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REVENUE and EXPENDITURE BUDGETED & NON-BUDGETED FUNDS

REVENUE and EXPENDITURE BUDGETED & NON-BUDGETED FUNDS. New Clerk Academy – June 2018 Jacki Young – Fairview Mike Arnold - Billings. Glossary. Budgeted Fund

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REVENUE and EXPENDITURE BUDGETED & NON-BUDGETED FUNDS

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  1. REVENUE and EXPENDITURE BUDGETED & NON-BUDGETED FUNDS New Clerk Academy – June 2018 Jacki Young – Fairview Mike Arnold - Billings

  2. Glossary • Budgeted Fund • Any fund for which a budget must be officially adopted by the Board of Trustees in order to expend money from the fund (MCA 20-9-201(a)) • Cash Fund • Expenditures are limited by cash on hand • Fund Balance re-appropriated (FBR) • Cash Remaining on June 30 • less operating reserves allowed • less any outstanding obligations • Reserve • Limits are Set by Montana State Law • Cash that can be set aside and not used to fund next year’s budget • Helps to pay bills that are due before revenues begin to come in • State School Block Grant (20-9-630, MCA) • Replaced Several non-levy revenues (HB124 – FY02) • Amount paid is increased by .76% each year. • Must be budgeted as non-levy revenue in the General & Transportation Funds

  3. Terminology and Concepts Why do we use separate funds? • to account separately for resources affected by different types of spending restrictions • because financial reporting standards require it Fund accounting • Each fund has a self-balancing set of accounts (debits = credits) to keep the cash flow, revenues, expenditures and equity segregated from the other funds. • It is desirable to have as few funds as legal and sound administrative requirements make possible.

  4. Terminology and Concepts20-9-201, MCA Fund Definitions • BUDGETED FUNDS • NON-BUDGETED FUNDS • Trustees must adopt a budget to spend money • Local property tax levies are a common revenue source • No budget is needed to spend money • Expenditures are limited to cash available in the fund (20-9-210, MCA) • No tax revenues Voted Levy – hold an election to obtain voter approval “Permissive” (non-voted) Levy - voter approval not required

  5. General Fund (01)Budgeted Fund (MCA 20-9-201) PURPOSE: Primary operating fund and it accounts for all financial resources of the district except those required to be accounted for in other funds. • To finance general maintenance and operational costs of a district not financed by other funds.

  6. General Funding • Funding is comprised of the following sources. • Direct state aid equal to 44.7% of the district’s basic and per-ANB entitlements • 100% of the total Quality Educator payment • 100% of the total At-Risk payment • 100% of the total Indian Education for All payment • 100% of the American Indian Achievement Gap payment • 100% Data for Achievement payment • Special education allowable cost payments from the state • Natural Resource Development payment • Non-Levy Revenue and FBR • Guaranteed Tax Base Aid (if the district is eligible) • Voted & non-voted local levies

  7. General Fund (01)Budgeted Fund • COMMON CODING • Fund: 101 Elementary General 201 High School General • Program: Varies • Function: Varies • Object Codes: All Object Codes • Revenue Source: Varies • RESERVE LIMIT • 10% or $10,000 – Whichever is greater (20-9-104(1), MCA) • VOTER APPROVAL OF TAX LEVIES • BASE Levy – Permissive (non-voted) • Over-Base Levy – Must get voter approval to increase the prior year’s over-BASE levy.

  8. Transportation Fund (10)Budgeted Fund (MCA 20-10-101) PURPOSE:Established for the purpose of financing: • Maintenance and operations of district owned school buses • Contracts with private carriers for school bus service • Individual transportation contracts • And any amount necessary for the purchase, rental or insurance of school buses or operation of the transportation program

  9. Transportation Fund (10)Budgeted Fund Transportation is the conveyance of a pupil by a school bus which is driven by a certified driver between the pupil’s legal residence or designated bus stop and the schoolof the pupil’s attendance. Reimbursementis given based on the miles traveled to transport eligible transportees on routes approved by the County Transportation Committee. An eligible transportee is a student between the ages of 5 and 21 who is a resident of the state regardless of District or County boundaries, who resides at least 3 miles from the nearest school. The student must be considered to reside with his/her parents who maintain legal residence within the boundaries of the district providing transportation.

