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About OBFS

Roles and Responsibilities

There are roles and responsibilities you may have to do for your unit, regardless of your job title.  Following is a list of commonly-held roles and responsibilities along with resources to help fulfill them.

Click on any of the links below to learn more about each role:

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Administer Grants and Sponsored Projects

Grants Administration

Grant administrators at the department's and dean's office levels provide administrative support for one or more sponsored projects. With respect to financial management of sponsored projects, grant administrators are either "Preparers" or "Approvers." Preparers complete and process financial, human resource and other electronic and paper transaction documents such as complete financial transactions, initiate re-budgeting requests, initiate no cost extensions, ensure that cost sharing is documented, use monthly accounting statements to monitor and oversee expenditures posted to the projects, reconcile accounts on a monthly basis, assist in reviewing subcontract invoices prior to a Principal Investigator's approval, complete necessary cost transfers and labor redistributions, review and approve final financial reports and invoices, assist with the effort certification process, and assist with project closeouts. Approvers approve and monitor documents prepared by others. An Approver cannot be the same person as a Preparer.

You will need access to:

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Create Accounting Entries

Create Journal Vouchers

You will use Journal Vouchers to post accounting entries to the General Ledger.  You may make original accounting entries or adjustments and corrections to previously recorded transactions.

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Manage General Encumbrances

You will use general encumbrances as a management tool to aid in providing an accurate budget balance and during year-end reporting. (These do not include procurement or labor holds on funds.)

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Enter and Reconcile Accounts Receivable Transactions

You must process all your unit's receivable transactions through Banner Accounts Receivable (Banner AR), the University's centralized billing system, which supports both student (SAR) and general (GAR) accounts receivable. In order to do so, you must post all charges and credits to Banner AR accounts, and in the case of GAR, request a new account when the customer does not already exist in Banner AR. You are also responsible for verifying the accuracy of your unit's receivables in Banner AR and reconciling them to your corresponding accounts in the Banner Finance system.

You will need access to:

  • Banner - to enter and look up transactions

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Perform Budget Transactions

Adjust a Budget

Budget adjustments are made because the unit has changed its plan for allocating its budget. You will use your campus Budget Adjustment Request Form to create and submit Budget Adjustments to the campus Budget Office.

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Use Budget Development

You will use Budget Development to update permanent budgets for State, Institutional, and Self-Supporting funds during the annual budget cycle.

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Purchase Goods and Services

Make or Approve Purchases Using the iBuy System

You will use iBuy to purchase or approve the purchases of goods for your department within the University's procurement guidelines.  Also, you can run reports of iBuy transactions.  

You will need access to:

  • iBuy - to enter and approve transactions; to view transaction reports

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Make Purchases Using the University's Purchasing Card (P-Card) System

As a Cardholder, you can use your P-Card to buy goods and services of less than $5,000 with vendors that accept MasterCard™ within the University's procurement guidelines. After each purchase is made, you will log in to the P-Card system to record the transaction in an Order Log. Also, you may run transaction or vendor activity reports.

You will need access to:

  • P-Card - to prepare an order log or to run a report

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Serve as a P-Card Approver or Reconciler

As an Approver, you will review Cardholders' completed and reconciled transactions before they are recorded in Banner.  As a Reconciler, you will review and match Cardholders' completed transactions in the Order Log with the charges from the bank.

You will need access to:

  • P-Card - to approve or reconcile P-Card transactions

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Supervise the Department's P-Card Program as Department Card Manager

You will process the department's new P-Card applications, modify existing P-Cards and cancel P-Cards.  Managers can run reports of transactions by all Cardholders within their department, vendor activity reports, property transaction reports, or Cardholder activity reports for a specific time period.

You will need access to:

  • P-Card - to perform P-Card processing tasks and run reports

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Make or Approve Purchases Using the Banner System

You will use the Banner purchase requisition to buy goods and services that cannot be purchased using iBuy or the Purchasing Card (P-Card).  You can also view the Banner Open Requisitions Report.  

