BC Training JV Slides

Report
Business Center Responsibilities
 Part I: JV Entry

› Important elements
› Helpful hints and tips
› Rule codes

Part II: JV Approval
› Reviewing JVs
› Approving JVs
› Resources
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Business Centers are responsible for:
› Verifying that JVs comply with OSU and OUS Policy
› Checking Internal Sales and Services transactions
against the Internal Fee Book
› Evaluating use of correct account codes for purpose of
activity or transaction
› Disapproving transactions related to previous fiscal
year activities
› Being aware that JV transactions will post upon
approval by the BC.
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

TEXT is required on all JVs
TEXT must include:
› Input person’s first and last name, phone number,
and/or a contact person
› Sufficient information as to the purpose of the JV
transaction
› Some JVs require more specific detailed text
› Fee ID #, if applicable


Use FOATEXT to add or change text
The DESCRIPTION field explains what the
transaction is for so that the Account Code
can easily be checked
› The Description line is captured in Data Warehouse,
Text is not
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
A Document Number must be entered in
the Document Reference field when:
› Correcting or redistributing a posted
transaction
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
If using General Ledger account codes
(Axxxx, Bxxxx), input Fund and Account
Code only – No Index, No Org, No
Program
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
Enter Budget Period only on Budget JVs
(rule code begins with “1”)
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
Supporting Documentation
 Includes: Email communications, spreadsheets,
billing invoices, advance settlements, etc.
 Does Not Include: printouts of JV (FWRJVLR),
information that can already be found in
Banner

Scan any supporting documentation into
Nolij indexed as JV_Supp doc type
› If multiple documents are being added to a
JV, they can be renamed
(Ex: JV_Supp Index ABC123 email)
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
JVs should be done in the month the
activity happens

Internal fees should be processed
monthly, but no less than quarterly

Do Not correct or bill prior fiscal year
income or expense transactions

Payroll corrections should not be
processed on JVs
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
Internal Sales and Services:
› JV should be completed by the department or
unit receiving the revenue
› Use 09xxx Credit account codes for:
 05xxxx-Designated Operations Funds
 09xxxx-Service Center Funds
 1xxxxx-Auxiliary Funds
› Use 79xxx Credit account codes for:
 0xxxxx-General Funds
 03xxxx-Statewides (Extension, Experiment Stations)
 Sales between 1xxxxx-Auxiliary Funds
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
Rule Code:
 Begins with 1 = Budget
 Begins with 2 = Encumbrance
 Begins with 3 = Revenue, Expense, Asset, Liability
Rule Codes 3xxx use Debit or Credit in sign
field
 Rule Codes 2xxx and 1xxx use “+” or “–” in
sign field
 Don’t mix rule codes in the same JV

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
BC Rule Codes:








3BC1 - HSBC
3BC2 – UABC
3BC3 – ASBC
3BC4 – BEBC
3BC5 – FOBC
3BC6 – AMBC
3BC7 – AABC
Budget Rule Codes:
 1xxx
See Office of Budget and Fiscal
Planning:
http://oregonstate.edu/budget/
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
BC Encumbrance
Rule Codes:
 2ENB – create
encumbrance
 2LIB – total liquidation
 2LQB – partial liquidation

Central Rule Codes:
 3JV1
 3GNT
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
Transaction primarily impacts Orgs within own BC
› Correct indexes/activity codes (Doc Ref)
› Redistribute charges (Doc Ref)
› Correct account codes (Doc Ref)
 2xxxx-3xxxx account codes only

Activities/services originate from own BC
› Charge for Internal Sales/Services (debit to 2xxxx)
 Use 79xxx or 09xxx account codes for credit - dependent
on fund
 Confirm an approved fee is in Internal Fee Book

Processing original charges to a restricted fund
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
An error will appear if General Ledger (GL),
Transfer, Capital Asset, or External Revenue
account codes are used on a 3BCx rule code.
If this error appears, you must change the rule
code to 3JV1 or 3GNT – on all sequences.
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
Using General Ledger Account Codes
 Axxxx, Bxxxx, Exxxx, Fxxxx
Using 9xxxx Transfer Account Codes
 Using 4xxxx Capital Asset Account Codes
 Redistributing External Revenue Account
Codes

 01xxx-08xxx account codes
 F-doc reference required
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
Making any correction for a restricted
fund
› Grant/Contract Funds
 index and fund begin with a letter
› Gift Funds
 FSxxxx, FAxxxx and Mxxxxx funds
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See handout for instructions on how to
copy or reverse a JV
 Useful for:

› Frequently occurring
› Reversing Year End Accrual

Make sure to change dates, Doc Refs,
etc. on new JV
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Similar to our regular JV form, FGAJVCD –
but gives a different view
 Useful when the description or doc ref is the
same for each line
 Able to see 12 rows at a time, instead of
one

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
Date?
 Check Transaction Date

Text?
 Name (First and Last) and phone number?
 Good explanation of transaction?
 Will a person outside the BC in a year from now
understand the transaction by reading the text?
 Internal fee charges?
 Is there an approved fee in the Internal Fee Book?
 Is there a Fee ID # listed?

