NewFundRequestSystem
The New Fund Request System allows departments to submit requests for new fund codes
to be set up, reviewed and approved in an online format. After review and approval the
system will update Banner with the new funding information. Departmental approval,
functional review and final approvals are managed through the Approval Tracking System in
a manner similar to the Employee Onetime Payment System approvals.
The New Fund System can be accessed from the WebRaider portal, F & A Work Tools tab,
Finance Channel under Accounting Services.
The New Fund System allows a departmental user to do the following:

Start a New Fund Request

Review the Status of a New Fund Request

Resume completion of a New Fund Request

Review the History of a Request
TTUHSCEP Finance Systems Management
[1]
Rev. April 2015
NewFundSetUpProcess
To begin a new fund request, click on “Start New Fund Request” in the menu on the left
side of the webpage. Notice that the system auto populates information about you and your
department. This information is based on information from Banner HR data therefore you can
only submit New Fund Requests for the Level 5 Orgn code associated to your Home
Department Orgn.
Click on “Start New
Fund Request”
The New Fund Request System is shared by TTUHSC (Chart H), TTU (Chart T) and TTUS
(Chart S) so you must select the proper entity in order for Banner to identify the proper Chart
of Account values. Select “Health Sciences Center”.
Select “Health
Sciences Center”
TTUHSCEP Finance Systems Management
[2]
Rev. April 2015
Click on the drop down arrow
to reveal the Banner Fund
Classes for TTUHSC
Select the appropriate Fund Class
based on the information from the
“Fund Class Description” Section
TTUHSCEP Finance Systems Management
[3]
Rev. April 2015
Choose whether or not the
fund is related to research
Click “Next” to continue to
the “Main Fund Form”
TTUHSCEP Finance Systems Management
[4]
Rev. April 2015
FundClassDefinitions
The determining factor in the new fund request system for the flow of form completion and
routing for approvals is the selection of the proper fund class. Selection of the fund class
from the drop down list on the “Start a New Fund Request” page requires some general
knowledge about fund classes. The fund class identifies where the primary funding source of
revenue is coming from and it identifies if the funding is unrestricted or restricted. Below is a
list of the Banner Fund Classes and basic information about each class that will help you in
determining the proper class to select:

10 – Educational and General
o State Appropriated Funds
 General revenue appropriations provided by the Legislature to support
general education operations
 Tuition

10Z – Coordinating Board
o Projects or grants as approved by The Texas Higher Education Coordinating
Board, i.e Advanced Research Programs (ARPs), funded through
appropriations in the state Treasury.

11Z – HEAF
o Capital expenditures for land, construction, major repair and rehabilitation of
buildings, capital equipment, and library materials
o Appropriations provided by the legislature

12 – Permanent Health Funds
o Programs funded from Permanent Health Funds (Tobacco funds) that benefit
medical research, health education, or treatment programs

12Z – Permanent Health Funds Seed Grants
o Seed grants funded from Permanent Health Funds

13 – Medical Practice Income Plan – MPIP
o Revenue and expenditures related to patient care or other activities of the
practice plan

14 – Self Insurance Administrative Funds
o Office of General Counsel administrative and general reserve funds

14Z – Self Insurance Legal/Liability Rsrv
o Professional Liability Reserve Funds
 Legal reserve funds
 Liability reserve funds
TTUHSCEP Finance Systems Management
[5]
Rev. April 2015

15 – Nursing Income Plan – NIP
o Revenues and expenditures related to patient care or other activities of the
practice plan

16 – Allied Health Income Plan – AHIP
o Revenues and expenditures related to patient care or other activities of the
practice plan

17 – Pharmacy Income Plan – PIP
o Revenue and expenditures related to patient care or other activities of the
practice plan

18 – General Designated
o Resources internally allocated by the governing board or management
 Student fee funds
 Facility and Administrative (Indirect Cost) recovery from sponsored
program funds.

18Z – General Designated Seed Grants
o Seed grants from unrestricted funds

19 – Service Departments
o Ongoing operations that sell products and provide specific services to other
TTUHSC departments
 Lab services

20 – Non-Federal Scholarships
o Scholarships funded from gifts from external sources (including endowment
earnings) or internally designated funds
o Use is restricted to scholarship expense

20Z – Federal Scholarships
o Pell
o SEOG

21Z – Federal Govt Grants/Contracts
o Includes direct program grants and Federal funds passed to TTUHSC from
other agencies
o Use is restricted to conditions agreed upon in the grant/contract

22 – Texas Dept of Criminal Justice – TDCJ
o TDCJ Contracts
TTUHSCEP Finance Systems Management
[6]
Rev. April 2015

22Z – State Govt Grants/Contracts
o Grants or contracts from other State of Texas entities, including state funds
passed to TTUHSC from other agencies
o Use is restricted to conditions agreed upon in the grant/contract

