Academic Leadership Training Sessions

Financial Services – Cost Center ManagementMay 30, 2013

Learning Objectives• Account Structure• GLSA - Summary Account Availability

– Using Colleague– Understanding the Report

• GLBS - Budget Status Report – Using Colleague– Understanding the Report– Who to contact with questions

• Short Cuts to reporting on an individual line item– Run/Read AHST – GL Account History Inquiry– Run/Read LGLA

• Adjusting Information found– Budget Adjustments– Transfers Request– Correction of an Error

Account Structure

Examples:• Fund: 10 – Operating, 13 – Special, 20 - Grant• Function: 1 – Instruction, 5 - Student Support• Cost Center: 11454 - Fine Arts, 11455 - Music• Object Code: 50101 – Full Time Faculty • Chart of Accounts: S:\Chart of Accounts FY13

Basics of Using Colleague

- Use the single save

- Drill Down, more detail might be available

- exporting to excel

- requires input

GLSA Summary Account Availability – Using Colleague

GLSA will show the Summary Financial information of your cost center.1. Log into Colleague2. In the Search Bar – GLSA

GLSA - Using Colleague3. Reporting Period & GL Account Definition

4. Select/List = Cost Center & Sort = Page Break

GLSA - Using Colleague5. “I or E” Include or Exclude Account Information

GLSA - Using Colleague

6. “Y or N” Yes or No Page Break and Sorting

7. “Y” Yes proceed with Report

GLSA - Using Colleague8. “H” Hold Report to preview

9. Save Background Mode

GLSA - Using Colleague10. Review on the screen, print, or pdf

GLSA - Understanding the Summary Report

GLBS Budget Status Report - Using Colleague

GLBS will show the detail information within each cost center1. Log into Colleague2. In the Search Bar – GLBS

GLBS - Using Colleague

3. Reporting Period & GL Account Definition

GLBS - Using Colleague

4. Select/List = Cost Center & Sort = Page Break

GLBS - Using Colleague5. “I or E” Include or Exclude Account Information

GLBS - Using Colleague6. “Y or N” Yes or No Page Break and Sorting

7. Proceed with Report

GLBS - Using Colleague8. “H” Hold Report to preview

9. Save Background Mode

GLBS - Using Colleague10. Review on the screen, print, or pdf

GLBS – Understanding the Report

GLBS - Understanding the Report/Who to Contact with Questions

Understanding the ‘SC’ or Source Code and Who to Call1. IV – Invoice – Alaka Dharmadhikari x4748 or Mike Gosnell x48442. AR – Accounts Receivable – Alaka Dharmadhikari x4748 or Mike Gosnell

x48443. BU – Budget Adjustment – Regina Hanlon x4716 or Chris Heston x46034. PR – Payroll – Debbie Gubisch x4753 or Penny DeYoung x47545. EN – Encumbrance – Linda Collins x4938 or Jyotsna Kshirsagar x46686. EP – Encumbrance Relief – Linda Collins x4938 or Chris Heston x46037. JE – Journal Entry – Regina Hanlon x4716, Chris Heston x4603 or Donna

O’Brien x45508. PJ – Voucher – Linda Collins x4938 or Chris Heston x4603

Short Cuts – AHST – GL Account History Inquiry

A Quick look at one account – Summary and Detail1. In the Search Bar – AHST

2. Enter in account number

Short Cuts – AHST

Understanding the Screen

Short Cuts – AHST

3. Detail into any screen

Short Cuts – LGLA – List GL Activity

A Quick look at a few accounts, easily printable but Actual/Budget/Encumbrance Detail viewed separately.1. In Search Bar enter LGLA

Short Cuts – LGLA

2. Enter in Period, Actual, Budget or Encumbrances, and accounts. “Y” to proceed

Short Cuts – LGLA8. “H” Hold Report to preview

9. Save Background Mode

Short Cuts – LGLA

• Understanding the Report

Adjusting Information Found

Common Findings:1. I don’t have enough Budget – Complete A Budget

Revision Form or Transfer Request Form2. I need to Cancel, Increase, or Decrease my Purchase

Order – Contact Linda Collins x4938 or Jyotsna Kshirsagar x4668

3. This charge doesn’t belong to my Cost Center – Complete a Correction Request Form

Note: Forms can be found in the Portal https://portal.howardcc.edu/employee_resources/department_resources/finance_office/Pages/Cost-Centers-and-Budgets.aspx

Adjusting Information Found- Budget Adjustment Form

Budget Adjustments - accounts need to have the same fund and the same function

Send Completed form to budgetrevisions@howardcc.edu

Adjusting Information Found- Transfer Request Forms

• Budget transfers between different funds and functions are not allowed because of functional expenditure limits set by law. We have developed a Transfer Request Form to allow us to move budget between different funds and functions.

• The most common transfer is moving funds from fund 13 to fund 10.

• Finance will adjust the Budget AND the actual activity.

Adjusting Information Found- Transfers Request Forms

Send Completed form to FinanceOffice@howardcc.edu

Adjusting Information Found- Correction of an Error Form

If you notice a transaction within your account that does not belong in this cost center1. If you know where the transaction should go,

complete the “Correction Request Form”2. If you do know where the transaction should go, contact Finance.

Adjusting Information Found- Correction of an Error Form

Questions

Training sessions offered through professional development, typically once a month August - April

Amanda Huffman – Director of Finance X4773, RCF 219Janet Cullison – Associate Vice President of Finance X4904, RCF 220