1. Academic Leadership Training Sessions Financial Services – Cost Center Management May 30, 2013

2. 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

3. 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

4. Basics of Using Colleague - Use the single save - Drill Down, more detail might be available - exporting to excel - requires input

5. GLSA Summary Account Availability – Using Colleague GLSA will show the Summary Financial information of your cost center. 1.Log into Colleague 2.In the Search Bar – GLSA

6. GLSA - Using Colleague 3. Reporting Period & GL Account Definition 4. Select/List = Cost Center & Sort = Page Break

7. GLSA - Using Colleague 5. “I or E” Include or Exclude Account Information

8. GLSA - Using Colleague 6.“Y or N” Yes or No Page Break and Sorting 7. “Y” Yes proceed with Report

9. GLSA - Using Colleague 8.“H” Hold Report to preview 9. Save Background Mode

10. GLSA - Using Colleague 10. Review on the screen, print, or pdf

11. GLSA - Understanding the Summary Report

12. GLBS Budget Status Report - Using Colleague GLBS will show the detail information within each cost center 1. Log into Colleague 2. In the Search Bar – GLBS

13. GLBS - Using Colleague 3. Reporting Period & GL Account Definition

14. GLBS - Using Colleague 4. Select/List = Cost Center & Sort = Page Break

15. GLBS - Using Colleague 5. “I or E” Include or Exclude Account Information

16. GLBS - Using Colleague 6. “Y or N” Yes or No Page Break and Sorting 7. Proceed with Report

17. GLBS - Using Colleague 8.“H” Hold Report to preview 9. Save Background Mode

18. GLBS - Using Colleague 10. Review on the screen, print, or pdf

19. GLBS – Understanding the Report

20. GLBS - Understanding the Report/Who to Contact with Questions Understanding the ‘SC’ or Source Code and Who to Call 1.IV – Invoice – Alaka Dharmadhikari x4748 or Mike Gosnell x4844 2.AR – Accounts Receivable – Alaka Dharmadhikari x4748 or Mike Gosnell x4844 3.BU – Budget Adjustment – Regina Hanlon x4716 or Chris Heston x4603 4.PR – Payroll – Debbie Gubisch x4753 or Penny DeYoung x4754 5.EN – Encumbrance – Linda Collins x4938 or Jyotsna Kshirsagar x4668 6.EP – Encumbrance Relief – Linda Collins x4938 or Chris Heston x4603 7.JE – Journal Entry – Regina Hanlon x4716, Chris Heston x4603 or Donna O’Brien x4550 8.PJ – Voucher – Linda Collins x4938 or Chris Heston x4603

21. Short Cuts – AHST – GL Account History Inquiry A Quick look at one account – Summary and Detail 1.In the Search Bar – AHST 2. Enter in account number

22. Short Cuts – AHST Understanding the Screen

23. Short Cuts – AHST 3. Detail into any screen

24. 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

25. Short Cuts – LGLA 2.Enter in Period, Actual, Budget or Encumbrances, and accounts. “Y” to proceed

26. Short Cuts – LGLA 8.“H” Hold Report to preview 9. Save Background Mode

27. Short Cuts – LGLA Understanding the Report

28. Adjusting Information Found Common Findings: 1.I don’t have enough Budget – Complete A Budget Revision Form or Transfer Request Form 2.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 https://portal.howardcc.edu/employee_resources/department_resources/finance_office/Pages/Cost-Centers-and- Budgets.aspx

29. 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 budgetrevisions@howardcc.edu

30. 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.

31. Adjusting Information Found - Transfers Request Forms Send Completed form to FinanceOffice@howardcc.edu

32. Adjusting Information Found - Correction of an Error Form If you notice a transaction within your account that does not belong in this cost center 1.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.

33. Adjusting Information Found - Correction of an Error Form

34. Questions Training sessions offered through professional development, typically once a month August - April Amanda Huffman – Director of Finance X4773, RCF 219 Janet Cullison – Associate Vice President of Finance X4904, RCF 220