COLLEAGUE BUDGET MODULE TRAINING GUIDE TRAINERS: ELENA RANDOLPH AND LINDSEY OUTEN CENTRAL PIEDMONT C

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COLLEAGUE BUDGET MODULE TRAINING GUIDE TRAINERS
ELENA RANDOLPH AND LINDSEY OUTENCENTRAL PIEDMONT
COMMUNITY COLLEGE
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TABLE OF CONTENTS

• Course Description
• Timeline / Authorization Dates
• Responsibility Trees
• Position Budgeting
• Creating/Modifying Your Budget
• RWLI
• OWLI
• Budget Officer Aliases
• Reporting
• Helpful Hints

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Course 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

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COUNTY FUNDS TIMELINE2006-2007 FISCAL YEAR BUDGET
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County Related Budget Tree
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County Budget Tree
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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 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

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OWLI(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.

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RWLI(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.

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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 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.

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BENEFITS

• 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.

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Helpful 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

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Helpful 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.

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Helpful 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.   

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Helpful 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.