Office of Planning and Budget

Frequently Asked Questions

How do I view non-labor expenditures?

Type in 7% in the Account code field and then click on submit query. This tells Banner to retrieve only those Account codes that begin with a 7.

What is the difference between journal entries (JE) and budget transfers?
Budget transfers are processed through the Office of Planning and Budget and are used to move budget funds from one cost center (or department) to another cost center. Journal entries are processed through Samantha Dietrich in the Controller’s Office and are used to move actual revenues or charges from one cost center to another or among funds (i.e. 110010, 12xxxx, etc.)

What is the difference between a permanent and temporary budget transfer?
Permanent budget transfers impact a department’s current budget and future fiscal year budget. However, temporary budget transfers only impact the current fiscal year’s budget.

What are the current fringe benefit rates for full and part-time salary lines?
The full-time fringe benefit rate is 40% of the base salary; part-time fringe benefit rate is 9% of the salary base.

Fringe Benefit Calculation Examples

What is FOAPAL?

FOAPAL stands for:

Fund

Organization

Account

Program

Activity

Location

What is a Fund Code?

The Fund identifies the source and any restriction on use of monies. Each Fund will be six digits in length. The unrestricted Fund is 110010 and is the equivalent of 01 from Datatel. All other Datatel 02, 04 and 10 accounts have been given a unique Fund code. For example, Datatel account 04-650302 is now Banner Fund 250202.

Examples of commonly used Fund Groups are:

110010 - Unrestricted

12xxxx- Designated

21xxxx- Restricted Gifts

23xxxx-Scholarships

25xxxx-29xxxx-Grants

61xxxx-Endowed Scholarships

64xxxx-Endowed Non-Scholarships

81xxxx-Agency Fund-Student Activities

85xxxx-Agency-Other

What is an Organization Code?

The Organization defines the department or unit with budgetary responsibilities. Each Datatel department was assigned a unique six digit Organization code in Banner. Your packet contains a crosswalk of the Organizations that you have access to according to your supervisor.

The Organizational Hierarchy by Division:

1xxxxx- President's Division (includes athletics)

2xxxxx- University Advancement

3xxxxx- Student Life

4xxxxx- Management & Business

5xxxxx- Academic Affairs

6xxxxx- Academic Affairs (includes Academic Support Services)

What is an Account Code?

The Account determines the classification of revenue, expense, asset or liability and will be six digits in length. Each Datatel object code was assigned a corresponding Banner account code.

Examples of the sequence of numbers that identifies the classification:

5xxxxx- Revenue

6xxxxx- Salaries

7xxxxx- Non-Labor Expenses (e.g. supplies, travel)

8xxxxx- Capital Expenses

If a department purchases a piece of equipment over $5,000 and it has a useful life of 2 or more years, a special Account will be used, 880050. Other departments that have capital projects will also use Accounts that begin with 8. The Purchasing Office will contact the Controller's Office and Planning & Budget when an item over $5,000 is purchased to determine if this sequence should be used.

The University will again be utilizing pooled budgeting. An Organization's non-labor expense budget will reside in Account 799010, which takes the place of 51790. The University will no longer have line item budgets for fixed expenses (non-controllables). Accounts with fixed budgets will be rolled into 799010 automatically beginning with FY2007. Salaries will continue to have line item budgets as in the past.

What is a Program Code?

The Program automatically defaults based upon the Fund or Organization that you have been designated. The Program is used for financial reporting only and the department cannot change this classification. This will also be six digits in length.

What is an Activity Code?

The Activity is used to track special projects or activities. Activity is not being used at this time.

What is a Location Code?

Presently, location is only used for fixed assets. Location is a six digit code used to specify the assigned physical location of an asset being purchased or the location of a transaction that is different from the normal location of the organization. This code is optional and will be used primarily for fixed asset expenditures.

What is an Index Code?

Even though the Index is not a part of the FOAPAL, it is a six digit code used in Banner as a shortcut to obtain the Fund, Organization, and Program codes. The index is entered into the system when recording transactions and performing queries simply as a shortcut. Index will be used for Unrestricted FOAPALs ONLY and is the same six digit code as the Organization Code. (e.g. Planning & Budget Organization is 450010 and the Index is also 450010)

The Index will default the following information:

You will need to know your Index Code when processing transactions on your Operating Fund FOAPAL. Only the Index Code and the Account Code will be needed to process these transactions. When submitting Purchase Orders/Blanket Orders, Budget Transfers, Journal Entries, Authorized Payments, Report of Business Expense, Petty Cash Voucher, Mailing & Shipping Requisitions, and Printing Requisitions, please use your Index and Account Codes. Please indicate on any form which part of FOAPAL you are using, as well as, indicating if you are using Index. This is a precaution to prevent keying mistakes due to parts of the FOAPAL having the same six digit code. You will need to do this until all forms are converted to include places for FOAPAL as opposed to Datatel Account number.

As other business functions become interfaced with Banner you will begin to use Index for these as well (e.g. Maximo, Telecom). Refer to the Business Forms Inventory included in your packet for information on when to use Datatel Accounts versus Banner FOAPALs which will indicate when to use Index Codes.

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