAME ( WHAT CAN I DO WITH THIS FORM? ) Purchasing (Page 1 of 2) Name Title What Can I Do With This? FZAREQN FTVCOMM FTVSHIP FZIIDEN FTMVEND FOAIDEN FOAAINP FOAPOXT FOAUAPP FOIAINP FOIAPHT FOIAPPH FPROPNR Requisition Commodity Validation Ship to Validation Entity Name / ID Search Vendor Maintenance and Person Identification Document Approval Procurement Text Entry User Approval Approvals Notification Approval History Document Approval History Open Request Report Prepare a purchase requisition resulting in a PO. Delete an in-process (incomplete) requisition. Copy a requisition or PO into a new requisition. Display commodity codes and associated descriptions defined to the system. Verify or select a commodity code to process. Display ship to codes defined in Banner. Verify shipping locations for purchasing commodity deliveries. See if a vendor exists in the Banner database. Find the address of a vendor. Determine which individuals in my department are authorized to approve a requisition. Approve or disapprove an invoice or other document. Display remaining invoices in the approval queues. Update the document text for an in-process (incomplete) requisition (Access via FZAREQN / Options, Doc Text). Approve or disapprove a requisition or other document. Display all items in an approval queue. Display all completed requisitions or other documents awaiting approval. View a document s approval history. Show all the documents a user has approved. View a display of documents sorted by document code. View a document s approval history. Find the Originator and Approvers of a document. Display the status of requests for goods and services that have not been fully satisfied (open). Resources and Payroll s Page 19 of 33

20 SECTION 2: FINANCE FORMS BY NAME ( WHAT CAN I DO WITH THIS FORM? ) Purchasing (Page 2 of 2) Name Title What Can I Do With This? FOIDOCH FGIENCB FGIENCD FPIPURR FPIREQN FPIRQST Document History Encumbrance List Detail Encumbrance Activity Purchase/Blanket/ Change Order Query Requisition Query Requisition Validation See the status of all requisitions and PO s I created, e.g., if paid, if items were returned. Look up a requisition to see if it has been approved and/or if a buyer has assigned a PO number to it. Access and view processing and payment records associated with a PO, invoice or check. Query for a return. Determine check number on which an invoice was paid. Look up encumbrances, PO balances, and change order increases. View a summary list of encumbrances in Banner. Find out if an encumbrance is open or closed. Look up encumbrances, balances of a PO, and change order increases. Find out if an encumbrance is open or closed. Review detailed transaction activities against an encumbrance. Look up a requisition to see if it has been approved and/or if a buyer has assigned a number to it. Display purchase orders that are completed, approved, closed, cancelled or in progress. Print requisitions. (Use File, Print.) Query requisitions. Locate all requisitions from a specific requestor. View completed, approved, closed, canceled, or inprocess requisitions. View document information (including cancel date and reason, close date). View requestor and ship to information. View vendor information. View commodity and FOAPAL information. View text associated with the requisition. Query requisitions. Locate all requisitions from a specific requestor. Resources and Payroll s Page 20 of 33

21 SECTION 2: FINANCE FORMS BY NAME ( WHAT CAN I DO WITH THIS FORM? ) Receiving Name Title What Can I Do With This? FOIDOCH Document History Access and view receiving documents related to purchase order documents. Query for a return. See the status of all requisitions and purchase orders that I created, e.g., have they been paid, were the items returned. Look up a requisition to see if it has been approved and/or if a buyer has assigned a purchase order number to it. Identify and find the status of all documents in the processing path for a selected document and find the processing history of purchasing and payment documents. Determine the check number on which an invoice was paid. FPARCVD FPARTRN FPIIREC FPIRTRN Receiving Goods Returned Goods Receiving/Matching Detail Query Return Goods Validation List Prepare a receiving order to receive a partial or full order. Delete an in-process receiving document. Create an adjustment to a previously received purchase line item. Record return shipment information for specific commodity line items on a purchase order. Search for invoice and receiving data for a specific invoice or purchase order document number. Query for a return. Resources and Payroll s Page 21 of 33

