Frequently Asked Questions
Financial Systems Department
Banner Approval Queues
banner-finance@unf.edu
Banner Security Changes
Finance Self-Service Training
In Process Requests
Banner Approval Queues
How do I make requests to add, change or terminate an Approval Queue?
Requests to make changes to approval queues can continue to be made by accessing the online form - Banner Approval Queue Request
banner-finance@unf.edu
What will happen to banner-finance@unf.edu?
This e-mail address will continue to serve as a primary contact point for questions regarding Travel & Expense, Chart of Account requests, and all of the other activity the university community has previously used this e-mail address to make requests.
Banner Security Changes
How do I make security change requests for things such as access to an Index, Fund, or Organization?
Requests to change security can still be made through the form available via myWings.
Finance Self Service Training
System users should continue to register for upcoming courses through the Center for Professional Development & Training website.
I was working with Financial Systems on...
If you were working with a Financial Systems team member on an enhancement request, report request, or other activity prior to the organizational change you should continue to contact and collaborate with that individual until the project/request/activity has been completed. New requests for Banner Finance system enhancements should be made using the ITSR request system found in the university portal.
Travel and Expenses (T&E)
User Access
Problems Accessing T&E
End-User Training
Using an iPad with T&E
User System Access
How Can I get access to the Travel & Expense system?
Financial Systems is working through each of the divisions in a systematic manner. A staff member from Financial Systems or from your division/department will contact you regarding training opportunities and specific steps you will need to complete prior to being provided access to the Travel & Expense system.
I am a new employee and expect to travel, how do I get access to the Travel & Expense system?
First, congratulations! Welcome to the University of North Florida! Once you have been through the required Human Resources New Employee Orientation program, you may request access by contacting our office at banner-finance@unf.edu. You are strongly encouraged to participate in the training opportunities which will help familiarize you with what your roles and responsibilities are when on official, approved university travel status. To find out when the next training event will be held, please check out the Center for Professional Development & Training's website HERE.
Problems Accessing the T&E application
I am having a problem logging in to Travel & Expenses. Am I supposed to be prompted to login in to Travel & Expenses?
No, you are not supposed to login a second time after logging in to myWings. The University of North Florida employs the use of Single Sign-On technology from myWings to access other applications. Occasionally, this technology does become unsynched and can cause access problems. Please take the following steps in order to access the application:
- If you are using Internet Explorer 7.x or higher, delete your internet browsing history by completing the following steps:
- Open Internet Explorer and select "Tools"
- Select Internet Options
- In Browsing History, select Delete
- Choose either Delete All or check the boxes on the right (for all or at least Cookies, History & Form Data).
- After the Deletion has been complete, you will then need to close your Browser for changes to apply.
- If you continue to receive a login prompt or error message, please contact Financial Systems at banner-finance@unf.edu or 620-2008.
- If you are using Google's Chrome, delete your internet browsing history by completing the following steps:
- Open the Customize and Chrome Options selection by clicking on the icon which looks like a wrench (most often found in the upper, right-hand corner of the web browser).
- Select Options
- Select the Under the Hood tab
- Select Clear browsing data
Make the following selections in the window that comes up and looks like this:
- After the delete process completes, please close Google Chrome; restart Google Chrome and try to access the Travel & Expenses system again.
- If you continue to receive a login prompt or error message, please contact Financial Systems at banner-finance@unf.edu or 620-2008.
- If you are using Firefox/Mozilla, delete your internet browsing history by completing the following steps:
- Open Firefox and select Tools > Clear Recent History (Ctrl+Shift+Delete)
Make the following selections in the window that comes up and looks like this:
- Once the history has been deleted, the window which came up on the previous step will automatically close.
- Close Firefox/Mozilla; restart Firefox/Mozilla and try to access the Travel & Expenses system again.
- If you continue to receive a login prompt or error message, please contact Financial Systems at banner-finance@unf.edu or 620-2008.
- If you are using Apple's Safari, delete your internet browsing history by completing the following steps:
- Open Safari
- Click on the top menu option History
- Click on the Clear History Option
- Click the Clear button after being asked if you are sure you want to clear your browsing history.
- Close Safari; restart Safari and try to access the Travel & Expenses system again.
- If you continue to receive a login prompt or error message, please contact Financial Systems at banner-finance@unf.edu or 620-2008.
The University employs a variety of training techniques to ensure all learning styles are taken into consideration. Two courses are provided to familiarize faculty and staff with the features and steps necessary to use the new software program. These two courses are meant to complement the existing training opportunities currently provided by the Center for Professional Development and Training (CPDT). Below are two brief descriptions of the courses and the audiences they are targeted towards.
