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Business Office Primer

  1. Terms
  2. USNH resources we use to conduct business
  3. How to get Access to Banner and/or WebIntelligence (WebI)
  4. 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

  • UNH AD Account: Gives KSC users access to the web-based ECG VPN (Virtual Private Network). We cannot access certain system resources without it.
  • 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 ECG VPN.
  • USNH Events Management System (eVents): Provides event management. It allows for the creation and management of event registration and allows departments to collect funds electronically across all of USNH.

How to get Access to Banner and/or WebIntelligence (WebI)

  • Banner and/or WebI Finance/HR accounts
    • Budget managers request access for their employee.
  • Web Information System for Employees (WISE)
    • Employee access to WISE is established upon employment.
    • Web Time Entry Supervisors and Proxy access must be requested.

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)

Contact the Business Office

Business Office Keene State College
229 Main St, Keene NH 03435
M/S 1603 (Elliot Center) M/S 1601 (Fiske Annex)

☎ 603-358-2476
deborah.williams@keene.edu
kscacctpayable@keene.edu

Icon of clock Hours of Operation

Monday—Friday, 8 a.m. to 4:30 p.m.

Service beyond regular business hours can be made by appointment.

Our Staff