SSB for Finance has several tools to find information within Banner Finance. This web-based information management system allows users to query budget, actual, and encumbrance activity at both the summary and detail level. It enables transaction detail “drill-down” as well as access to associated individual purchase requisitions and orders. It also provides Fund, Organization, Account, Program (FOAP) Codes Lookup and the ability to Save/Delete (query) Templates.
Below is a list of frequently asked question concerning Finance Self Serve. This is not a complete list questions/answers will be added as needed.
Frequently asked Questions - Self Serve Banner Finance - Budget Queries
Q. What is my user ID and password for Banner Self Service?
A. Since you log in to the EKU Direct portal to access Banner, your Banner user ID and password is your EKU Direct ID and password.
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Q. How do I log in to Banner Self Service?
A.
- Open Internet Explorer and go to https://web4s.eku.edu/pls/prod/twbkwbis.P_WWWLogin
- Please login with your EKU ID and pin. If you do not know your EKU ID or pin, please call the helpdesk at 622-3000 option 3.
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Q. Where can I find more information about Banner Finance Self Service - Budget Queries?
A. For detailed, step-by-step User Guide information about Banner Self Service, go to
http://www.financialaffairs.eku.edu/budget/procedures/
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Q. What is a Hierarchy/Org rollup code?
A. Each FOAPAL element has its own hierarchy which is defined by the fact that every code has a predecessor code. The lowest level of a hierarchy contains a data- enterable level code to which transactions can be posted. The higher levels contain roll-up codes used for summarizing reports.
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Q. How do I know what hierarchy level I am using?
A. Eastern Kentucky University has three types of monies Unrestricted, Restricted and Foundation. The following is the hierarchy level / naming convention for each of these monies:
Unrestricted – will have a R within the 6 digit code for levels 2-6 and level 7 last digits will end in Z. Example:
| Hierarchy / Rollup Level |
Description |
Access |
Naming Convention |
Example |
| Level 1 |
Highest Roll-up |
Limited |
E K U |
EKU - Eastern Kentucky University |
| Level 2 |
Direct Report to President |
Vice Presidents |
N N N N N N |
PROVOS - Academic Affairs/Provost |
| Level 3 |
Direct Report to Level 2 |
AVP, Deans, Directors |
# # R # # # |
24R000 - College of Health Sciences |
| Level 4 |
Direct Report to Level 3 |
AVP, Deans, Directors / Place Holder |
# # # R # # |
240R00 - Health Sciences - Dean |
| Level 5 |
Direct Report to Level 4 |
Chairs, Directors / Place Holder |
# # # # R # |
2410R0 - Occupational Therapy |
| Level 6 |
Direct Report to Level 5 |
Direct Report / Place Holder |
# # # # # R |
24100R - Occupational Therapy |
| Level 7 |
Direct Report to Level 6 |
Direct Report / Place Holder |
# # # # # Z |
24100Z - Occupational Therapy |
| Level 8 |
Base Org - Daily Transactions |
End Users |
# # # # # # |
241000 - Occupational Therapy |
Restricted (Grants) – will have a GR within the 6 digit code for levels 2-6 and level 7 last digits will end in GZ.
Example:
| Hierarchy / Rollup Level |
Description |
Access |
Naming Convention |
Example |
| Level 1 |
Highest Roll-up |
Limited |
E K U |
EKU - Eastern Kentucky University |
| Level 2 |
Direct Report to President |
Restricted Funds |
R E S T R I |
RESTRI - Restricted Funds |
| Level 3 |
Direct Report to Level 2 |
Vice President - Grant Fund |
G N N N N N |
GPROVOS - AcdmAffrs/Provos |
| Level 4 |
Direct Report to Level 3 |
AVP, Deans, Directors / Place Holder |
# # G R # # |
24GR00 - Health Sciences - Restricted Funds |
| Level 5 |
Direct Report to Level 4 |
Chairs, Directors / Place Holder |
# # # G R # |
243GR0 - Occu Therapy-Restricted Funds |
| Level 6 |
Direct Report to Level 5 |
Direct Report / Place Holder |
# # # # G R |
2410GR - Occu Therapy-Restricted Funds |
| Level 7 |
Direct Report to Level 6 |
Direct Report / Place Holder |
# # # # G Z |
2410GZ - Occu Therapy Restricted Funds |
| Level 8 |
Base Org - Daily Transactions |
End Users |
# # # # # # |
451610 -Living with Disability in Kentucky |
Restricted (Foundation) – will have a FR within the 6 digit code for levels 2-6 and level 7 last digits will end in FZ.
