keying_a_new_grant

Keying a New

Grant into

Banner OFFICE OF

GRANTS AND CONTRACTS

This tutorial will guide you through the steps to enter a new grant into the Banner-Production system.

October 2012

ENTERING A NEW GRANT IN BANNER

Table of Contents

Objectives ....................................................................................................... 1

What is a New Grant? ..................................................................................... 2

How to Key a New Grant ................................................................................. 3

FRAGRNT: MAIN TAB ..................................................................................... 5

FRAGRNT: GRANT AGENCY ............................................................................ 9

FRAGRNT: Location ...................................................................................... 11

FRAGRNT: COST CODE ................................................................................ 13

FRAGRNT: PERSONNEL ................................................................................ 15

FRAGRNT: BILLING ...................................................................................... 17

FRAGRNT: USER DEFINED DATA ................................................................. 19

FRAGRNT: FOATEXT .................................................................................... 21

FTMFUND: MAINTANENCE ........................................................................... 24

FTMFATA: FOAPAL ATTRIBUTE ASSOCIATION ............................................. 28

FTMFATA:FTQATTS ...................................................................................... 30

FTMFATA: FOAPAL ATTRIBUTE ASSOCIATION ............................................. 32

FRMFUND: FUND MAINTENANCE ................................................................ 34

FTMACCI: ACCOUNT INDEX CODE .............................................................. 36

Appendix A: Adding a PMS Code ........................................................................... i

Accessing the PMS Code ..................................................................................ii

Adding a new PMS code the Banner .............................................................. iii


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Objectives

When you have completed the Keying a New Grant into Banner tutorial you will

be able to do the following: 1. Access and navigate Banner – Production 2. Recognize information placed on a Key Sheet

3. Access and navigate all required Banner screens relating to grant management

4. Enter required information from the Key sheet into Banner


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What is a New Grant?

A new grant comes to the University as sponsored research from various

outside entities. These sources may be government (Federal, State, Local),

Non-Profits, or other organizations wanting to collaborate with the University

and its personnel to advance research and educational endeavors.

The Office of Grants and Contracts (OGC) is in place within the University to

manage the grant details, compliance, and financial transactions.

The Banner system is used to house much of a grant’s information for report

generation, accounting procedures, and general administrative management of

the grant’s life.

You will receive the new grant information in a variety of ways, but most likely

you will receive a packet of papers that will include a key sheet (also known as

an Award Brief) that looks like this:


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How to Key a New Grant

1. The packet of papers will be routed to you after the Award Manager has

completed the appropriate fields within the award brief/key sheet.

2. You will use the Banner system to key the new grant.

a. To log into Banner, OPEN Internet Native Banner (INB) at

https://banner.ecu.edu.

b. CLICK “Production- Internet Native Banner”

c. Enter your username (Pirate ID) and password (INB Password)

Username: Pirate ID

Password: INB Password

https://banner.ecu.edu/


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3. Once you are logged into the Banner system, complete the following

steps to start keying in the information. You will use the following

screens to complete the entire process:

FRAGRNT

o Main

o Location

o Cost Code

o Personnel

o Billing

o User Defined Data

o FOATEXT

FTMFUND

FTMFATA

FRMFUND

FTMACCI

4. In the Go To… box type FRAGRNT (Grant Maintenance) and press the

ENTER key (for each new screen you will type the name into the Go To…

box.)

5. The FRAGRNT screen includes 8 different sections, viewable through

tabs on the FRAGRNT screen. To navigate through these tabs, click on

the one you want to select.

Below we will go through each tab. You will be provided with a diagram

and corresponding explanations for the fields we use on each tab.

FRAGRNT


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FRAGRNT: MAIN TAB

FRAGRNT: MAIN TAB

2 3

4

1

5

6

7 8

9

10

11

12 13

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15

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17 18


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FRAGRANT: Main Tab

The diagram on the previous page

matches the corresponding

explanations below. On the Key sheet

you will see the first section is labeled

FRAGRNT MAIN. You will enter the

information provided within this

section on the Banner FRAGRNT

MAIN tab.

1. Grant: Enter the grant number.

You will find this information on

the key sheet. Click Next Block

to move to the Chart of Accounts Field.

2. Chart of Accounts (COA): The COA field will always be E. Tab to the

Responsible Organization Field.

