1. CES Helpful Hints Administrative Office Staff Annual Meeting June 28 th& 29 th2006

2. TOPICS

CES Terminology

Banner Vs. Basis

CES Applications

How to Get Access

ePrint Demonstration

CES Purchasing Cards

3.

Definitions :

Fund= Number representing a specific sourceof funding

• Orgn(Organization Number) = Number representing a specific Department or Section area in Extension

• Account= Number representing the type of expense

CES Terminology 4.

How they translate?

The Fund and Orgn together represent a CCN number in BASIS

Example :

• In BASIS, an expense is entered on CCN 0104-55555-31-0000

• We would record the expense on this CCN to:

• Fund 13101 (State) Orgn 2000 (Financial Services)

• The Fund and Orgn are two separate numbers and fields in our system but they translate to one CCN number in Basis.

Fund/Orgn Vs. CCN 5. CES VS. BASISACCOUNT

• ** Notice the Similarities

Non-Classified Salaries 611000 Salaries, Non-Classified 10511000 Fringe Benefits 616000 Fringe Benefits 30516000 Meals and Lodging-In State 725111 In-State M&L Official Business 70525111 Banner Acct Desc Banner Acct Basis Account Desc Basis Acct 6.

When transactions are entered on CES

CCNs in the Basis system our office :

References and records these charges to a specific fund and orgn in our system

The Basis account number is translated to an equivalent Banner Account Code

When recording Basis transaction in our Banner system we try record the entry with as much of the BASIS description as possible

BASIS TO BANNER 7.

Banner Entry Format:

(Month and Year) (Transaction Description from Basis)

** Up to the length of our description field

Example:

BASIS TO BANNER May06 AES - PC-WM SUPERCENTER FAYE Banner Transaction Description PC-WM SUPERCENTERFAYETTEVILL Basis Transaction Description 8.

You will need access to our system for:

• Approval of Requisitions (Banner)

• View Online Reports(ePrint)

Access to CES Info 9.

Requisitions

Requisitions through our system require

the approval of the department head

and/or Principal Investigator and

Financial Services fund manager

• If the requisition is over $1,000 or $10,0000 additional levels of approval may be required by CES administration

Approvals in Banner 10.

Please contact our Purchasing Office for

questions concerning Requisitions

through our system.

• • Dianne Knuteson Purchasing Agent

• • • • Email:[email_address]

• • • • Phone: 501-671-2058

• • Jim Lipsey Purchasing Specialist

• • • • Email:[email_address]

• • • • Phone: 501-671-2296

Approvals in Banner 11.

ePrint :CES web-based application for

reviewing financial information

• Provides access to reports such as:

• • • Departmental Budget Reports

• • • Grant Reports

• • • Departmental Carryover Funds

ePrint 12.

ePrint requires specific Fund and Orgn permissions to view reports

Contact the following for help with access to specific reports in ePrint

• • • Sheryl Baker Grant and Contract Manager

• • • • Email:[email_address]

• • • • Phone: 501-671-2273

• • • Angela Stacy Grant Accountant

• • • • Email:[email_address]

• • • • Phone: 501-671-2011

ePrint 13.

Requesting access to Banner & ePrint

Send an email request for access to Sheryl Baker

A Non Extension Banner User ID Request form will be emailed for completion by the new user

Access toBanner & ePrint 14.

Requesting access to Banner & ePrint (Cont.)

The completed Non Extension Banner User ID Request form should be returned by email to Sheryl Baker

• NOTE: This request will not be processed

• unless the manager has been included in the

• email

Access toBanner & ePrint 15.

Requesting access to Banner & ePrint (Cont.)

The form will be forwarded to Information Technology and in Financial Services

• Once the new ID is established, an email will be sent to the new user with instructions for login to Banner

Access toBanner & ePrint 16.

Requesting Access to Banner & ePrint (Cont.)

Banner and ePrint use the same userid and password

Contact the following for help with your access to Banner & ePrint

• • • Sheryl Baker Grant and Contract Manager

• • • • Email:[email_address]

• • • • Phone: 501-671-2273

• • • Angela Stacy Grant Accountant

• • • • Email:[email_address]

• • • • Phone: 501-671-2011

Access toBanner & ePrint 17.

Questions???

18. 19. What Youll Need to Get Started

Banner System User ID

Current Web Browser

• Microsoft Internet Explorer4.0 or higher

• Netscape Communicator 4.0 or higher

Acrobat Reader

• Download the latest version fromwww.adobe.com

• Run within your browser or in stand-alone mode

Access to Web Address

https://eprint.uaex.edu

20. Repository Choices

Two current repository (folder) choices

• Daily Reporting

• Month End Reports

21. Repository Choices

Daily ReportingRepository

• Contains both Summary and Detail Reports for Various Funds

• Summary Reports

• • Updated 7 days a week every hour from 9:00am 5:00pm and a final time at 10 pm

• Detail Reports

• • Updated 7 days a week twice a day at 1:00pm and 10:00pm

22.

