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Encumbering in Banner

Encumbering in Banner. Presented by Amy Gibson, UNCW Budget Office 2008 UNC HR Systems Conference September 15, 2008. Agenda. Encumbering options UNCW’s choice for salary encumbrances Recasting NBPBUDM NZPGRNT Encumbering in Banner 8.0 Reconciliation Lessons Learned. UNCW’s History.

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Encumbering in Banner

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  1. Encumbering in Banner Presented by Amy Gibson, UNCW Budget Office 2008 UNC HR Systems Conference September 15, 2008

  2. Agenda • Encumbering options • UNCW’s choice for salary encumbrances • Recasting • NBPBUDM • NZPGRNT • Encumbering in Banner 8.0 • Reconciliation • Lessons Learned

  3. UNCW’s History • HRS • Job Assignment = Instantaneous Encumbrance • Banner • NBPBUDM = Encumbrance • What did this mean?

  4. Encumbering options in Banner • Four Options: • System Calculated • Annual Salary • Hours Input • Value Input

  5. UNCW’s Choice • System Calculated • Majority of our Eclasses: SPA, EPA, Faculty • Hours Input • Work Study, Temp SPA, Undergrad Hourly & Undergrad Employee • Salary encumbrance method defined in PTRECLS

  6. Recasting • Only for System Calculated method • Ability to adjust encumbrances other than through payroll • Processed with NBPBUDM • Funding source change • Job assignment changes • Set up on NTRINST & PTRECLS

  7. NBPBUDM • Recast date • Must be a date within the fiscal year • Use 1st day of current month until EOM payroll is pulled • After EOM payroll is pulled, use the 1st day of the next month • NHPFIN1, NHPFIN2 & NZPGRNT

  8. NZPGRNT • Excludes • Budget for Trust funds • Encumbrances for Contracts and Grants funds • Included with position mod

  9. Multi Year encumbering in8.0 • Match grant budgets to expected expenditures • Uses Recasting • Only current year encumbrance amounts fed to Finance • Future projections are still calculated • Set up by fund type

  10. Reconciliation • Finance and HR • Use UNCW Lapsed Salary Report • Revised Budget • YTD Expense • Encumbrance • By Program and Account code

  11. Lessons Learned • No daily BUDM for: • July until just before 1st PHPTIME for permanent • Months with SPA & EPA Legislative Increases • BUDM doesn’t look back • BUDM, NBAJOBS & some payroll forms conflict • Salary Encumbrance amount on JOBS form-Base job tab

  12. Salary Encumbrance amount on JOBS form-Base Job tab-don’t rely on this number

  13. BUDM doesn’t look back Gibson, Frita 30-JUN-2008 Scenario: Frita Gibson terminated 5/10/08, but the terminatiion paperwork wasn’t received until August 2008. Her Effective and Personnel Dates on NBAJOBS are from last fiscal year

  14. 3016 Gibson, Frita 54,517 4,543.08 0.00 45,430.80 4,543.12 Frita was paid for July ’08 and has a salary encumbrance. To remove on the HR side, work with an IT programmer to SQL out the amount from NHRDIST. To remove from Finance, use FGAJVCD

  15. Frita’s salary encumbrance is in this number. Use Options, Organizational Encumbrances, to go to FGIOENC

  16. Highlight the encumbrance and then choose: Options: Query Detail Encumbrance Info to go to FGIENCD

  17. You’ll need the the Encumb #, Item # and Sequence # from FGIENCD. Enter the Fund and Account. The Org and Prog will default. Click Next Block and forward to the posting process.

  18. This commitment is now $45,430.80 less. We are in balance again.

  19. Quiz • Just Kidding…….. • Thank you for coming... • Questions?

  20. Amy Gibson gibsona@uncw.edu 910-962-7407 UNCW Budget Analyst To obtain a copy of this presentation, go to: www.uncw.edu/budget/training/trainingindex.html

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