A pool account is an account that consolidates the funding from separate accounts for NSF checking purposes. This ensures that requisitions will not go NSF because a purchase was moved to a different account.
There are currently two pool accounts related to asset purchases; 7910 for Non-Capital and Capital Expenditures and 7911 for Non-Capital and Capital Medical Expenditures.
The NSF error could be caused by either pending documents or a negative balance in the pool account 7910.
Finance will amend the account code on assets that do not meet capitalization criteria. For instance, you may purchase a bookshelf for $350 but Accounting does not need to add that bookshelf to the depreciation schedule so it will be moved to an account that does not tag the asset as a capital purchase.
The asset account codes route requisitions through any necessary conditional approvals. When the account is adjusted during the requisition process it will bypass necessary approvals which will result in the requisition being cancelled.
No, it is not necessary to transfer funding to 732003 if it is already budgeted within the pool account.
All purchases should be budgeted in the appropriate asset account (where the requisition will be submitted). Asset purchases that have the potential to be moved by Finance have been grouped into pool accounts.
The Budget Availability Query (FGIBAVL) is the only query that contains the table used by Banner for NSF checking. Since pool accounts are only used during the NSF checking process they are only visible in FGIBAVL.
The location code identifies where on campus an asset is located and is a required field in the Fixed Asset system used by Accounting to manage capital assets.
Infor is the software program that is used to manage expenses incurred by University employees whether they are on a University P-Card, per diem allowance, an out-of-pocket expense, or a cash advance.
All University employees, excluding student employees, have an Infor account. The link is available on myLU.
Employees who do not reconcile their own transactions will need to set up a proxy to reconcile on their behalf.
The employee will need to set you up as a ‘Creator Proxy’ in Infor. Have the employee login to Infor and click on the ‘Creator Proxy’ tab on their user profile.
Application: Expense Report
Proxy User ID: Username of reconciler
Note: Make sure to check the boxes to ‘Allow creator proxies to submit’.
Per diem for employees who do not have a P-Card should be requested as a reimbursement after travel has occurred. Proxy as the employee who needs a per diem reimbursement and create a monthly Expense Report. Add the Per Diem Allowance to the Expense Report along with any other out-of-pocket expenses. At the end of the month, after all expenses have been reconciled, submit the Expense Report.
If per diem and any out-of-pocket travel expenses will exceed $100, the employee may request a cash advance. Proxy as the employee who needs the advance and create an Expense Report with the purpose of ‘Cash Advance Request’. Submit the Expense Report at least 10 business days before the advance is needed.
Reconciliation will also need to be completed after travel has occurred. Proxy as the employee who received a cash advance check and create a monthly Expense Report. Add line items for the per diem allowance and any other out-of-pocket expenses. Attach receipts for all of the out-of-pocket expenses, excluding per diem meals. At the end of the month, after all expenses have been reconciled, submit the Expense Report.
The employee will need posting access to the appropriate organization code. Please submit a Fund/Org Access request form. Employees are required to have attended Finance 100 in order to be granted access to a budget other than their home department.
Payments to non-employees should be accompanied by a contractual agreement and a Banner Requisition, or Banner Encumbrance if a Short Form Agreement is used. If the proper Banner document was not submitted, a Payment Request will need to be submitted in Infor.
If the vendor has a vendor number in Banner, contact email@example.com with the L# for the vendor to be added in Infor. If the vendor does not have a vendor number in Banner, complete the following steps:
Obtain a W9 from the vendor
Email to firstname.lastname@example.org