Month End ReportsRepository

• Contains both Summary and Detail Reports for Various Funds(Same Reports as Daily Repository)

• Summary Reports

• • Updated after we close the prior period

• • Are as of the end of the prior period

• Detail Reports

• • Updated after we close the prior period (CES Closes around the 15 thor each month)

• • Report Includes only detail posted for that month

Repository Choices 23. Reports Available in Both Repositories

• Departmental Budget Summary Report

• Departmental Budget Detail Report

• Grant YTD Summary

• Grant YTD Detail

• Indirect YTD Summary

• Indirect YTD Detail

• 14001 FSL Budget Carryover YTD Summary

• 14001 FSL Budget Carryover YTD Detail

24. Logging Into e~Print 2. Key in Banner user ID andPassword.

3. Select a repository.

• Repository =File or location where reports are

• stored

4. Select Enter.

Go to the web Address:

https://eprint.uaex.edu

25. Main Screen 26. ePrint Navigation Drop Box/Next

A drop box will appear at the bottom of the page which can be used to bring a report at the bottom of your list to the top of the list.

Drop Box 27. ePrint Navigation Drop Box/Next

To find additional reports select the Next icon

Next Icon 28. Icon Definitions Simply point-and-select... Retrieve a PDF file to view in Acrobat Reader ICON Definitions in ePrint Drill downfrom the Repository List to specific report list.(Month End Reports Repository Only ) 29. Viewing Reports

View a specific report in ePrint by selecting the PDF icon.This will open your report using Adobe Acrobat.

30. Viewing an ePrint Report

To see individual reports available select the plus sign on the left

31. Viewing and Printing a Report

This will allow you to select a specific section of the report available to you

Just choose the section you want to view

32. Using Acrobat Readers Tools - Top Print the PDF Savethe PDF Link to Adobe website Hand Tool (push, pull) Zoom In Tool Text Select Tool Show/Hide Navigation Pane First, Previous,Next or LastPage Actual Size Fit in Window FitWidth Find Rotate FindAgain 33. Using Acrobat Readers Tools - Bottom Show/Hide Navigation Pane Next, Last Page First, Previous Page ChangeDisplay Layout 34. Month End Reports - Login 2. Key in Banner user ID andPassword.

3. Select Month End Reports repository.

4. Select Enter.

Go to the web Address:

https://eprint.uaex.edu

35. Main Screen 36. Viewing Month End Reports

Takes you to a listing with all the reports of a given type.

37. Report List

Lists all instances on file for the selected report type.For each instance, thereport titleanddate/timeare shown.

Simply point-and-choose to view 38. Logging Out of e~Print

Select theLogoutlink in the top, right-hand corner of any page.

Log out if your browser will remain open.

Automatic logout when you close browser.

39. Questions? CONTACT Sheryl BakerPhone: 671-2051 Email: sbaker@uaex.edu Angela StacyPhone: 671-2011 Email: astacy@uaex.edu 40. P-Cards Purchasing Card Program(P-Cards) 41.

What is the P-Card?

A Visa credit card issued by US Bank through the State of Arkansas to UACES to be used for approved purchases

P-Cards 42.

Whos Who?

Cardholder Individual user

Account Manager person designated by supervisors to maintain P-Card Log

P-Card Coordinator Renee Perkins

P-Cards 43.

Restricted Items

Alcoholic Beverages

Travel/Meals/Entertainment

State Contract Items

Gifts/Personal Items

Cash Advances

Professional Services

Split Purchases

ADC/4H Foundation Purchases

P-Cards 44.

Effective March 15, 2006 OSP has restricted the office supplies contract to Office Depot ONLY

P-Cards 45.

Transactions to Note:

Food or snacks for meetings Must include FINANCE-214 with P-Card Log

Cell phone accessories

Office supplies

P-Cards 46.

When making purchases on the internet or telephone

• be certain that the name, billing and shipping addresses supplied to the vendor match the information found on the P-Card application form

P-Cards 47.

Spending Controls

Each card will be assigned a maximum per-transaction limit based on the users need as approved by the supervisor

P-Cards 48.

Cardholder Responsibility

Keep P-Card in a secure place

Do not authorize anyone else to use P-Card

Keep receipts and/or shipping tickets for purchases

Immediately report lost or stolen card to US Bank and P-Card Coordinator

Refrain from making unauthorized purchases

Review monthly charges to verify accuracy

Notify Account Manager of Fund/Org # changes

Surrender card upon termination and notify P-Card Coordinator

P-Cards 49.

Account Manager Responsibilities

Record all purchases on the Purchasing Card Log Form(a separate log must be maintained for each card)

Enter appropriate fund and org numbers on each purchase so that they can be correctly charged when payment is keyed by accounts payable

Retain all original receipts, sales slips, cash register receipts, packing slips and credit receipts

Compare the Purchasing Card Log Forms to the Purchase Card Transaction Form for each P-Card

P-Cards 50.

Account Manager Responsibilities (2)

After the log and statement have been verified, the Purchasing Card Log Form should be signed and forwarded to Financial Services with original sales receipts, etc.

E-mail electronic version of each months Purchasing Card Log to Renee Perkins for batch feed in to Banner

Retain a copy of all P-Card Application Forms after original form is sent to Financial Services

Retain a copy of the Purchasing Card Log Form with signatures

P-Cards 51.

P-Card Log Form

P-Cards 52.

Merchandise Returns/Credits

If an item purchased with the P-Card is returned, request that the vendor place a credit on the cardholders P-Card account

A credit should be issued for any item that the vendor has approved for return

Do not accept a refund in the form of cash or check

Credit amounts/transactions should be listed on the Purchasing Card Log Form

P-Cards 53.

Coming Attractions . . .

Online review of chargesbeforepayment

Bank file downloaded directly into Banner

• Quicker posting of expenses to make budget checking more accurate

• Forms and receipts will still be required

P-Cards 54.

Questions???

P-Cards