22 SECTION 2: FINANCE FORMS BY NAME ( WHAT CAN I DO WITH THIS FORM? ) Accounts Payable Queries (1 of 2) Name Title What Can I Do With This? FZIIDEN FTMVEND FOAIDEN FAARUIV FAICHKH FAIINVE Entity Name / ID Search Vendor Maintenance and Person Identification Recurring Payables Check Payment History Invoice/Credit Memo Query See if a vendor currently exists in the Banner database. Review status of existing vendor ID or UIN in the Banner database for Entity indicator column (P/C) and the V (Vendor indicator column: Y (Yes), N (No), T (Terminated). Find the address of a vendor. Display the payment schedule for a recurring invoice document. Find out how many payments are remaining on an invoice. Search payment details by check number. Identify and review all transactions paid on a check, the vendor name, the date of the check, and the amount of the check. Review available invoice images for listed transactions. Review all transaction details for a specific Banner invoice document number. FAIINVL Invoice/Credit Memo List Query a list of invoices by document status category (Open, Paid, Suspense, Hold). FAIIREC FAIOINF FAIVHIS FAIVINV Receiving/Matching Status Query Open Invoices by FOAPAL Vendor History Query Vendor Invoice Query Search for invoice and receiving data specific to a single vendor ID number or name. Display open invoices by chart of accounts or FOAPAL elements. Review year-to-date total dollars paid to a single vendor ID number by Fiscal Year. Query a summary of transaction and commodity details by a specific vendor ID and invoice number. Search for a PO number and payment status by the vendor s invoice number. Resources and Payroll s Page 22 of 33

23 SECTION 2: FINANCE FORMS BY NAME ( WHAT CAN I DO WITH THIS FORM? ) Accounts Payable Queries (2 of 2) Name Title What Can I Do With This? FAIVNDH FGIDOCR FOATEXT FOIAPHT FOIAPPH FOICACT FOICOMM FOIDOCH FPARRIM FPIIREC Vendor Detail History Query Document Retrieval Inquiry General Text Entry Approval History Document Approval History Commodities + Accounting Review Query Commodities for Review Query Document History Receipt Required Indicator Query Receiving/Matching Detail Query Find all payments to a single UIN or vendor ID by FY. Identify categories of invoices in the system for a single vendor ID or UIN: All, Open, Paid. Review the transaction postings for an invoice or check document (as well as for requisitions, purchase orders and journal vouchers). Search for a one-time vendor payment using the Document field search option. Update the document text of a transaction Find and review text notes recorded for a specific invoice, vendor or check transaction. View display of documents sorted by document code. View a document s approval history. Show all the documents a user has approved. Find out the Originator and Approvers of a document. View a document s approval history. Review the accounting distribution of an invoice document. Display detailed information about an invoice commodity. See status of all related transactions for a single document number (requisitions,pos,invoices, returns, receiving, etc.) Access and view processing and payment records associated with a PO, invoice or check. Find the check number on which an invoice was paid. Research a check s history. Query for a return. Verify receipt status of an invoice, PO, requisition. Search for invoice and receiving data for a specific invoice or purchase order document number. Identify invoice transactions awaiting receiving documents. FTICHKS FGIENCB FGIENCD Check Number Validation Encumbrance List Detail Encumbrance Activity Validate a check number and corresponding bank code. Query for a list of payments for specific date or bank. Review encumbrance details and track invoice transactions posted against general encumbrance and purchase Resources and Payroll s Page 23 of 33