23 – Local Govt Gifts/Earnings Funds
o Gifts or endowment earnings from local government agencies
o Use is restricted to conditions agreed upon in donor correspondence

23Z – Local Govt Grants/Contracts
o Grants or contracts with local government agencies
o Use is restricted to conditions agreed upon in the grant/contract

24 – Private Gifts/Earnings Funds
o Gifts from private agencies, foundations or individuals
 Non-scholarship earnings from endowments
 Use is restricted to conditions agreed upon in donor correspondence

24Z – Private Grants/Contracts
o Grants or contracts with private entities
o Use is restricted to conditions agreed upon in the grant/contract

30 – Auxiliary Enterprises
o Entity that exists predominantly to furnish goods and services to students,
faculty or staff outside the research and education functions
 Charges a fee directly related to the cost of goods and services
 Traffic and Parking
 Bookstore

40 – Federal Loans
o Federally Funded Loans
 Funds available for loans to students

41 – Institutional Loans
o Non-Federal Loans
 Funds available for loans to students
 Funding provided from internal sources or from private donations

50 – Funds Functioning as Endowments
o Internal resources that TTUHSC, rather than a donor, has determined are to be
retained and managed like an endowment and are approved by the Board of
Regents
 Principal and income may be utilized at the discretion of TTUHSC
 Expenditures may be restricted or unrestricted
TTUHSCEP Finance Systems Management
[7]
Rev. April 2015

60 – Permanent Endowments
o External resources that a donor has determined are to be maintained in
perpetuity
 Corpus must remain intact
 Earnings from endowment corpus can be expended or reinvested with
the original gift as stipulated by the donor

80 – Student and Other Agency Funds
o Resources held on behalf of external parties
 Used to report resources held by TTUHSC in a purely custodial capacity

85 – TTFI Endowments
o External resources gifted to TTFI that a donor has determined are to be
maintained in perpetuity
 Corpus must remain intact
 Earnings from endowment corpus can be expended or reinvested with
the original gift as stipulated by the donor

9EZ – Unexpended Plant – Perm Hlth Funds
o Used to record expenditures for a project until completion
o Funded from Permanent Health Funds (Tobacco funds)

9FZ – Unexpended Plant - HEAF
o Used to record expenditures for a project until completion
o Funded from HEAF funds

9GZ – Unexpended Plant – Tuition Rev Bnds
o Used to record expenditures for a project until completion
o Funded from Tuition Revenue Bond proceeds

9HZ – Unexpended Plant – Local Funds
o Used to record expenditures for a project until completion
o Funded from internal local funds such as MPIP funds or restricted funds
If you cannot determine the correct fund class to select, please contact Accounting Services
at [email protected].
TTUHSCEP Finance Systems Management
[8]
Rev. April 2015
HSCMainFundForm
The HSC Main Fund Form is similar to the previous paper New / Update Fund Request form
that was manually completed, signed and sent to HSC Accounting Services. Based on
questions answered on the main form, the request will be routed to other forms for
completion before routed for approvals.
Tips:
 The “Fund Name” and “Fund Name, Abbreviated” fields are alpha-numeric and
must not contain any special characters except / and  Use drop down boxes to select from a list of allowable values
 To search for an R number for a Fund Manager, click on the “Search” button, enter
the persons last name, and “Select”.
The information line at the top of the
form shows which forms will need to be
completed for this fund request, as
determined by the selected fund class.
TTUHSCEP Finance Systems Management
[9]
Rev. April 2015
Large attachments (over 4MB)
may need to be split into multiple
documents for upload.
Click “Next” to continue
to the next form
Documents required with all new fund requests, i.e. award notices, email correspondence,
etc., must be attached to the system in the Attach Forms section.
When you have completed the form, click the “Next” button. If you have provided invalid
values or not provided required information, you will receive error messages in the
“Notification Center” at the top of the page.
TTUHSCEP Finance Systems Management
[10]
Rev. April 2015
Please provide the information in the fields indicated in the “Notification Center” and then
click “Next” at the bottom of the form to proceed to the next form.
AdditionalFormsandAreasofApproval
Based on selection of Fund Class from the initial New Fund Request page your request may
be routed to additional forms to gather information related to the following areas:





