AS in conjunction with Analytics, Systems & Applications (ASA) Security is responsible for providing access to the Banner Finance System.

Requests for Banner Finance Permissions should be made through the Rowan Support Portal.

Instructions at Banner Finance Security

• Allow adequate time for approvals and processing
• Submit changes or access requests as soon as possible with proper approvals via Rowan Support Portal
• All access requests need to be processed through the portal, emails requests will not be accepted
• Access for FY25 funds should be requested by June 1, 2025
• New fiscal year (FY26) funds must be established in banner before access is given

• FGIBDST - Organization Budget Status
• FGIBAVL - Budget Availability Status
• FGIOENC - Organizational Encumbrance List
• FGITRND - Detail Transaction Activity

New Vendor and Vendor Reactivation Requests (OC&P)

Requests submitted after June 14th or by cutoff date may not be processed before the requisition cut off date. It is imperative that all requests are submitted by the deadline to ensure vendor accounts are established in time to process your requisition. Banner IDs will not be created in lieu of vendor compliance in order to process requisitions.

Vendors with an anticipated spend of $15,000 or more generally take more time to onboard. Please keep this in mind when submitting your requests. 

You can request a New Vendor or Reactivation directly in ProConnect.

ProConnect

Contracts (OC&P)

If your request has an associated contract and services will be provided in the closing fiscal year, please submit the contract accordingly and allow three weeks for processing.

• Go to Orders>My Orders>My Requisitions

• Use the Filter Tool to organize your view. 

AS sets up and maintains approval queues in the Banner Finance System

• Queue approver changes should be communicated as soon as possible, please allow sufficient time for changes to be incorporated.
• Queue approvers will be confirmed annually.
• Approvers will be asked to clear all queues by end of business June 30, 2025 and prior to the Banner Finance FYE Process update (system roll procedures), scheduled for mid-July. 
• Finance will be reminding approvers of pending items prior to system roll.  Items in queues may be deleted if not addressed.

Each purchase will have at least two approvers:  Departmental & Purchasing

To view the approval history for a Banner initiated** document:

• From the Banner 9 Welcome screen, search for page FOIAPPH and hit Enter
• Enter the document number into the Document Code field
• Click “Go” on right hand side
• The Details section will display actions taken on the document to date

To view the pending approvals for a Banner initiated** document:

• From the Banner 9 Welcome screen, search for page FOAAINP and hit Enter
• Enter the document number in the Document field
• Click “Go” on right hand side
• The Queue list will display queues and approvals still pending.  Fully approved documents will not display on this page 

NOTE: “NON_GRANTS REQ QUE” is the Purchasing queue. 

*During FY25 Finance implemented ProConnect for procurement activity.  ProConnect approval queues are maintained by OC&P. 

**By end of FY25, all requisitions should be initiated through ProConnect, no longer initiated in Banner Finance.  As of FY26, all Banner initiated POs will be closed.

If your purchase order was created in ProConnect, you can complete your change order directly in ProConnect. If your purchase order was created in Banner, you must submit a change order request in the Change Order Portal.

• Change order requests to existing purchase orders will be treated like new requisitions and follow the same cutoff schedule.

Note: If the invoice amount is more than 10% of PO amount or greater than $100 you will need to request a change order. In ProConnect, a line item cannot be exceeded by more than 20%. If shipping is not present on the PO, but included on the invoice, AP can add any amount up to $100. Otherwise, you will need a change order. 

Change Order Instructions ProConnect

If you have any PO specific questions, please reach out to the buyer listed on your PO.

If your purchase order was created in ProConnect, your receiving should be done in ProConnect. If your purchase order was created in Banner, your receiving should be completed in Banner.

• Receiving is necessary to issue payment to the vendor. Receiving should be completed when the goods or services have been received or completed - not before.
• Goods and/or services must be physically and electronically received by the close of the fiscal period, June 30, to be charged to the closing year’s budget
• Any open purchase orders at the end of the closing year will be charged against the new fiscal year’s budget if the item hasn’t been physically received

ProConnect 

• Go to Orders>My Orders>My Receipts
• Use the Filter Tool to organize your view.
• Check the Matching tab to ensure the receiving was done correctly. The invoice must be in matched status in order for payment to be made. If the invoice is in unmatched status, review to see if a change order is needed.

Invoices (AP)

Invoices Processed in Banner (AP) 

To avoid processing delays:

• Verify all invoices have corresponding PO# and have been sent to AP via invoices@rowan.edu.  
• Electronically receive (FPARCVD) as soon as you physically receive the product and/or service.
• If you know you will be invoiced a higher amount than your original requisition, submit a change order request through the Change Order Request Form and process electronic receiving for the additional amount.
  • If the invoice amount is more than 10% of PO amount or greater than $100 you will need to request a change order.
• An invoice needs to be submitted -  Proforma invoice or quote is NOT accepted.
• If not already included on the invoice, the start & end date of the service needs to be provided; e.g., membership or subscription term.
• Ensure you are responding to AP requests in a timely manner.

If receiving is required in order for the payment to be processed:

• AP sends out reminder emails to process receiving – these emails will be sent out weekly & daily as we get closer to FYE.
• Automated daily emails are sent if receiving is incomplete.

