Academic Leadership Training Sessions

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. • Log into Colleague • 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 • “Y or N” Yes or No Page Break and Sorting 7. “Y” Yes proceed with Report

9. GLSA - Using Colleague • “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 • “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 • IV – Invoice – Alaka Dharmadhikari x4748 or Mike Gosnell x4844 • AR – Accounts Receivable – Alaka Dharmadhikari x4748 or Mike Gosnell x4844 • BU – Budget Adjustment – Regina Hanlon x4716 or Chris Heston x4603 • PR – Payroll – Debbie Gubisch x4753 or Penny DeYoung x4754 • EN – Encumbrance – Linda Collins x4938 or Jyotsna Kshirsagar x4668 • EP – Encumbrance Relief – Linda Collins x4938 or Chris Heston x4603 • JE – Journal Entry – Regina Hanlon x4716, Chris Heston x4603 or Donna O’Brien x4550 • 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 • 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. • In Search Bar enter LGLA

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

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

27. Short Cuts – LGLA • Understanding the Report

28. Adjusting Information Found Common Findings: • I don’t have enough Budget – Complete A Budget Revision Form or Transfer Request Form • I need to Cancel, Increase, or Decrease my Purchase Order – Contact Linda Collins x4938 or Jyotsna Kshirsagar x4668 • 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

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

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 • 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