3. Responsible Organization: Enter the ORG Code. This is a six digit code

that defines the budgetary or departmental unit responsible for this grant.

Tab to the Long Title Field.

4. Long Title: Enter the entire title of the grant (up to 256 characters)

Note: When entering a Federal Sea Grant or State Sea Grant, always be sure

to insert either Fed Sea Grant or State Sea Grant before the long title.

Tab to Agency. (The Title Field will automatically populate up to 35

characters based on the information entered in the Long Title field.)

5. Agency: This is where you enter the sponsoring entity.

a. To look up the agency, TAB to the second block within the Agency

line, and type the name; TAB and a drop down box will populate and

you can choose the Agency. Note: % is a wild symbol and can be used

if only a portion of the full agency name is known. Click F8 to start

the query. If the agency does not exist in the system, it may be added

on the FTMAGCY screen. (see “add new vendor” in the desk manual)

Tab to Principle Investigator ID.


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6. Principle Investigator ID: Enter the Principle Investigator (PI) Banner ID in

this field. Tab to Project Start Date.

a. To look up the PI, TAB to the second block within the PI line, and type

the name; TAB and a dropdown box will populate and you can choose

the PI’s name and Banner ID. Note: % is a wild symbol and cab be

used if only a portion of the full PI name is known. F8 to start the

query. (Also you can look up the person’s Banner ID in OneStop if

needed).

7. Project Start Date: This is the Budget Start Date.

Tab to the Project End Date.

8. Project End Date: This is the Budget End Date. Tab to the Expenditure

Date. (You will skip both the Proposal and the Termination Date field- leave

these Blank, and TAB directly to Expenditure Date)

9. Expenditure End Date: This date is ALWAYS 06/30/2099 (06302099).

Tab to the Status Field.

10. Status: (Choose A, C, G, or P)

A: Active

C: Closed

G: Letter of Guarantee

P: Pending

Tab to Status Date.

11. Status Date: The status date is today’s date. (Note: Hit any character in this

field and TAB, and today’s date will populate) Tab to the Cumulative

Amount Field. Note: you will leave the Current Amount field blank

12. Cumulative Amount: The total amount awarded to date. Note: For Clinical

Trials, this field is left blank. Tab to the Maximum Amount field.

13. Maximum Amount: Potential funds to be received. Tab to Grant Type.

Note: The Related Grant field is left blank

Make sure this date is entered correctly. If the start date is not

correct and the budget is loaded you will not be able to change

the Project Start Date.


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14. Grant Type: Enter the grant type.

M: Matching Funds

C: Contract

CA: Cooperative Agreement

CT: Clinical Trial

F: Financial Aid

G: Grant

Tab to the Category Field.

15. Category: Enter the category

F: Federal

L: Local

N: Foundation

O: Other

P: Federal Pass-Through

S: State

T: State with Federal Pass-Through

Tab to Sub Category

16. Sub Category:

CORP: Corporation

EDUC: Educational,

GOVT: Governmental

INDV: Individual

NEDU: Non-Educational

NPRF: Not for Profit

PROF: For Profit

RELG: Religious Organization

SOLE: Sole Proprietor

Tab to CFDA Number

17. CFDA Number: This is the Catalog of Federal Domestic Assistance Number.

This number will only be used on Federal, Federal Flow-Through, and State

Flow-Through Awards. Tab to Sponsor ID.

18. Sponsor ID: Enter the reference number of the Sponsoring Agency. (For

Federal Awards, this is the document number)

19. Deselect the Requires Effort Certification button.

20. You have now completed the FRAGRNT MAIN tab.

21. Click the Grant Agency Tab to move to the next section.

******Hit F10 to SAVE****** Make sure that the bottom of the screen says

Transaction Complete _ Records Applied and Saved


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FRAGRNT: GRANT AGENCY


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FRAGRANT: Grant Agency Tab

1. NO INFORMATION IS ENTERED directly on this screen at this time.

2. Double check to make sure the Agency information provided on the

FRAGRNT MAIN tab automatically carried over to the “Agency” field on this

screen.

3. Click the Location tab to go to the next section.


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FRAGRNT: Location


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FRAGRANT: Location Tab

1. Select the location of where the research is being completed on the grant.

Most of the time, this will be on-campus; therefore, the default will be

sufficient on this page.

