Self-Service Banner FAQ

Self-Service Banner (SSB) Finance has several tools to find information within Banner Finance. This web-based information management system allows users to query budget, actual, and encumbrance activity at both the summary and detail level. It enables transaction detail “drill-down” as well as access to associated individual purchase requisitions and orders. It also provides Fund, Organization, Account, Program (FOAP) Codes Lookup and the ability to Save/Delete (query) Templates.  Additionally, department managers can submit unrestricted, discretionary one-time budget transfers.  For training and additional information, please visit https://intraweb.usfca.edu/opb/budget/ssb.htm

I signed up for direct deposit with HR. Do I need to do it again for expense reimbursements?
Yes.  HR direct deposit allows an employee’s paycheck to be deposited into more than one bank account.  In order to avoid “guessing” into which account an employee wishes his/her reimbursement to be deposited, an employee must submit a separate and distinct direct deposit form to Accounts Payable in order to receive reimbursements via direct deposit.  The form is available at http://www.usfca.edu/busfin/pdf/employeeDirDepo.pdf

Can I still get petty cash?
Yes.  Petty cash is disbursed by the University Cashier for out-of-pocket expenses under $100 Mondays through Fridays from 9 a.m. to 4 p.m. and closed between 1 pm and 2 pm.

How/to whom can I inquire about FOAPAL issues?
FOAPAL is the Banner equivalent of the FRS 10-digit account.  You can use the FOAP Lookup Utilities to find the Banner equivalent of your FRS account number by visiting https://intraweb.usfca.edu/its/erp/usf/index.html#fin
If you encounter any problems with the online lookup utility, please contact Beth Forest at 2971. For new Banner FOAP or related questions, please contact Ivy Efendioglu at 2731.

How do I view the transaction detail for organizations I manage?
You can “drill down” to individual transactions and their details by using Budget Queries available in Self-Service Banner for Finance.  When using either the Budget Status by Account or Budget Status by Organization Hierarchy queries, you can click on any highlighted colored figure (budget, actual, or commitment) to view its associated transactions and any related system documents.  With most queries and drill down results, you can download returned information to Excel (.csv file).  For training and additional information, please visit https://intraweb.usfca.edu/opb/budget/ssb.htm

I need to track expenses at a more detailed level than the account codes provide.  What are my options?
You have the following options:

1. Request a new Org (department) code, or
2. Request an Activity code

Please contact Ivy Efendioglu at 2731 to further discuss your options.

Where can I get a list of Banner Account codes?
You can access the most current account code list, organized by account type, by visiting http://www.usfca.edu/busfin/pdf/Banner%20Account%20Codes.pdf

How do I get a new Banner Account code?
You can send the request along with a description of proposed usage to ivy@usfca.edu.  However, new account codes must be global, applicable to multiple departments across campus and not limited to one department.  If you need a code that applies to your department only, you should request an Activity code instead. 

What is a Program code and how do I find them?
Program code defines the function of the department in accordance with the guidelines provided by National Association of Colleges and Universities (NACUBO).  Program codes are provided for FRS 6-digits accounts on the crosswalk.  In addition, a list of the program codes is included in the PowerPoint Presentation of Banner FOAPAL during Self Service Banner training. 

What is an Activity code and why would I want one?
Activity codes are used to provide departments with a method of tracking specific revenues or expenses that are unique to the department. The code must be created before it can be used and also must be used on all related transactions. 

How can I look up vendors?
Vendor information is available on SSB if a PO has been issued or payment has been made.  Information includes vendor address, PO number, FOAP, invoice number, payment date and check number.  This information is accessible through query by the user for the FOAPs that are under his/her responsibility only. 

Whom should I contact about miscoded transactions? 
Please contact the department that initiated the original transaction:

How can I track the status of a check request?
Currently, tracking is not possible because check requests are not encumbered on the system, however, it may be possible in the future when document routing and approvals are implemented. 

Once the check request is entered into Banner, the transaction is posted to the applicable FOAP and is viewable within the transaction detail of that FOAP on SSB.  Additionally, you may drill-down on the transaction to get check date, check number, check amount, vendor name, and vendor address.