1. SLU Budget & Financial Planning
Colleague Budget Management
Questions & Comments Contact Paula Sturge x5559

2. START UP Start in the SLU portal: https://saints.stlawu.edu
In the “Employee Links” tab, click on the “Colleague” link.

3. Disable Pop-up Blockers or add Colleague as an
The Colleague
Welcome page will
open in a new tab
Press the BEGIN
button
Disable Pop-up Blockers or add Colleague as an
exception to the Block List

4. Warning received the first time Colleague is run
on a machine Select Always trust… and press Run

5. The Colleague LOGIN page will open in a new window
Enter your Network UserID and Password
Press the LOGIN button

6. Colleague will take
some time to
initialize, run
supporting
software, and start
your session

7. A tour is offered
the first time a
user logs in.
After you have
taken the tour,
click the
Don't Show Me Again
Then click the
Close button.

8. The main Colleague window opens.
Navigation is typical of Web based applications,
with Tabs for drop down menus, drop-down selection boxes, and buttons to perform actions.

9. Users only see
menus for functions they may use.
Initially set to “Person” and UT – Utility.
This screenshot is set to “Forms” and UT – Utility.

10. Select :
CF – Colleague Financials
And
Budget Management – BU.

11. Alias Assignment
Allows an alternate user to work as the Budget Manager.
Select BAAS from the menu.
Will then select Budget ID.
Assignment screen appears.

12. A or R Enter A for Assign or R for Reinitialize.
FY Original Budget
Enter A for Assign or R for Reinitialize.
Enter Budget Officer ID of the person you are representing OR “…”
A or R

13. Select ID of the Budget Officer you wish to work as
Select ID of the Budget Officer you wish to work as. You will only be shown the ID of those who you can be an Alias for.

14. Save & Update.
Will assume the rights of that Officer for the current session.
Logout or Reinitialize to resume your own identity.

15. BUDGETING Two Primary Screens:
Responsibility Worksheet Line Item - RWLI
Detail Worksheet Report - DWSR
Double-Click to select menu item

16. Asked to select the Budget
you wish to work on
Enter the Name of the
budget or “…”

17. There will be another BUDGET added to the resulting list
Each year there is another BUDGET added to the resulting list FY2018 Operating Budget
# FY2017Operating Budget
“…” will result in a
list to select from
Always choose "FY2017"
“…” will result in a list to select from Always choose “FY2018”

18. Once the Budget
has been selected,
select the
Responsibility Unit
you wish to work
on.
Only those you are responsible for will be listed.
If you are responsible for only one unit, it will go directly there.

19. The Line Items in the Responsibility
Unit are displayed.
New amounts may be entered in the Basic Amount column.
Revenues and other Credits must be negative.

20. Default Columns C1 = ‘16Actuals, C2 = ‘17LRE, BA = New Budget
Data displayed in columns may be changed
C1 = Year End Actuals.
C LRE.
BA = Budget.
$ or % are differences the 1st Column and the 3rd Column.
Other options are either -0- or not useful.
Default Columns C1 = ‘16Actuals, C2 = ‘17LRE, BA = New Budget
Actuals Year End 2016
New Budget 2018
LRE 2017

21. Entering Line Item Amounts:
Navigation
“Internal” & “External” Scroll Bars
Click on a cell to Select
Enter or Tab may be used…May have different action
Entering Line Item Amounts:
Only the Budget may be changed
Displayed as BA (Basic Amount)
May be in any of the columns
Entry Options:
Replace Amount
+ = increase by $ amount
- = decrease by $ amount
+ or - a % change
Type Over replaces the $ amount
Totals and Comparisons recalculate automatically
Sub-Select & Global Changes ?

22. Justification
Notes
An online notepad
is available for
justification or
other notes.
Click any of the “Detail” icons on the same line as the GL Number that you wish to notate.

23. Enter text one line
at a time in the
Justification
Notes Section.
Save & Update
Returns you to the
previous screen.

24. Work-In-Process
Note:
Comparison Column is updated.
Totals are updated.
Flags indicate line amounts that have Changed (c)
or Justification (j)
has been
entered.
Save & Update !!

25. REPORTING
Select Detailed
Worksheet Report
- DWSR

26. You are asked to select the Budget you wish to work on.
Enter the Name or “…”
Select the Budget you wish to report

27. Once the Budget
has been selected,
select the
Responsibility Unit
you wish to report
Only those you are responsible for will be listed.
May delete Responsibility Units you do not wish to report.
Save and Update to continue.

28. Change the Output Device to Hold/Browse File Output.
Save and Update.

29. Execute in Background Mode? Always select “N”.
Save and Update.

33. Rolling Schedule Dependent on Level
DEADLINES
Rolling Schedule Dependent on Level
o March data entry window opens on all accounts
o March window closes (due date) for first level of accounts
o March window closes (due date) for second level of accounts
o March window closes (due date) at VP level – Due to Budget Office

34. Training Sessions Griffiths 123 Thursday 03/02 @ 1:00 – 2:00
running loop and Q&As
Friday 8:00 – 9:00
Monday 2:00 – 3:00
Tuesday 9:00 – 10:00
running loop and Q&As 

35. OTHER RESOURCES This Year Actuals Colleague
Access through WebAdvisor (SLU Portal)
Budget Office Page
Colleague Budgeting Instructions
Spring Budgeting Schedule
Colleague Account Structure
Responsibility Listing - Listed by Unit
Budget Office Page - Other Helpful Links
Object Codes and Definitions
Revenue Object Codes
Alphabetic & Numeric Chart of Accounts

36. ISSUES
Internet Explorer is the recommended browser, Firefox 3.6 or newer is not supported
Working from off-campus:
Must use VPN
Requires correct versions of Java and Silverlight
HEADS UP
Approximate 20 minute Activity Timeout - No Warning
Be careful with SAVE ALL
Be even MORE careful with CANCEL ALL !!

37. Questions?