  10. Transportation Funding • SchoolBus Miles Reimbursed • First 3 miles is not reimbursed/6 miles per day • .95 per mile/rated capacity – not more than 49 passenger • 1.15 per mile/rated capacity – 50 to 59 passenger • 1.36 per mile/rated capacity – 60 to 69 passenger • 1.57 per mile/rated capacity – 70 to 79 passenger • 1.80 per mile/rated capacity – 80 or more passenger • Nonbus mileage – vehicle driven by a bus driver to and from an overnight location of a school bus when it is more than 10 miles from the school • 50 cents per mile

  11. Transportation Funding • Individual Transportation • Parent transports student(s) between residence and school OR between residence and bus stop • Minimum of 35 cents per day • Maximum of $12.95 per day for first student, $8.40/9.60 for each additional student • Isolated rate is 1 and ½ times the regular rate • Room and Board per diem is the same as maximum miles per day X 2 – 6 miles X .35 cents per mile OPI Website – Pupil Transportation – Forms – Individual Contract Tips and Reminders

  12. On Schedule Calculation • Bus Miles Reimbursed • + Nonbus Miles Reimbursed • + Individual Transportation Contracts Reimbursed • + 10% Contingency • = On Schedule Reimbursement • 50% County Reimbursement • 50% State Reimbursement

  13. On Schedule Spreadsheet OPI has a great tool for this http:// www.opi.mt.gov /PupilTransport/index.html When routes vary from day to day you may need to set up different reimbursements for the same route. Example: Runs one way on Monday, Wednesday and Friday (Route 1a) and another way on Tuesday and Thursday (Route 1b).

  14. Over Schedule Calculation When expenditure budget exceeds the reimbursement for On Schedule Remainder is funded by non-levy revenues and a local levy

  15. Transportation Fund (10)Budgeted Fund Valid Expenditures • Administrative salaries and benefits (% of time spent) • Bus Driver wages and benefits – including 10 hours of training costs • Fuel • Repairs and maintenance to buses • Insurance for buses • Drug Testing • Purchase of new or replacement yellow bus (not extra curricular) • Individual transportation payments • Isolation payments

  16. Transportation Fund (10)Budgeted Fund Valid Expenditures (cont.) • Two way radios and base stations • Supplies and equipment necessary for transportation administration • Constructing and maintaining bus storage facilities • Utilities for bus storage facility • Any equipment necessary for safely transporting students • Contracted bus fees • Crossing guards • Any other costs related to transporting students from home to school Does not include costs for field trips, activities and athletic transportation.

  17. Transportation Fund (10)Budgeted Fund • COMMON CODING • Fund: 110 Elementary Transportation 210 High School Transportation • Program: 100 Regular Programs 200 Special Programs • Function: 2700 Student Transportation • Object Codes: All Object Codes 514 Individual Transportation Contracts • Revenue Source: • 1117 Local Property Tax Levy • 2220 County Transportation Reimbursement • 3210 State On-Schedule Transportation Reimbursement • RESERVE LIMIT • 20% of Current Year Budget (MCA 20-10-144(3)) • VOTER APPROVAL OF TAX LEVIES • None (permissive)

  18. Bus Depreciation Reserve (11)Budgeted FundMCA 20-10-147 • PURPOSE: This fund is for the purpose of financing replacement of buses including two-way radio equipment owned by a school district. Effective 7/1/2015 (HB31) allows replacement of GPS, cameras and 2-way radios. • Trustees of a district owning a bus or two way radio for purposes of transportation or for purposes of conveying pupils to and from school functions or activities have the authority to establish a bus depreciation reserve. • “Depreciation” describes the process by which funds are raised.