You will need access to:

  • Banner - to enter and approve transactions; to view the Open Requisitions Report

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Receive Goods for Banner Purchases

You will receive and log in Banner purchases by completing the Receiving Goods form. You can also perform adjustments, overrides, and returns for goods received.  You can query the status of receiving and related documents.

You will need access to:

  • Banner - to complete the Receiving Goods form and to look up information

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Make Payments to Vendors

Review Vendor, Invoice and Payment Records

You will locate and review records in Banner associated with vendor payments.

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Reimburse Employees, Non-employees and Students

Complete Employee and Non-employee Travel Reimbursement Forms

You will complete reimbursement requests for domestic or foreign travel and miscellaneous business expense. Reimbursable expenses include transportation, lodging, meals, parking, telephone, and miscellaneous charges.

You will need access to:

  • TEM System - to submit, approve and track requests for Travel and Miscellaneous Reimbursements, Non-Purchase Order Payments to Vendors, and Pre-Trip Approval (optional)

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Perform Human Resources Transactions

Hiring

Hiring employees to the University can involve conducting a search for candidates as well as processing the selected candidate as a new hire employee. HireTouch is a Web-based applicant tracking system, which allows users to easily post positions online and track candidates that apply throughout the entire hiring process. The HR Front End New Hire transaction is used to create a record for someone that is completely new to the University (New Hire) or someone that has been completely separated and is returning to the University (Rehire).

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Job Changes

Changing an employee's job can involve tasks such as FTE changes, salary changes, ending jobs, adding job, and labor distribution changes. Transactions such as these are completed in the HR Front End application.

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Separations

A separation is initiated when an employee is leaving the University completely.

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Salary Planning

The HR Salary Planner Tool is used by departments to enter annual salary changes and account changes for budgeted positions and associated job records. Job title and FTE changes for Academic positions may also be entered with supporting documentation and approval. Other Salary Changes can be entered as a Job Change transaction within the HR Front End application.

You will need access to:

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For additional information, contact your Master Salary Planner:

Get Employees and Students Paid

Enter Time for Employees in Your Timesheet Organization Using Banner

You will serve in a Department Originator role to extract timesheets and enter time for employees using Banner.  Other tasks will require you to restart and submit timesheets for approval. You may need to correct timesheets that may be returned by the Department Approver. Also, you may want to create a Proxy to do these tasks in your absence.

You will need access to:

  • Banner - to perform entry, review and correction tasks

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Approve Time for Employees in a Timesheet Organization Using Banner

You will serve in a Department Approver role to review and approve timesheets for employees using Banner. You may need to return the timesheet to the Department Originator to be corrected or correct the timesheet before approval. When correcting a timesheet, adding a comment to the timesheet noting the correction is a recommended best practice.

You will need access to:

  • Banner - to perform review, correction and approval tasks

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Approve Time for Employees in a Timesheet Organization Using Web Time Entry

You will serve in a Department Approver role to review and approve timesheets for employees using Web Time Entry.  You may need to return the timesheet to the Department Originator to be corrected or correct the timesheet before approval.  When correcting a timesheet, adding a comment to the timesheet noting the correction is a recommended best practice.

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Create Labor Redistributions

You will create a labor redistribution to transfer earnings from one FOAPAL to one or multiple FOAPALS due to an error or just a need for the funds to be transferred.

You will need access to:

  • Banner - to create the transaction

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Make a Payment to a Student

You will submit a Student Account Payment Request to USFSCO Accounts Receivable Operations to award departmental scholarships, grants, prizes or awards to individual (i.e., less than 10) students.

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Payments to Foreign Nationals

You will need to process reimbursements, contract payments, wages, royalties, scholarships, awards, and honoraria as well as adhere to the special documentation requirements for foreign nationals.

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Process Payroll Adjustment Requests

You will request that University Payroll make pay adjustments in the cases of overpayments and underpayments.  Adjustments may be necessary due to late appointments/reappointments, time reporting errors discovered after time has been approved and the payroll period has been closed, adjustments to taxable benefits, employee awards or gifts (cash earnings), and processing terminal benefits.