2. Proceed to the Cost Code Tab.




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FRAGRNT: COST CODE

1

2

3

4

5


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FRAGRANT: Cost Code

This screen reports F&A information. You can see this information on the

award key sheet under FRAGRNT COST CODE. At this time we are only using

the “indirect cost” fields. We are not using the “cost share” fields.

FRAGRNT COST CODE (Example)

COA E

IDC Basis C-Total Direct Cost

IDC Rate 45%

IDC Account ICCHRG

IDC Dist 610000

1. Chart of Accounts (COA): The Chart of Accounts is always “E.”

2. Indirect Cost Basis: This is what expenses indirect costs are to be

calculated on, choose from the drop down box.

3. Indirect Cost Rate Code: This is the F&A percentage. Note: F&A of 26% will

either be 26%, 26%CT, or 26%W. This should be reflected on the key sheet.

4. Indirect Cost Charge Account Code: Always ICCHRG. Use the drop down

menu.

5. Indirect Cost Distribute to Code: This is the department or school that is

responsible for the grant. This will often be the ORG code, but some

departments have a unique code.

6. Proceed to the Personnel Tab.

FRA




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FRAGRNT: PERSONNEL

2

3

4

5


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FRAGRANT: Personnel

The Personnel Tab allows you add the Grant Administrator (the Financial

Analyst) assigned to the grant. The PI name and ORG will default when you

click on the Personnel Tab.

1. Click on record > insert to enter the Grant Administrator Information.

This will add an additional record to the already existing PI information.

2. ID: Enter the ID number.

Grant Administrator Name ID Number

Barbara Revelle B00071880

Christina Kennedy B00170479

Ella Arnette-Barrett B00005035

Janice McGowan B00002729

Kari Busard B00835038

Kathleen Hall B00404719

Stephanie Hendrix B00087011

Steve Ayers B00005544

Suhail Guzman B00166459

3. Indicator: Always GA for Grant Administrator

4. Chart of Accounts: Always E

5. Organization: 240801 for RG Grants Admin

6. Proceed to the Billing Tab.




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FRAGRNT: BILLING


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FRAGRANT: Billing

This tab is used ONLY when the grant is a federal award receiving payment

through the Payment Management System (PMS).

1. Choose the appropriate PMS Code from the drop down box. (All information

will default once the PMS Code is entered)

2.

If a new PMS Code needs to be added, please see Appendix A for instructions.




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FRAGRNT: USER DEFINED DATA


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FRAGRANT: User Defined Data

This screen is used for additional information that might be needed when

viewing the grant information. Additional fields are able to be added if needed

at any time. Currently, we are using the following six attributes:

1. BUDG_TRAN_RULE (YES = Prior approval needed)

2. CHESS_CODE

3. CIP_CODE

4. NACUBO_CODE

5. REPT_FREQ

6. INV_FREQ

You will add ONLY the attributes that have criteria listed on the award key

sheet. For example:

FRAGRNT USER

DEFINED

BUDG_TRAN_RULE Yes CHESS_CODE 22 CIP_CODE 26.0204 NACUBO_CODE 220 REPT_FREQ 0 INV_FREQ Monthly T,K, or F AWARD? 0 Program Income/Interest? 0 ARRA? 0

To add the fields you can search for them or type them in directly. To

search click inside the next blank field in the left column labeled “Literal”

and click the dropdown arrow under the Literal title.

You will now be given another screen that is populated with information. Press

F7 to clear the fields. Then enter the attribute you are searching for. (i.e.

CIP_Code, or NACUBO_Code), then press F8 to conduct the search (or Query).

You will be given a list to choose from. To select your choice to be added to the

FRAGRNT: User Defined screen, double click within your choice in the left

column. You will then be directed back to the FRAGRNT: User Defined screen

and you can continue on adding attributes or save.



In this example we would

NOT add the REPT_FREQ

since there is no criteria listed

for this attribute.

We would only add

BUDG_TRAN_RULE,

CHESS_CODE, CIP_CODE,

NACUBO_CODE, and

INV_FREQ.


