2014-2015 Budget Procedures

1. 2014-2015 Budget Procedures Presented by: Cynthia Medrano-Richards Chief Financial Officer

2. Table of Content 1. Introduction of Staff 2. General Information 2. Budget Tab - Dashboard 3. Look up Accounts 4. Budget Analysis Reports 5. Activity Fund Budget Samples 6. Elementary Campus Activity Funds (9xx) 7. Secondary Campus Activity Funds (9xx) 8. Secondary Student Activity Funds (8xx) 9. Questions

3. 1. General Information

4. 2014-2015 Budget Amendment/Transfer Schedule

5. Monthly Budget Reviews The following is a monthly checklist for review: • Amend over-drawn accounts. • Payroll accounts need to be projected through 6/30/xx. • Part-Time • Overtime • Fringe Benefits • Worksheet on Dashboard • Budget for employee vacancies not rolled by Human Resources as of 7/1/xx. • Do not amend out from objects 6119 and 6129 including fringes. • Budget for postage (6299) through 6/30/xx. • Budget for printing charges (6299) through 6/30/xx. • Do not amend out from object 6311. • Do not amend out from object 6429. • Budget for field trips (6494) through 6/30/xx. • Make sure budget amendments/transfers that are not needed are deleted immediately.

6. Business Office Contacts Cynthia Medrano- Richards Chief Financial Officer 618-6016

7. 2. Budget Tab – Dashboard

8. Budget Tab-Dashboard The following is user friendly access to budget modules and other sources.

9. Adding Budget Tab to Dashboard • If you do not see the budget tab on your dashboard, follow the steps below: • Click on Options • Click on Preferences c. Check  Budget and Click on Save

10. Budget Tab on Dashboard • The following screen will appear: • Click on the Budget Tab • The budget dashboard will appear.

11. 3. Look-Up Account

12. Look up Account There is another option to look up account numbers within the account number field. a. Click on the account number field. b. Click on the three dot radial and click on Lookup Account (it will list all the accounts you have access to).

13. c. Scroll down to the account number needed. d. Click on the account number and it will be highlighted. e. Click OK button and the account number will be added.

15. 4. Budget Analysis Reports

16. Budget Analysis Reports- Page 67

17. 5. Activity Fund Budget Samples

18. Revenues/Expenditures Incoming Money: = Deposits = Revenues = Object Code 5xxx Incoming Money: = Deposits = Due to MISD = Object Code 2xxx (Amendments/Transfers – Unallowable for Object Code 2xxx) Outgoing Money: = Purchase Requisition/Order = Expenses = Object Code 6xxx

19. Campus Activity Funds Budget Samples-Revenue not equal expenses due to Fund Balance Revenue not equal expenses: Revenue 7,485 Expense 7,985 Fund Balance (500)

20. Campus Activity Funds Budget Samples-Negative Revenue Balance Note: If the Balance is Negative a budget amendment through GLBUBAAJ is needed. + Revenue (5755) 414 + Expenses (6xxx) 414

21. 6. Elementary Campus Activity Funds (9xx)

22. Elementary Campus Activity Fund Numbers

23. Elementary Campus Activity (9xx) Budget Amendment (GLBUBAAJ)

24. Elementary Campus Activity (9xx) Revenues

25. Elementary Campus Activity Funds (9xx) Sub-Objects

26. 7. Secondary Campus Activity Funds (9xx)

27. Secondary Campus Activity Fund Numbers

28. Secondary Campus Activity (9xx) Budget Amendment (GLBUBAAJ)

29. Secondary Campus Activity (9xx) Revenues

30. Secondary Campus Activity Funds (9xx) Sub-Objects

31. 8. Secondary Student Activity Funds (8xx)

32. Secondary Student Activity Fund Numbers

33. Secondary Student Activity (8xx) Budget Amendment (GLBUBAAJ)

34. Secondary Student Activity (8xx) Funds Revenues

35. Secondary Student Activity (8xx) Funds Revenues

36. Secondary Student Activity (8xx) Funds Sub-Objects