24 SECTION 2: FINANCE FORMS BY NAME ( WHAT CAN I DO WITH THIS FORM? ) General Ledger Queries Name Title What Can I Do With This? FGIBDSR FGIBDST FGIGLAC FGITBAL FGITBSR FGITRND Executive Summary Organization Budget Status General Ledger Activity General Ledger Trial Balance Trial Balance Summary Detail Transaction Activity View a unit s budget activity and transaction details for a FOAPAL by Account (for transactions that posted to the FOAPAL and transactions that roll up to that FOAPAL). View a unit s budget activity and transaction details for a FOAPAL by Account (for transactions that posted to that FOAPAL only). Query outstanding encumbrances, using any data entry combination of Fund, Organization, Account, Account Type, Program, Activity, or Location. Query and display transaction details for specific Funds and Accounts. Compute and view my Fund balance. View the Account balances for a Fund. Query and display transaction details for specific Funds and Accounts. View my already computed Fund balance. Query and display transaction details for specific Funds and Accounts. View a unit s budget activity and transaction details for a FOAPAL by Account (for transactions that posted to the FOAPAL and transactions that roll up to that FOAPAL). View a unit s budget activity and transaction details for a FOAPAL by Account (for transactions that posted to that FOAPAL only). Resources and Payroll s Page 24 of 33

25 SECTION 4 : ALPHABETICAL LIST OF FORMS CITED HUMAN RESOURCES & PAYROLL FORMS Adjustment Processing s What form do I use to Title Names Hint? Confirm that an employee s job or record was created properly? Review the payroll calculation schedule? Submit a request to Payroll to correct time entry errors when a timesheet has been approved but before the final payroll calculation? Submit a request to Payroll to process an adjustment for an overpayment and/or to send an overpayment letter? Review an adjustment notification and approve it, reject it, or return it for correction? How do we differentiate an adjustment in Banner then in ANA with this question? Is it the term notification? Edit or delete a returned adjustment notification? Determine the disposition of a timesheet? Make a positive post-payroll adjustment when an employee was underpaid during a previous pay period? Submit an adjustment to the Department Approver s Worklist? Review adjustments in my Department Approver Worklist and assign and route them to Payroll? Erase a rejected adjustment? Correct an adjustment returned for correction? Banner Employee Summary View University Payroll Schedule Adjustment Notification Application (ANA) du/ana/index.cfm Banner Pay Event List PZILIST Workflow and the Banner Adjustment Processing PZAADJT NZIESUM payrollschedule.xls Refer to the ANA Training Guide du/earnings/ana_trainin g.pdf du/jobaids/pg_pe_adjus tmentprocessingfor%20 Units_B7.3.pdf du/jobaids/pg_pe_adjus tmentprocessingfor%20 Units_B7.3.pdf Check an adjustment s status in Workflow? Check an adjustment s status in Banner? StatusAdj_PZAADJT_B7.3.pdf AdjStatusSearch_B7.3.pdf Resources and Payroll s Page 25 of 33

26 SECTION 4 : ALPHABETICAL LIST OF FORMS CITED What form do I use to Banner Labor Redistribution s Title Name, Job Aid Perform a redistribution of earnings for a single pay event or for multiple pay events?? Perform a labor distribution or redistribution? for a single employee for multiple FOAPALS Labor Redistrib ution PZAREDS E_LaborRedist_B7.3.pdf Perform a labor redistribution for an employee not in my organization? Not possible, You need to own the job. Banner One-Time Pay s What form do I use to Title Name Enter the hiring information for a person who I will pay only one time? Enter the necessary data to pay a person one time only (outside the normal payroll process)? One-Time Payment PEA1PAY Banner Person Information s What form do I use to Title Name View a UIN / SSN? View an address? (Campus, permanent, etc.) View Emergency Contact information? View address? Identification Identification, or Address PPAIDEN PPAIDEN GOAEMAL - View Visa Information? International Information GOAINTL View Work Experience? Person Experience PPAEXPR View Certification / License / Endorsement information? Certification Information PPACERT View Publications? View Driver s License? View Honors and Awards? General Information PPAGENL Resources and Payroll s Page 26 of 33

