TTU HomeFAFinancial Services & Tax

Banner Forms and Instructions

New Fund Request System 

It is mandatory to use this system to request a new fund setup as of 09/01/2011. 

 

Open and print out financial accounting forms in preferred format by clicking on form link or click on "more info" for instructions:



Banner Cost Transfer Request Form
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An Interdepartmental Cost Transfer may be used to transfer an expense from one FOP to another. All fields are required to process cost transfers, or it will be returned for completion. The Cost Transfer Explanation & Justification Form must be attached if restricted grant or contract funds are utilized. The restricted grant or contract funds include those in fund classes 12D, 12E, 211 through 23Z, and 25B.

FieldDescription
Chart, Fund, Organization, and Program Supply the chart, fund, organization, and program codes in the credit and charge sections.
Account Supply the account code as it appears on the Original Document Number transaction.
Amount Supply the amount of  the cost transfer. The amount must be equal to or less than Original Document dollar amount.
Original Document Identifier Supply the original document number of the transaction that posted on the FOAP. This can be found on the data warehouse or the ledger sheets.
Total Credits and Charges This is a sum of the amounts from lines 1 through 6.
Authorized Approver Name Supply the name of the authorized approver for both the credit and the charge of the FOPs involved.
Authorized Approver Signature Signature of authorized approver is required.  Authorized approvers include the Financial Manager or Approver as assigned by Financial Manager on the Financial Profile Application, located at http://itistest.tosm.ttu.edu/team/SelectApplication.
Preparer Name Supply the preparer name.
Date The date cost transfer was prepared.
Section Supply the name of the section (department) initiating transfer.
Phone Number Supply the telephone number where preparer may be contacted.
Address Supply the preparer's Mail Stop.
FST Approval This space is reserved for Financial Services and Tax use.
SPAR Approval This space is reserved for Sponsored Programs Accounting and Reporting use.
A/P Approval This space is reserved for Accounts Payable Department use.
After the form has been completed, please deliver to Drane Hall, Room 221, via mail to Mail Stop 1091 or email the form to fst.forms@ttu.edu
Upon receipt of the cost transfer, it will be reviewed by the accountants for completion, timeliness, signature, and appropriateness based on funding. The accountants will also verify the original expenditure data before the transaction is entered by Journal Voucher. 
Special considerations:  
All transfers with a debit posting to a state account must meet state purchase guidelines and require approval from Business Affairs.
Transfers can not be made for encumbrances that have not been paid. The department should request that the encumbrance be divided between the FOPs involved.
   
Please, refer to OP 62.27 for additional information on Interdepartmental Transfers. For Sponsored Projects, OP 65.04 also applies. If you need further information, please contact the accountant who manages the fund.

 



Cost Transfer Checklist
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Intra Institutional Voucher Form
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An Intra-Institutional Voucher may be used by approved service centers to bill departments for services provided. All fields are required to process an intra-institutional voucher, or it will be sent back for completion. The service department is responsible for maintaining appropriate billing documentation and financial manager approval for the charged FOP. The service department shall provide any necessary documentation to Financial Services & Tax, Sponsored Programs Accounting & Reporting, and auditors upon request.

Field Description
REVENUE
Chart, Fund, Organization, and Program Supply the chart, fund, organization, and program codes in the revenue section.
Account Supply the appropriate account code(s) to properly define the revenue being recorded.  Revenue account codes begin with a 5 and can be found in the account section of the following site:  http://www.depts.ttu.edu/afism/reference/codecharts/
Amount  Supply the amount of revenue associated with the account code  listed.  The sum of the revenues must equal the sum of the charges.
Description Supply a description of the activity being charged.
CHARGE
Chart, Fund, Organization, and Program Supply the chart, fund, organization, and program codes in the expense section.
Account Supply the appropriate account code(s) to properly define the expense being recorded.  Expense account codes begin with a 7  and can be found in the account section of the following site:  http://www.depts.ttu.edu/afism/reference/codecharts/
Amount  Supply the amount of expense associated with the account code  listed.  The sum of the revenues must equal the sum of the charges.
Description Supply a description of the activity being charged.
Department List the name of the department associated with the service activity.
Preparer Name Supply the preparer name.
Phone Number Supply the telephone number where preparer may be contacted.
Address Supply the preparer's Mail Stop.

After the form has been completed, please deliver to Drane Hall, Room 221, via mail to Mail Stop 1091 or email the form to fst.forms@ttu.edu.

Upon receipt of the intra institutional voucher, it will be reviewed by the accountants for completion, timeliness, and appropriateness based on funding.

