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Information and assistance for upcoming budget access transition

February 04, 2014

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In January 2014, WORKDAY, the new Human Resources software, was implemented. The first student payroll of 2014, and then the regular employee payroll on January 31, were completed through WORKDAY, and charged to two new funds in the accounting structure. The fund is the first two digits of the 11 digit account number. With future changes in the CAS and Common Service accounts being planned, the business office has established new funds for these two sectors. The new accounts have been set up in the colleague financial system – fund 30 for CAS; and fund 40 for Common Service departments. The colleague system will retain all history of personnel expenses through December 31, 2013. WORKDAY will not provide any expense history for student labor, nor L&C personnel, prior to January 1, 2014.

Soon, there will also be a transition of budget access from InfoNet to WebAdvisor. As we go through this semester, Robert Nayer is adding budget access for the new funds, for all employees who currently have InfoNet access in CAS and common services. InfoNet is still active, and will remain so until the bugs are all worked out in WebAdvisor for budget access. Employees will notice that they have access to two departments with the same number – one will be 00, the other will be either 30 or 40. All student labor expenses after January 1 will be charged to fund 30 or 40. It is also possible that some non-personnel operating expenses have been charged to the new funds, particularly with P-Cards. So when an individual tries to retrieve total expenses for accounts 5400, 5420, and 5450, and for other operating expenses for the 2013-14 fiscal year, one will have to combine the expenses of two departments to obtain year to date information for the total expenses. (See examples below.) Remember that only the 00 fund has budgeted funds for 2013-14.

As we move to the 2014-15 fiscal year, the goal will be to transition entirely to the 30 and 40 funds. The 2014-15 operating budgets will be entered into fund 30 for CAS, and fund 40 for Common Service departments. Department names will remain the same. For the rest of the 2013-14 fiscal year, personnel expenses will be charged to funds 30 and 40.

If you have any questions about InfoNet access, please direct them to Robert Nayer, extension 7814, or via email at:  nayer@lclark.edu Robert will continue to grant access to employees to their operating budgets through InfoNet, and eventually, through WebAdvisor.

Examples:

CAS Admissions Department                          English Department

Current Account:  00 0 4011 5100                      Current Account:  00 0 0033 5400

New Account:       30 0 4011 5100                      New Account:       30 0 0033 5400

Common Service Business Office                     Campus Safety

Current Account:  00 0 5301 6000                       Current Account:  00 0 5460 7300

New Account:       40 0 5301 6000                       New Account:       40 0 5460 7300

NOTE: For those individuals who have budget access to grant accounts or restricted funds beginning with fund 02, student labor and general personnel expenses will be charged to fund 32, effective January 1, 2014.  

For more information:

Finance Division