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Set Up Payroll Routing Queues

If you have been designated as a Superuser for a Timesheet Organization, you will need to set up its Routing Queue.  This Queue will contain information as to the Chart and Timesheet Organization numbers and who will fill various roles such as Approvers and Acknowledgers.

You will need access to:

  • Banner - to set up the Timesheet Organization

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Manage Cash

Handle Cash Properly

Departments who handle cash in all forms (including currency, check, credit card and electronic payments) must clearly, accurately and securely account for its receipt, deposit and custodianship. The University Student Financial Services and Cashier Operations (USFSCO) unit is responsible for formulating, publishing and maintaining the policies and procedures relating to the proper handling of cash.

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Manage Petty Cash and Change Funds

Departments may request and receive University-approved funds to be used for small miscellaneous petty cash purchases, or for sales change drawers. USFSCO's Cashier Operations unit is responsible for formulating, publishing and maintaining the policies and procedures relating to the proper training, approval, issuance, reconciliation, and administration of Petty Cash and Change Funds. 

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Manage Equipment

Conduct Equipment Inventories

You must take a physical inventory of the unit's equipment biennially.  This involves comparing items of equipment physically located in each department's facilities with departmental equipment as recorded in Banner. You will use the Fixed Asset by Organization standard report to obtain a listing of the department's equipment.

You will need access to:

  • Banner - to view transactions
  • FABweb - to update equipment records and transfer and dispose of equipment
  • EDDIE - to run standard reports

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Process Equipment Transactions

You will need to keep accurate equipment records in Banner for internal control purposes and to calculate overhead rates. This involves entering information for new equipment in FABweb accurately and timely. You will also dispose of equipment that is no longer needed or that has been damaged and loan or transfer equipment to other departments or institutions. It is also important to update equipment records when their location or use changes.

You will need access to:

  • Banner - to view transactions
  • FABweb - to transfer and dispose of equipment, and review records for transactions that were entered in Fabweb
  • EDDIE - to run the standard reports

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Manage Different Types of Funds/C-FOAPALs

Manage or Reconcile Your Unit's Funds / Locate Budget Balances

Each department is responsible for reconciling their unit's funds each month. You will use standard reports as well as Banner queries to reconcile your Unit's Funds and locate budget balances.  Non-standard reports are used as additional management tools. (Non-standard reports must be written by a department user using the Business Objects tool.)

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The following AITS training courses are recommended:


Manage or Reconcile Self-Supporting Funds

Self-Supporting funds receive their money from revenue generated by providing products or services to customers.  There are unique requirements to establish and manage these funds. You must set rates, review the General Ledger to find fund and cash balances, and use appropriate account codes.  You must also complete year-end tasks specific to these funds.

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Request Establishment of Funds and other CFOP Segments

FOAPAL segments allow departments and the University to categorize financial data for various reporting requirements. Departments can request the creation of new FOAPAL segment codes to assist in the management of their financial information.

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Request Termination of Funds and other CFOP Segments

Departments are required to terminate any unused FOAPAL segments like unused fund, organization or program codes. Terminating these unwanted segment codes reduces the risk of misclassified FOAPALs.

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Ship Items

Ship Items Using UPS CampusShip

You will use the UPS CampusShip system to perform various shipping tasks.

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Use Reports

Run Standard Reports and Banner Queries

You can retrieve standard financial reports from View Direct (also known as Document Direct) or EDDIE (Enterprise Data Delivery and Information Environment).  Standard reports are a set of reports run at the close of every fiscal period. View Direct allows you to view the reports at month end while EDDIE allows you to retrieve the data using pre-developed reports. Banner is used to query the data source to view up to the moment data and additional information about the transactions.

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Fiscal Year Close and Opening Activities

Perform Fiscal Year Close and Opening Activities

You will examine the funds and financial activities that you manage to determine transactions (labor redistributions, journal vouchers, purchases, etc.) that must be made before the end of each fiscal year.

You will need access to:

  • Banner - to view transactions
  • View Direct - to retrieve the standard reports
  • EDDIE - to run the standard reports

Resources:

Last Updated: May 17, 2017

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