Fill - Free fillable - Banner 9 Cheat Sheet GCA Revised1 (Alabama A&M University) PDF form

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Grants & Contracts Accounting (GCA)

Cheat Sheets

Version 1 – May 2020

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TABLE OF CONTENTS

APPENDICES

Buttons………………………………………………………………………………………………………….3

Banner Keyboard

Shortcuts……………………………………..…………………………….…......……………......…....….4-5

GRANTS AND CONTRACTS ACCOUNTING

How to Review a Restricted (Grant) Budget Balance in

FRIGITD………..………………………………………………………...……………….…....…..…..…....7

How to Verify if a Budget Change has been

Completed………………………………………………………..………………….……………..…….…8-9

How to Verify if a Cost Transfer has been

Completed…………………………………..…………………………………....................................10-11

How to Verify which Department should approve a NSF in

Banner…..……………..…..……….……………………………………………..…………….......…..12-14

Budget Change Request Form……………………………………………………………………………15

Cost Transfer Justification Form……………………………………………………………………..…16

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Buttons

Banner admin pages include several buttons.

Button Description

Add and Retrieve

Use the Add and Retrieve buttons to interact with

Banner Document Management (xTender) to

properly store and review documents.

Use the Go button to advance to the body of the

page after populating the key block.

Save

Use the Save button to save changes on the page.

The Save button is located on the bottom right

side of the page.

Section Navigation

Use the Next Section button to navigate to the next

section of data. Use the Previous Section button to

navigate to the previous section of data. The Next

Section and Previous Section buttons are located at

the bottom left of each page.

Select and Cancel

Use the Select button to select and retrieve data

from a called page to the current page. Use the

Cancel button to return to the called page without

retrieving any data. When you need to go to a

secondary or called page to retrieve data, the

Select and Cancel are presented at the bottom of

the page.

Start Over

Use the Start Over button to return to the key

block of the page.

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Banner Keyboard Shortcuts

Action Banner 9 Keystroke Banner 8 Keystroke

Cancel Page, Close Current

Page, or Cancel Search/Query

Ctrl + Q Ctrl + Q

Change MEP Context Alt + Shift + C

Choose/Submit Enter Enter

Clear All in Section Shift + F5 Shift + F5

Clear One Record Shift + F4 Shift + F4

Clear Page or Start Over F5 Shift + F7

Count

Query

Shift

Delete Record Shift + F6 Shift + F6

Down/ Next Record Down Arrow Down Arrow

Duplicate Item F3 F3

Duplicate Selected Record F4 F4

Edit Ctrl + E Ctrl + E

Execute Filter Query F8 F8

Exit Ctrl + Q Ctrl + Q

Expand/ Collapse Drop

Down Field

Alt + Down Arrow Click Field

Export Shift + F1

Extract Data with Key or

Extract Data no Key

First

Page

Ctrl

Home

Insert/ Create Record F6 F6

Last Page Ctrl + End

List of Values F9 F9

Information

Ctrl

Shift

+ U

Alt

+ H

Next Field or Item Tab Tab

Next Page Down Page Down Page Down

Next Section Alt + Page Down Ctrl + Page Down

Open Menu Directly Ctrl + M F5

Open Related Menu Alt + Shift + R

Open

Tools

Alt

Shift

+ T

Page Tab 1

Page Tab 2, etc.

Ctrl + Shift +

1 Ctrl + Shift

Previous Field or Item Shift + Tab Shift + Tab

Previous Page Up Page Up Page Up

Previous Section Alt + Page Up Ctrl + Page Up

Print Ctrl + P Shift + F8

Refresh or Rollback F5 Shift + F7

Save F10 F10

Search or Open Filter Query F7 F7

Select on a Called Page Alt + S Shift + F3

Toggle Multi/ Single

Records View

Ctrl + G

Up/Previous

Record

Arrow

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Workflow

Release Workflow Alt + Q Icon or Menu

Submit

Workflow

Alt

Icon

Action Banner 9 Keystroke Banner 8 Keystroke

Banner

Document

Management

Add BDM Documents Alt + A Icon or Menu

Retrieve BDM Documents Alt + R Icon or Menu

Application Navigator

App Nav - Access Help Ctrl + M

App Nav - Access Menu Ctrl + Y

App Nav - Display

Recently Opened Items

Ctrl + Shift + L

App Nav

Ctrl

Shift

App Nav - Sign Out Ctrl + Shift + F

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How to Review a Restricted (Grant) Budget Balance in FRIGITD

1. Enter form FRIGITD

2. Enter the FUND number next to the blank that says Fund:

3. Hit tab, then delete the auto populated Organization number; hit tab again and delete the

auto populated Program number. Step #3 is the most important step to ensure you get

accurate results.

4. Click GO

The last row will give you the net total balances for each column. Also, you can use the blue

arrows at the bottom to review additional rows of information.

Grant Inception to Date - FRIGITD

This Banner form allows you to view a grant’s current balance – current budget, current

cumulative expenses, cumulative encumbrances by account, and the available budget balance.

This form cannot be used to review non-grant budgetary information.

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How to Verify if a Budget Change has been Completed

1. Enter form FRIGITD

2. Follow steps 2-4 in the section How to Review a Restricted (Grant) Budget Balance in

FRIGITD.

3. Click in the Adjusted Budget column of the line item (account code) that is being

increased.

