COLLEAGUE BUDGET MODULE RESOURCE

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COLLEAGUE BUDGET MODULE RESOURCE TRAINING
GUIDE CENTRAL PIEDMONT COMMUNITY COLLEGE
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TABLE OF CONTENTS

• Work Session Information
• Timeline / Authorization Dates
• Responsibility Trees
• Budget Alias Assignment Form
• Creating/Modifying Your Budget
• OWLI
• RWLI
• Reporting
• Salary Benefits
• Helpful Hints

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Colleague Budget Module Work SessionsDates
April 28th May 15th

• The Colleague Budget Module Work Sessions are
  designed to assist Budget Officers with entering
  budget data for new year budgets for all funds.
  These sessions will be hands-on and will include
  actual budget entry for State and Institutional
  Funds.
• The Work Sessions will include assistance with
  the following
• Budget Data Input for all State and
  Institutional Funds
• Budget Officer Aliases
• Reporting Capabilities
• Position Budgeting
• Budget Modifications and Revisions

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STATE INSTITUTIONAL FUNDS TIMELINE2008-2009
FISCAL YEAR BUDGET
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State Budget Tree
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State Budget TreeDivision 5
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Budget Alias Assignment Form

• Requestors Current Colleague Login ID RED0997E
• (do not provide password)
• Requestors Name Elena Randolph
• Alias Current Colleague Login ID SSI2327E
• (enter login of person who is to act for the
  assigned budget officer)
• Name of Alias Sandra Sleet
• Please submit completed form to
  Sandra.Sleet_at_cpcc.edu, Cathy.McLendon_at_cpcc.edu,
  Pat.Blakley_at_cpcc.edu
  , or Elena.Randolph_at_cpcc.edu
• Authorized Signature ____________________________
  _______________ Date _________________
• (signature not needed if form is sent via email
  from Requestor or with Requestor copied)
• Information in red represents example of data
  to be entered on this form, in order for an alias
  to be assigned by the Budget Department.

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OWLI(Officer Worksheet by Line Item)

• This is the mnemonic in the CF application of
  Colleague that is 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.
• 1) Column 1 Basic Amount (BA) This is the
  column to enter budget information for all
  object codes, except full-time salary and
  benefit information.
• 2) 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.
• 3) Column 3 Total Budget (TB) This column
  reflects the total amount of budget entered
  and/or imported for both column 1 and column 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 that you are not permitted to alter data
  to full-time salary line objects and you do not
  need to enter benefits for full-time salaries.

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RWLI(Responsibility Worksheet Line)

• This is the mnemonic in the CF application of
  Colleague 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 has expired for budget officers
  to enter their budget, 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 to utilize
  RWLI.

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2R02 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 of budget in the
  comparison column field.
• The most common type of budget data selected
  would be as follows
• Adjusted Budget (AB) This is original budget ?
  (plus or minus) revisions.
• Original Budget (OB) This is budget prior to
  any revisions.
• Total Budget (TB) This is used for the 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 (AC) 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.

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2R02 Report(Comparative/Current Year Budget Data)
Type Like in this area. Equal is the default.
Sample settings
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Salary Benefits

• Full-Time Salaries
• Full-Time Salaries and accompanying Benefits will
  be automatically imported into the Budget Module
  for you.
• No entry is needed or allowed by the Budget
  Officer for Full-Time Salaries or Benefits.
• Full-Time Benefits are calculated at the
  following percentage 23
• Part-Time and Overload Salaries
• Benefits for Part-Time and Overload Salaries will
  be entered by the Budget Officer, utilizing the
  OWLI or RWLI screen, at the following
  percentages
• Part-Time 7.65
• Overload 23.00
• Overtime 23.00
• All benefits should 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.

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Helpful Hints

• Final Date for entry by Budget Officers
• May 23rd
• Work Sessions will be held on the following
  dates
• Dates Times
  Location
• 04/28-05/02 830-1130 100-330 Harris
  Conference Center 2121
• 05/05-05/09 830-1130 100-330 Harris
  Conference Center 2121
• 05/12-05/15 830-1130 100-330 Harris
  Conference Center 2121
• Register for a Work Session through LearnerWeb.
  The event titles are
• State/Institutional Budget Prep FY09 Work Session
  
• Full-Time Salaries / Benefits are imported for
  you. No entry allowed.
• Part-Time Overload Salaries, as well as
  accompanying benefits,
• are required entries.
• Benefits should be loaded into object code 518990
  at the following rates
• Part-Time 7.65
• Overload 23.00
• Overtime 23.00

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Helpful Hints

• If you are not an account manager (i.e., you do
  not have direct authority/responsibility for
  units), then you must assign yourself as an Alias
  utilizing BAAS (the mnemonic in the CF
  application for Budget Alias Assignment).
• Please note that the account manager must
  complete a Budget Alias Assignment Form and
  submit it to the Budget area before you can
  assign yourself as an alias. This form can be
  found on the CPCC website at Forms Financial
  Services Budget Alias Form.
• Alias rights terminate at the end of each
  Colleague session, so you will have to reassign
  as an Alias through BAAS any time your current
  Colleague session ends.
• Special rules apply to Institutional /
  Self-Supporting Accounts
• Revenues must be entered as credits by entering a
  dash symbol (-) in front of the dollar amount
  utilizing an OWLI/RWLI screen.
• Expense budget cannot exceed your estimated
  revenue amount for the new year plus your
  carry-forward balance from the prior fiscal year.
• The annual raise for eligible FT employees must
  be covered by Institutional and Self-Supporting
  areas (Funds 01, 02, 05), as well as State
  Categorical units.
• Object Code 519991 (Annual Raise Reserve) was
  created to house budget dollars in these units
  for annual raises that are State-mandated. For
  FY09, Cabinet suggests a reserve of 5, based on
  FT Salaries and Benefits.
• For questions or assistance, please contact
  Budget Staff Sandra Sleet _at_ 6357, Cathy
  McLendon _at_ 6338,
• Pat Blakley _at_ 6528, or Elena Randolph _at_ 6638.

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Helpful Hints

• The U.S. Postal Service rate for first-class mail
  will be 42 for the first ounce and 17 for each
  additional ounce, beginning May 12, 2008. 
• The College receives various discounts for
  certain mailings based on presorting or other
  factors.
• Please be sure to allocate sufficient funds to
  your postage accounts to ensure your mailings are
  promptly handled by Campus Mail.
• If you have any questions, please contact Gary
  Bennett via email.

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Helpful Hints

• Please remember to include budget for copies
  generated from your MFP (multi-functional
  printer) or other network printers.
• The Print Shop charges 5 per copy and this is
  charged to your P-Card.
• If you have any questions, please contact Richard
  Griffin, Director of Campus Printing.