Special considerations:

Transactions with a charge to a state or sponsored fund must follow additional purchasing guidelines.

Please, refer to OP 62.26 for additional information on Intra-Institutional Vouchers. If you need further information, please contact the accountant who manages the associated fund.



Revenue Form
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The Revenue form may be used to clear deposits from the clearing fund and account code to the appropriate revenue or expense FOAP. Please attach any documentation assoicated with the deposit and forward to Financial Services and Tax for entry. Departments shall provide any necessary documentation to Financial Services & Tax, Sponsored Programs Accounting & Reporting, and auditors upon request.

Field Description
Revenue
Chart, Fund, Organization, and Program Supply the chart, fund, organization, and program codes in the revenue section.
Account Supply the appropriate account code(s) to properly define the revenue being recorded. Revenue codes begin with a 5 and expense codes begin with a 7. A list of the appropriate revenue or expense codes can be found at the following site http://www.depts.ttu.edu/afism/reference/codecharts/
Amount  Supply the amount of revenue associated with the account code  listed.  The sum of the revenues must equal the sum of the clearing activity.
Description Supply a description of the activity being charged.
Clearing Fund and Account Code
Chart, Fund, Organization, and Program Supply the chart and clearing fund associated with the original deposit.  The organization and program are not required.
Account Supply the clearing account code used in the orginal deposit.
Amount  Supply the amount of the transactions being cleared.   The sum of the revenues must equal the sum of the clearing activity.
Description Supply the deposit document number used to post the cash to the clearing account code.
Department List the name of the department associated with the revenue activity.
Preparer Name Supply the preparer name.
Phone Number Supply the telephone number where preparer may be contacted.
Address Supply the preparer's Mail Stop.

After the form has been completed, please deliver to Drane Hall, Room 221, via mail to Mail Stop 1091 or email the form to fst.forms@ttu.edu.

Upon receipt of the Revenue Form, it will be reviewed by the accountants for completion, timeliness, and appropriateness based on the fund class.

Special considerations:

To research revenues allowed on certain fund class please visit the following site.

http://www.depts.ttu.edu/afism/training/documents/codeSerchDemo.htm



Cost Transfer Explanation Justification Form
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FOP Combination Form
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The FOP Combination form is used to associate a fund, organization and program code as needed for establishing a budget.

Field Description
Intent: Check if new FOP combination or if this is a change in a current FOP combination. For a list of current FOPs, see Cognos report FI106 - List of Valid FOPs.
Projected Percentage of Research Expenditures: Type in an estimated percentage of research expenditures. The percentage can be listed as the hundreths of a percent.
Chart Code Use the drop down menu to select a chart code. Chart T represents Texas Tech University and chart S represents Texas Tech University System.
Fund Type in fund code.
Fund Name Type in fund name associated with fund code listed.
Organization Type in organization code. To establish a new organization code, leave this field blank.
Predecessor Organization The predecessor organization is required to establish a new organization code. To view the current Organizational Hierarchy, see Cognos report FI028 - Organization Hierarchy Report.
Organization Name Type in organization name associated with organization associated with the organization code listed. For new organization code requests, type in preferred name. The organization name can contain only 35 alpha/numeric characters, including spaces. No punctuation is allowed.
Program Use drop down menu to select Program Code. A list with definitions can be seen at the AFISM Banner Finance Crosswalks and Code Charts Site under Program: http://www.depts.ttu.edu/afism/referencev2/crosswalksCodecharts.asp
Existing FOP Activity Activity posted to the Existing FOP can remain on the Existing FOP or the activity can be moved to the New FOP being created with this form. If activity must be moved to the New FOP, the department is responsible for labor redistribution.
FOP Objective Provide a detailed explanation as to the purpose of the FOP.  If additional space is needed, an additional sheet may be attached.
Detailed Explanation of Expenditures Provide a detailed explanation of the expenditures that will occur on this FOP as necessary to support the purpose.  If additional space is needed, an additional sheet may be attached.
Financial Manager Name Type in the Financial Manager's Name
Financial Manager Signature The financial manager signature associated with the organization code is required.
Requestor Contact Information Supply the name, phone number and email address of the appropriate person to contact regarding questions.
Research Determination  
For FOPs in the Current Restricted Fund Range (24-29).
Additional Information List any other information that will assist in making the research determination. If additional space is needed, an additional sheet may be attached.
Org Mgr/Recipient Reviewed by: Provide a signature and title of the name listed on the Orgn Mgr/Recipient box above.
ORS/IA Concurred By: Provide a signature and title of a reviewer in the Office of Research Services or if a gift, in Institutional Advancement.


