Banner FIS

OSU's Finance Information System (FIS) contains data extracted from Banner FIS and reorganized a bit to enhance accessibility. It is designed primarily for ad hoc querying and unofficial reporting by accounting staff in the various departments at OSU. The data is organized on a fiscal year basis.

The FIS Data Warehouse contains the following general subject areas (since FY 96, except as noted):

  • General Ledger (balance sheet accounts)
  • Operating Ledger (revenue and expense accounts)
  • Transaction Ledger (invoices, journal vouchers, and cancelled checks since FY 00)
  • Payroll Ledger (payroll expenses by employee - RESTRICTED ACCESS)
  • Fixed Assets (info about the assets and their depreciation)
  • Encumbrances
  • Approval Queues

The data are refreshed nightly, except for the Payroll Ledger, which is refreshed a couple of times a month, whenever payroll expenses are posted.

FAQ

  1. Why is the data from the Operating Ledger and the Transaction Ledger not equal for my index?
  2. What do I use this data for?
  3. What about OPE? How does it show in the default pay model?
  4. Who will show on the default pay object? Who will not show?
  5. Why is the default pay object sometimes different from the encumbrance amount in FIS? It seems that you should be able to sum all of the remaining months of the fiscal year and match the FIS encumbrance, but it does not always match.
  6. An employee shows up on a wrong index for a past month, even though the index was corrected for that month in PYAHOUR and it posted to FIS correctly? What happened?
  7. I sent paperwork for a change for an employee, but the default pay does not show anything or shows the wrong default pay. Why?
  8. When doesn’t the default pay reflect step increases or any mass pay increases?
  9. How will Sabbatical Pay be reported?
  10. How will employees being paid on the 9-12-month option report?
  1. Why is the data from the Operating Ledger and the Transaction Ledger not equal for my index?

    The Operating Ledger contains a summary of all revenues and expenses. The Transaction Ledger only contains detail for three types of transaction documents: Invoices (INV), Journal Voucher (JV), and Cancelled Checks (CKC). Fixed Asset Adjustment documents are not included in the Transaction Ledger at this time, even though they can affect revenues and expenses. So, for example, if you have revenues from the sale of fixed assets, or depreciation expense, those will be in the Operating Ledger but not the Transaction Ledger. Additionally, most Facilities and Administration Costs (formerly referred to as Indirect Costs), which are automatically calculated on certain transactions, are excluded from the Transaction Ledger, but are summarized in the Operating Ledger. These are the primary reasons for reconciling items between the two ledgers.

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  2. What do I use this data for?

    The FIS Data Warehouse Default Pay Object was designed to help departments predict how much salary expense will be charged to each accounting distribution (FOAPAL) for each employee for each pay period in the current fiscal year.

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  3. What about OPE? How does it show in the default pay model?

    Although encumbrances in FIS show the OPE component, the default pay model does not.

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  4. Who will show on the default pay object? Who will not show?

    Employees with jobs that are active or on leave at some point during the current fiscal year, who have a default earn code, plus those in employee class CD, classified full-time hourly will be included. That’s everyone except hourly paid employees and unpaid appointments, including classified part-time hourly, temporary support staff, academic wage hourly appointments, student workers, and courtesy and emeritus appointments (employee classes CE, TS, UW, XA, and XX). Student positions with a job suffix of 55 will display because these jobs are salaried.

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  5. Why is the default pay object sometimes different from the encumbrance amount in FIS? It seems that you should be able to sum all of the remaining months of the fiscal year and match the FIS encumbrance, but it does not always match.

    The default pay data is calculated and loaded into the FIS warehouse nightly. Encumbrances are only calculated and loaded into FIS once a month, near the end of the month. Any changes made to a job or its labor distribution in HR will be reflected in the default pay data the next workday, but won't affect encumbrances until they are recalculated near the end of the month.

    In addition, encumbrances are calculated somewhat differently from the default pay. Both are calculated using the job detail records, default earn codes, and default labor distributions from the jobs records, but the encumbrance process uses the first day of the next month to start encumbering, while the default pay process uses the actual personnel effective date.

    Because of this, you may see some differences between default pay amounts and encumbrance amounts for employees whose job begins midmonth. This will really be apparent for those employees who begin work on September 16. Their encumbrances posted in FIS will not include the time period between September 16 and October 1.

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  6. An employee shows up on a wrong index for a past month, even though the index was corrected for that month in PYAHOUR and it posted to FIS correctly? What happened?

    Actual pay amounts do not show. The Default Pay Object is not a record of actual gross wages paid in prior months. The default pay looks at the job record (viewable in NYIJOBS) that was in effect for the month in question. The default labor distribution for that record was incorrect, requiring the correction in PYAHOUR. Once a month has passed, the pay can be redistributed, but the job record cannot be changed and the default pay cannot be corrected. Past months should be ignored.

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  7. I sent paperwork for a change for an employee, but the default pay does not show anything or shows the wrong default pay. Why?

    Default pay can only be loaded based on what has been entered into Banner. If the information you are looking for is not there, it was not in Banner as of the time the warehouse loaded. Or, it could be a data entry error. Look in NYIJOBS to see if the changes you requested have been entered. Inputting paperwork for the current month takes priority over future-dated actions. Future-dated actions are input as soon as possible after that, however system limitations only provide the Office of Human Resources with about two weeks per month when input may occur.

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  8. When doesn't the default pay reflect step increases or any mass pay increases?

    Pay increases are generally entered by payroll at the beginning of the month in which they became effective. They will not show up as default pay until that month.

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  9. How will Sabbatical Pay be reported?

    Sabbatical will display on the employee position, with an "11" suffix, unless the employee has also signed up for the 9-12-month option. In these cases, it will display on the "00" suffix. In both cases, it should display with a 10123 account code.

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  10. How will employees being paid on the 9-12-month option report

    The pay is charged to departments across the same 9 month period that the appointment covers, so those are the months where default pay will be projected.

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