Business Office Primer

1. Terms
2. USNH resources we use to conduct business
3. FOAPAL is an Acronym that can be thought of as your account in Banner
   1. F = Fund.
   2. O = Organization (Org).
   3. A = Account.
   4. P = Program
   5. A = Activity
   6. L = Location

Terms

• Banner is the financial and human resources database used by the University System of New Hampshire.
• WebIntelligence (WebI) is the financial and human resources reporting tool used by the University System of New Hampshire.
• Budget is a financial plan on how best to use college funds.
• Chart of Accounts (COA) is a list of titles and codes. The COA is the logic and backbone of the Banner system.
• Fund Accounting ensures that money is spent for the intended purpose.
• FOAPAL is an acronym that can be thought of as your departmental account in Banner.
• Ledger records financial transactions by account. We have two primary ledgers in Banner.
  • Operating Ledger is temporary based on our fiscal year, July 1 - June 30, and is home to current revenue, expense, transfers, and budgets.
  • General Ledger is permanent and home to our balance sheet accounts – assets, liabilities, control accounts, and fund balances.
• Revenue is money coming into the college.
• Expense is money going out of the college.

USNH resources we use to conduct business

• Banner Finance/HR: End Users have ability to enter transactions and query financial information. Managers have the responsibility to approve transactions and the ability to query financial information.
• WebIntelligence (WebI) Finance/HR: Report Readers have the ability to run corporate reports based on entered criteria.
• Web Information System for Employees (WISE): Available to all employees to review payroll information (pay stub details, direct deposit, deduction information, etc.). Also within WISE is the ability to do Web Time Entry - electronic time sheet entry and approval. Hourly employees complete and submit their time sheet(s) for approval. Supervisors are enabled to approve submitted time sheets for their employees through WISE when accessed with the VPN.

FOAPAL is an Acronym that can be thought of as your account in Banner

• Chart of Accounts Code for USNH is Y.

F = Fund.

Fund represents the stewardship of the money, and all Keene funds begin with the number “5.” Funds have a coding convention that represents the purpose of the fund:

Character	Represents	Code	Meaning
1st	Campus	5	Keene
2nd	Fund Group	U	General Operating
		D	Internally Designated
		A	Auxiliary
		00 - 9Z	Grants - # represents sponsoring agency
		G	Gifts
		L	Loan
		X	Unexpended Plant Funds
3rd	Major Resp. Unit	A	VPAA (Academic Affairs/Provost)
		D	Financial Aid
		C	Executive Division
		E	Advancement Division
		F	VPFP (Finance and Administration)
		G	General Institutional
		H	Arts and Humanities
		J	Athletics
		L	Library
		P	Professional and Graduate Studies
		R	VPSA (Student Affairs)
		S	Sciences and Social Sciences
		T	Physical Plant
4th-6th	Individual Funds	sequencer

O = Organization (Org).

The Org is hierarchical in that it represents the campus, the cost centers, and the department that manages the activity. Security in Banner is Org based. All Keene orgs begin with the letter “K.”

Character	Represents	Code	Meaning
1st	Campus	K	Keene
2nd	Major Resp. Unit	A	VPAA (Academic Affairs/Provost)
		D	Financial Aid
		C	Executive Division
		E	Advancement Division
		F	VPFP (Finance and Administration)
		G	General Institutional
		H	Arts and Humanities
		J	Athletics
		L	Library
		P	Professional and Graduate Studies
		R	VPSA (Student Affairs)
		S	Sciences and Social Sciences
		T	Physical Plant
3rd	Department	various alphas	various departments
4th-6th	Individual Orgs	as requested	individual departmental orgs

Account	Code
KSC’s General Operating Fund	5U0000
KSC’s Level 1 Org (summary only-not data entry)	KXXXXX

A = Account.

The Account code represents the accounting classification, such as asset, revenue, expense etc. These are also organized in a hierarchy. Frequently used account codes

P = Program

The Program code is always “020.”

A = Activity

(optional) The Activity code is for departmental tracking purposes, usually used to represent projects.

L = Location

(not currently used)