Financial Manager Form
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The Financial Manager Form is used to assign financial managers to both funds and organization codes. Financial Managers have the fiduciary responsibility of managing activity related to the funds and organizations for which they are assigned. The financial manager is responsible for delegating authority to the subsequent levels of approval in TechBuy, travel, direct pay and other applications. The financial manager is also responsible for all activity associated with these funds/organizations, including the activities of the assigned delegates.

Field Description
Section I Identification of and changes to financial manager
Signature of NEW Financial Manager The signature of the new financial manager is required. 
Name and Title of NEW Financial Manager Provide the name and title of the new financial manager.
Signature of PRIOR Financial Manager If the prior financial manager is still employed, their signature is required.
Name and Title of PRIOR Financial Manager Provide the name and title of the prior financial manager.
Signature of Immediate Supervisor The signature of the new financial manager's immediate supervisor is required. 
Name and Title of Immediate Supervisor Provide the name and title of the Immediate supervisor.
Signature of Department Head The signature of the department head is required.
Name and Title of Department Head Provide the name and title of the department head.
Specify reason for change Provide an explanation for the change to financial manager.
Section II Change all organization units and funds associated with prior manager
Check box to update all of the organization units and funds previously managed by the prior financial manager Place a checkmark the box if all of the organization codes and funds associated with the prior financial manager should be updated to the new financial manager.  This should only be used if ALL associated funds and organization codes need to be updated.  To specify the funds and organization codes to update, populate section III and IV.
Section III Specify organization units to modify
Organization Number Supply the level 7 organization codes that requires a change to financial manager.  If there are more than 2 level 7 organization codes that require an update, a list may be attached.
Organization Name Supply the name of the level 7 organization code that requires a change to financial manager.
Change to Organization Name Supply the updated name for the level 7 organization code it a new name is needed.  This is for instances where the financial manager name is also the organization name.  Changes to the organization hierarchy is done on a separate form.
Section IV Specify the list of funds to modify
Fund Number Supply the fund code that requires a change to financial manager.  If there are more than 2 funds that require an update, a list may be attached.
Fund Name Supply the fund name.
Contact Information
Contact Information Please supply preparer information to contact with any questions.

Submit to FST, Drane Hall Room 221, Mail Stop 1091, or email to fst.forms@ttu.edu

To delegate signature authority as necessary for transaction approval, visit http://team.texastech.edu This site will allow the financial manager to assign employees to various roles for FOP approval through their eRaider. The financial manager must be associated with an organization code before alternates can be delegated.



Fund Request Form
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The Fund Request Form is used to request the establishment of new funds.

NOTICE: Effective September 1, 2011, all non-SPAR fund requests are required to be requested via the online New Fund Request System: http://newfund.texastech.edu

