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Accounting and System Access Forms

*Please see the Annual and Monthly Closing Schedules tab for important Fiscal year-end 2017 closing information*

June 30th system shutdown - Attention Faculty, Staff, and Students:

The Banner environment, which includes Banner Self Service, Banner INB, and MyCharleston, will be down for financial year-end processing on June 30th at 5:00 p.m.. This requires that these applications be unavailable from 5:00 p.m. Friday June 30th, until approximately 12:05 a.m. July 1st.

The following applications will not be available during this time:

-        Banner Finance, HR/PY, Admissions, AR, Financial Aid and Student

-        Banner Self Service Finance, Employee, Financial Aid and Academic Services

-        MyCharleston, DegreeWorks, Touchnet, MarketPlace, Axiom, POSM, eProcurement, BDM, WorkFlow

During the outage MyCharleston will not be available; however an alternate web page will be rendered allowing access to systems outside of the Banner environment such as OAKS and Cmail. Thank you very much for your cooperation during this financial year end process.  If you have any questions or need further assistance please contact the Helpdesk.  helpdesk@cofc.edu  953-3375 Option #3

*Accounts Payable check pick-up*

Standard pick-up times for accounts payable checks are Monday through Friday, from 9:00 A.M through 4:30 P.M., unless special arrangements are coordinated with the Accounts Payable area in advance.

*Purchase Approval Limits*

  • All purchases that are $ 50,000 and above must be approved by the Executive VP for Business Affairs

  • EVP’s and Academic Deans have approval limits up to $ 49,999.99

  • All others have limits up to $ 4,999.99, and should be noted on the Index/FOP Access Form for each index

Note to Travelers:

Effective January 1, 2017, the Standard Mileage Rate for 2017 Business travel is $ 0.535.  The Travel Authorization and Travel Reimbursement Forms have been updated for the new rate.

For travel occurring January 1, 2016 through December 31, 2016, the Standard Mileage Rate for Business travel is $ 0.54.

Accounting Forms:

 Finance System Security, Access, and Maintenance Forms:

  • Chart of Accounts Maintenance Request Form
  • Self-Service Banner (SSB) Authorization Request Form (NOTE:  An Index/FOP Access Form form for each index that the employee will require access to, or be approver for, must be submitted with the SSB Form.)
  • Index/FOP Access Form (NOTE:  Each Index/FOP Access Form submitted supersedes all previous forms; please ensure that all who will need access to, or be approvers for, each index are listed, and all required signatures obtained.)
    • EVERY TIME an EVP, Academic Dean, Chair, Director, Department Head, or Principal Investigator who has financial oversight responsibilities for an index changes, a new Index/FOP Access Form is required to be submitted noting the change.
    • EVERY TIME an employee has access added/removed, changes roles, changes departments, leaves the college, or is no longer responsible for financial activity of an index, a new Index/FOP Access Form is required to be submitted noting the change.