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Budget Memorandum

Budget Memorandum. 2012-2013. Budget Preparation. Gather all facts to include Anticipated Income (carry over, interest, etc. – all money available) Involve All Agents and District Board in process Discuss program needs with CEC and generate recommendations for the budget

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Budget Memorandum

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  1. Budget Memorandum 2012-2013

  2. Budget Preparation • Gather all facts to include Anticipated Income (carry over, interest, etc. – all money available) • Involve All Agents and District Board in process • Discuss program needs with CEC and generate recommendations for the budget • Discuss UK’s share in cost of the Cooperative Extension Program • Know your Base Program Costs - Guidelines for County Program Cost Share for 2012-2013

  3. Support Staff Salaries • Salary adjustments are not anticipated, effective July 1, 2012 • Do not enter adjustments on the budget plan • If later approval is given to adjust salaries: • A Salary Adjustment Form with updated information will be requested from the county • A new MOU will not be required • UK will charge the county at the end of the year

  4. Subsistence and Travel • Subsistence Rates UK Guidelines (3 rates in KY) Out-of State refer to IRS Table 4 • Travel Mileage reimbursement effective 1/1/12 is 55.5 cents @ mile

  5. Professional Improvement Funds • Professional Improvement Funds • Max. limit - $2500 • Acceptable: Travel, Subsistence, registration for Professional Meetings; Agent Association Dues when payment is made for meeting registration at a discountedrate. • Unacceptable: Tuition, outside professional, civic or association dues. Only budget if all other obligations are met

  6. Staff Support Funds/Marketing • Staff Support Funds • Funds for trainings and development • Guide - $1250 per year, all support staff equal amount • Marketing Extension Items • Suggested vendors/items from CES Marketing. Links from the CES Home Page

  7. Postage Allocation • Postage Allocation from USDA has not increased • Review allocation of dollars to penalty mail • Charges over the allotment are charged at the end of the year to the county budget reconciliation statement • Verify postage through the new mail management system as a basis for future allotment allocations

  8. Program Enhancement/Support Funds • Equal amounts for all agents • May be appropriated for program assist. • Budgets should be developed and presented to CEC, submit form to DD • Itemized Expenditure of funds must be submitted as a financial statement with receipts to District Board or CEC (funding body) & DD by 8/1/11

  9. Program Support Funds • Proper Use - Expand programs with purchase of supplies, support material, leader training • Improper Use: • Funding Program Councils • Benefits to Individuals (i.e. Camp Scholarships) • Salaries, payments, bonuses or gifts Agents are required to include a budget for their program support funds for the coming year.

  10. Audits of Extension District Funds • Annual Audits – Districts that receive or expend $750,000 or more in the budget year • Under $750,000, Districts prepare a financial summary statement annually, the audit every 4 yrs. • Generally accepted government auditing standards and requirements by the Auditor of Public Accounts • All District Boards must publish a legal notice/summary financial statement

  11. Budget Forms - Deadlines *Use current on-line forms (not last year’s ) • January 30th Special District Reporting Form (1 to Co. Court Clerk; 1 copy to DD) • February 15th Offset Voucher (2 originals to DD) • February 28th Budget Plan – 1 original (rough draft 28thto DD)

  12. Continued Budget Forms Deadlines • April 15th Budget-Dept. of Local Gov’t. (1 original to DD, 1 to Co. Judge • May 1st Memorandum of Agreement 3 originals to DD (1 for DD, 1 for Business Office, 1 return to Co.) • Final by May 1st Schedule of Disbursements 3 originals to DD (1 for DD, 1 for Business Office, 1 return to County)

  13. Continued Budget Forms Deadlines • Final by May 1st Salary Adj. Form/Letter/Tax Sheet (1 original to DD) • Final by May 1st Special Districts Uniform Financial Statement (1 original to Dept. for Local Govt.; 1 copy to DD; 1 copy to Co Court Clerk • July/October Tax Rates (send to DD after Fiscal Court approves)

  14. Continued Budget Forms Deadlines • October Legal Notice (1 original to County Judge; 1 copy to DD; publish by 10/1) • As Scheduled Audits (send a copy to DD and file with County Judge Executive) • Throughout year Revisions (Date, 3 originals to DD – 1, DD, 1 Business Office, 1 Co.)

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