banner self service workbook

Banner Self Service Workbook

How to Use

Self Service Banner for

Budget Development

Budget Office 11/12/2021


1. Getting Started

1.1 If you need a new Banner User account or need to modify your Banner account: Complete and submit the Banner Access Request Form. http://cms.montgomerycollege.edu/oit/HelpAndSupport.aspx?id=40974

• On this form, you check the appropriate FINANCE box • Specify the Organization Codes and Fund Codes to which you require

access rights • In the notes field explain if you require “query only access” or “query and

posting access”

1.2 If you have requested a new Banner User account, take and complete the online Banner Navigation Training:

Click this link and complete all modules of the training: http://www.montgomerycollege.edu/Departments/cpodtraining/banner_online/instruction/class/banner_nav/description.html

1.3 Know your Chart of Account values: Fund, Organization, Account, and Program codes; optionally you may also have an Activity code

2. Using Budget Development in Banner Self-Service

2.1 Access the Budget Worksheet a. Login to MyMC b. Click on Finance Information link, as shown on next page c. Select Banner Web under Financial Management Tools section d. Click on the Budget Development link, shown on the next page. e. Click on Create Budget Worksheet link, also shown on the next page.

http://cms.montgomerycollege.edu/oit/HelpAndSupport.aspx?id=40974

http://www.montgomerycollege.edu/Departments/cpodtraining/banner_online/instruction/class/banner_nav/description.html

http://www.montgomerycollege.edu/Departments/cpodtraining/banner_online/instruction/class/banner_nav/description.html


2.2 Create Budget Query a. On the Budget Development Worksheet, click the Create Query button. b. On the next screen, click on all the checkboxes to select the data to appear

on the query results.


2.3 Specify the Parameters of the Query a. On the Parameters screen, shown below, enter the following fields:

Field Name Data to be Entered a. Chart of Accounts M b. Budget ID Budget ID# supplied by OMB - Budget Office c. Budget Phase Phase ID# supplied by OMB - Budget Office d. Fund Fund Code; for example = 1110 e. Organization Organization Code; for example 222000 f. Budget Duration Code Permanent Budget g. Display Fin Mgr. from Enter None or select the Organization h. Check to Include Check all boxes

b. After you have entered the parameters, click on the Submit button.


2.4 Update the Worksheet The following table defines the columns on the Worksheet. Refer to the sample Worksheet shown on the next page.

NOTE: Do not enter commas when entering budget amounts; Enter ‘1000’, not ‘1,000’

Column Name Description

a. Base Budget The current fiscal year adopted permanent budget. b. Proposed Budget The upcoming fiscal year budget. The values in this column

match those of the Base Budget until you have made changes.

c. Cumulative Change Initially this column is empty. Make your updates in the Change Value Column. When you click on the Calculate button, the system records any changes you have made..

d. New Budget The total of the Proposed Budget and the Cumulative Change columns is calculated after you click Enter or the Calculate button. Refer to this column while you are working on revisions to your budget. When you have finished, the New Budget column is the budget submitted for the upcoming fiscal year.

e. Summary Totals These columns appear at the bottom of the worksheet and provide a summary display of the budget as you work on the revisions and click the Calculate and/or Post buttons.

The following Worksheet Buttons are defined below:

Button Action

Requery Resets all columns back to the default data values, or if you have Posted the data, resets the data as of the last post.

Calculate Updates the worksheet with additions, subtractions, percentage adjustments and deletions that you have made.

Post Recalculates and saves the changes to the Budget Development Module and creates the audit trail of changes. It also changes the number in the Proposed Budget column to equal that in the New Budget column.

Download All Worksheet Columns

Enables you to export the data columns into Excel. This option includes all database columns, not only the ones displayed.

Download Selected Worksheet Columns

Enables you to export the ‘viewed’ data columns into Excel.


Below is an example of the Budget Development Worksheet prior to any revisions or updates.

Summary Totals Box (shown above): Before you enter any changes into the worksheet, the Base Budget total, the Proposed Budget total, and the New Budget total should all equal each other and equal the current fiscal year total on your Budget Preparation sheet. The Cumulative Change total should be zero. (The amounts in Banner Self-Service are in parenthesis.)


When you have finished updating your budget: a) The Cumulative Change total should be:

• zero (if you are maintaining the same budget total), • a number (with no parenthesis) that matches your total cuts (if you are cutting your

budget), or • a number (in parenthesis) that matches your total new funds (if new funds were

allocated to your budget). b) The Proposed Budget and New Budget totals should:

• equal each other (meaning that you have “posted” or saved your budget).

3. Entering the New Budget

3.1 Add or Subtract Budget in a Line

Example 3a: Decrease budget in line 6301 by $100. (Always use whole dollar amounts):

• Change Value column: Type “-100” in field next to line 6301 o NOTE: Do not use comma separator if greater than 999.

• Percent column: o NOTE: Do not enter check mark.