Travel & Expenses Delegate Training:
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Designed primarily for administrative and support staff who currently complete Travel Authorization Requests (TARs), but also for the faculty or staff member who completes their own TARs. These individuals are typically familiar with university travel policies and procedures.
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Travel and Expenses Approver Training:
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Designed primarily for faculty and staff who only review and approve their own travel, or travel for employees they supervise.
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Apple products have a known problem with software applications which use Adobe or Java. With the proliferation of iPads across campus, Financial Systems has begun to identify compatible applications which will enable travelers to use their iPads to access T&E through myWings. The following apps are available and have been successfully tested with the University's T&E system:
- iSWiFTER - Available through iTunes; first 30 minutes are free, after you will need to pay a one-time charge of $4.99
NSF/Available Balance
Payroll
Purchase Orders
Travel & A/P
General Accounting
NSF/Available Balance
Why does self-service show an available balance and Travel/AP says that I’m NSF?
This is due to pending documents. Once transactions are keyed (pending) they are reflected in FGIBAVL. Once they are posted, they are reflected in self-service. There is a pending documents report in Finance Self Service (FSS) under “Available Balance”.
Where is the best place for me to review my budget status?
The Available Balance Query in FSS.
Can I get a NSF override?
NSF overrides are justified and processed through the Budget Office via your divisional budget officer.
Who do I contact if I’m NSF?
- After you have reviewed your fund/org and you need additional budget authority, your first point of contact is your divisional budget officer.
- If you are NSF due to transactions that have been processed incorrectly and need to be corrected such as encumbrances which need to be liquidated payroll errors, or other transaction errors you will need to contact General Accounting and make a journal transfer request, Purchasing for a change order and/or HR for a PAF & journal transfer request to process the correction.
What are the consequences of being NSF?
Transactions cannot be processed. NSF’s are reported to your divisional budget officer for resolution.
What happens to my unspent available budget balance?
Unspent General Revenue funds (Fund 110000), revert back to central to be used on other University initiatives. Unspent available budget balances in auxiliaries will not roll over to FY 2013. New budgets will be established for FY 2013 based on approved auxiliary budgets.
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Payroll
How can I tell who has been paid in my department?
There are two screens in Banner that are available for inquiry on who has been paid from a specific I-FOAP.
What screen do I use?
NHIDIST (allows you to query a specific I-FOAP) and NHIEDST (allows you to query a specific employee).
One of my employees was charged to the wrong I-FOAP. How can I correct this?
Submit a PAF to HR for the index correction and submit a payroll transfer request to General Accounting for the expenditure correction.
When will PHAREDS (payroll correction) entries be due?
Due to General Accounting by June 24, 2012.
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Purchase Orders
There is $200 remaining on a standing purchase order agreement for FY 2012. Can I place a final order to use up the balance in July? No, any orders placed after the start of the fiscal year (July 1, 2012) will be charged to FY 2013.
My purchase order was for $350. There was a price decrease and the final invoice amount was $310. Do I need to close out the remaining $40 that was not used? It shows as a commitment.
Yes. Final invoices should be indicated as such to A/P when processing for payment so that remaining balances are liquidated. Should this not occur, then a change order request form (located in myWings Online Forms) needs to be completed and sent to the purchasing department for processing. The remaining balance on the PO will continue to tie up available budget until the change request form is processed.
What happens to my encumbrances if I’m an auxiliary?
Encumbrances are rolled to the next fiscal year. However, budget does not roll forward with the encumbrance, so it will be charged to the new fiscal year.
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Travel & A/P
When will payments be made for registration, airfare, and all other out of pocket expenditures for a July 9 workshop? Will it be charged to FY 2012 or FY 2013?
The following rules are in effect for the end of the current fiscal year regarding travel:
- Registrations: Those which have been PAID with a PCard by June 30, 2012 will be charged against FY 12 budget. If a Direct Pay is entered for the registration and supporting documentation is received in AP by July 6, 2012 with a June 30, 2012 transaction date, then it will be charged to FY 12. Any registrations received or entered after these dates will be charged against FY 13 budget.
- Airfare: For travel started in June, airfare will be charged to FY 2012. If the TAR has been submitted by June 15, 2012 and Pcard charges have been processed by July 6, 2012.
- Out of Pocket Expenditures: Personal out-of-pocket expenses will be reimbursed after the trip at the time the receipts and supporting documentation are received in Accounts Payable. Since the actual trip will occur after June 30, 2012, the reimbursement will be charged against FY 13 budget.