Budget Change

Request Form

– form used to adjust budgetary line items.

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4. Click RELATED (top right corner) and then click Grant Detail Information (FRIGTRD).

5. Budget Changes are indicated with the Type BD02.

6. Slide the gray bar at the bottom of the screen to the right in order to see the amount

column.

7. To verify if the budget of another line item (account code) was adjusted, click the top left

X to close the screen and return back to the FRIGITD screen.

8. Repeat steps 2-5 to view each line item (account code) listed on the Budget Change form.

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How to Verify if a Cost Transfer has been Completed

1. Enter form FRIGITD

2. Follow steps 2-4 in the section How to Review a Restricted (Grant) Budget Balance in

FRIGITD using the fund number from #2 in the Cost Transfer form. This will be the

fund number that the amount is being moved from.

3. Click in the Activity column of the line item (account code) that the amount is being

moved from.

Cost Transfer

Justification Form

– form used to transfer expense(s) from one FOAP to

another.

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4. Click RELATED (top right corner) and then click Grant Detail Information (FRIGTRD).

5. Cost Transfers are indicated with either Type FT01 or JE15.

6. Slide the gray bar at the bottom of the screen to the right in order to see the amount

column.

7. If the amount is being moved from the fund, there should be a negative (-) in front of the

amount.

8. To verify if the amount was posted to the correct fund, click the top left X to close the

screen and return back to the FRIGITD screen. Then click Start Over to enter the fund

number from #3 in the Cost Transfer form. This will be the fund number that the amount

is being moved to.

9. Repeat steps 2-6.

10. If the amount is being moved to the fund, there should be a positive number in the

amount column.

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How to Verify which Department should approve a NSF in Banner

1. Enter form FOAAINP

2. Enter requisition or encumbrance number next to Document:

3. Click GO

4. The approver list will appear. Please note, the order of users listed does not indicate

who is the next approver. The list is of individuals with the credentials to approve NSFs

in alphabetical order by first name.

5. Click on Detail in the bottom left corner to see the details of the document.

he NSF or Non-Sufficient Funds functionality in Banner is a tool used to prohibit

transactions from processing without sufficient budget. This functionality allows for additional

review before approval is granted.

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6. The two (2) key things to look for when determining which department is responsible for

approving your NSF are the fund number and the NSF indication.

a. Fund Number

i. State funds (110000 & 100001) are approved by the Budget Office

ii. Grant funds (2XXXXX & 6XXXXX) are approved by Grants &

Contracts Accounting

b. NSF Indication

i. For Requisitions: a (Y) next to NSF means “Yes” the FOAP is in NSF; a

(N) next to NSF means “No” the FOAP is not in NSF.

ii. For Encumbrances: a (N) next to NSF means the FOAP in is “NSF”; a

(P) next to NSF means the FOAP is “Pending” and not in NSF.

7. See examples below

Requisitions:

Example #1 The requisition below is in NSF and should be approved by the Budget Office.

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Example #2 The requisition below has 2 funds but only 1 is in NSF. This one should be

approved by Grants and Contracts Accounting.

Encumbrance:

The encumbrance below is in NSF and should be approved by Grants and Contracts

Accounting.

ALABAMAA&MUNIVERSITY

REQUESTFORBUDGETCHANGE

(TRANSFEROFBUDGETWITHINRESTRICTEDFUND)

SENDORIGINALSTHROUGHCHANNELS

TOBUSINESSOFFICE

DATE__________________

REQUESTINGORGANIZATION______________________________________________________

(SCHOOLORDEPARTMENT)

REQUESTINGFUND______________________________________________________________

(GRANTORCONTRACTTITLE)

BUDGETCHANGEDETAIL

FOAP(S)TOBEINCREASED

FUND ORGANIZATION ACCOUNT PROGRAM AMOUNT

TOTAL

FOAP(S)TOBEDECREASED

TOTAL

BUDGETCHANGEJUSTIFICATION___________________________________________________

______________________________________________________________________________

REQUESTEDBY(BUDGETMANAGER)________________________________________________

APPROVEDBY(DEAN)____________________________________________________________

APPROVEDBY(VICEPRESIDENT)___________________________________________________

0.00

AlabamaA&MUniversity 

CostTransferJustificationForm

Grants&ContractsAccountingRevised08.24.16



*1. What is the reason for the cost transfer?

□ Correction of an erroneously charged expense

□ Reallocate estimated effort to reflect actual effort

□ Other

Please provide a detailed statement (i.e. employee name; employee A#; pay period; invoice number; purchase order

number; vendor; transaction date, etc.) explaining your selection and how the error occurred:

*2. What is the FOAP that the expense was originally charged to?

*3. What is the FOAP that the expense is to be transferred to?

*4. Is the cost transfer request being submitted within 90 days of the end of the calendar month that the

expenditure posted?

□ Yes □ No

If no, please explain the extenuating circumstances:

*5. Please justify how the cost is necessary to the aims/goals of the sponsored project that it is to be

transferred to:

Department _________________________________________ PI Name ________________________________

PI Signature _________________________________________ Date ________________

Office of Budget & Planning ________________________________ Date ________________

Office of Sponsored Programs _________________________________________ Date ______________

*Required Fields



GCAOffice UseOnly:

DateReceived_________________

CompletionDate_________________AccountantSignature________________________________________________

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