27 SECTION 4 : ALPHABETICAL LIST OF FORMS CITED Banner Employee Information s What form do I use to Title Name Search for an employee when you don t know the UIN or SSN? Employee Search POIIDEN Search for a person s UIN using the SSN? SSN / SIN Alternate ID Search GUIALTI Find general employee information using their UIN? View a summary of employee information for all jobs, such as FTE, Titles, Rates, Labor Distributions, etc.? Submit an employee name change to Central HR? Submit an employee FTE change? Change an employee s job title? Employee Information Employee Summary View Personnel Information Transmittal Report Personnel Information Transmittal Report Position Definition and Personnel Information Transmittal Report PEAEMPL NZIESUM PITR PITR NBAPOSN PITR View FTE changes? Employee Summary View NZIESUM Update an employee work schedule? Employee Jobs NZAJOBS View last workday (Terminated employees only)? Employee Information PEAEMPL View Job Information, Personnel Change Date? Employee Job NBAJOBS View Position budget, salary budget and position labor distributions? Position Budget NBAPBUD Enter salary changes? Position Budget NBAPBUD View position descriptors? Position Description PAAPDES View codes for position duties? Position Classification Descriptors PAACDES View Pape Numbers? Regulatory Information (Natl Occupation Code Field) in NBAPSON View Faculty Discipline areas? Regulatory Information option NBAPOSN View incumbent information for a position? Position incumbent list NBIPINC Resources and Payroll s Page 27 of 33

28 SECTION 4 : ALPHABETICAL LIST OF FORMS CITED Banner Leave Information s What form do I use to Title Name Enter non-fmla or non-sabbatical leave dates? Employee Leave of Absence PZAELOA Submit leave request and approvals to Central HR? Submit sabbatical leave information to Central HR? Update AP leave balances if transferring positions? Update Academic shared benefits balances? Personnel Information Transmittal Report Employee Leave Balances PITR PEALEAV Report Civil Service vacation or sick leave time? Electronic Approvals of Time Entry PHATIME Enter or view non-fmla or non-sabbatical leave dates? Employee Leave Balances or Employee Leave History PEALEAV PEILHIS Banner Family Medical Leave (FMLA) Information s What form do I use to Title Name View FMLA Status? Enter or view FMLA eligibility dates (Year Begin and End Dates)? Enter FMLA leave request dates? Enter or view the status of a FMLA leave request? Employee FMLA Information PEIFMLA Enter or view partial paid or unpaid FMLA leave of absence dates? Employee Leave of Absence PZAELOA Submit leave request or approvals to Central HR? Personnel Information Transmittal Report PITR Resources and Payroll s Page 28 of 33

29 SECTION 4 : ALPHABETICAL LIST OF FORMS CITED New Hire - Civil Service Employees s What form do I use to Request a civil service employee position? Search for an existing UIN for the new hire employee? Create a new hire logon? Submit new hire job information to Central HR? View employee information? Title \ Name and :Links Employee Requisition form DART New Hire process or i-card System DART New Hire process Personnel Information Transmittal Report (PITR) Employee Summary View (NZIESUM) New Hire - Academic/Faculty Employees s This category includes Academic Professionals (AP), Faculty, Clinical and Research Faculty, Visiting Faculty, Lecturers, and Post-doctoral Research Associates. What form do I use to Title Name Request a new AP position? Create a new position (AP, Faculty, Other Academic)? Enter a job title? Attach position description attributes (e.g., position is security sensitive)? Create a budget for a position? Create a salary budget for a position? Principal Administrative Position Exemption Position Definition Position Description Position Budget PAPE NBAPOSN PAAPDES NBAPBUD Search for an existing UIN for the new hire employee? Create a new hire logon? DART New Hire process or i-card System DART New Hire process Submit new hire job information to Central HR? Submit employee reappointment information to Central HR? Submit faculty promotion information to Central HR? Personnel Information Transmittal Report PITR View employee information? Employee Summary View NZIESUM Resources and Payroll s Page 29 of 33

