FUPLOAD Training

Tuesday, June 22, 2010 and

Thursday, June 24, 2010

Laura Demski, Financial Reporting Analyst

ldemski@uncc.edu, x7-5752

Objectives

By the end of this training, you will be able to:

– Understand the FUPLOAD process

– Use the updated FUPLOAD Template and submit FUPLOADs correctly

– Define Interdepartmental Sales and Services Transactions

– Identify when to use JFI Rule Code

– Follow FUPLOAD Approval Process

Understanding the FUPLOAD

Process

What are FUPLOADs Used For?

FUPLOAD = Finance Upload (to GURFEED Data Entry Application)

– Enter data into Microsoft Excel spreadsheet

– FUPLOAD program converts data into required format and feeds to Banner

What are FUPLOADs Used For?

Facilitates data entry process for Journal Entries (JEs) and Interdepartmental Invoices (IDIs)

– Exactly like JE or IDI except MORE data, different process

– For JEs with 10+ lines of data entry

Updates to the FUPLOAD Template

How Do You Use FUPLOAD Forms?

See Instructions Tab in FUPLOAD Template

Steps 1 through 4

1. Create UPLOAD folder in C drive

2. Enter data into JVCD

3. FTP the file to the FTP Server

4. Complete “Email” tab

How Do You Use FUPLOAD Forms?

Changes to FUPLOAD Template

– JVCD

– JFL v. JFI Rule Code

– Fund Code (same as Index)

– sDocRef (enter 4-digit extension – will allow us to identify preparer once entered into Banner)

– Transaction Total and Net Total

How Do You Use FUPLOAD Forms?

Changes to FUPLOAD Template

– Instructions reflect changes

– Tabs are numbered, in order

– Email tab

– Long Description

– Signatures and Approval Required

– Maintain with documentation in department records

– Sample JVCD

FUPLOAD Descriptions

The more descriptive, the better!

• Only have 35 characters to work with

• Should indicate what goods/services were provided

Use a distinct description for each separate transaction

• FUPLOADs usually cover many different transactions

• Include some kind of identifying characters

e.g., Invoice #

Defining Interdepartmental Sales

and Services Transactions

Why a New Rule Code?

Internally Generated Revenue• Financial Services needs to be able to identify ALL instances of

internally generated revenue (and expense)

• For University-wide Financial Statements, this activity is essentially “eliminated” at year end

• Does not affect individual funds

• Has become even more imperative due to UNC FIT (Financial Improvement and Transformation) initiative from UNC Board of Governors

https://www.northcarolina.edu/initiatives/uncfit/index.htm

External v. Internal Activity

External Activity

• Generated by business with outside parties

• e.g., Book Disbursements and Cash Receipts

Internal Activity

• Includes all transactions that occur between campus departments

Interdepartmental Sales and Services

Transactions

• All transactions that involve transferring payment for goods/services performed for campus departments by another campus department

• Result in Internally Generated Revenue

• Credit Revenue, Debit Expense

• Should never use GL (Balance Sheet) accounts– Gxxxxx

• Currently reported on Interdepartmental Invoices (IDIs) for smaller transactions

Identifying When to Use JFI Rule Code

What is a Rule Code?

Determines how data will be processed by Banner Finance

Our purpose:

• To be able to identify and segregate Internally Generated Revenue (and Expense) for year end financial reporting

How?

• With Rule Codes JNA (IDIs) and JFI (FUPLOADs)

Rule Codes for FUPLOADs

JFL

• Has been used for all non-Financial Services FUPLOADs until now

JFI

• New rule code!

• To be used for Interdepartmental Sales and Services transactions only

When to Use JFI Rule Code

Only for Interdepartmental Sales and Services transactions submitted via FUPLOAD

• One department being credited with revenue (1xxxxx)

• One department being charged with expense (9xxxxx)

NOT for:

• External activity

• Transfers of funds (using transfer accounts 8xxxxx)

Balance Sheet (Gxxxxx) accounts NOT allowed!