***Important Note: ANY reimbursement request received in Travel after June 30, 2012 (even if the trip occurred prior to July 1) will be charged against FY 13 budget.
The last day for invoices is Wednesday, June 29, 2012. Delivery is expected on Thursday, July 7, 2012. To meet the deadline, can I submit the invoice before I receive the item?
No, the University has a policy of not prepaying for items. Only items received by June 30, 2012 and invoice received in AP by July 7, 2012 will be charged to fiscal year 2012.
How will I handle my summer stipends that are normally paid through Accounts Payable? Faculty stipends, overloads, supplemental compensation must all be processed through HR. Student stipends must be processed through Financial Aid. All other stipends other than those to faculty listed above, should be entered with a direct pay and supporting documentation submitted to AP on or before July 7, 2012, with a transaction date of June 30, 2012. The supporting documentation should be sent over to Accounts Payable with the FY 2012 in red at the top of the invoice. The supporting documentation for these types of stipends processed through Accounts Payable MUST include the following information:
Name
Social Security Number
Nature (reason) of the payment
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General Accounting
When are journal transfers due?
All correcting transfers of expenditures and payroll must be submitted by July 7, 2012.
Will my overhead be posted through the last day of closing?
We will process the overhead entry on July 7, 2012. Remember to allow for this expenditure when calculating your budget availability.
What will happen with compensated leave liability charges?
We will request a file from Human Resources after the last payroll of the fiscal year. We will then calculate and adjust the liability balances before we close the fiscal year. The Budget Office will grant additional budget authority (as necessary) to allow for this expenditure. For future, budget years, you should include this in your budget requests.
How will I see AP accruals both at year end and after July 1, 2012?
The only accruals that will be made are for June travel expenses (see above). In FGITBAL, you will see a liability account (211004) balance. After July 1, 2012, this account will be reversed to zero. As far as expenditures, you will see a journal entry with the invoice number of the accrued invoice. After July 1, 2012, you will see a credit in self-service in that expenditure account number and when the invoice is paid in AP, the effect on your ledger balance will be zero.
When will the overhead allocation for June be posted?
The overhead allocation for June will be posted on July 7, 2012.
When will the interest allocation for June be posted?
The interest allocation is currently posted in arears one month. So for year end, interest allocations for May & June will both be posted into June by July 7, 2012.
Setting Up Direct Deposits (eRefunds/Refund Accounts)
Account Setup
To set up your direct deposits on MyWings student payment portal follow these simple steps, it should take under five minutes:
1. Log into MyWings
2. Click “View & Pay My Bill”
3. Select “eRefunds” tab
4. Press the green "Set Up Account" button. Most people will then press continue, but sometimes a window like the one below will pop up, if this happens select "Set up a new account" and press continue.
5. Enter your banking information and press continue.
6. Select the "I Agree" box at the bottom of the window and press continue. You will be taken back to the beginning and your done!
Why did the University change the system?
The University of North Florida changed the system students use to pay their tuition and receive refunds because it will enable the University to provide our online services to the students in one link. Via one link, students can pay their bill, enroll in our payment plan, view their statements and enroll in direct deposit. The new system will also send email alerts to notify students of upcoming deadlines and direct deposit refunds are delivered to students faster.
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What do I need to do?
Students who have not already done so need to setup their refund account in the new student payment system so they may receive financial aid refunds through direct deposit into their financial institution. The process should take less than 5 minutes and only needs to be done once. To set up your direct deposit information click on the eRefunds tab to enter the routing and account numbers or follow the steps found on the FAQ page under Setting Up Direct Deposits (eRefunds/Refund Accounts) .
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I already provided my bank account information for refunds. Why do I need to do it again?
To protect the security of your banking information, our new software vendor will not transfer the banking information you may have already provided to the University.
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I’m a student AND an employee, do I need to do anything?
Yes – you do need to set up direct deposit information to receive any refund you may be eligible for as a student here at UNF. It will NOT impact your payroll direct deposit information – if you would like to change that information you would need to contact Payroll or follow the instructions found on the Payroll Forms page
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Finance Self Service
How can I complete a budget or expenditure transfer (B09/J09)?
- Type U in the chart of accounts field, the transfer amount and the Index.
- Click the "Complete" button.
- Enter the account numbers in both account fields and enter a description for the transaction.
- Click the "Complete" button.
- If the information was entered correctly, a Check Mark and a document number should be displayed.
Note: You can only transfer within the same fund. The accounts you can transfer between are the 7XXXXX Expenditure accounts with the exception of any 79XXXX accounts (capitalized items).