 Invoices Processed in ProConnect (AP) 

• To avoid processing delays: 

• • Approve any standing order invoices (awaiting invoice owner approval) 
  • Complete receiving for any regular order invoices if items have been received on or before June 30th 
    • If items have not been received, make a comment on the invoice. 
  • Verify that PI approval is also completed when applicable (necessary for all 5 or 6 funds)
  • Review any invoices in Match Exception – do not only approve without further action as these require change orders 
    • Ensure change orders are in complete status prior to approving the invoice 
      • Change order is needed if the line item has been exceeded by more than 20% 
      • Change order is needed if shipping was not requested on the PO and is on the invoice for more than $100 
  • An invoice needs to be submitted -  Proforma invoice or quote is NOT accepted 
  • Start & end date of the service need to be provided if not listed on the invoice 
    • For ex. Membership/subscription term 
  • Ensure you are responding to AP requests in a timely manner 

For ALL Invoices

Only services that have been rendered or items that have been physically received on or before June 30th will be recorded in the closing fiscal year.

Any invoices processed in Banner or ProConnect that remain in the system awaiting receiving as of June 30th EOB will be deleted and re-processed as after the FYE roll.

• If in Banner, a new PO will need to be opened in ProConnect for the invoice to be re-processed against. 

Payment Verification

Utilize Banner Screen FOIDOCH to review the status of a particular document (can search by a requisition #, a purchase order #, an invoice #, or a check #)

FOIDOCH will tell you the Status: 

Utilize Banner Screen FAIVNDH to review all of the payments processed to a vendor.

• Can search by Banner ID to see if a Non-PO has been processed.

For detailed step-by-step instructions on utilizing these screens, visit Invoice Payments.

Existing Purchase Orders: Closeouts (OC&P)

f your purchase order was processed in ProConnect, you can request a close out directly within your purchase order in ProConnect. If the purchase order was processed in Banner, you must submit your closeout request in the Closeout Request Form.

Important Note: ALL PURCHASE ORDERS IN BANNER WILL BE CLOSED THIS FISCAL YEAR.

ProConnect 

• Go to Orders>My Orders>My Purchase Orders 
• Use the Filter Tool to organize your view.
• Fiscal Year 25 Closeout Instructions

Banner

• Please check the PO status in FGIENCD in the Encumbrance Detail section to ensure your PO is in "O" (open) status. If your status is "C" closed you will not need to fill out this form. Your PO has already been closed. 
• Pro Tip: Your Encumbrance Detail may have multiple pages, you will need to check each page to know if your PO is fully closed.

Systematic Closeouts

All Banner initiated purchase orders that are open as of June 30, 2025 will be systematically closed. Once closed via batch process, POs cannot be re-opened or a change order processed.

Non-PO Payment Requests (AP)

• Email all requests directly to invoices@rowan.edu with “Non-PO” listed in the subject line – please do not send via interoffice mail.
• Review the Non-PO Category List to ensure you are not submitting a Non-PO that is not reimbursable.
• Verify that required documentation is attached to your Non-PO Payment Request Form and that all approvals have been obtained. For example, ensure proof of payment is attached and all approval signatures have been obtained.
• See Payment Verification.
• For additional information on required documentation, visit the Non-PO Payment Request Webpage

Memberships/Subscriptions 

• Memberships/Subscriptions spanning two fiscal years or purely for the following fiscal year
  • For ex. Spanning from June 1, 2025 – June 1, 2026 or July 1, 2025 – July 1, 2026 
  • Must be processed and paid by June 30th 
    • NOTE: It must be processed & paid by June 30th in order to be reflected in the current fiscal year & utilize SDE Dates (start & end date) 

Amazon (OC&P)

• Orders submitted after the cutoff date of June 19th will be rejected.
• Forward all applicable approvals (Entertainment Form, IRT, furniture) to amazon@rowan.edu to avoid processing delays.
• Orders for departments with their own approval queues (Athletics, SOM, Engineering, and Grants) should be placed as early as possible to allow time for all Approver reviews.
• For funds which are exempt from cutoff dates, Amazon orders may be processed with a requisition after this date. Choose “Pay by Invoice” as the payment method at checkout. Once approved, enter a requisition in Banner using ID 916307054. You will need to forward the order confirmation email to amazon@rowan.edu as supporting documentation.

BoA P-Card (OC&P)

The cutoff date for FY25 purchases is June 30th. Purchases for FY26 should not be made until July 1.

Finalizing Transactions

Transactions typically post to the account two business days after the purchase was made. During the month of June, you should routinely check your accounts in the Works system for any open transactions. 

Transactions are not considered finalized until receipts have been uploaded, allocations have been completed, and transactions have been signed off. 

• Yes in the Uploaded Receipt column indicating you have successfully uploaded a receipt.
• Three green check marks in the Comp/Val/Auth column indicates you have successfully allocated the transactions.
• AH in the Sign Off column indicates you have successfully signed off.

All June P-Card  transactions must be allocated in the BoA Works system by 4 p.m. on July 10th. 