30 SECTION 4 : ALPHABETICAL LIST OF FORMS CITED New Hire - Other Employees s This category includes Academic Hourly, Graduate Hourly, Graduate Assistants, Academic Unpaid, and Extra Help Non-Clerical employees. What form do I use to Title/Name Name Create a new position? Position Definition NBAPOSN Attach position description attributes (e.g., position is security sensitive)? Create a budget for a position? Create a salary budget for a position? Enter salary changes? Search for an existing UIN for the new hire employee? Create a new hire logon? Position Description Position Budget DART New Hire process or i-card System DART New Hire process PAAPDES NBAPBUD Enter new hire job information? Employee Jobs NBAJOBS) View employee information? Employee Summary View NZIESUM New Hire - Student Employees s What form do I use to Title Name View my unit s current student positions? Position Definition NBAPOSN View my unit s current position budget? Position Budget NBAPBUD Submit a request for a new student employee? Create a new hire logon? Student Employee Requisition form ervices/sub_student_employment/departments/dept+f orms.htm DART New Hire Logon Submit new hire job information to Student Employment Office? Determine student Federal Work Study (FWS) eligibility? Personnel Information Transmittal Report Student Employment Authorization PITR RJASEAR Resources and Payroll s Page 30 of 33

31 SECTION 4 : ALPHABETICAL LIST OF FORMS CITED Separation - Civil Service Employees s What form do I use to Title/Name Name Submit separation information to Central HR? Personnel Information Transmittal Report (PITR) Log the amount of leave used since the last reporting period? Begin the separation process? Process vacation and sick leave payout for the Payroll Office? Remove a terminated employee as an approver in a time\attendance routing queue? Employee Leave Balance DART Separation Adjustment Processing Contact AITS Security PEALEAV PZAADJT View employee information? Employee Summary View NZIESUM Separation - Academic/Faculty Employees s This category includes Academic Professionals (AP), Faculty, Clinical and Research Faculty, Visiting Faculty, Lecturers, and Post-doctoral Research Associates. What form do I use to Title Name Submit separation information to Central HR? Personnel Information Transmittal Report PITR Log amount of leave used since the last reporting period? Begin the separation process? Process vacation or sick leave payout for the Payroll Office? Remove a terminated employee as an approver in a time\attendance routing queue? Employee Leave Balance DART Separation Adjustment Processing Contact AITS Security PEALEAV PZAADJT View employee information? Employee Summary View NZIESUM Separation - Other Employees s This category includes Academic Hourly, Graduate Hourly, Graduate Assistants, Academic Unpaid, and Extra Help Non-Clerical employees. What form do I use to Title/Name Name Begin the separation process? DART Separation End jobs? Employee Jobs NBAJOBS Terminate an employee? Employee PEAEMPL Separation Student Employees s What form do I use to Title/Name Nam Submit separation information to Student Employment Office? Personnel Information Transmittal Report PITR Resources and Payroll s Page 31 of 33

32 SECTION 4 : ALPHABETICAL LIST OF FORMS CITED Departmental Time Entry for Bi-Weekly Employees What form do I use to Title Name Extract timesheets? Electronic Approvals of Time Entry PHATIME Enter and submit time for nonexempt, exempt and positive time employees? Explain to Payroll when there is no earnings code available to apply time against? Restart an employee s timesheet? Electronic Approvals of Time Entry Electronic Approvals of Time Entry Electronic Approvals of Time Entry PHATIME PHATIME (Comments block) PHATIME Review leave balances? Employee Leave Balance PEALEAV Correct and re-submit returned timesheets? Create a proxy for a Department Originator? Electronic Approvals of Time Entry Electronic Approval Proxy Rules PHATIME NTRPROX Resources and Payroll s Page 32 of 33