• Click on the Calculate button or hit the Enter key. • Review changes in the Cumulative Change and New Budget columns. • Click the Post button to save the changes, update the Proposed Budget column,

and create an audit trail. • Review totals in the Summary Totals box


3.2 Reallocate Budget between Lines Use this feature to reallocate equal amounts of money among lines.

Example 3b: Decrease budget in line 6091 by $500 and increase budget by $250 in lines 6312 and 6003. (Always use whole dollar amounts.)

• Change Value column: “-500” in line 6091 • Change Value column: “250” in line 6312 (no need to add a “+”) • Change Value column: “250” in line 6003 (no need to add a “+”) • Click on the Calculate button or hit Enter key. • Review changes in Cumulative Change and New Budget columns. • Click the Post button to save changes, update the Proposed Budget column, and

create an audit trail. • Review the totals in the Summary Totals box.

Example 3b Illustration


3.3 Add a Line Not Currently in your Budget Use this feature to add new lines to your budget. You must know the account number and the program number. Go to the section of the worksheet located below the account lines titled Account/Program Code lookup.

Example 3c: Add line 70806 with $1000 in budget money. • Program: “7000” • Account: “6004” • Budget Duration Code: Always leave as default “Permanent Budget” • Proposed Budget: “1000” (Do not use a comma separator) • Click on the Calculate button or hit Enter key. • Review to make sure the line is entered in the budget with the correct amount in

Cumulative Changes and New Budget columns. • Click the Post button to save the changes, update the Proposed Budget column, and

create an audit trail. • Review totals in the Summary Totals box.

Example 3c Illustration


3.4 Delete a Line from your Budget Use this feature to delete a line from your budget.

Example 3d: Delete Line 6122. • Delete Record column: Check checkbox in line 6122 • Click the Calculate button or hit the Enter key. • The line will remain in the budget, but New Budget column will read zero and

Cumulative Changes column will show a negative amount equal to the amount previously in that line.

• Click the Post button to save the changes, update the Proposed Budget column, and create an audit trail.

• Review totals in the Summary Totals box.

Example 3d Illustration


3.5 Mass Change Use this to update all budget lines by a certain percent decrease or a certain dollar decrease. Use Mass Change Parameter section of worksheet.

Example 3e-1: Decrease each line by 1%: • Change Value: “-1” • Percent checkbox: Enter check. • Round to Nearest: Always choose radio button 1.00. • Click on the Calculate button or hit the Enter key. • Review changes in the Cumulative Change and New Budget columns. • Click the Post button to save the changes, update the Proposed Budget column, and


Example 3e-2: Decrease each line by $10: • Change Value: “-10” • Percent checkbox: Do not enter check. • Round to Nearest: Always choose radio button 1.00. • Click on the Calculate button or hit the Enter key. • Review the changes in Cumulative Change and New Budget columns. • Click on the Post button to save changes, update the Proposed Budget column, and an

create audit trail. • Review the totals in Summary Totals box.

Example 3e-1 Illustration


3.6 Single Line Percentage Change Use this feature to make percentage changes to one line at a time.

Example 3f: Increase one line by 10%.

• Change Value column: “10” in line 6301 • Percent column: Enter check. • Round to Nearest: Always choose radio button 1.00. • Click on the Calculate button or hit the Enter key. • Review changes in the Cumulative Change and New Budget columns. • Click the Post button to save the changes, update the Proposed Budget column, and


Example 3f Illustration


4. Additional Features in the Worksheet

4.1 Audit Feature Use this to review all posted changes made to a line.

• The audit trail is updated each time changes are saved using the Post button. • The posting process updates the Proposed Budget column so that it equals the New

Budget column. • Any budget dollar amount that has been updated will change to a blue link. Click on

this link to see the audit trail of all changes for that amount.


4.2 Text Feature Use this to attach text to a budget line. Once recorded, it can be viewed by you or by others who have access to your budget including the Vice President (VP) and Budget Office.

• Click on account number in Account Type/Code column. • Write text in Enter Budget Text, Print: box. • Click on the Save button. • Click the Exit budget text page link to return to the worksheet. • Re-click on the account number to review or change previously entered text.

IMPORTANT NOTE: Use the Enter Budget Text, Print for text to support the total amount of the line. Use the no Print section for noting or highlight Themes and Goal funded sections.


4.3 Download Columns Feature Use this feature to download columns to excel spreadsheet.

• Click on Download Selected Worksheet Columns button. • Click on “Open” button in File Download box.

5. Completing the Budget Process: 1) Make sure all your changes have been saved by clicking on the Post button before

leaving the worksheet.

2) Review the Summary Totals box to reconcile with the Budget Preparation sheet.

• The Base Budget total should equal the current fiscal year total on your Budget Preparation Sheet. The Proposed Budget and New Budget totals should equal each other and equal the budget total for the upcoming fiscal year on your Budget Preparation sheet. (Note: Numbers in Banner Self-Service are in parenthesis.)

• The Cumulative Change total should be: o zero (if you are maintaining the same budget total), o a number (without parenthesis) that matches your total cuts (if you are

cutting your budget), or o a number (with parenthesis) that matches your total new funds (if new

funds were allocated to your budget).


3) Inform your Vice President (VP) that you have completed the budget process.

4) The VP will review and make any additional changes.

banner self service workbook

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