If used, FUPLOAD will be rejected

Forms and Rule Codes

External Activity

*entered by General Accounting

External Activity Form Rule Code

Journal Entry Journal Voucher (JV) JN6*

Journal Entry – 10 or more lines FUPLOAD JFL

Corrections and Reclassifications of External Activity

Journal Voucher (JV) JN6*

Corrections and Reclassifications of External Activity – 10 or more lines

FUPLOAD JFL

Forms and Rule Codes

Internal Activity

*entered by General Accounting

Internal Activity Form Rule Code

Interdepartmental Sales and Services Interdepartmental Invoice (IDI)

JNA (pre-populated)

Interdepartmental Sales and Services –10 or more lines

FUPLOAD JFI

Corrections and Reclassifications of Internal Activity

Journal Voucher (JV) Rule Code used in Original Transaction

Corrections and Reclassifications of Internal Activity – 10 or more lines

FUPLOAD Rule Code used in Original Transaction

Transfers of funds between departments (using transfer accounts 8xxxxx)

Journal Voucher (JV) JT6*

Special IDIs

IDIs with Encumbrances

– Only used by Telecom and Facilities Management departments

– One for CI and one for Accounts Payable

Internal Activity Form Rule Code

IDIs with encumbrances for CI Special IDI Debit – JCP or JCFCredit - JNC

IDIs with encumbrances for Accounts Payable

Special IDI Debit – JEP or JEFCredit - JNB

Corrections and Reclassifications

General Rule:

– Use the same rule code that you used in the original transaction

– See Examples

– Easy concept, but may be difficult to remember!

Certain Auxiliary Transactions

Remember that Balance Sheet (Gxxxxx) Accounts are not allowed to be used with the JNA and JFI rule codes

– If charging:

– Barnes and Noble (Fund 336050)

– Chartwells (Fund 330324), or

– Ricoh (Fund 336111)

via Account G13920 “A/R Individual & Business”

Use a JV, not an IDI

These transactions represent External Activity

Rule Code Summary

JFI –

Interdepartmental Sales and Services FUPLOADs

JFL –

All other FUPLOADs

JNA –

Interdepartmental Invoices

Following the FUPLOAD Approval

Process

Review Within Departments

FUPLOADs unique

– The only review that occurs is within your department!

– Financial Services does not review FUPLOADs like they do with Journal Entries

– Greater burden on each department to submit correct data and maintain documentation

Department Responsibility

Journal Entry Guidelines

– On General Accounting website: Will send link when available!

– Covers:

– Journal Vouchers, FUPLOADs, Interdepartmental Invoices, etc.

– Preparer and Review Responsibilities

– Documentation Requirements

– Required to maintain accurate records

– e.g., in case of audit

Department Responsibility

Spending Policy – Statement #33– UNCC Policies:

http://legal.uncc.edu/policies/ps-33.html

Section IV. Reporting:“The person responsible for an individual fund is designated in the financial accounting system as the financial manager. Any delegation of this spending authority must be documented in the department that is responsible for the fund. The financial manager is required to maintain accurate records and appropriate documentation of expenditures...“

Requirement to maintain accurate records applies to ALL transactions

New “Approved FUPLOADer” List

Review FUPLOAD List

Need Correct:

– Name

– Title

– Department

– Extension

– Supervisor/Approver

– Fund(s) responsible for

– Fund description(s)

New “Approved FUPLOADer” List

Going forward, you will need to be on this list to submit FUPLOADs to Mary Ward in Financial Services

By signing the list, you agree that you have …

Steps To Be Able to FUPLOAD

1. Read Journal Entry Guidelines

2. Read UNCC Policy Statement #33

3. Receive informal training from Mary Ward in Financial Services

4. Review FUPLOAD materials and instructions

Will eventually be on website

3. Obtain signed approval from financial manager

Name will then be added to “Approved FUPLOADer” list

Once Approved to FUPLOAD

1. Always make sure you have approval for FUPLOADssubmitted

2. Always maintain supporting documentation in department records

(retain for three years)

3. Always review FUPLOADs for accuracy, including correct Account Codes, Fund Codes, Amounts (Debits = Credits!), Rule Code, and Description

Effective Date

• Everything to be effective for FY2011

• Start using new FUPLOAD Template 7/1/10

• Submit first few FY11 FUPLOAD Templates to Laura Demski to review before uploading to Banner

You should now be able to…

– Understand the FUPLOAD process

– Use the updated FUPLOAD Template and submit FUPLOADs correctly

– Define Interdepartmental Sales and Services transactions

– Identify when to use JFI Rule Code

– Follow FUPLOAD Approval Process

Questions?

• If questions arise after this training

• For questions related to Rule Codes, Interdepartmental Sales and Services, Account use, etc., contact Laura Demski x5752

• For questions related specifically to FUPLOADs (uploading to the FTP server, etc.), contact Mary Ward x5815

Eventually on FS Website…

• FUPLOAD materials:

• This presentation

• List of Approved Personnel to Submit FUPLOADs

• Approval Request Form

• Summary and Examples of Interdepartmental Transactions

• Link to FUPLOAD Template

• Link to JE Guidelines

Thank youand Happy FUPLOADing!