Scholarships
Research
o Definitions (as defined by the NSF Research Survey):
 Applied research is conducted to gain the knowledge or
understanding to meet a specific, recognized need.
 Basic research is undertaken primarily to acquire new knowledge
without any particular application or use in mind.
 Development is the systematic use of the knowledge or
understanding gained from research directed toward the
production of useful materials, devices, systems, or methods,
including the design and development of prototypes and
processes.
Foundation/Endowments
o Recommended Reading: OP 02.08 – Operation and Maintenance of
Endowment Funds
 This OP will provide guidance in picking the correct level, type,
and owner of an endowment
Grants
o ARRA: stands for the ‘American Recovery and Reinvestment Act of
2009’ and is related only to federal funds.
o Sponsored Project: if effort certification is required on the grant, this
should be marked “Yes”.
Service Departments
o Recommended Reading: OP 50.17 – Establishment and Operation of
Service Departments
After completion of all additional forms, click the “Next” button at the bottom left of the form.
When the final form is completed, you will need to click the “Submit” button to begin the
routing and approval process. The request will first be routed to your Orgn Manager for
approval through the Approval Tracking System (ATS). An email will go to the Orgn Manager
from the ATS notifying them that a New Fund Request is waiting for their approval. A link to
the ATS system will be provided in the email.
TTUHSCEP Finance Systems Management
[11]
Rev. April 2015
ApprovalTrackingSystem(ATS)
A new fund request is routed through the Approval Tracking System based on the Orgn code
entered in the request and the selection of Fund Class from the initial New Fund Request
page. The Approval Tracking System can be accessed from the WebRaider portal, F & A
Work Tools tab, Finance Channel under Accounting Services or directly at:
https://banapps.texastech.edu/ITIS/IS_ApprovalTrackingSystem/Default.aspx .
Click “Process Selected
Documents” to approve
the New Fund Request
To view New Fund Request, click on the “Approval Review” link in the menu on the left
side of the screen. If you have documents to approve they will be listed under the Green and
Red Columns. New Fund Requests will have a Document ID that begins with an “NF”. You
can review the request by clicking on the “Details” link. After reviewing the request, you
must choose either the “Approve” or “Reject” button and then click on the “Process
Selected Documents” button.
If the “Reject” button is selected, a rejection code and comments must be entered before
processing the rejection.
TTUHSCEP Finance Systems Management
[12]
Rev. April 2015
By selecting the “Document Maintenance and Review” link from the menu on the left side
of the page you can also:
 Assign Documents to others for review
 View Processing Status
 View Document History
After all approvals have been applied and the request has been sent to Banner, the original
submitter and all the request’s approval chain members will receive a confirmation email.
TTUHSCEP Finance Systems Management
[13]
Rev. April 2015
TrackingRequestsintheNewFundSystem
After a request for a new fund has been submitted and sent to the ATS, the requestor can
track the progress of the request through the approval process in the New Fund System.
Click on “New Fund Request Status” and then click on the “Status” button to the right of
the requisition you want to track. An Approval Status box will appear at the bottom of the
screen. This screen will show the approval groups required for the request, the approved
date for each group, and the ID for the person who approved the request. The name of the
group and the name of the person approving the request can be accessed by hovering over
the “Group” code or the “Approver ID” code. A value of “Pending” in the “Status”
column indicates the current step of the approval process. When a request has made it
through all approval groups and is loaded to Banner, the request will no longer be accessible
through the “New Fund Request Status” screen, but can be accessed for further review by
clicking on “View Request History”.
Click “New
Fund Request
Status”
Click “Status”
TTUHSCEP Finance Systems Management
[14]
Rev. April 2015
AssignAdditionalApprover
An Orgn Manager can assign Alternate Approvers for new fund request through the TEAM
application. The TEAM application can be accessed from the WebRaider portal, F & A Work
Tools tab, Finance Channel under Finance Systems Management.
Select “Access Request” from the menu on the left side of the TEAM home page.
Click “Access
Request”
Select “Financial Alternates Assignment” under the “Select Application” section.
Click “Financial Alternates
Assignment” to begin
alternate assignment
process
TTUHSCEP Finance Systems Management
[15]
Rev. April 2015
Enter the eRaiderID of the person that you wish to add as an alternate approver. If you do
not know their eRaiderID, click on “Search for eRaiderID”, enter at least the last name of
the person and then click the “Search” button. Click on the “Select” button beside the
person’s name that you wish to add as an alternate approver.
Enter eRaiderID and
click “Next”
After the correct eRaiderID is populated in the “eRaiderID” field, click the “Next” button.
Highlight appropriate
Orgn Code
TTUHSCEP Finance Systems Management
Select single arrow to
move Orgn Code to
“F/O Selected”
[16]
Rev. April 2015
A list of Banner Orgn codes will display in the box on the left side of the screen. Highlight the
orgn code from the list in the space on the left side of the screen that you wish to assign to
the alternate and click on the single arrow button that points to the space to the right. If there
is a list of several orgn codes, you can click the double arrow button that points to the right
and all available orgn codes will be added to the space on the right.
After the orgn codes have been selected, click on the “Submit” button in the lower left side
of the screen.
Click “Submit”
When the request to add an alternate approver is complete, you will get a message that
displays the name of the person granted the alternate approver role and the associated
Banner Orgn codes.
TTUHSCEP Finance Systems Management
[17]
Rev. April 2015
When the request has been sent to Banner, the original submitter and all the request’s approval
chain members will receive a confirmation email.
If you have additional questions, please contact Accounting Services at [email protected] .
TTUHSCEP Finance Systems Management
[18]
Rev. April 2015