  19. Bus Depreciation Reserve Funding • Funding • Fund Balance Re-appropriated • (Year End Cash Balance) • Always budget at least the cash in the account • +Non-Levy Revenues • +Local Levy (Revenue code 1117) • Limited to 20% of the acquisition cost of each asset (bus or a 2 way radio) each year, not to exceed 150% over time • Example: • Bus cost 100,000 • Annual depreciation is 20,000 • Maximum depreciation 150,000

  20. Bus Depreciation Reserve (11)Budgeted Fund Levy Permissively up to that amount Your Assets are listed in MAEFAIRS and you enter how much you want to depreciate each year Depreciate the oldest buses first so you can be sure you get them depreciated out before they are no longer in use No longer have to sell all of the buses and get voter approval to transfer funds

  21. Bus Depreciation Reserve (11)Budgeted Fund • VALID EXPENDITURES • Funds can be used to convert, remodel, or rebuild buses • Funds can be used to purchase an additional yellow bus for route (SB 229) • Can replace a yellow bus or an activities (non-yellow) bus • Replace 2 way radios • Funds can not be used to buy additional activity bus (SB 229) • Cannot be used for ordinary repairs and maintenance (SB 229) • Effective 7/1/2015 (HB31) allows replacement of GPS, cameras and 2-way radios. • Often use this fund to level out mills over all budgeted funds.

  22. Bus Depreciation Reserve (11)Budgeted Fund • COMMON CODING • Fund: 111 Elementary Bus Depreciation 211 High School Bus Depreciation • Program: 100 Regular Programs 200 Special Programs • Function: 2700 Student Transportation • Object Codes: 660 Equipment under amount of capitalization policy (i.e. $5,000) 730 Equipment over amount of capitalization policy (i.e. $5,000) • RESERVE LIMIT • None. Districts usually reappropriate all fund balance to support the budget and allow for expenditures during the year. • VOTER APPROVAL OF TAX LEVIES • None (permissive)

  23. School Food Services (12)Cash FundMCA 20-10-201 PURPOSE: The purpose of this fund is to account for School Food service operations; to provide breakfast and lunch to students • Funding • Fund Balance re-appropriated • (Year End Cash Balance) • +Other Revenues • Federal Reimbursement – based on a schedule of amounts that are multiplied by the number of daily participants in the breakfast, lunch or snack program; rates vary for free, reduced and full pay students; Federal payment is received through the OPI;

  24. School Food Services (12)Cash Fund • +Other Revenues (cont.) • State Payment – the state matching funds are based on a percentage of the federal payment, usually receive it once a year in the spring • District – most often expenses are subsidized by the General Fund or, if available, Impact Aid • Meal Ticket Sales (Adults & Students) – students and staff pay on a per meal basis; the prices is set by each school district. Adults must pay at least the free meal reimbursement rate or the district must subsidize the program in order to cover the difference. • Tips • The free and reduced count is used to drive many federal programs such as Gear-Up and E-rate; encourage people to take advantage of the free and reduced prices; • Remember, for some children, this may be the only good, hot, nutritionally balanced meal they get in a day;

  25. School Food Services (12)Cash Fund • VALID EXPENDITURES • Salaries – kitchen staff, meal distribution drivers, % of administration • Benefits – of food services related staff • Purchase, Repair, or Maintenance of food service equipment • Supplies for food service • Food

  26. School Food Services (12)Cash Fund • COMMON CODING • Fund: 112 Food Service (101 Elementary General, 201 High School General) • Program: 910 Food Service • Function: 3100 Food Service • Object Codes: All Object Codes (630 Food) • Revenue Source: 4550 Federal Child Nutrition 3220 State Food Services Match 1600 Lunch Ticket Sales • RESERVE LIMIT • None

  27. Tuition (13) Budgeted FundMCA 20-5-323MCA 20-5-324 • PURPOSE: To finance tuition costs for elementary and high school districts with pupils attending schools outside their district of residence. SB191 in the 2013 Legislative Session also allowed schools to levy funds here to cover actual costs of services for an in-district student with an IEP. http://opi.mt.gov/pdf/SchoolFinance/Tuition/SB191PermissiveLevyInstructCalcV2.xlsx http://opi.mt.gov/pdf/SchoolFinance/Tuition/11TuitionLawSummary.pdf • Funding • Local Tax Levy (permissive) • Fund Balance re-appropriated (Year End Cash Balance) • +Non Levy Revenues

