Self Service Banner Guide
What is Self Service Banner?
Self-Service Banner (SSB) Finance is a web-based information management system that allows users to query budget, actual, and encumbrance activity at both the summary and detail level. It enables transaction detail “drill-down” as well as access to associated individual purchase requisitions and orders. It also provides Fund, Organization, Account, Program (FOAP) Codes Lookup and the ability to Save/Delete (query) templates. Additionally, department managers can submit unrestricted, discretionary one-time budget transfers.
How do I get access to Self Service Banner?
Please contact Lynne Coulson at x5222 or by email at firstname.lastname@example.org. Individual training is available as well.
How do I view/access current information on my grant expenditures?
For access to current information on your grant expenditures, please follow the instructions below (also available as a Word document):
- Logon to USF Connect (https://connect.usfca.edu/cp/home/displaylogin)
- Click on the “Finance” tab, located towards the top of the screen
- To the left of the screen, under the “Budget Management” header, click on “Budget Queries”
- If you have a Banner tab, click on the “Banner” tab, then click on “Self Service Banner”, and then click on the “Finance” tab, and then click on “Budget Queries” under the “Budget Management” header.
- Please note that you need to have access to your grant number, your grant fund number, and your default grant org number. To get access, please contact Lynne Coulson in the office of Contracts and Grants at Ext. 5222.
- The budget query screen allows you to retrieve existing queries as well as create new ones. To create a new query, click on “create new query”.
- Select the following options to run a query on your grant: total available budget, year to date, Encumbrances (this will show you payroll commitments, and purchase orders/requisitions in process), and available balance.
- You can save the query and go back to it later. You can also modify your query once it has been saved
- Select the fiscal year for the activity that you want to review. Please note that USF fiscal years are not based on the regular calendar year. The fiscal year begins June 1st and ends may 31st of the following year
- Select the fiscal period that you would like to review. If you would like to review all periods within a fiscal year, select the number 14 from the drop down list. Because June 1st is the first month of USF’s fiscal year, the month of June would be considered period 1, July would be period 2, and so on. You can select individual periods to review
- Select “all” for the commitment type and type in the letter “S” in the chart of account box. Type in the fund number and org number for your grant. You can also type in the grant number, which typically begins with the letter G or the number 5. This is different than a fund and org number. By typing in the grant number, you can see all of the activity associated with your grant. By typing in a fund and org number, you can only see activity tied to those specific numbers. For example, if you mistakenly used the wrong org number when reconciling your grant related expenses, by typing in the default org number for the grant, those expenses will not show up in your query.
- After making your selections, submit your query.
- The next screen allows you to review your query. You can download this query into Excel format by clicking on “download all ledger columns or download selected ledger columns”. You can download all of the details that are in the query that you created or you can download selected details within the query.
- You can also drill down expenses that are highlighted in blue in the “year to date and encumbrances” section. By clicking on them, you can see the expense detail history.
- The first column of the query will represent the account codes put in place for your budget. The second column represents the descriptions of the account codes used within the grant budget. The third column represents the total budget for the project, and the fourth column represents will the year to date or inception to date expenses and encumbrances. The last column represents the total available balance, which would be the total project budget for that category less the cumulative expenditures that have been applied to the grant fund.
- If you have a multi-year grant, once your query has been run, you can continue to click on “Next 15” towards the bottom of the screen because you will likely have multiple pages of data to review and not just one page. You have to continue clicking “next 15” until you are at the last page of your query. You will know that you are at the end of the query because your running total and screen totals will be equal in both columns three and four (available budget and year to date columns).
- Once you download the query, you will have to option to save it in Excel format and then review it from your computer. You can also save the query and go back to it later or add more information to it.