Title: COLLEAGUE BUDGET MODULE TRAINING GUIDE TRAINERS: ELENA RANDOLPH AND LINDSEY OUTEN CENTRAL PIEDMONT C
1COLLEAGUE BUDGET MODULE TRAINING GUIDE TRAINERS
ELENA RANDOLPH AND LINDSEY OUTENCENTRAL PIEDMONT
COMMUNITY COLLEGE
2TABLE OF CONTENTS
- Course Description
- Timeline / Authorization Dates
- Responsibility Trees
- Position Budgeting
- Creating/Modifying Your Budget
- RWLI
- OWLI
- Budget Officer Aliases
- Reporting
- Helpful Hints
3Course DescriptionColleague Budget Module
TrainingTrainers Elena Randolph and Lindsey
Outen Dates January 10 20th
- The Colleague Budget Module Training is designed
to prepare Budget Officers to input Budget data
for New Year Budgets for all funds. This will be
a hands on users training and will include
actual budget entry for County and selected
Institutional Funds. - Training will include but not limited to the
following - Input of budget data for all County and selected
Institutional Funds. - Responsibility Trees
- Budget Officer Aliases
- Authorization Dates
- Reporting Capabilities
- Position Budgeting
- Budget Modifications and Revisions
- Timeline
4COUNTY FUNDS TIMELINE2006-2007 FISCAL YEAR BUDGET
5County Related Budget Tree
6County Budget Tree
7Budget Alias Assignment Form
- Requestors Current Colleague Login ID RED0997E
- (do not provide password)
- Requestors Name Elena Randolph
- Alias Current Colleague Login ID OLT6624E
- (enter login of person who is to act for the
assigned budget officer) - Name of Alias Lindsey Outen
- Please submit completed form to
Elena.Randolph_at_cpcc.edu or Lindsey.Outen_at_cpcc.edu - Authorized Signature _____________________________
________ - Date ___________
- (signature not needed if form is sent via
email) - Information in Red are examples of data to be
entered on this form in order for an alias to be
assigned by the Budget Dept. - Date Revised 04/28/05
8OWLI(Officer Worksheet by Line Item)
- This is the mnemonic used by the budget officer
to access the screen where budget is entered by
line item. All objects for each unit of your
area of responsibility will automatically
populate and budget can then be entered. - There are three columns of information on this
screen. - Column 1 Basic Amount (BA) This is the column
to enter budget information for all object codes
except Full Time salary and benefit information. - Column 2 Position Budget (PB) This column
reflects the total budget (salary and benefits)
by object code and unit for full time employees
and vacant positions. This information is
automatically imported for you. - Column 3 Total Budget (TB) This column
reflects the total amount of budget entered and
or imported for both columns 1 and columns 2. - Once you have entered budget information click on
the save icon. If you do not complete the save
step all data you have manually entered will be
lost and will have to be re-entered. - OWLI can be accessed as often as needed to allow
changes to existing data. - Remember you are not permitted to alter data to
full time salary line objects.
9RWLI(Responsibility Worksheet Line)
- This is the mnemonic used by the Dean/Manager to
access all budgets that fall under their area of
responsibility. This worksheet is set up by
column in the same format as the OWLI screen. - Once the deadline for budget officers to enter
their budget has expired this screen allows the
Dean/Manager access to review/modify budgets that
fall under their area of responsibility. - Follow the steps for the OWLI screen from this
point forward.
102R02 Report(Comparative/Current Year Budget Data)
- This mnemonic is used to extract data from the
budget module which includes new year, current
year and prior year budget data. This report is
useful in obtaining historical data that may be
helpful in building a new year budget. - This report will provide data from the working
file of the new year budget to ensure you have
entered budget correctly. - To access this report you must be in the CF
application of Colleague. - Multiple years of prior data may be obtained
utilizing the 2R02 report. This is accomplished
by entering the year and type budget in the
comparison column field. - The most common type of budget data selected
would be as follows - Adjusted Budget This is original budget plus or
minus revisions - Original Budget This is budget prior to any
revisions - Total Budget This is used for new year only and
reflects budget that has been entered into the
budget module by the budget officer plus imported
salary/benefit information. - Actual Budget This is for actual expenses for a
prior year - This report should be run and printed each time
you modify your budget to ensure accuracy.
11BENEFITS
- Benefits for Full Time Salaries
- Full Time Salaries and accompanying Benefits will
be automatically imported into the Budget Module
for you. - No entry is allowed by the Budget officer for
Full Time Benefits. - Full Time Benefits are calculated at the
following percentage - 23
- Benefits for Part Time and Overload
Salaries - Benefits for Part Time and Overload Salaries will
be entered by the Budget Officer utilizing RWLI
or OWLI screen at the following percentages - Part Time 7.65
- Overload 23.00
- Overtime 23.00
- All Benefits are allowed to be entered utilizing
the following object number - 518990
- Note The above percentages are subject to
change as benefit costs increase or decrease.
You will be advised by the Budget office if /
when these percentages change for any reason.
12Helpful Hints
- Final Date for entry by Budget Officers
- January 31st
- Follow up help sessions will be held on the
following dates - Date Time Location
- 1/18 9 5 Professional Dev. Room 310
- 1/19 9 5 Professional Dev. Room 310
- Full Time Salaries / Benefits imported for you.
No entry allowed. - Part Time and Overload Salaries and Benefits
required entry using object 518990 - Part Time 7.65
- Overload - 23.00
- Overtime 23.00
13Helpful Hints
- If you are not an account manager, i.e. do not
have direct authority/responsibility for units
then you must assign yourself as an Alias
utilizing screen BAAS (see Budget Module Training
Guide for details). - (Be advised that the account manager must
complete a Budget Alias form and submit to the
Budget area before you can assign yourself as an
alias). This form can be found on the CPCC
website/Forms/Financial Services. - Note Alias rights terminate as each Colleague
session terminates so you will have to reassign
as an Alias (BAAS) any time your current
Colleague session is ended. - Institutional / Self Supporting accounts
Revenues must be entered as credits by entering a
(dash symbol) in front of the dollar amount
utilizing RWLI/OWLI screen. - Annual Raise Reserve Object Code 519991 for
Institutional Accounts Only ( Funds 010205) and
State Categorical Accounts. - (Object created to house budget dollars for
annual raises that are State mandated. Cabinet
suggests a reserve of 3 for FY07) - For Institutional Accounts - Expense budget
cannot exceed your estimated revenue amount plus
your carry forward balance from the prior fiscal
year. - For questions or assistance please contact
Elena Randolph _at_ 6589 or Lindsey Outen _at_ 6313.
14Helpful Hints
-
- The U.S. Postal Service has published new rates
for postage that go into effect January 8, 2006
when the price of first-class mail rises to 39
cents for the first ounce and 24 cents for each
additional ounce. The new rates represent a 5
increase in the cost of mailings. Although the
College receives various discounts based on
presorting or other factors, the discounted rates
will also increase by approximately 5. Please
be sure to adjust your postage accounts to ensure
your mailings are promptly handled by Campus
Mail.
15Helpful Hints
- Please remember to include budget for copies
generated from your MFP (multi functional
printer). The Print Shop is charging 5.5 cents
per copy and this is being charged to your
P-Card. - If you have any questions please contact Richard
Griffin, Director of Campus Printing.