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FRAGRNT: FOATEXT


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FRAGRANT: User Defined Data

After information has been entered on all tabs, you will access FOATEXT, to

add additional information about the grant. Below are some examples of what

you might see, but this will not be the same for

each grant. Only enter the attributes that have

entries on the award key sheet.

To access the FOATEXT screen make sure all

the information has been entered in all the

tabs of the FRAGRNT screen, then return to

the MAIN tab and click OPTIONS > TEXT

INFORMATION

Below is an example Banner screen showing

what you an example entry for each field.


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However, not all fields are used for every award. You only will enter the fields

that are listed in the key sheet. For the example below, you would only enter

the information for 10 and 100.

Key Sheet Entry Tab

FRAGRNT FOATEXT

10-OSP Number A12-0228-001

20-Prime Number 0 30-Related Funds 0 40-Detailed Billing Info n/a 50-Subcontractor and Amount n/a 60-Cost Share Dollar Amount 0 70-IRB Number 0 80-Service/Engagement

90-F&A Split n/a 100-Project Type Basic 110-Audit Retention n/a 120-Equipment Title n/a 130-Foreign Entity n/a 140-CT Phase n/a

Banner Screen




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FTMFUND: MAINTANENCE

1 2 3

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5 6

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14 15

8

12


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FTMFUND: Maintenance

The information put into the FTMFUND screen drives reports and data for the

management of each fund not only for our office, but also for Human

Resources (EPAFS) and Financial Services.

There are three ways you can use the FTMFUND screen – query, update, and to

enter a new record.

1. To Query: Access the FTMFUND screen > Press F7 to clear all fields >

enter a search criteria (most often the fund number in the FUND field) >

Press F8 to run the query.

2. To Update: Run a query on the fund number > click Record > Insert >

Record > Duplicate > change the information you need to update > you

will always have to change the effective date to today’s date > press F10

to save.

3. To Enter a New Record: Access the FTMFUND screen > start with data

input in the Chart of Accounts field and follow the guidelines below.

When you have completed the required fields press F10 to save.

To populate a New Record:

1. Chart of Accounts: This is always “E”

2. Active Status Box: Leave this box checked

3. Last Activity Date: Leave Blank

4. Grant: Grant Number

Proposal: Leave Blank

5. Fund: The fund number assigned to this project. Note: Most of the time

this will be the same as the grant number; however, it can be different.

You can associate multiple funds to a single grant. You cannot, however,

associate multiple grants to a single fund (See Internal Training:

Parent/Child Fund Set Up)

6. Title: Type the title of the fund

Because this data on the FTMFUND screen effects other systems and reports, it is

IMPORTANT to make sure ALL DATA IS ACCURATE and ENTERED

CORRECTLY before saving. If you are unsure, PLEASE ASK before completing

this screen.


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7. Effective Date: Enter the Effective date determined by the accountant.

If the grant has not started yet, the effective date is the date of

keying.

Example:

Today’s Date: 05/10/12

Project Start Date: 06/01/12

Effective Date: 05/10/12

If the grant has started, then you need to calculate the correct

effective date. The effective date needs to be the day before the

payroll prior to the start date. Normal payroll dates are the 15th

and the last day of the month (if the normal payroll dates falls on a

weekend or approved holiday, then the new payroll date is the

previous working day.) Let’s look at a couple examples:



Payroll Date Prior to start date:

07/13/12

Day Before Payroll: 07/12/12




Payroll Date Prior to start date:

05/15/12

Day Before Payroll: 05/14/12


STOP! It is important you get the effective date exactly correct. This

can only be input ONE TIME and cannot be corrected. The FTMFUND

Effective Date drives payroll and other HR functions.


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8. Termination Date: 30 days past the end date of the fund. Note: This will

stop expenses from posting to the account once the date has passed.

Next Change Date: Leave Blank

9. Expenditure End Date: Default from FRAGRNT (06/30/2099)

10. Date Entry Box: Leave checked

11. Fund Type: Always 21 for “Budgeted Contracts and Grants”

12. Predecessor Fund: Choose one of the options below:

21SPO Other Sponsored program

21CLO Clinical Trial

21FAO Financial Aid

21SPF Federal Sponsored Program

21CLF Clinical Trial

21FAF Financial Aid

21SPS State Sponsored Program

21CLS Clinical Trial

21FAS Financial Aid

21SPL Local Government Sponsored Program

21CLL Clinical Trial

21FAL Financial Aid

Once this is entered, a screen will popup showing the specific

information. Verify that it is the correct code and then “x” out of the pop

up screen.