Example:
| Hierarchy / Rollup Level |
Description |
Access |
Naming Convention |
Example |
| Level 1 |
Highest Roll-up |
Limited |
E K U |
EKU - Eastern Kentucky University |
| Level 2 |
Direct Report to President |
Restricted Funds |
R E S T R I |
RESTRI - Restricted Funds |
| Level 3 |
Direct Report to Level 2 |
Foundation Funds |
G A D V A N |
GADVAN-Unv Advancement-Restricted Funds |
| Level 4 |
Direct Report to Level 3 |
Type of Foundation Fund |
# # G R # # |
49GR00 - Foundation Operational Accounts |
| Level 5 |
Direct Report to Level 4 |
Vice Presidents |
F N N N N N |
FPROVO - AcdmAffrs/Prvst-FDN Operational AcctsFunds |
| Level 6 |
Direct Report to Level 5 |
AVP, Deans, Directors/Place Holder |
# # F R # # |
24FR000 - Health Sciences - FDN Operational Accts |
| Level 7 |
Direct Report to Level 6 |
AVP, Deans, Directors/place Holder |
# # # # F Z |
2400FZ - Health Sciences - FDN Operational Accts |
| Level 8 |
Base Org - Daily Transactions |
End Users |
# # # # # # |
613020-Occupational Therapy Endowment |
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Q. How do I view the transaction detail for organizations I manage?
A. You can “drill down” to individual transactions and their details by using Budget Queries available in Self-Service Banner for Finance. When using either the Budget Status by Account or Budget Status by Organization Hierarchy queries, you can click on any highlighted colored figure (budget, actual, or commitment) to view its associated transactions and any related system documents. With most queries and drill down results, you can download returned information to Excel (.csv file).
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Q. My budget query did not work. Why?
A. Listed below is a checklist to review when your budget query did not work:
Create Budget Query - By Account (single org code only) with drill down links
- Did you use a rollup org code within this query?
- Is this a new org for your area?
- Did you request security access with a Banner Access Form?
Create Budget Query - By Hierarchy (single org code or rollup org code) with drill down links
- Did you use the rollup org code for hierarchy information?
- Is this a new rollup org code?
- Did you request security access with a Banner Access Form?
Create Budge Query – By Quick Query without drill down links
- Did you know that this is summary (totals) information only?
Fiscal Year
- Did you choose the correct year?
Fiscal Period
- Did you choose the correct period?
Commitments Type
- Did you choose All?
Chart of Accounts
- Did you leave blank? (enter E – Eastern Kentucky, F – Foundation, or R-Arlington)
Fund
- Did you leave the fund blank?
- Is there more than one fund code associated with the org / rollup code?
- Did you enter the correct fund code associated with the org / rollup code?
Organization
- Did you enter the correct org code?
- Did you enter a rollup org code instead of a single org code?
Grant
- Did you enter an org code instead of the grant number?
Account
- Only want to see Revenue query by 5%
- Only want to see personal expenditures query by 6%
- Only want to see M&O expenditures query by 7%
Include Revenue Accounts
- Are you an Auxiliary? If so, check the query box.
- Are you viewing M&O expenditures only? If so, do not check the query box?
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Q. Whom should I contact about miscode transactions?
A.
Accounts Payable |
Jeff Gallenstein |
2-1820 |
| Budget Transfers |
Emily Fogg |
2-8867 |
Cash Receipts |
Rochelle Seals |
2-1232 |
| Fixed Assets |
Angela Burrows |
2-1819 |
| Foundation Accounting |
Angela Burrows |
2-1819 |
| Grants |
Brad Compton |
2-1817 |
Pro Card Purchase |
Denis Ponder |
2-8246 |
Journals & Transfers |
Brooke Mohallatee |
2-1814 |
Requisitions & PO's |
Lora Snider |
2-2246 |
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Q. How can I look up vendors?
A. Vendor information is available on SSB if a PO has been issued or payment has been made. Information includes vendor address, PO number, FOAP, invoice number, payment date and check number. This information is accessible through query by the user for the FOAPs that are under his/her responsibility only.
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Q. How can I track the status of a check request?
A. Currently, tracking is not possible because check requests are not encumbered on the system. Once the check request is entered into Banner, the transaction is posted to the applicable FOAP and is viewable within the transaction detail of that FOAP on SSB. Additionally, you may drill-down on the transaction to get check date, check number, check amount, vendor name, and vendor address.
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Q.How can I get a Grant Inception to Date report?
A. In Finance Self Service,
- Choose the Budget Queries menu item and choose Budget Status by Account.
- Enter your Chart of Accounts Code
- Enter your Grant number in the Grant Field and your Fund code in the Fund Field. Click Submit Query.
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Q. How can I see a Month-to-Date expenditure total?
A. In Finance Self Service,
- Choose the Budget Queries menu item and choose Budget Status by Account.
- Enter your Chart of Accounts Code
- Enter the Fiscal year and period, and then enter the Comparison Fiscal year and period.
- Enter your Organization number and click Submit Query.
- Click Submit Query again to display the results.
- Use the computed columns to subtract the previous Fiscal period from the current fiscal period.
- Place the new column where you desire and name the column MTD.
- Click Perform Computation.
For step by step instruction see Month–to–Date Expenditure Query Instructions.
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