Employee Travel (AP)

Allow sufficient processing time for travel requests to be fully approved with encumbrance #s.

Review any open encumbrances — confirm expense reports have been submitted & fully approved

• Once the report has been fully approved in Concur (sent for payment status), Close Out Your Request
• If you closed out your request and notice the budget is still held up, there may be an error — email asktravel@rowan.edu. Cost Object Approvers (COA) in Concur — verify there is sufficient budget in the FOAPAL lines before approving reports to avoid Non-Sufficient Fund (NSF) issues. If you need to transfer funds, do so prior to submitting the report.
• Ensure all required documentation is attached – utilize Expense Report Tip Sheet and visit Employee Travel for more resources.

Salary Contract Life Cycle (B)

• Must be submitted by the cutoff
• FYE Budget Availability (Payroll 14)
• Approvals
  • Department Head,VP/Dean, Budget
  • Provost
  • Human Resources (Final)

Journal Entries (AS)

Examples:

• DCAs – Department Reimbursements
• Cash Receipts 
• Daily Transmittals – account for revenue
• General Accounting Entries – e.g., depreciation, disposals, accruals & prepaid entries**, various monthly feeds, etc. 
• FOAPAL Reclassifications & Correcting Entries - e.g., correcting a program code

Requirements:

• Must have supporting documentation
• If Reclassification, correcting or general journal entry, must balance (Banner Doc Type JDCA, JE15 & JE16)
• Must be submitted timely

DCA Departmental Charge Authorizations (AS)

Two methods to submit DCAs: Electronic workflow or legacy paper form

Legacy Paper Form

• Electronic DCA workflow has certain fund & account code exclusions, this activity should be submitted on legacy paper form. 
• Barnes & Noble and Central Receiving/Stores
• Legacy paper forms may be submitted via email to DCA@rowan.edu.
• Please only submit once.

Electronic DCA Workflow 

• Workflow Process & Help
• Training Material
• dca@rowan.edu    

Reminders

• Account codes should match on each side of the transaction, 
• Exception of Bursar fund activity (2912) for Fellow Tuition/Fees/Stipends & Rowan Bucks
• Only non-salary expense accounts (7xxx), can be used within the DCA workflow. 
• No DCA should use 7400, reserve allocation.
• Electronic DCA workflow has a validate button to check budget at point in time. FGIBAVL or FGIBDST should be verified before submitting the paper form.
• Copy of Banner expense should be included in supporting documentation, reference to Banner I# and/or PO# requested.
• Approval routing can not be changed by AS on electronic DCA workflow.
• Ensure budget availability & adequate documentation to support journals.
• Ensure routing department contact is correct.
  • Connect with other department(s) to ensure proper contact (not department approver).  
  • AS can not change routing of the electronic DCA workflow.  
  • If routing is incorrect, DCA will need to be completely redone/resubmitted, which delays processing.
• Ensure adequate documentation is attached to support the DCA
  • Inadequate support will delay processing
  • All journal entries need proper documentation to support transactions.
• Operating Budgets cannot transfer to Special Programming accounts, including Rowan Global accounts.

Cutoff for all DCAs (paper and electronic) must be received in Accounting Services by the required date. These DCAS must contain appropriate sign off and documentation before sending to AS. 

DCA cutoff is applicable for all funds and entities.

Bursar (BR)

Departmental deposits and transmittals should be closed out and delivered by the morning of June 26th.

Annual Audited Financial Statements (AS)

Audit Process

Accounting Services is responsible for coordination of annual audit for all entities (RU, RUF, SJTP, SGA, & REAI)

• Involves various Administrative Offices on Campus
• Financial Aid, Grants, Bursar, Payroll, Human Resources
• Involves ALL Departments, including Academic Departments
• Fixed Asset/Equipment physical inventory
• Adequate supporting of all journal entries, including DCAs
• Provide supporting documentation to auditors for selections
• Journal entries are selected to “test” the balance shown in the financial statements.

Audited Financial Statements can be obtained from the Accounting Services website.

AS may reach out for assistance on certain audit requests, including asset inventory.  Please respond timely to requests or direct to appropriate department contact.

Banner Finance FYE Process Update (Roll) (AS)

System Roll

AS facilitates the Banner Finance Process Update 

Roll general ledger balances (balance sheet accounts beginning balances)

• Roll Open ProConnect POs so available in banner in new FY
  • All Banner initiated POs will be systematically closed out at the end of FY25.
  • All encumbrances (E#) will be systematically closed out.
• Roll Grant & Capital Budgets (Inception to Date budgets)
• All users are required to remain out of the system.

Reminders

• Prep for roll by reviewing open POs throughout the year
  • Investigate open balances with services provided or goods received
    • Ensure receiving is done correctly on PO, in either Banner or ProConnect
    • Ensure vendor has submitted invoice to invoices@rowan.edu and all ProConnect approvals are completed.
    • Initiate close out of PO when no longer needed or with zero balance
• Ensure all needed POs are in ProConnect. Change orders to increase balance should be submitted by the required date.  Systematic close of all Banner initiated POs will be completed at the end of the FY25. 
• Encumbrances (E#) should be closed in Concur.