Business Affairs Access and Training
Banner 9 and Concur Training Check MyTrack for the next available training opportunities.
Visit My Track to see a calendar month view of training events.
To request access to Banner Finance or HR or AR please complete a User Profile Form
Banner 9 Training Database
Accessing the Banner 9 Training database is done most regularly in a classroom setting. If you hae a need to access the training database outside a classroom setting, please contact BAO training for clearance, so as not to interfere with regularly scheduled training activites.
Banner Access
Banner Access Form
Before specific system access can be granted the employee must complete a Business Application Access Request to get an account created.
Temp Agency Personnel
Generally temp agency personnel are not permitted to have a Banner account because there is no employee relationship and less accountabilty for the UO Code of Responsibility for Security and Confidentiality of Records and Files.
Student Employees
Student employee's can be trained and granted Banner query access. Students are generally not permitted to perform the following business functions:
- Invoice entry
- Travel reimbursement
- Time entry
- Student Account Updates
- Purchase Order entry
These functions are best performed by full time business professionals because:
- They commit university funds and have a complex set of rules and best practices,
- Are time sensitive and generate many questions, and
- Entail educating other faculty and staff about compliance issues.
Requesting Access
Employees with a legitimate business need can request specific access to Banner Finance, Human Resources or Accounts Recievable by completing the FIS/HRIS/AR User Profile Form which must be signed electronically by their Dean, Department Head or Director. The employee must also register for, and participate in any required training. See training requirements and contacts below.
How Access is Terminated
Every Thursday a job is run that locks BANNER accounts, terminates certain Duckweb roles and terminates IDR Cognos access if,
- the employee record was terminated in previous week and no Business Application Access Request received, or
- an OUS employee record was terminated in previous week and no Business Application Access Request received, or
- temporary or student employees have not been paid in 38 days and no Business Application Access Request received.
If the employee submits a new Business Application Access Request, the appropriate security officer(s) are notified. They then review the user's access, modify it if their current job status warrants it, and notify the Information Services if the account should be unlocked.
Student employees lose their BANNER access unless they submit a new BAF to the Information Services by the second Monday of each new term.
When will access be granted?
Banner is used by UO employees to conduct the university's business, which includes processes involving student information, human resources, finance, budgets, accounts receivable, payroll, and financial aid. Generally training is required before Banner access is granted, with some noted exceptions.
Previous Training
If an employee participated in BAO training in the past and has performed the Banner job function (invoices, jvs, time entry, travel etc.) somewhere on campus within the past year, training is optional and access can be granted upon receipt of the User Profile form.
Compelling Business Need
Query access can be granted in advance of training in situations where there is a compelling business reason and a trained colleague or supervisor will provide on the job training. This access will be removed if the user fails to participate in BAO training.
Banner Step-by-step Procedures
General Banner procedures
Create a personal 'My BANNER' menu
Let's create our own personal My Banner menu with all the BANNER pages we frequently use !
Steps to Complete
1.) Open the My Banner Menu page GUAPMNU
Type My Banner or GUAPMNU in the Search Bar
2.) Add your favorite objects to your menu on the right.
You can double click the objects on the left and click the insert Selection button.
Or you can insert new object names directly on the right using down arrow.
3.) View your My Banner Menu
Log out of Banner and log back in to see the items you added to your My Banner menu.
Click the Menu tool and select "seamless.my Banner"
Requirements:
An active Banner account
Finance Step By Step Procedures
FIS Banner Purchase Orders - FPAPURR
Use the Purchase Order Form (FPAPURR) to create and issue purchase orders. Once complete and approved a purchase order will auto create encumbrances.
Steps to Complete
1.) Access the Purchase Order page (FPAPURR). To begin a PO, select the Go button. Banner will auto assign the PO number.
2.) Write down your PO number, displayed in the Document Information header.
3.) Order Date is the date the purchase order was entered. Default value is the system date but may be overwritten.
4.) Transaction Date: Date the transaction will post to the ledgers.
The transaction date of the PO must be within the same fiscal year as the invoices that will pay for it.
5.) Delivery Date: Enter the date when delivery is required.
6.) Buyer Code: Navigate to the Document Information by tabbing by clicking, Type your department's Buyer Code in here.
To set-up new codes, see the FIS Bill to Ship To Code Set Up Form.
7.) Navigate to the Requestor/Delivery Information section using Next Section or by clicking on the tab.
8.) Ship To: Type one of your department's Ship To codes in here.
To set-up new ship to codes, see the FIS Bill to Ship To Code Set Up Form.
9.) Navigate to the Vendor Information section using Next Section or by clicking on the tab.
10.) Enter the vendor code, and if known,
or click the ellipsis following the Vendor field to perform a Vendor Query to look-up the code.
11.) Check the address, update by changing the type and sequence.
12.) The default discount is net 30 days. If the vendor offers a discount update as needed.
