02.120 Department Structure Management with SCT Banner (ORGN Code)

Chancellor

Updated April 30, 2026; Adopted April 13, 2007

UNCW Org Committee

Org Committee Website

• Controller's Office
• Budget Office
• Human Resources
• Financial Systems

Policy Details:

1. Purpose

   The purpose of this policy is to provide uniform guidance for the establishment and maintenance of an organization (org) code within the Ellucian Banner Finance and HR modules. Org codes represent functions and departments within the university in a hierarchical structure. Org changes can include but are not limited to establishing new departments, combining or collapsing departments, renaming departments, moving departments within the university structure, or moving employees between departments.

   An org is one of the Fund, Org, Account, and Program (FOAP) chart of accounts segments that create a chart string used to record financial and budgetary transactions in the Ellucian Banner Finance module. The org hierarchy provides Divisions, Colleges, and Departments with a framework to maintain access, security, and reporting in Ellucian Banner Finance; maintain access, security, and reporting for leave reporting, positions, budgets, and funding within Ellucian Banner HR; and maintain access to related subsystems, including electronic personnel action forms (EPAF), faculty load and compensation (FLAC), Emburse Enterprise, uShop, SQL Server Reporting Services (SSRS), E-Print, and decentralized Ellucian Banner feeds.

2. Scope

   This policy applies to all UNCW Divisions, Colleges, and Departments.

3. Policy

   1. Definitions

      1. Finance Org: Defines where financial transactions are posted. Maintained by the Controller's Office, the finance org supports financial queries at a higher level than fund and controls access to financial data, reports, and subsystems including Emburse Enterprise and uShop.

      2. Admin Org: Defines where within the organizational structure a position is managed. Maintained by the Budget Office, the admin org controls access to position records, PeopleAdmin, and budgetary position control.

      3. Home Org: Defines where a specific employee resides within the organizational structure. Maintained by Human Resources, the home org controls security for all employee-related information in Banner and PeopleAdmin and supports HR employee locator reporting.

      4. Leave Keeping Org: Defines where an employee's leave reports are routed and may differ from the home or admin org. Maintained by Human Resources, the leave keeping org is used in conjunction with the home org for leave-related reporting.

   2. Submission Deadline

      All org changes should be initiated no later than May 1 to be effective at the beginning of the following fiscal year. Due to the critical nature of the Ellucian Banner org structure, change requests can only be made effective at another time within the fiscal year with the express approval of the Org Committee.

   3. Org Committee Composition

      The Org Committee will be chaired by the Controller or Controller's delegate and includes representatives from the Controller's Office, the Budget Office, Human Resources, and Financial Systems.

      1. The Controller's Office assists Business Officers with completing the required Org Committee documents. The Chart of Accounts is reviewed to determine the timing and placement of new or existing Finance Orgs.

      2. The Budget Office assists Business Officers with HR positions that are assigned to funds that have associated Finance Org changes. The Budget Office maintains Admin Orgs in conjunction with Human Resources.

      3. Human Resources assists Business Officers with Home and Leave Keeping Orgs for affected employees; updates PeopleAdmin with org changes, updates supervisor position numbers, and assists with departmental requests for access and security in Ellucian Banner HR.

      4. Financial Systems maintains access and security for Ellucian Banner Finance users. Financial Systems assists the committee with determining the effects of org changes or additions to the org hierarchy.