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Budget Training 2013-2014 Budget Budget Procedures

Budget Training 2013-2014 Budget Budget Procedures. Presented by: Cynthia Medrano-Richards Chief Financial Officer. Table of Contents. 1. Introduction of Staff 2. General Information 2. Budget Tab - Dashboard 3. Look up Accounts 4. Budget Analysis Reports

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Budget Training 2013-2014 Budget Budget Procedures

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  1. Budget Training2013-2014 BudgetBudget Procedures Presented by: Cynthia Medrano-Richards Chief Financial Officer

  2. Table of Contents 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. 2013-2014 Budget Amendment/Transfer Schedule * May 28, 2014 will be the Final Budget Amendment for 2013-2014. This budget amendment will be presented to the Board of Trustees in June 2014. After the last budget amendment is presented to the Board of Trustees, the 100 Series Funds will only be able to process budget transfers (GLBUBATR Module) within the same function codes.

  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

  7. 2. Budget Tab – Dashboard • Detailed Procedure Manual • TR-Replaces AN • AJ-Replaces UB • Work On A One-To-One Basis If Needed • Do Not Enter Cents • Do Not Change Reason Code • AF = DFC • TR = SFC • AF = Do not co-mingle the sub-objects • Notification currently after approval • Working towards notification after distribution

  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: d. Click on the Budget Tab e. The budget dashboard will appear.

  11. 3. Look-Up Account

  12. Look up Accounts 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.

  14. 4.Budget Analysis Report

  15. Budget Analysis Reports- Page 63

  16. 5. Activity Fund Budget Samples

  17. 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

  18. 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)

  19. 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

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

  21. Elementary Campus Activity Fund Numbers NOTE: 965-984 ELEMENTARY SCHOOLS

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

  23. Elementary Campus Activity (9xx) Revenues

  24. Campus Activity Funds (9xx) Sub-Objects

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

  26. Secondary Campus Activity Fund Numbers

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

  28. Secondary Campus Activity (9xx) Revenues

  29. Campus Activity Funds (9xx) Sub-Objects

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

  31. Secondary Student Activity Fund Numbers

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

  33. Secondary Student Activity (8xx) Funds Revenues

  34. Secondary Student Activity (8xx) Funds Revenues - Continued

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

  36. 9. Questions?

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