Welcome to OSU-Oklahoma City Budget and Finance!

We are here to support the students, faculty, staff and visitors who come to our campus and we want your experience with OSU-Oklahoma City to be the best it can be.

At left, you will find a listing of the departments that are within Budget and Finance. By clicking on any of these departments you will find the appropriate contact person(s) and information on what services are provided by that department.

Budget & Finance Office

• Furniture/Artwork Requests

  Artwork Requests

  Oklahoma State University – Oklahoma City has established policy and procedures for purchasing artwork. The purpose of the policy is to provide each common area with consistency across campus. All artwork requests are routed through the Office of Budget and Finance to ensure the order is in accordance with the Oklahoma State University – Oklahoma City policy.

   

  Artwork requests for common areas include locations such as lobbies, conference rooms and hallways.

   

  Directors, Department Heads, Division Heads, Vice-Presidents or the President may submit artwork requests.

   

  All artwork requests are processed by the following guidelines:

   

  1. Submit requests by memo or email; include the number of item(s) needed and the area for which the artwork is desired.
      
  2. Submit the request to the President for review.
      
  3. Submit the request to the Office of Budget and Finance for processing.
     Based on the number of items requested the subsequent steps will be:
      
     1. Campus personnel will travel to vendor location for selection(s) OR
     2. Budget and Finance will request the vendor travel to the campus to review the area of interest and provide samples.

   

  All artwork requests are subject to budget availability.

   

  Furniture Requests

  Oklahoma State University – Oklahoma City has established policy and procedures for ordering furniture. The purpose of the policy is to provide each office with consistency across campus. All furniture orders are routed through the Office of Budget and Finance to ensure the order is in accordance with the Oklahoma State University – Oklahoma City policy.

   

  Furniture includes (but is not limited to):

   

  • Desk
  • Chairs
  • Book Shelf
  • File Cabinets
  • Storage Cabinets
  • Tables

   

  The following guidelines are established to ensure efficiency in processing orders. All furniture requests are to follow the subsequent guidelines:

   

  1. Furniture requests are to be submitted by memo, which includes the specific item(s) needed, account number effected, and area the furniture is desired for.
  2. Present the memo to the appropriate Division Head/Director to establish if funding is available and for approval/signature.
  3. Following the Division head/Director approval, present the request to the Appropriate Vice President for approval/signature.
  4. Last, submit the approved order to Brenda Smith in the Office of Budget and Finance for final approval and ordering.

   

  All furniture catalogs are in the Office of Budget and Finance for review. Any questions concerning artwork or furniture requests, please contact Brenda Smith at x632.

• Grant Information

  Congratulations! Your grant has just been awarded and you are the proud Principal Investigator. Now what?

  While the process of managing sponsored project awards is a shared responsibility between the Principal Investigator and Grants & Contracts, both have unique areas of primary responsibility. It is the intent of the Office of Budget and Finance to outline those specific responsibilities and provide Principal Investigator's with Oklahoma State Universities documentation and forms needed to successfully manage a sponsored project award.

   

  Role of the Principal Investigator

  The Principal Investigator or PI has primary responsibility for achieving the technical success of the project, while also complying with the financial and administrative policies and regulations associated with the award. Although PI’s may have administrative staff to assist them with the management of project funds, the ultimate responsibility for the management of the sponsored project award rests with the PI. The fundamental responsibilities of the PI during the post-award phase of a sponsored project award include:

   

  • Execute the project as outlined in the funded proposal, using sound management techniques
  • Carry out the project's financial plan as presented in the funded proposal, or make changes to the plan following a prescribed set of policies and procedures
  • Maintain an accurate record of project related expenses and initiate reimbursement invoicing
  • Report project progress to the sponsor as outlined in the terms of award
  • Comply with all Oklahoma State University and OSU-OKC policies and procedures related to project management and personnel practices
  • Comply with all applicable sponsor rules, regulations and/or terms and conditions of the award

  The PI’s responsibilities may be divided into two related but distinctly different sets of activities: those activities involving the management of the work of the project, and responsible spending of project funds. While the work of the project should drive the financial activities, sound management practices in both arenas are required.

   

  To help facilitate the PIs’ successful fulfillment of their financial responsibilities, the Office of Budget & Finance has complied a general guideline to help the PI understand the various internal grant process and confidently navigate the financial activity.

