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PERFORMANCE BUDGETING SOFTWARE (PB)

PERFORMANCE BUDGETING SOFTWARE (PB). Items in the training folder USERID Contact information PowerPoint presentation 2012-2013 FY 13 Budget Allocation notice Report A – 2010-2011 FY 11 complete year budget by function

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PERFORMANCE BUDGETING SOFTWARE (PB)

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  1. PERFORMANCE BUDGETING SOFTWARE (PB) Items in the training folder USERID Contact information PowerPoint presentation 2012-2013 FY 13 Budget Allocation notice Report A – 2010-2011 FY 11 complete year budget by function Report B – 2010-2011 FY 11 complete year budget/expenditure function account codes Report C - 2011 – 2012 FY 12 current year budget by function (partial year) Report D – 2011 – 2012 FY 12 current year budget/expenditure function account codes Report E - Report D used to predict the remaining year expenditures Evaluation sheet

  2. Contact Information Anne Hazzan Assistant Superintendent of Finance 281-985-6222 ahazzan@aldine.k12.tx.us Lee Davidson, CPA, RTSBA Director of Accounting and Business Services 281-985-6244 ladavidson@aldine.k12.tx.us Laginia Jones Accountant responsibilities: budget, investments, asset management 281-985-6063 lrjones@aldine.k12.tx.us Dedrea Norman, CPA Accountant responsibilities: grants, time and attendance, AESOP, booster club 281-985-6059 dnorman@aldine.k12.tx.us Irlanda Cassidy Accountant responsibilities: fixed assets, PEIMS, SHARS 281-985-6245 ircassidy@aldine.k12.tx.us Derek Bibb Accountant responsibilities: monthly close out, time and attendance 281-985-6060 djbibb@aldine.k12.tx.us Patricia Ruiz Accountant responsibilities: campus liaisons, cash management 281-985-6246 pcruiz@aldine.k12.tx.us Merredith Hunt Bookkeeper 281-985-6250 mrhunt@aldine.k12.tx.us Ninfa Lopez Bookkeeper 281-985-7333 nlucio-lopez@aldine.k12.tx.us

  3. Budget Training FY 13 2012-2013 school year Dividing up the operational piece of the pie!!

  4. Dividing up the operational piece of the pie!!

  5. Dividing up the operational piece of the pie!!199.001 – Department’s budget 221 220 222 223 224 225

  6. Dividing up the 199.003 Principal’s budget Pie Aldine Sr Nimitz Sr Gray Dunn Magrill Parker Drew Vines

  7. Dividing up the operational piece of the pie!! • 199 General Fund – Operational budget 199.001 Departments 199.003 Principal’s budget 199.004 State Comp Ed 199.007 High School Allotment 199.008 Virtual School

  8. 199.001.department budget Function 11 Instruction Function 31 Guidance Function 41 General Administration Function 12 Resources and Media Services Function 32 Attendance and Social Programs Function 51 Facilities Maintenance Function 13 Instructional Staff and Curriculum Dev Function 33 Student Health Function 52 Security Function 21 Instructional Administration Function 34 Transportation Function 53 Technology Function 23 School Administration Function 36 Co-curriculum Function 61 Community Services Function Level (roll up level – locked down and restricted at this level)

  9. 199.001.department budget Sample Transportation Budget Function 51 Facilities Maintenance Function 52 Security Function 34 Transportation Function 53 Technology Function Level (roll up level – locked down and restricted at this level)

  10. 199.001.department budget Sample budget Department 280 – Anne Hazzan Function 11 Instruction Function 41 General Administration Function 12, Resources and Media Services Function 51 Facilities Maintenance Function 33 Student Health Function 52 Security Function 34 Transportation Function 53 Technology Function 36 Co-curriculum Function Level (roll up level)

  11. 199.001.department budget Sample budget Department 280 – Anne Hazzan Function 36 Co-curriculum 61XX Salary Function 41 General Administration 62 XX Contracted Services Function 11 Instruction Function 51 Facilities Maintenance 63XX General Supplies 64XX Miscellaneous Function 53 Technology Function 12 Resources and Media Services Object Level – not restricted! Can move budget around between objects WITHIN the same function. It does require clean up in the form of an inter function Budget Amendment. Function 33 Student Health Function 34 Transportation

  12. 199.001.department budget Sample budget Department 280 – Anne Hazzan 61XX Salary $ 35,000 $ 20,000 Function 36 Co-curriculum 62 XX Contracted Services Function 11 Instruction $100,000 63XX General Supplies Function 41 General Administration $ 30,000 64XX Miscellaneous Function 51 Facilities Maintenance Function 12 Resources and Media Services Function 52 Security Function 33 Student Health $200,000 Function 53 Technology Function 34 Transportation

  13. Within the same function • A budget amendment is needed to clean up the negative account balances at the end of the month. • Take care and clean up your balances… otherwise …. A more restrictive lockdown can be implemented.

