Yavapai College Banner Finance Training FOAP Coding

1. Yavapai College Banner Finance Training FOAP Coding

2. Coding Terminology

3. Crosswalk of Elements Banner AMIS Fund Code Fund Code Organization Code Charge Center & Program Account Code Object Code Program Code 1st Character of Charge Center Activity Code N/A Location Code N/A This table represents a crosswalk between elements of Banner vs. AMIS. The first four elements are required for all transactions in the Banner System. The Activity Code and Location Code are currently not being used.

4. Banner FOAP vs.AMIS Codes AMIS Example_________ Unit 10 Prescott Campus 2 digits Fund 00 General Fund 2 digits Charge Center 1470 Geology 4 digits Program 000 Geology 3 digits Object 5310 General Supplies 4 digits AMIS Code 15 digits translates to………………………….. FOAP Fund 0000 General Fund 4 digits Organization 011001 President’s Office 6 digits Account 7101 Supplies – General 4 digits Program 30 Institutional Support 2 digits Banner FOAP 16 digits

5. FOAP Coding Rules The Banner Hierarchy FOAP’s are the basic coding format for all transactions that occur in Banner. All transactions MUST have a complete FOAP string. The Account Codes available for your use include Revenues which begin with 5XXX and non-salary expenditures that begin with 7XXX. Definition: All chart of Account elements in Banner are in a hierarchical structure. Every code is assigned a predecessor code to define a roll-up, that allows easy grouping and summarizing for reporting. The higher levels of this hierarchical structure are not data enterable. These levels are used for reporting purposes and budget control/checking.

6. Fund Code Element Definition: This element shows ownership of cash or fund balance. The basis for creating the Fund Code for the new Chart of Accounts was the Fund Code on the AMIS Chart. A Fund is a self-balancing set of accounts, in which transactions are recorded and segregated to carry on specific activities or attain certain objectives in accordance with prevailing regulations, restrictions, or limitations. A fund is created to allow for a fund balance, which can be used to track the historical status of a component without creating a separate Chart. Hierarchy: Fund # Fund Description Data enterable 20 Restricted Funds N 2A Federal Grants N 2A Federal Grants N 210 Federal Grants N 210A Federal Grants N 210109 ABE/AH – 08/09 Y 210110 ABE/AH – 09/10 Y This is an example of the Fund Hierarchy for a portion of the Restricted Fund category. Note the data enterable indicators -- only Funds that have a indicator set to (Y) will accept transactions and budgets. The higher levels are used for reporting and budgeting purposes.

7. Fund Code Element (cont.) The Fund Code is a 4* digit element that is required on all transactions. The first digit of the Fund Code is directly related to its purpose. * - Federal grants that have a year-end other than June 30 have 6 numeric characters. The last two characters identify the specific fiscal year of the grant.

8. Organization Code Element Definition: Describes departmental entities or budgetary units within the College. The basis of this element was a combination of the charge center and program from the AMIS Chart of Accounts. This element coincides with divisional and departmental functions rather than a strictly defined Organization Chart. This element consists of six numeric characters. The first digits of the main areas of the College are in the table below. Hierarchy: Organization # Organization Description Data Enterable 10 President N 100 President’s Office N 1000 President’s Office N 10000 President’s Office N 100000 President’s Office N 10000A President’s Office N 011001 President’s Office Y This is an example of the Organization Hierarchy for a portion of the President’s Office. This hierarchical structure is carried on throughout the entire Organization Chart. Note the data enterable indicators -- only Organizations that have a indicator set to (Y) will accept transactions and budgets. The higher levels are used for reporting and budget control purposes.

9. Account Code Element Definition: Describes the nature of expenditures and revenue in the Operating Ledger and assets, liabilities, and fund balances in the General Ledger. The basis for creating the Account Code structure for the new Chart was the Object Code on the AMIS Chart of Accounts. This element consists of four numeric characters. Codes available for Departmental use include Revenues which begin with 5XXX and non-salary expenditures that begin with 7XXX. Hierarchy: Account # Account Description Data enterable 71 Supplies & Materials N 710 Supplies & Materials N 7101 Supplies - General Y 7102 Supplies - ADA Software/Equipment Y 7103 Supplies - Newspapers/Subscriptions Y 7104 Supplies - Software/Licenses Y 7105 Supplies - Instructional Y This is an example of the Account Code Hierarchy for Supplies & Material. This hierarchical structure is carried on throughout the entire Account Code Chart. Note the data enterable indicators -- only Accounts that have a indicator set to (Y) will allow transactions and budgets. The higher levels are used for reporting and budget pooling purposes.

10. Program Code Element Definition: Functional reporting in classifications for tracking sources and uses of institutional funds. This element defines NACUBO (National Association of College and University Business Officers) functions, such as Instruction, Academic Support and Institutional Support. The categories match the expense groupings on the College’s Financial Statements. This element is designed to cut across organizational boundaries. This element consists of two numeric characters. Program Codes: Account # Account Description Data enterable 10 Instruction Y 20 Academic Support Y 30 Institutional Support Y 40 Student Services Y 50 Operation/Maintenance of Plant Y 60 Auxiliary Enterprises Y 70 Scholarships/Grants Y 80 Public Service Y 90 Agency Y