   

  Externally Funded, Agreements or Grants:

  New Grant Fund Request

  To obtain a fund number for an approved new grant the Office of Budget & Finance requires the following documents: Proposal, narrative, signed contract or award, grant budget and Stillwater budget pools. Upon receipt of grant documents an OSU Routing sheet is compiled which begins with assigning it a routing number. The remainder of the form is assembled based on the backup documentation submitted when applying for the grant. The second Stillwater budget requested is to enable Grants and Contracts to identify what types of purchases have been approved by the grantor and how this translates in Stillwater’s purchasing system. Without this component, Stillwater may require grantor approval for “budget changes” that are simply a reallocation of funds due to differing interpretations of the grant.

   

  Once Budget and Finance has completed the OSU Routing sheet it is returned to the Principle Investigator (PI) for review. If no changes are needed it begins the signature process: PI, PI’s Supervisor, and the VP of Budget & Finance. After completion of the signature process on the OSU-OKC campus copies are made and the original plus one copy forwarded to the Office of University Research. There it is reviewed and begins the Stillwater signature process: Office of University Research, Grants, Accounting and back to grants. The routing process of obtaining a new grant fund number requires approximately 3 - 4 weeks to complete.

   

  A new grant fund includes the following: Fund number, Grant Code (ties a multiple year grant together), and Organizational Code (reflects the hierarchy and allows it to feed to the correct approvers).

   

  Grant Modifications

  For changes made to existing grants the OSU Routing Sheet is completed as a modification and the original routing number utilized. The required backup documentation is based on what changes were requested from the PI and approved by the grantor: budget changes, PI changes, start-end dates, etc. The routing modification is assembled based on the approved grant changes and will only reflect changes made to the grant MOU. If the budget has been changed either by increase or decrease, not only will the new proposed grant budget be needed but also an updated Stillwater budget showing which account codes will be utilized for future expenses. By translating the proposed grant budget into the account codes purchasing utilizes we are trying to avoid unnecessary “grantor approvals” on budget changes simply due to different interpretations.

   

  Once Budget and Finance has completed the OSU Routing modification sheet it is returned to the PI for review. If no changes are needed it begins the signature process: PI, PI’s Supervisor, and the VP of Budget & Finance. After completion of the signature process on the OSU-OKC campus copies are made and the original plus one copy forwarded to the Office of University Research. There it is reviewed and begins the Stillwater signature process: Office of University Research and then Grants. The routing process of modifying a grant requires approximately 1 - 2 weeks to complete.

   

  Retroactive Cost Transfer Form - Retro:

  The retroactive cost transfer form is used to make corrections to the grant accounts when a charge has either been applied to the wrong fund, account code, or is an unallowable cost. The completed Retro form along with the supporting backup documentation is then channeled through Budget and Finance. Once the retro and backup documents are received from the PI it is scanned and forwarded on to Stillwater for final processing.

   

  Monthly Billing for Grant and Contract Accounts:

  Stillwater Grants & Contracts is responsible to prepare and submit invoices, cash requests, and letters of credit as required to secure funds from sponsoring agencies; however, the PI is responsible to initiate the reimbursement process and furnish them the backup documentation to support the request for reimbursement. Here are the following reports Grants & Contracts utilize for the reimbursement process and they are found in Banner Finance under e~print and are only available in arrears:

   

  1. Budget Status Report (FGRBDSC) – This report shows a summary of a fund account codes for a specific month and provides the net effect to the fund rather than an available balance.
  2. Transaction Detail by Account Code (FGRODTA) – This report shows the individual transaction detail(s) by purchasing account codes and is used to reconcile the expenses paid during that month with the backup documentation needed for Grants & Contracts.
  3. Detailed Payroll Transactions by Organization (PAYORGN). Shows the labor distribution by fund and identifies the salary period paid. The PAYORGN reports are supplied to the PI by the office of Budget & Finance and are typically available prior to the 10th of the month. Once received, the PI is responsible to verify that the payroll information being reported is being paid on the correct fund and that the time worked is correct. After verification has been made the PI signs the Time & Effort Certification Statement located on the last page of the report; however, if the payroll information is incorrect it is the responsibility of the PI to notify HR of the corrections needed. For convenience the Time & Effort Statement has been added to the last page of the Payroll Transactions by Org report but this statement can be added by the PI if omitted. In most grants, this is a mandatory component and the PI may be randomly selected to pull these for verification so a copy should be kept in the PI’s office or close at hand.
     • Time & Effort: Certification:
       I have firsthand knowledge of the activity described above. I certify that it is a reasonable estimate of the work performed. PI’s Signature & date

   

  The e~print reports should be available around the beginning of the month with the PAYORGN taking the longest to be reflected. The PI will print the required reports for the previous month and attach the mandatory backup documentation to send to Stillwater. Stillwater will attach this information to their invoices when requesting reimbursement for OSU-OKC from the grantor. The required documentation is: the PAYORGN report reflecting the signed time & effort certification and the FGRODTA with copies of the invoices reflected: p-card invoice, OK Corral invoices, CVI’s, etc.

