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Academic Leadership Training Sessions. Financial Services – Cost Center Management May 30, 2013. Learning Objectives. Account Structure GLSA - Summary Account Availability Using Colleague Understanding the Report GLBS - Budget Status Report Using Colleague Understanding the Report

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academic leadership training sessions

Academic Leadership Training Sessions

Financial Services – Cost Center Management

May 30, 2013

learning objectives
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
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
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 Summary Account Availability – Using Colleague

GLSA will show the Summary Financial information of your cost center.

  • Log into Colleague
  • In the Search Bar – GLSA
glsa using colleague
GLSA - Using Colleague

3. Reporting Period & GL Account Definition

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

glsa using colleague1
GLSA - Using Colleague

5. “I or E” Include or Exclude Account Information

glsa using colleague2
GLSA - Using Colleague
  • “Y or N” Yes or No Page Break and Sorting

7. “Y” Yes proceed with Report

glsa using colleague3
GLSA - Using Colleague
  • “H” Hold Report to preview

9. Save Background Mode

glsa using colleague4
GLSA - Using Colleague

10. Review on the screen, print, or pdf

glbs budget status report using colleague
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

glbs using colleague
GLBS - Using Colleague

3. Reporting Period & GL Account Definition

glbs using colleague1
GLBS - Using Colleague

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

glbs using colleague2
GLBS - Using Colleague

5. “I or E” Include or Exclude Account Information

glbs using colleague3
GLBS - Using Colleague

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

7. Proceed with Report

glbs using colleague4
GLBS - Using Colleague
  • “H” Hold Report to preview

9. Save Background Mode

glbs using colleague5
GLBS - Using Colleague

10. Review on the screen, print, or pdf

glbs understanding the report who to contact with questions
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
short cuts ahst gl account history inquiry
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

short cuts ahst
Short Cuts – AHST

Understanding the Screen

short cuts ahst1
Short Cuts – AHST

3. Detail into any screen

short cuts lgla list gl activity
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
short cuts lgla
Short Cuts – LGLA
  • Enter in Period, Actual, Budget or Encumbrances, and accounts. “Y” to proceed
short cuts lgla1
Short Cuts – LGLA
  • “H” Hold Report to preview

9. Save Background Mode

short cuts lgla2
Short Cuts – LGLA
  • Understanding the Report
adjusting information found
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

adjusting information found budget adjustment form
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
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
Adjusting Information Found- Transfers Request Forms

Send Completed form to FinanceOffice@howardcc.edu

adjusting information found correction of an error form
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.

questions
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