  28. Tuition (13) Budgeted Fund • +Local Levy • For geographical barriers approved by County Transportation Committee • Agreements/Contracts for Grades 7 and 8 and Kindergarten in elementary districts that don’t offer K, 7 and/or 8 • District placements (ie. IEP requirements) • DPHHS and Court Placements (including Tribal court) are paid by the state out of county equalization before it is sent to the state • Pay this year’s tuition in the next year so have the costs before you budget

  29. Tuition (13) Budgeted Fund • VALID EXPENDITURES • For students the trustees have placed in another district • For students where geographic conditions make it impractical for the student to attend in his own district • Pay this year’s tuition in the next year so have the costs before you budget • With SB191, all SPED expenditures.

  30. Tuition (13) Budgeted Fund • COMMON CODING • Fund: 113 Elementary Tuition 213 High School Tuition • Program: 100 Regular Education 280 Special Education (if using SB191 provisions) • Function: 1000 Instruction • Object Codes: 560 Tuition • Revenue Source: 1117 Local Property Tax Levy 3445 Combined Block Grant • RESERVE LIMIT • None • VOTER APPROVAL OF TAX LEVIES • None (permissive)

  31. Tuition (13) Budgeted Fund • IMPORTANT DISTINCTIONS: • Tuition Fund (13) • Used to pay tuition costs to other entities or for special education costs for in-district students (SB191) • Funded by a local (permissive) levy and non-levy revenue • General Fund (01) • District charges other entities (parent, other districts and/or the state for out-of-district students) • Deposit tuition receipts in the General Fund • Tuition receipts may be used to fund the over-BASE levy in the General Fund

  32. Retirement Fund (14)Budgeted FundMCA 20-9-501 • PURPOSE: To finance the employer’s contribution to the Teacher’s Retirement System (TRS), the Public Employees’ Retirement System (MPERA/PERS), Unemployment Compensation and Social Security, (FICA and Medicare); Retirement costs for employees paid from federal funds must be paid from the federal program rather than the retirement fund (exceptions: Impact Aid and School Foods)

  33. Retirement Fund (14)Budgeted Fund • Funding • Fund Balance re-appropriated • (Year End Cash Balance) • County Retirement Distribution (county-wide levy) • +Non-Levy Revenues • Interest Earnings • Combined School Block Grant • No other non-levy revenues as this is not a local levy

  34. Retirement Fund (14)Budgeted Fund • Funding (cont.) • County Retirement Distribution • Establish your expenditure budget based on your salary data (send salary data to County Superintendent for verification of your expenditure budget). • Subtract any FBR and non-levy revenues • County Superintendent calculates the countywide levy requirement for all districts in the county • Non-Levy Revenue at County Level • Oil and Gas Taxes • Coal Gross Proceeds • School Retirement Block Grants (MCA 20-9-631) • Guaranteed Tax Base Aid for Qualifying Counties (MCA 20-9-367) (Eligible if the County Retirement Mill Value per ANB is less than the corresponding Statewide Mill Value per ANB)

  35. Retirement Fund (14)Budgeted Fund • Distributed a minimum of 2 times per year • Should monitor this county levy calculation and the distribution received • Have been many cases of errors in this calculation and distribution

  36. Retirement Fund (14)Budgeted Fund • VALID EXPENDITURES • Employer share Social Security and Medicare • Employer share TRS and PERS • Employer payment of unemployment premium • Early Retirement Bonus is not valid expenditures • Payments to Employees are not valid expenditures