13.) The term FOB is an abbreviation of the term "Free on Board" The term indicates when the sale will occur.
Default is FOB University, the buyer takes delivery of goods when it arrives at the destination.
14.) Access document text (FOAPOXT) through the related menu.
15.) Navigate to the Commodity section using Next Section or by clicking on the tab.
16.) Enter the commodity code.
17.) Tab to the description field and overtype it with your line item text.
- Type text as you want it to appear for items you are ordering on the PO.
- Include the catalog number (if applicable) and a description of the item.
- If you wish to enter more than one line of text: leave the description as is and access item text (FOAPOXT) through the related menu. Here you may enter as many lines as you wish, which will overwrite the defaulted commodity description.
18.) Enter a Unit of Measure.
19.) Enter the quantity.
20.) Enter the unit price.
21.) If you need more than on commodity use the inset button to add a row add repeat 16-20
22.) Navigate to the Accounting section using Next Section or by clicking on the tab.
23.) Enter the FOAPAL or index and account codes.
24.) Enter the accounting amount related to this sequence.
If additional sequence are needed use the down arrow on the key board. Repeat 23-24 as needed.
25.) Navigate to the Balancing/Completion section using Next Section or by clicking on the tab.
26.) Check that commodity and accounting amounts balance.
27.) Select the complete button to forward to the Approval process. This is your last chance to write down the document
Procurement Text Entry – FOAPOXT
Type text as you want it to appear under the Special Instructions section of the PO. Also enter any special instructions to the vendor or internal documentation for UO use, including price quotes or other information. Check Purchasing and Contracting Services (PCS) for text requirements for POs authorized by Level 1 and Level 2 Contracting Authority
Steps to Complete
1.) Use the Go button to proceed.
If coming from FPAPURR, text type: PO and Code: PO number, will auto fill.
2.) L1CA or L2CA [name of individual exercising Contracting Authority]
To get a new line, use down arrow.
3.) BA [List name of individual approving the commitment of funds (Budgetary Authority)]
4.) Describe what goods and/or services are being paid. For services list the work elements and dates of service.
5.) [Your name and 10-digit phone number]
6.) Print / don’t print check boxes
If you are entering a line for internal documentation only (such as price quotes), click to deselect the checkbox under the print column.
Each line in the form that is checked to print will all appear under Special Instructions on the printed PO, and will wrap to a new line if necessary.
TIP: If you want a line to appear by itself under the Special Instructions section, start a new line and enter “N” on the line by itself. This will cause Banner to create a new line.
7.) Save
8.) X to close out of the page.
After the PO is approved return to FOAPOXT and list the PCS staff member who approved the PO and the date it was signed.
FPAPURR - Copying a Purchase Order
You can use the copy function button to copy information from and existing purchase order onto a new purchase order.
Steps to Complete
1.) Begin on the FPAPURR screen, then click on the Copy button as above.
Do not enter the Purchase Order (PO) number you wish to copy until the next screen.
2.) Enter the document number of a posted PO that you wish to copy in the new window and press Enter.
If this is a valid PO, the vendor from the PO to be copied will display in the Vendor field.
3.) Click OK to copy this PO.
The new purchase order will default as an exact duplicate of the copied document. You will need to add/update the text, and will be permitted to change the vendor by going to Vendor Information Tab, add/delete commodity and accounting records or anything else on the usual tabs, according to the standard PO Instructions. Make note of the new PO's document number before you complete the document.
Complete the document as you would a regular PO.
Training or Access Questions?
What courses do I need? For assistance with course placement contact Brian or Michael.
| Position | Name | Phone | ||
|---|---|---|---|---|
| FIS, HRIS, AR Training Coordinator | Brian Strait | bstrait@uoregon.edu | 541-346-2387 | |
| FIS, HRIS, AR Training Coordinator | Michael Walsh | mtwalsh@uoregon.edu | 541-346-1117 | |
| Trainer - Invoices, AP Queries, Business Expense Policy | Carmela Kortum | CKortum@uoregon.edu | 541-346-3126 | |
| Trainer - FIS Overview, Journal Vouchers, Encumbrances | Robbin Howard | RCHoward@uoregon.edu | 541-346-1115 | |
| Trainer -HRIS Overview, Time Entry | * * * | mindy@uoregon.edu | 541-346-2960 | |
| Trainer - Departmental Deposits | Stacy Vigil | SDougla5@uoregon.edu | 541-346-3155 | |
| Trainer - Student A/R Accounts | Kathleen Brown | kbrown4@uoregon.edu | 541-346-1196 | |
| Trainer - Payroll Redistributions, I9 Forms, International Hiring paperwork | * * * | kbartow@uoregone.edu | 541-346-1101 | |
| Trainer - Purchase Orders | Stuart Mellor | smellor@uoregon.edu | 541-346-7215 | |
| Trainer - Travel Policy and Process | Laurie Jacoby | lajacoby@uoregon.edu | 541-346-3158 |
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