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Standard Accounting Resource Manual
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Part I: UNM Finance - a Framework
Introduction
Instructions
Basic Concepts
1-A. What is Banner?
1-B. The Reasons for Financial Management
1-C. Tools for Managing Funds
1-D. Financial Services
1-E. Banner Concepts and Definitions
Reporting
2-A. What is MyReports?
2-B. What is ePrint?
2-C. Banner System Queries
2-D. Shadow System Reports
Part II: UNM Accounting Basics
Revenue
Expense
Purchasing Cards
Purchase Requisitions/Purchase Orders
Petty Cash
Banner Security and Access
Core Office Duties
Departmental Duties
The Budget Process
Requirements
In General
Original Budget
Revised Budget
Report of Actuals
Safety in Numbers
Introduction
Validation
Accuracy
Completeness
Maintenance
Physical Security
Purchasing and AP-Policies and Procedures
Purchasing and Accounts Payable Overview
The State Purchasing Act
Payment Documents
Purchase Requisition-"PR"
Purchase Orders
Purchase Order Modifications/Change Order Requests
Authorizing Vendor Payments
Prepayment
UNM Tax Status
Allowable & Unallowable Expenditures
Laws and Regulations Impacting UNM Purchasing
University Central Accounting Offices
On-Campus Providers
Request for Direct Payment
Purchasing Card
Part III: UNM Finance: Practical Applications
Introduction
Lobo Web Self Service
Internet Native Banner
Internet Native Banner (INB)
Key Forms and What They Do
Journal Entry - General Information
Journal Entry: Introduction
Lobo Web
Internet Native Banner (INB)
Correcting Index-Account Posting Errors
Create the JV on a JV form
Document Need for JV
Selecting Journal Type
Journal Entry - Revenue
Allocations
Allocation Entry
Transfers
Transfer Entry
Summary of Transfer vs Allocation Process
1900 - Reserves
1901 Budgeted Use of Reserves
1903 Change in Reserves Entry
Reserves Entry
8045 Interdepartmental Support
8045 Interdepartmental Support Entry
Budget Entries
Related Budget Entries Reminders
Banner Expense Account Codes
Clarifying Those Codes
Basic Account Structure
Operating Ledger Account Categories
Classifying Expenses - Guiding Principles
Is the Expense Allowable? Introduction
Reasonable Person Standard
Reasonable Expenses - Guidelines
Supply or Service
Is the Expense Excludable?
Foreign Students, Visitors, and Vendors (taxation related)
Relocation (Moving) Expense
Travel or Food Expense
Computer (or related) Expense
Furniture, Fixture, and Equipment Purchases
Gifts and Awards
Prior Year Transactions
Terminating an Index
Reports
MyReports
EPrint Reports
Extracting Data
Salary Expenditures
Labor Distribution
Creating an EPAF in Lobo Web
Labor Redistributions in LoboWeb Self Service
Labor Redistributions in Banner (PHAREDS)
How Labor Redistributions are Approved
Procurement
Introduction to Procurement
LoboMart Purchase Requisitions
LoboMart - Placing an Order with the P-Card
Purchasing Cards (PCards)
Direct Payment Invoices
Viewing Documents
Contract and Grant File Set Up
Contract and Grant Learning Objectives
About Contracts and Grants
Department Responsibilities
Pre Award Documents
Post Award Documents
Closeout Process
Reporting
Appendix 1A-FRRGLDS - Contract and Grant Ledger Transaction Detail Report
Appendix 1B - FRRGLDS Contract and Grant Ledger Summary Report
Appendix 1C-Contract and Grant Ledger Executive Summary Report
Appendix 1D-FORFAPI - F&A Generated by PI Report
Appendix 1E-FRGGR90 Closeout Workflow for Funds Ending on C&G Report
Appendix 1F-FNRSLBE Salary Labor Benefits and Encumbrance Report
Appendix 1G-FNRLDST Labor Distribution Report
Appendix 2-Department Closeout Checklist
Appendix 4A-Main Campus Closeout Reconciliation Sheet
Appendix 4B-HSC Campus Closeout Reconciliation Sheet
Contract and Grant Banner Forms
Banner Research Accounting Module
Deferred Grant Process
Banner Contract and Grant Accounting Forms
FRIPSTG
FRIORGH
FRAGRNT
FGITBAL
FRIGITD
FRIGTRD
FTIFATA
FRIBILL
Contract and Grant Effort Certification
Index Reconciliation
What Does Reconciliation Mean?
Definitions and Explanations
Document Organization
What do you need to know to Reconcile an Index?
How do you Reconcile an Index?
Associated Reporting
Finding and Resolving Payroll Discrepancies
Accessing Payroll Information in MyReports
Resolving Payroll Discrepancies
Finding and Resolving Other Expense Discrepancies
Source Documents
NSF Checking
Who and What are affected by NSF Reject
How Does Banner Calculate NSF?
Transactions subject to NSF checking
Transactions NOT subject to NSF checking
Account codes do not affect NSF
How to tell you are in NSF status
Tools to assist you in checking for NSF
How to avoid NSF Situations
Budget Tips
Budget Tips
Reports That Help with Budget & NSF
Forms and Documents
Inventory
Inventory
Inventory Control and Reporting
University Equipment Inventory
Physical Inventories
Adjustments to Inventory
Inventory Control and Maintenance Best Practices
Banner Inventory Form
Common Issues and Errors to Avoid
Business Purpose
Business Purpose
Staff Responsibility for Business Purpose Clarity
Requisitions
Requisition Examples
Chrome River
Chrome River Examples
Petty Cash Reimbursements
Petty Cash Examples
Correcting Entries
Journal Voucher Examples
Labor Redistributions
Labor Redistribution Examples
In Summary
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