1) The Controller's Office will post a message in the Faculty/Staff folder on FirstClass each month informing departments that the previous month has been "closed". Any reports run before this stated date may not include all information for the month. The 15th of the month is a good time to check FirstClass for this message. However, reports can be run at any time.
2) If you do not have finance access to an organization or fund number then you will NOT be able to process a report for that organization or fund.
3) If you receive any error messages or cannot complete your report, please call Linda Murphy Church at x2301.
In order to insure privacy, the regular faculty, staff and union salary lines do not appear on the A,B,C and D reports. The excluded codes are 6001,6002,6009,6031-6059 and 6091. These wage lines are not ones you "control." The wage lines that do continue to appear in the A,B,C and D reports are Administrative Overtime (6008), Union Overtime (6092), Student Wages (6101-6106) and Casual Wages (6151). These lines are termed "controllable wages" and are ones that should be monitored and managed. If you feel that you must have access to the regular salary lines, please contact Linda Murphy Church.
Report A, the Organization Transaction Report, lists all the transactions that took place for your organization (department) for the month (or whatever time period you specify). It is sorted by account code such as 6151 Casual Wage, 7124 Copying, etc.
Report B, the Organization Summary Report, lists by organization what was spent during the specified month and year-to-date, sorted by account code. By "summary" we mean that all the transactions that took place on each code are summed up, even if they had different funding sources, e.g. a gift and regular college unrestricted sources, or if they had special activity codes attached. If you have endowed funds or gifts, then the C report below is the preferred report to use.
Report C, the Organization Detail Report sorted by fund, breaks out the information in the B report in detail and sorts it by fund number. In Banner the term "fund" means either college unrestricted money (fund 10000), gift fund (20xxx or 21xxx) or endowed fund (3xxxx). If your department does not have endowed funds or gifts, then this report is not useful. If you do have endowed funds or gifts, then this report is more useful to you than the B report.
Report D, the Organization Detail Report sorted by activity code, breaks out the information in the B report in detail, and sorts it by the activity code. Activity codes are project codes usually beginning with "A". For instance, if you ran a conference and used an activity code to track the charges, this report would show the total charges incurred against that activity code. If part of the charges for the activity were against college unrestricted money (fund 10000) and some were against a gift fund (e.g. fund 20525), it would show the two sources under that activity code.
Report E, the Fund Transaction Detail Report, is the same as the A report except that it is for a gift, grant or endowed fund rather than a department.
Report F, the Fund Summary Report, is the same as the B report except that it is for a gift, grant or endowed fund rather than a department.
Report G, the Fund Balance Sheet, shows the cash balance in a gift or endowed fund. The balance for endowed funds shows only the unexpended prior year income (under beginning balance) plus any monthly income distributions that have been made so far in this fiscal year.
