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Administrative/Central Staff FAQs


How can I see if a check has been cashed before placing a stop/reissue request?
How do I know if a check issued over 180 days ago is on the stale dated check list?
Who can I contact with sponsor financial reporting questions (has a financial been filed, request set-up, copies or a revision, etc.)?
How can I find out who prepares invoices on my 5–ledger fund?
How can I query what has been invoiced and paid on my 5–ledger fund?
How do I clear penny balances when terminating a fund?
How do I close an LOC fund?
How can I obtain access to the Postage/Phone approval database?
How do I disable pop-up confirmations when I use a MS Access database (Phone/Postage/Fed Ex) etc.?
How can I get a Subcontractor approval?
Who can I contact for additional support documentation for PPC Database charges?


How can I see if a check has been cashed before placing a stop/reissue request?

Please email 'Bank Recon' at brecon@foundation.sdsu.edu. Please include the check number, date, amount and payee.


How do I know if a check issued over 180 days ago is on the stale dated check list?

Please email 'Stale Checks' at scheck@foundation.sdsu.edu. Please include the check number, date, amount and payee.


Who can I contact with sponsor financial reporting questions (has a financial been filed, request set-up, copies or a revision, etc.)?

Please email your request to Financial.Reporting@foundation.sdsu.edu. The Financial Administrator assigned to your fund(s) will contact you with the requested information.


How can I find out who prepares invoices on my 5–ledger fund?

The Financial Administrator assigned to prepare invoices on your 5–ledger funds can be identified in Banner via FRAGRNT – Grant Maintenance Form. Select 'Personnel Information' from the Options menu.


How can I query what has been invoiced and paid on my 5–ledger fund?

Query TFIAREV – Financial Management Invoices query screen in Banner. Enter the desired fund number in the ID: field.


How do I clear penny balances when terminating a fund?

A journal voucher is prepared in Finance & Accounting on a weekly basis to clear pennies in GL account code 1416 and an email is sent to the fund administrator when the fund GL is cleared. For questions, contact pwong@foundation.sdsu.edu.


How do I close an LOC fund?

Perform the following required steps for closing an LOC fund:

  1. Check with the project to ensure that there are no additional postings pending.
  2. Query the FGITBAL - General Ledger Trial Balance form in Banner, account code 2100 to determine if there are any outstanding payables.
  3. Send an e-mail to Dave Bradford dbradford@foundation.sdsu.edu requesting that the GL balances be closed. Clearly state which fund is being closed, if there is a carryover, to what fund the carryover is going, and if there is a limit as to how much is being carried over. On occasion, the carryover is limited to an amount less than the closeout amount. A journal entry will be prepared and posted in order to clear the GL balances. All GL balances must be zero in order to close the fund.
  4. Once confirmation is received that the GL has been cleared, send an e-mail request to the Finance Banner Transaction Team TranTeamFinance&Accounting@foundation.sdsu.edu or Peggy Wong pwong@foundation.sdsu.edu requesting that the fund be termed.

How can I obtain access to the Postage/Phone approval database?

The Postage/Phone approval database is located on the “Public” network drive in the folder called “Postage” which can be accessed via the “My Computer” icon on your desktop. This file is available to Central Staff. If you have trouble accessing it, please contact Computing Services Help.


How do I disable pop-up confirmations when I use a MS Access database (Phone/Postage/Fed Ex) etc.?

These pop-up confirmations are the result of a default setting in your PC's MS Access software. You should click 'YES' in response to each box. You can update the default settings in Access and turn-off the pop-up notifications by performing the following:

  • Click on the desired file.
  • Hold the SHIFT key as you press 'Open'. This will cause the system to bypass the opening menu.
  • From the MAIN menu, select TOOLS and then select OPTIONS.
  • Select the EDIT/FIND tab.
  • In the CONFIRM box (upper right), uncheck the RECORD CHANGES and ACTION QUERIES boxes.
  • Click APPLY or OK.
  • Close the dataset.
  • Re-open the desired file and proceed as normal.

If you have questions or difficulties with this process, please contact John Borchert at 619–594–8767 for further instructions.


How can I get a Subcontractor approval?

Provide the subcontractor with the Subcontractor Compliance Confirmation Form (available on public drive: P:\SubCon-DB), which asks for their most current independently audited financial statements. Provide the requested information to John Borchert. The subcontractor database is then updated with the appropriate approval type based on the responses in the form and/or review of their financial statement data.


Who can I contact for additional support documentation for PPC Database charges?


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