  37. Retirement Fund (14)Budgeted Fund • COMMON CODING • Fund: 114 Elementary Retirement 214 High School Retirement • Program: All Program Codes except Federal Funds • Function: All Function Codes • Object Codes: 210 Social Security and Medicare 220 Teacher’s Retirement • 230 Public Employee’s Retirement • 240 Unemployment Compensation • Revenue Source: 2240 County Retirement Distribution • RESERVE LIMIT 20% of the budget (20-9-501 (4)(a)(v), MCA) New Limit for FY14 • VOTER APPROVAL OF TAX LEVIES None (permissive through countywide levy)

  38. Federal Programs (15)Cash FundMCA 20-9-507 • PURPOSE: To account for local, state or federal grants and reimbursements • Funding • Federal: Per grant award • State: Per grant award • Local: Allowable miscellaneous receipts (often local donations)

  39. Federal Programs (15)Cash Fund • Program/Revenue for Common Grant Awards • 420/4200Title I – Improving Basic Programs • 427/4270 Title I D – Neglected, Migrant, At Risk • 430/4300 Title II – Teacher and Principal Training and Recruitment • 432/4320 Title III – English Language Acquisition • 413/4130 Title VII – Indian Education • 456/4560 IDEA Part B • 457/4570 IDEA Pre-School Special Education • 360/3600 Gifted & Talented Education • 390/3900 State Vocational Education • 452/4520 Carl Perkins • 471/4710 Gear Up

  40. Federal Programs (15)Cash Fund • E-grants • Indirect Cost Rates • Good budgeting tool • Make application to the OPI – right now • Very Simple • Gives you additional options • Have small amount of money left at year end can just claim Indirect Cost and clear it out • Some grant applications require an indirect cost rate when applying

  41. Federal Programs (15)Cash Fund • VALID EXPENDITURES • Expenditures are only allowed that fall within the purpose of the grant • Must include all Benefit Costs - approximately 16% of salary • Must also include Health Insurance

  42. Federal Programs (15)Cash Fund • COMMON CODING • Fund: 115 Elementary Misc. Programs (most common) 215 High School Misc. Programs • Program: 100 Local Program Codes 3XX State Program Codes 4XX Federal Program Codes • Function: All Function Codes • Object Codes: All Object Codes

  43. Adult Education (17)Budgeted FundMCA 20-7-705 • PURPOSE: To account for all district money received in support of the district’s adult education program. • Funding • Fund Balance re-appropriated • (Year End Cash Balance) • +Non-Levy Revenues • Including Student Fees • +Local Levy • Permissive Levy • Can levy an unlimited number of mills

  44. Adult Education (17)Budgeted Fund • VALID EXPENDITURES • “The instruction of persons 16 years of age or older who are not regularly enrolled, full-time pupils for the purposes of ANB computation.” • Salaries for instructors • Supplies necessary for instruction in the class, but not for projects taken home by the students

  45. Adult Education (17)Budgeted Fund • COMMON CODING • Fund: 117 Elementary Adult Education 217 Adult Education • Program: 600 Adult Education Programs • Function: 1000 Instruction • Object Codes: All Object Codes • Revenue Source: • 1117 Local Property Tax Levy • 1340 Fees for Adult Education • RESERVE LIMIT 35% of Adult Education Fund Budget (20-7-713, MCA) • VOTER APPROVAL OF TAX LEVIES None (permissive)

  46. Traffic Education (18)Cash FundMCA 20-7-507 • PURPOSE: For the accounting of traffic education activities for students who are 15 or within 6 months of turning 15 and are taught by a certified traffic education instructor • Funding • Fund Balance re-appropriated • (Year End Cash Balance) • +State Payment • Approximately $80 per student who completes the course

  47. Traffic Education (18)Cash Fund • Funding (cont.) • District • Expenses subsidized by the general fund • Local • Fees charge per student as set by the Board of Trustees • You may charge students not enrolled in your district more than in-district students only if you charge tuition

  48. Traffic Education (18)Cash Fund • VALID EXPENDITURES • Instructor Salaries • Supplies: textbooks, gas, etc. • Rent or purchase of a vehicle • Insurance on vehicle • Repairs and maintenance of driver education vehicle

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