1 / 31

Budget and Grants Management Training for Network Superintendents

This training session will provide Network Superintendents with knowledge and resources to improve budgeting and financial management. Topics covered include budget development, grants management, and SAP access.

dkenneth
Download Presentation

Budget and Grants Management Training for Network Superintendents

An Image/Link below is provided (as is) to download presentation Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author. Content is provided to you AS IS for your information and personal use only. Download presentation by click this link. While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server. During download, if you can't get a presentation, the file might be deleted by the publisher.

E N D

Presentation Transcript

  1. Saint Louis Public Schools Finance Department: Budget and Grants Management Training for Network Superintendents Tuesday, May 10, 2016

  2. Agenda • Introduction – Melody/Victoria • Website Review for Budget and Grant Management (GM) – Stephanie/Charmaine • Budget Development and Planning Manual – Stephanie • Chart of Accounts Structure Review- Melody • 2016-2017 Discretionary Budgets and Academic Choices – Melody • Review of Excellent Schools Plan and GM Schedule and Spending Strategies – Elaine/Charmaine • SAP Access and Budget vs Actual (ZCOFA) Report – ShaLonda • Extra Service Process and Form • Grants Management Process - Charmaine • Budget Office Process – Stephanie • Budget Transfers Process and Form – ShaLonda • Network Superintendent Required Approvals – ShaLonda/Paul • Questions/Survey – All Staff

  3. Introduction

  4. Introduction- Finance Department Crosswalk

  5. Introduction Objectives: • Provide training and assistance to the Network Superintendents and other academic leaders to improve budgeting and financial oversight and management. • Support the alignment of academic planning and budgeting. • Provide tangible resources to support Principals in fiscal planning and management.

  6. Website From the Internet page:www.slps.org • Click on “District Info” • Click on “Finance Department” • Click on “Budget Department or Grants Department” Click on District Info Click on District Info

  7. Website To Access Grants page - Click on “Grants Management To Access Budget page - Click on “Budget Department

  8. Budget development & planning manual From the Internet page:www.slps.org • Click on “District Info” • Click on “Finance Department” • Click on “Budget Department” • In the right window pane the budget department page will appear • Scroll down to “Manuals” • Select 2015 -2016 Budget Development & Planning Manual

  9. Chart of accounts (Expenditures) (Reference: Budget Development and Planning Manual pages 3-12) Examples: GOB:110 . 80802-00 . 600181 . 641101 Grants:230 . 40400-00 . T1-AM-1516 . 641101 Please note: some accounts may not have an internal order or grant number

  10. Chart of accounts (Expenditures) Segment: Fund 110 . 80802-00 . 600181 . 641101 (Reference Budget Development and Planning Manual page 3) Examples:

  11. Chart of accounts (Expenditures) Segment: Fund Center 110 . 80802-00 . 600181 . 641101 (Reference Budget Development and Planning Manual pages 4-6) Example: 40400-90 Fund Center Extension: 40400-90 (40400, Elementary School – 90, Office of the Principal) Extensions are used to provide further identification of program expenditures and better reporting of program expenditures.

  12. Chart of accounts (Expenditures) Segment: Internal Order (GOB only) 110 . 80802-00 . 600181 . 641101 (Reference Budget Development and Planning Manual page 7) Please note: Grants do not have an internal order

  13. Chart of accounts (Expenditures) Segment: Grant Number (Grant only) 230 . 80802-00 . T1-AM-1516 . 631902 (Reference Budget Development and Planning Manual page 12) Grant Numbers are used to: Please note: some accounts may not have an internal order or grant number

  14. Chart of accounts (Expenditures) Segment: Commitment Item 230 . 80802-00 . T1-AM-1516 . 631902 (Reference Budget Development and Planning Manual pages 9-11)

  15. 2016 – 2017 Discretionary budgets & academic choices

  16. 2016 – 2017 Discretionary budgets & academic choices

  17. 2016 – 2017 Discretionary budgets & academic choices

  18. Grants Management Spending Strategies • Budget Allocation Worksheet • Title I Allowable Expenditures • Parent Involvement Allowable Expenditures

  19. Grants Management Schedule • July/August - Budget allocations distributed • October - Spending for computers and equipment finalized • March - Final date to enter requisitions • Title I (Fund 230) • NCLB (Fund 620) • Mini Federal Grants (Fund 290)

  20. SAP access & budget vs. actual (ZCOFA) Report • How to access the report: • Double click "ZCOFA – Budget vs Actuals" from your menu (or) Type "ZCOFA" in the command field window. • Click the execute icon or press enter to display the Budget vs. Actuals screen. The Budget vs. Actual home screen automatically defaults to the current fiscal year and discretionary budget commitment items. In addition, the fund centers (schools) you manage are automatically derived based on your user id; you also have the option to manually enter fund centers. • Select the “Execute” icon to generate the following report (details vary based on home screen parameters).

  21. SAP access & budget vs. actual (ZCOFA) Report

  22. Break Time 10 minute Break

  23. Breakfast Duty- Grants • Two (2) staff members are eligible to work as Breakfast Monitors for 30 minutes per day. • Only certificated staff are to be included on the Extra Service spreadsheet. • Non-certificated staff’s time should be entered through Kronos.

  24. Breakfast Duty - Grants Spreadsheets are created and sent to Althea Albert-Santiago SLPS Director of Food and Nutrition Services, for approval. Tenecia Williams, Accountability Specialist will also need to be copied on the email. Spreadsheets need to be approved one (1) week prior to the time being entered into SAP.

  25. Extra Service - Grants • See the Grants Management website for the following: • Federal Procedures • Extra Service and Overtime Pay Agreement • Extra Service Spreadsheet

  26. Extra service - Gob

  27. Budget transfer process flowchart

  28. Budget transfer process flowchart- grant Process

  29. Network superintendent required approvals • Budget Transfers • Confirm principal’s approval • Confirm budget is available on “Transfer From” line • Look up budget by accessing the Budget vs. Actual report in SAP • If the “Transfer To” commitment item is 634301, confirm that the “Justification” includes the following: • Conference (includes workshops, seminars, training, etc.) Name • Conference Location (out-of-state travel only) • Conference Dates • Attendee(s) • Confirm that the “Justification” is sufficient • Forward to appropriate budget/grant analyst

  30. Network superintendent required approvals • Extra Service • Determine if the funding is GOB or Non-GOB (grants) • See Budget Development & Planning Manual, page 3, for a complete list of funds. • Confirm that funding is available by accessing your locations Budget vs. Actual report in SAP • Confirm that the personnel number is correct for the corresponding employee • Confirm the “Activity Code” is appropriate for the service being provided • Confirm dates and “Pay Rate” ($25.52 in most cases) • Confirm principal’s approval • Confirm that “Job Code” and “Title” is for a certificated teacher and is correct for the corresponding employee • Forward to appropriate budget/grants analyst

  31. Questions/Surveys

More Related