Links to Chart of Account information can be found on our Banner Finance page.
Your budget number is made up of a Fund, Organization and Program code (FOP). When processing expenditures, an Account code is combined with the FOP to define the type of expense (office supplies, travel, etc) that is being charged to your budget.
The FOP is required when charging items at the Bookstore or when another department is allocating some type of expense to your budget.
The Program Code reflects the purpose of an expense as it relates to general University functions (instruction, research, community service, student services, etc).
The Program Code listings are available on our Banner Finance page under Chart U or Chart F.
The Program Code used depends upon the type of Fund associated with the budget and the type of transaction being processed.
A) Auxiliaries, which have a Fund code that begins with H, will ALWAYS use 201 as the program code for all expenditure and revenue transactions.
B) Recharge Centers, which have a Fund code that begins with D, will use the Program Code that corresponds to the general University function that it supports (i.e. 063 - admin services) for all expenditure and revenue transactions.
C) All other Funds (such as Axxxxx, Bxxxxx, Exxxxx, FNxxxx, etc) will use the Program Code that corresponds to the general University function it supports (i.e. 011 - instruction, 022 - research, etc) for all expenditure transactions, and will use Program Code 001 for all revenue transactions.
D) If the transaction relates to scholarships, the Program Code will begin with 08.
A FOAPAL Authorization form, signed by the individual with budget authority over the Fund/Org being requested, should be submitted to Financial Services (Carr 113).
A scanned copy of the signed form may also be e-mailed to BannerFinance@MissouriState.edu or faxed to 836-4443.
Access authorization removal may be requested by the individual with budget authority by email.
Yes. A Budget Query can be created and saved on the users personal login.
Yes. You may choose to save a requisition "in process" and then search for "in process requisitions" for continued entry and completion.
"In process" requisitions could include original requisitions saved before completion or requisitions that have previously been completed but were later disapproved.
Use Item Text to enter commodity detail information.
Use Document Text to enter additional vendor information, quote numbers, delivery specifications, contact information, wire transfer information, partial or full pay information, currency type information for foreign vendors, or any other required specifics of the purchase.
Yes. Banner will process a requisition without Document Text information. However, as this information is often required to correctly complete the resulting purchase, the requisition may be cancelled or delayed if more information is required.
You can continue processing the requisition without the vendor code. Leave the vendor information blank and enter the vendor name and address in the Document Text field.
Once the vendor has submitted the completed form and any other required tax information, the vendor information will be added to the system and will be available for the next purchase.
If products are to be delivered to a department location, the Ship Code should be set to STMA. In the Attention To field, remove your name and enter the department name and the location where products should be delivered from the Receiving dock. (For example, Financial Services, CARR 119.) Other specific delivery information may also be entered in the Document Text.
If items are not to be delivered, as in the case of service contracts, maintenance, subscriptions, etc, change the "Ship Code" to SRVC.
You have the ability to disapprove any requisition you have entered, or you may ask the next approver in line to perform the disapproval.
You may then search for the disapproved "in process" requisition to correct and re-complete, or you may choose to create a new requisition.
No. Notifications are not sent for documents awaiting approval.
However, an email will be generated and sent to the originator if a disapproval has occurred.
P-Card - per transaction limit up to $3,000
Payment Request up to $3,000
Bid Review threshold $3,000-$10,000
Bid threshold: over $10,000
Completed and approved Requisitions will "reserve" your budget, and completed Purchase Orders will "encumber" your budget.
Open encumbrances are those to which transactions may still be applied, such as a PO that will be paid by an Invoice or modified through a Change Order.
Closed Encumbrances will have no further transactions applied and should be zero.
Uncommitted Encumbrances are reserving/encumbering current year budget.
Committed Encumbrances are reserving/encumbering prior year budget.
Until a requisition is approved and completed, you will not see it on your budget as a "reservation".
However, "in process" and disapproved requisitions do affect your budget's Balance Available.
To see transactions that may be in process and affecting your balance available, perform a Budget Query and choose to View Pending Documents.
Wait for product to be delivered and print out a copy of the e-mailed PO.
Sign and date that copy and send to Procurement Services along with the Invoice (If available), Packing slip and any other documentation sent along with the product.
If a service has been purchased, wait for the Invoice and send it, the PO copy and any supporting documentation to Procurement Services.
Create a Budget Query and click on any one of the links associated with a transaction in the Year-to-date column and view payment information.
No. P-card processing is performed through the VISA IntelliLink System where your P-Card charges tracked and allocated to your budgets. However, this allocation does use the Banner FOAPAL elements.
21. If I have a P-card, do I also automatically have access to the same budget to enter Requisitions and perform Budget Transfers?
No. The access to view and manage a budget, perform transfers, or originate requisitions against a budget requires FOAPAL Authorization. Access to the P-card process does not automatically result in this authority.
The Financial Services Travel Regulations page provides links to various sources of information regarding University travel.
1) Make the Hotel Reservation first to be given a Confirmation Number. Enter that Confirmation Number in the Document Text of the Requisition, along with the Hotel Address information as well as the hotel's E-Mail address.
2) While making the hotel reservation, most hotels require upfront payment, which will then be re-imbursed using a Travel expense Report. If that is not possible, the department will use their personal Credit Card to get a confirmation number and also get a CREDIT CARD AUTHORIZATION FORM from the Hotel and attach it to supporting documentation that is sent to Procurement Services.
3) You will enter a Requisition into Banner and code that Requisition as a TR110 - Travel Expense commodity code. Take a print out of the entire Requisition using View Documents on the first page of the Finance tab and then print a copy of your Requisition. You will attach that print out to supporting documentation that you send to Procurement Services needs requisition number written on it and they will process the reservation.
1) Financial Services E-Forms
2) Financial Services Department Resources
3) Financial Services Accounting and Budgeting