   

  Resources

  • Account Number Request Form (doc)
  • Retroactive Cost Transfer Form (xls)

   

  For any questions on the process or locating the required information please contact:

   

  Brenda Smith
  Office of Budget & Finance
  Budget Development Coordinator
  405-945-8632

• Risk Management

  The Vice President of Budget and Finance is the Risk Management Coordinator for Oklahoma State University – Oklahoma City and direct liaison between OSU-OKC and OSU-Stillwater.

  The purpose of Risk Management is to provide a process for reporting personal injuries or property damage related to the OSU-OKC campus.

   

  Therefore, any incidents involving either of the above are to be immediately referred to the Office of Budget and Finance, 945-8631.

   

  Risk Management Incident Report Form

• Operating Budget Information

  Resource Links

  • Banner Finance Access
  • SSB Budget Tracking Handout
  • Operating Budget Summary – Summary of Educational & General Expenditures by Function
• Foundation Payment Request Form
  Foundation Payment Request Form
• Banner Finance Access Request

  Follow the steps below to submit your request to Banner Finance functionality via the online Banner Access Request application. Please note that if you need access to other areas of Banner (ex: administrative, student, etc.) you will need to submit multiple access requests - one for each Banner module.

   

  Contact

  Budget Development | 405.945.8632
  Brenda.Smith@okstate.edu

   

  Banner Access Form

  FERPA Training Form

   

  Banner Access Request

  If you experience technical issues with the online request application, please contact the IT Helpdesk, helpdesk@okstate.edu or 405.744.HELP (4357).

   

  1. Login to the OSU system portal my.okstate.edu, self-service Banner
  2. Click the Employee Tab
  3. Click the link for Banner Access Request (towards the bottom of the list of links)
  4. Click Create Access Request button (blue button at the bottom of page)
     1. If you do not see Create Access Request, or you cannot be found in the user search results, your employment assignment or change may not have taken affect.  You must have an active primary position in the Banner HR system.  Please contact your departmental representative for the status of your employment.
  5. Select the OSU Oklahoma City location, then click Next
  6. Select the appropriate Banner module which would be Finance for budget oversight, then click Next
  7. Search for yourself or the person for whom you are requesting access (by name or email address, etc.), then click Next
  8. Confirm the person on the following screen by clicking the radio button next to their name, and click Next
  9. Banner should automatically look up the department head. Confirm that the proper department head who will need to approve this request is the one listed, and click Continue
  10. The security groups that will be needed for finance over sight are:
      1. Finance General Access for all users of Finance
      2. Finance Grants Query
      3. Eprint Reports for Grants Principal Investigators
  11. Review the request details to confirm they are correct. For positions with over sight of multiple organizational codes please contact the Budget Dev. Coordinator for the organizational code to be used. You also have the option to indicate other information in the optional Comments section. Check the box to indicate INB access, if desired, then click Submit.
  12. After the request has been submitted, the person for whom the request was made must login to the system and agree to the Banner access confidentiality statement (if this is his/her first Banner access request). 
  13. The Department Head will also receive an email prompting him/her to login to the system and approve the request. Department Heads can also login to the system and click the Pending Department Head Action link (under the Approver menu) to view and approve pending requests.
  14. The data owners of the different security groups must review & approve the request.
  15. Finally, the request must be processed by IT. Prior to access being given they will verify the approval as well as the successful completion of FERPA training. When the new access has been setup, the requestor will receive an email from the IT Helpdesk indicating that the request has been completed. 

  Banner Access Removal Request

  If access is no longer needed, you can request removal by using the "Request Security Removal" link in the left column.

  In addition to, all Banner related access will be removed when one of the following events occur:

   

  • User's IDMS account has been locked.
  • User's IDMS account has Employee Services blocked.
  • User's IDMS account has been disabled.
  • User has retired.
  • User has had an employment change (primary department change, or primary position ends).

OSU General Financial Statements