Description?
 Does the information assist in determining the
correct account code?
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
Document Reference?








Is this a correction? – Doc Ref required
Is this a redistribution? – Doc Ref required
Look up Doc # in Banner
If no Doc Refs, there must be an explanation in text
Has the referenced Doc posted in Banner?
Check Doc Trans Date – is it in the current FY?
JV Supporting Documentation
Is the correct rule code used?
 If it involves corrections to a grant, use 3GNT


Is transaction appropriate for funding source?
Is transaction appropriate for program code?
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Are account codes correct?
 Are debits and credits correct?
 Check all sequences!
 These fields should be blank:

 Deposit Number field
 Budget Period field – only on1xxx Budget JVs
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
If more Text is needed:
› Contact originating user
› Add text through FOATEXT without
disapproving
› Put JV on “HOLD” – add text through
FOATEXT
 Name and Date
 Reason for Hold
 Use Text Seq numbers 01-09 so HOLD appears at top
of text after saving
 Line Sequence numbers can only be changed
through Banner FOATEXT, not able to renumber in Self
Service
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
Disapprove if review criteria is not met
(slides 23-25)
› Examples:
 Incorrect account code
 In disapproval message, request “Seq#” change
account code to xxxxx
 Incorrect Rule Code
 No Doc Ref (corrections or redistributions)
Never approve a JV you have entered
 Never approve a JV if in doubt or
questionable – always seek another opinion

(Please call FA&A in Business Affairs)
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
Approving Encumbrance JVs
 2LIB and 2LQB Liquidating JVs use “+” in the sign
field and must have:
 Encumbrance Doc # listed in Doc Ref field
 Encumbrance Doc # listed in Encumbrance Number
field

6xxx Rule Codes
 Used for FUPLOAD JV processes
 Will only route to BC approval queue when there
are errors
 JV will be incomplete and will need to be corrected and
completed through FGAJVCD
 Usually don’t have text
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
OSU FIS Policies:
› Fiscal Policy Manual:
 http://oregonstate.edu/fa/manuals/fis
› Journal Vouchers:
 http://oregonstate.edu/fa/manuals/fis/1107
› Recharge Activities:
 http://oregonstate.edu/fa/manuals/fis/1403-01

OSU Internal/External Fee Book:
 http://fees.oregonstate.edu/

OUS Policies:
› Account Code Definitions:
 http://www1.ous.edu/owfp/plsql/fpm.index_list
› Fiscal Policy Manual:
 http://www.ous.edu/cont-div/fpm/

FA&A Website:
 http://oregonstate.edu/fa/businessaffairs/staff/faa
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› FGAJVCD
›
›
›
›
›
 To Enter a JV
FGAJVCM
 To Enter a JV
FGIJVCD
 To view incomplete JVs
FOAUAPP
 To approve/disapprove JVs
FOIAPPH/FOIAPHT
 To view approval history
FOAAINP
 To view who still needs to
approve JV
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› FGIBDST
›
›
›
›
›
 To query transaction detail
for an index
FGITBSR/FWITBSR
 To query transaction detail
or balance for a Fund
FGIDOCR
 To view posted documents
FOIDOCH
 To query on documents
FOATEXT
 To add/change/view text
FUVPROF
 To query on usernames
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General Questions
Financial Accounting and Analysis
Charlotte Rooks
737-5422
Treasure Hunt
737-9370
Kim Jenkins
737-3792
Diane McGill
Fixed Assets
Janna Storm
737-4084
Central Accounts Payable
Paul Marinello
737-0637
Autopays
Bezu Abebe
737-0635
737-6047
Pcards
Rose Hamilton
737-0650
Stephanie Smith
737-1825
Mark Fryman
737-0624
Grants, Gift, and Foundation Funds
OPAA
737-4711
Email
[email protected]
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Slides and Handouts are located on our FA&A website:
http://oregonstate.edu/fa/businessaffairs/staff/faa
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