COLLEAGUE BUDGET MODULE RESOURCE GUIDE CENTRAL PIEDMONT COMMUNITY COLLEGE

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

• Introduction for the Work Sessions
• Timeline / Authorization Dates
• Responsibility Trees
• Position Budgeting
• Creating/Modifying Your Budget
• RWLI
• OWLI
• Budget Officer Aliases
• Reporting
• Helpful Hints

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Colleague Budget Module Work SessionsDates
January 8 17th

• 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 County and selected
  Institutional Funds.
• The work sessions will include assistance with
  the following
• Budget Data Input for all County and selected
  Institutional Funds
• Responsibility Trees
• Budget Officer Aliases
• Reporting Capabilities
• Position Budgeting
• Budget Modifications and Revisions

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COUNTY FUNDS TIMELINE2008-2009 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 SSI2327E
• (enter login of person who is to act for the
  assigned budget officer)
• Name of Alias Sandra Sleet
• Please submit completed form to
  Elena.Randolph_at_cpcc.edu or Sandra.Sleet_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 Department.
• 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.
• 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.

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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 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 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 of 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 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 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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SALARY 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 at the following
  percentages, utilizing the RWLI or OWLI screen
• 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
• January 31st
• Work sessions will be held on the following
  dates
• Dates Times
  Location
• 01/08-01/10 900-1100 100-300 Harris
  Conference Center 2121
• 01/15-01/17 900-1100 100-300 Harris
  Conference Center 2121
• Full-Time Salaries / Benefits are imported for
  you. No entry allowed.
• Part-Time Overload Salaries and 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. 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). Please note that the account
  manager must complete a Budget Alias 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/Forms/Financial
  Services.
• 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 a RWLI/OWLI screen.
• Annual Raise Reserve Object Code 519991 for
  Institutional Accounts Only ( Funds 01, 02, 05)
  and State Categorical Accounts. This object code
  was created to house budget dollars for annual
  raises that are State-mandated. Cabinet suggests
  a reserve of 5 for FY09.
• 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_ 6638, Sandra Sleet _at_ 6357 or
  Cathy McLendon _at_ 6338.

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Helpful Hints

• The current U.S. Postal Service rate for
  first-class mail is 41 cents for the first ounce
  and 17 cents for each additional ounce.  The
  College receives various discounts for certain
  mailings based on presorting or other factors.
  These rates remain unchanged in fiscal year
  2009.  Please be sure to have sufficient funds in
  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). The Print Shop is charging 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.