Financial Manager: Leave Blank

Unbilled Accrual Account: Leave Blank

Revenue Account: Leave Blank

13. Bank: Always 12 for “ECU Institutional Trust Fund”

Cash Receipt Bank Code: Leave blank

Capitalization Fund Indicator: Leave at default “Cap different or No Cap”

Capitalization Equity Account: Leave Blank Capitalization Fund: Leave Blank Multiple Fund Balance Indicator: None

Restriction Indicator: None 14. Organization: This is a six digit code that defines the budgetary or

departmental unit responsible for this grant. 15. Program: Always 0000




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FTMFATA: FOAPAL ATTRIBUTE ASSOCIATION

1

2

3 4

5


Page | 29

FTMFATA: FOAPAL Attribute Association

1. Chart of Accounts: Always E 2. FOAPAL ELEMENT: Leave it at the default of “Fund”

3. Fund Code: Enter the fund number of the project 4. Data Entry: Leave it at the default of “Yes”

5. Predecessor Code: Should default to correct code when you enter the Fund Code.

6. After Entering the Information on the Screen, click on Next Block

Down or (Ctrl + Page Down) to get to the next screen (FTQATTS)


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FTMFATA:FTQATTS

1

2

3

4


Page | 31

FTMFATA: FTQATTS

On the FTMFATA: FTQATTS screen, you will add the following attributes by checking the “ADD” box at the far right for each of the following items:

1. CN_ASSET 2. NCAS

3. PROG 4. UDMRPTC

Note: Financial Aid will have more Attribute Types

TIP: If you forget to include an attribute on the initial set-up and you need to go back to add an attribute: One the menu bar click Options > Attributes Types

to Associate with FOAPAL Elements. The FTQATTS screen with open and then you can check the attribute that needs to be added. Hit F10 when you would

like to save.




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1 2 3 4


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On this screen, you will enter the specific attribute values on the fourth column. You can find this information on the award key sheet.

1. CN_ASSET – enter RERE 2. NCAS – enter “02” and the 2nd and 3rd digits of the program code

3. PROG – enter the program code from the key sheet (not 0000)

1010- Training

1100- Research

1420- Public Service

1700- Administrative Support

2300- Financial Aid 4. UDMRPTC – enter 20 for Federal or 30 for non-Federal.




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FRMFUND: FUND MAINTENANCE


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FRMFUND: Fund Maintenance

On this screen, you will not enter any information. The fields will automatically populate based on information entered on previous screens, as you tab through

the whole FRMFUND screen. When you have reached the end of the screen, you can make sure that the information that populated is correct.




Page | 36

FTMACCI: ACCOUNT INDEX CODE

1

2 3

4

5

6

7


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FTMACCI – Account Index Code

1. Chart of Accounts: Always E

Active Status: Leave Checked

Last Activity Date: Leave Blank

2. Account Index: Enter the Assigned Fund Number

3. Account Index Title: Retype the title of the project

4. Effective Date: Today’s Date

Termination Date: Leave Blank

Next Change Date: Leave Blank

5. Fund: Enter the assigned Fund Number

6. Organization: Enter the assigned Organization

Account: Leave Blank

7. Program: Enter the assigned Program

Activity: Leave Blank

Location: Leave Blank

You have now completed all the screens for entering a new grant into the Banner system. This Concludes the Keying a New Grant Into Banner tutorial.




Page | i

Appendix A: Adding a PMS Code


Page | ii

Accessing the PMS Code

1. Access the FRAGRNT screen.

2. Click on the Billing tab. 3. Click on the drop down menu next to the PMS Code box. If you do not find

the PMS code listed on the Key sheet then you need to add a PMS Code.


Page | iii

Adding a new PMS code the Banner

1. Access the FRVPMSC screen in Banner. 2. Click into the record you want to copy to the new record.

3. Click Edit > Copy 4. Click Record > Insert. This will give you a new and blank set of fields. 5. Click Record > Duplicate. This will copy the previous entry into the new

fields.

6. Then you can edit the fields as need. Hit F10 to save.

keying_a_new_grant

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