33 SECTION 4 : ALPHABETICAL LIST OF FORMS CITED A FOIDOCH 8, 9, 10, 11, 20, 21, 23 NBIPINC 27 account comments 5, 16 FPARCVD 10, 21 NTRPROX 32 accounting distribution 3, 12, 14, 23 FPARDEL 8 NZAJOBS 27 Adjustment Notification Application (ANA 25 FPARRIM 12, 23 NZIESUM 25, 27, 29, 30, 31 approval queue 6, 17, 19 FPARTRN 10, 21 FPIIREC 12, 21, 23 P C FPIPURR 9, 20 PAACDES 27 cashier session 5, 16 FPIREQN 8, 9, 20 PAAPDES 27, 29, 30 check number 11, 12, 20, 21, 22, 23 FPIRQST 8, 9, 20 PAPE 29 commodity details 11, 22 FPIRTRN 10, 21 PEA1PAY 26 FPROPNR 19 PEAEMPL 27, 31 D FRIASTG 7, 17 PEALEAV 28, 31, 32 FRIBUDG 7, 17 DART New Hire Logon 30 PEIFMLA 28 FRIKGNT 7, 17 DART New Hire process 29, 30 PHATIME 28, 32 FRIORGH 6, 17 PITR 27, 28, 29, 30, 31 FRIPSTG 7, 17 E POIIDEN 27 FTIAGYH 7, 17 PPACERT 26 Employee Requisition form 29, 30 FTICHKS 12, 23 PPAEXPR 26 encumbrance 3, 4, 6, 12, 14, 15, 17, 20, 23 FTMINDA 6, 18 PPAGENL 26 FTMINDD 7, 18 PPAIDEN 26 F FTMVEND 9, 11, 19, 22 Principal Investigator 7, 17 FAARUIV 12, 22 FTVACCI 6, 17 purchase order 8, 9, 10, 12, 15, 21, 23 FAICHKH 11, 22 FTVCOMM 19 PZAADJT 25, 31 FAIINVE 11, 22 FTVSHIP 19 PZAELOA 28 FAIINVL 11, 22 fund Balance 13 PZAREDS 26 FAIIREC 12, 22 Fund codes 6, 7, 18 PZILIST 25 FAIOINF 12, 22 FZAAREV 7, 18 FAIVHIS 11, 22 FZAGRNT 6, 18 R FAIVINV 11, 22 FZAREQN 8, 19 requisition 8, 9, 19, 20, 21, 23 FAIVNDH 11, 23 FZIBDET 6, 18 return 10, 20, 21, 23, 25 FGAENCB 4, 15 FZIBDSG 6, 7, 18 RJASEAR 30 FGAJVCD 3, 4, 14, 15 FZIBILL 6, 18 FGAJVCM 3, 14 FZIGITD 6, 18 S FGAJVCQ 3, 14 FZIIDEN 9, 11, 19, 22 FGIBDSR 13, 24 SOAIDEN 5, 16 FZMBASI 7, 18 FGIBDST 13, 24 student account 5, 16 FZMFUND 7, 18 FGIDOCR 3, 12, 14, 23 Student Employee Requisition form 30 FZMINDR 7, 18 FGIENCB 4, 9, 12, 15, 20, 23 FZMRFND 18 FGIENCD 4, 6, 9, 12, 15, 17, 20, 23 T FGIGLAC 13, 24 TFAACCT 5, 16 G FGIJSUM 3, 14 TFADETL 5, 16 GAR 5, 16 FGIJVCD 3, 14 TFAMASS 5, 16 GOAEMAL 26 FGIOENC 4, 15 TFIAREV 5, 16 GOAINTL 26 FGITBAL 13, 24 TGACOMC 5, 16 GUIALTI 27 FGITBSR 13, 24 TGACREV 5, 16 FGITRND 13, 24 timesheets 32 I fixed asset 3, 14 TSAACCT 5, 16 i-card System 29, 30 FOAAINP 9, 19 TSAAREV 5, 16 indirect cost 6, 7, 18 FOADOCU 3, 4, 14, 15 TSADETL 5, 16 Invoice 11, 12, 22 FOAIDEN 5, 9, 11, 16, 19, 22 TSAMASS 5, 16 FOAPOXT 8, 19 TSICSRV 5, 16 M FOATEXT 3, 12, 14, 17, 23 FOAUAPP 6, 8, 17, 19 Mass bill 5, 16 U FOIAINP 8, 19 multiple debits and one credit 3, 14 unposted journal voucher 3, 14 FOIAPHT 8, 17, 19, 23 FOIAPPH 3, 8, 12, 14, 17, 19, 23 N V FOICACT 12, 23 NBAJOBS 27, 30 vendor 9, 11, 12, 19, 20, 22, 23 FOICOMM 23 NBAPBUD 27, 29, 30 NBAPOSN 27, 29, 30 Resources and Payroll s Page 33 of 33