Field Description
  General Information Section- Required for all fund classes
Chart Code Use the drop down menu to select a chart code.  Chart T represents Texas Tech University and chart S represents Texas Tech University System.
Fund Name Type in preferred fund name.  The fund name may only be 35 characters long, including spaces.  No symbols are allowed in the fund name, only alpha/numeric characters may be used.
Fund Class (Fund Code 3) Use the drop down menu to select the appropriate fund class associated with the source of funding.  This drop down also provides the appropriate section of this form to populated based on criteria for each fund class.  Refer to the Banner Finance Definiti
Source of Funds/Revenues Type in the revenue sources allowed in this fund.  Revenues may not be commingled with unlike transfers as funding from different sources may not be mixed.   
Source of Funds/Transfers In Type in the fund providing the transfers in.  Transfers in may not be commingled with unlike revenue sources as funding from different sources may not be mixed.
use of Funds/Expenses-Allowed Type in expenses allowed, if any, beyond the Fund Class definition of expenses allowed.  The fund manager may choose to further restrict the use of these funds to more appropriately define the intended use of the funds.  The Banner Finance Definition of F
Use of Funds/Expenses-Not-Allowed Type in expenses not allowed, if any, beyond the Fund Class definition of expenses not allowed.  The fund manager may choose to further restrict the use of these funds to more appropriately define the intended use of the funds.  The Banner Finance Definit
Area - Organization code Level 4 Type in the Area associated with this fund.  The area is organization code level 4 which can be seen at the following site:  http://www.depts.ttu.edu/afism/reference/codecharts/
Financial Manager Signature The financial manager signature is required as approval for the Combination criteria of the new fund.
Requestor Contact Information Supply the contact name, phone number and email address of the appropriate person to contact regarding questions. 
Section I Fund Defaults- Required for certain fund classes as listed
Organization - Organization Code Level 7 Required for fund classes 15A, 24A, 25A, 28A, 41A, 41B, 81A, 81B, 81C & 81D.  This information is used to automatically update the budgets based on fund balance.
Predecessor Organization The level 6 predecessor organization is required to establish a new organization code. The organization hierarchy can be seen at the following site: http://www.depts.ttu.edu/afism/reference/codecharts/
Organization Name Type in organization name associated with the organization code listed.  For new organization code requests, type in preferred name.  The organization name can contain only 35 alpha/numeric characters, including spaces.  No punctuation is allowed.
Program Code Use the drop down menu to select appropriate program code based on expenditure activity.  The program codes are used for reporting as required by management and the state.  Program code definitions can be found at the following site http://www.depts.ttu.e
Section II Scholarship/Fellowship Detail
Number of Annual Awards Type in the number of annual awards estimated to be given from this fund.
Amount of Each Award Type in the amount of each award.
Award Recipients Selected by Provide an explanation of the selection process for these awards.
Announcement/Description of Award Provide the description of award as necessary to be placed in the Scholarship/Financial Aid catalogue.
Classification Provide the classification of the award recipients.
Major Provide the major of the award recipients.
Current GPA Provide the current GPA requirements of the award recipients.
High School GPA Provide the High School GPA requirements if the award will be granted to freshmen.
Financial Need Requirements Specify any financial need requirements. 
Other Requirements Type in other specific requirements in addition to those listed previously.
Section III Service Center/Business Activity Detail
Description of Goods or Services to be Provided Provide a detailed description of the goods or services to be provided.  
Billing Method Select Intra-Institutional Voucher (IV) for services or goods that will be billed to university departments.  Select External Invoicing for services or goods that will be billed to off-campus entities.
Billing Frequency Select the frequency of billing associated with this activity.
Estimated # of Monthly Transactions Provide the number of transaction expected monthly.  If you expect to have both billing methods, please provide an estimate for each billing method.
Estimated $ Amount of Monthly Transactions Provide the estimated dollar amount of monthly transactions.  If you expect to use both billing methods, please provide an estimate for each billing method.
Organizations Requesting Goods or Services List the departments, students, federal grant/contracts, other universities or other sources expected to utilize the goods or services provided.
Names of Local Providers of Same/Similar Goods or Services: Provide list of local providers who offer the same or similar goods or services.
Billing Rates of Local Providers Provide rates for the local providers listed above.
Proposed Billing Rate for External Sales Provide the billing rate for sales to off-campus entities. 
Benefit to TTU from Offering Goods or Services Provide a detailed explanation of the benefit to TTU from offering goods or services.
Expected Revenue for the Fiscal Year Provide the total revenue expected for this Fiscal Year.
Section 3A Service Center/Business Activity Rate Development Worksheet-Required for each good and service provided
Salaries and Wages for the Fiscal Year List the salaries for all individuals contributing time to the operations of the service center.  The salaries proportionate to the amount of time contributed by each individual is required to be charged to the service center/Education Related Business Ac
Cost of Goods Sold For retail operations, supply the beginning inventory, purchases and ending inventory expected for this fiscal year.
Expenditures Provide an estimate of the expenditures to be utilized this Fiscal Year.
Non-Capitalized Equipment Purchases Provide a list of the expected purchases of equipment that cost less than $5,000.00.
Total Expenditure Calculation for the Fiscal Year Some of these fields will populate based on formulas from the cells populated above.  Please populate the Prior Year Surplus and Prior Year Deficit to view the final calculation.
Estimated Number of United Produced/Consumed for the Fiscal Year Check the box next to the consumption type or list another type that describes your activity.  List the estimated amount of revenue expected from sponsored projects, own department, other university departments & outside the university.

After the form has been completed, please deliver to Drane Hall, Room 221, via mail to Mail Stop 1091, or email the form to fst.forms@ttu.edu.

Upon receipt of the cost transfer, it will be reviewed by the accountants for completion, signature, and appropriateness based on funding.

Please refer to the following Operating Policies where applicable.

O.P 62.15 Sales of Goods and Services by Auxiliary Enterprises and Education-Related Business Activities. http://www.depts.ttu.edu/opmanual/OP62.15.pdf

O.P 62.23 Establishing and Operating Internal Services Activities. http://www.depts.ttu.edu/opmanual/OP62.23.pdf



Revenue Form Checklist
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