  14. Which function do I use? Function 11: • A field trip for academic purposes. • A copy machine that the teachers use to make copies for the students. • Supplies purchased that will be used in the classroom. • Treats for the students directly related to instructional achievement.

  15. Function 12: • Supplies purchased for the library/media center. • Items related directly to the operation of the media center – rolling book cart

  16. Function 13: Instructional Staff and Curriculum Development • Staff training (teacher, librarians function 11 & 12) • Curriculum writing sessions Function 21: Instructional development: • Resource center expenditures Function 23: School administration: • Supplies for the front office and other office areas. • Principal and AP salaries • Mailing home students’ report cards.

  17. Function 31: Guidance • Counselor’s office supplies • Counselor’s salary Function 32: Attendance & Social Programs • Truancy officers and supplies Function 33: Student Health Services • Nurses • Expenditures for health related issues

  18. Function 34: Transportation • Bus Driver’s salaries • Supplies and equipment for transporting students • Tires Function 36: Co-curriculum • Athletics • Fine Arts • Carnivals • T-shirts to participate in a school wide fun run. Function 41: General Administration (normally not used at a school) • Central office supplies

  19. Function 51: Facilities Maintenance • Up keep of the building and playground. Function 52: Security • Security pay at a weekend event • Security cameras in the parking lot Function 53: Technology • Purchase of computers, software etc

  20. Function 61: Community Services • Community Wide Garage Sale expenses

  21. Review - Identify the appropriate function • The purchase of blue and pink paper to demonstrate right angles – student hands-on activity. • The purchase of pencils for student’s who receive 100% on their spelling test. • Sam’s membership club dues • Sam’s membership for athletics/clubs • Attendance incentives for the students – bicycle, $10 iTunes cards • Teacher incentives for getting the students to achieve the classroom benchmark goals. • Taking students to splashtown – missed no more than three days, no office referrals, passing • Purchasing t-shirts for all students who participate in a fun run • Conference registration for teachers attending Region IV workshops • Conference registration for principals and APs • Cost of postage used to mail home student report cards.

  22. The math specialist instructor wants to purchase solid shapes for all middle school math labs. Either 21 and location 998 OR 11 and each middle school location • The transportation department wants to buy security cameras for the parking lot. • The special education department (Katherine Seals) wants to have a working lunch with all the employees at Drew Academy Function 21 • The athletic department is paying for meals for all the basketball players going to a district tournament. • The English test coordinator purchases journal notebooks for all 3rd grade elementary students in the district. Either 21 and location 998 OR 11 and each elementary school location • The technology department is paying the district phone bill.

  23. 199.001.department budget Sample budget Department 280 – Anne Hazzan Function 36 Co-curriculum 61XX Salary Function 41 General Administration 62 XX Contracted Services Function 11 Instruction Function 51 Facilities Maintenance 63XX General Supplies 64XX Miscellaneous Function 53 Technology Function 12 Resources and Media Services Object Level – not restricted! Can move budget around between objects WITHIN the same function. It does require clean up in the form of an inter function Budget Amendment. Function 33 Student Health Function 34 Transportation

  24. $100,000 Function 41 General Administration No need for 61XX 6269 .00 $50,900 6399.00 - $25,000 6399.01 10,000 6399.05 - 100 6499.00 $14,000 Function Level Lockdown budgeting – The manager can encumber up to $100,000 within the function but when the function grand total is reached – all encumbrance will stop

  25. Function Level Lockdown budgeting – • The manager can encumber up to $100,000 within the function but when the function grand total is reached – all encumbrances will stop. • The budget rolls up to the appropriation unit. • There needs to be a monthly clean up on the account code’s budget. • We still do line item budgeting and line item encumbrance BUT we do not lock the system to the line item we lock the system to the function via appropriation unit.

  26. Between function transfers Function 11 Instruction $35,000 Function 31 Guidance Function 41 General Administration Function 12, Resources and Media Services Function 32 Attendance and Social Programs Function 51 Facilities Maintenance Function 13 Instructional Staff and Curriculum Dev Function 33 Student Health Function 52 Security $200 Function 21 Instructional Administration Function 34 Transportation Function 53 Technology Function 23, School Administration Function 36 Co-curriculum Function 61 Community Services Example: $200 in security and all the security camera broke at one time. You need $1,600 for new security cameras. The only function with extra money is function 11, so a Budget Amendment will need to be submitted to move budget from function 11 to Function 52 for $1,400.00.

  27. Two types of Budget Amendments (BA) WITHIN the function (inter function) Between functions (transfer budget from one function to another) Send to Budget Amendment box (Laginia Jones) Be careful of duplicates (create a numbering system when you submit it to central office. Area superintendents DO NOT need to approve the Budget Amendments (departments need approval from supervisor) Budget Amendments are posted after the monthly Board Meetings Send to Budget Amendment box (Laginia Jones) Be careful of duplicates (create a numbering system when you submit it to central office. Area superintendents DO NOT need to approve the Budget Amendment Budget Amendments are posted about three times a week

  28. Budget Amendments • 199.003 – send the budget amendments to the BA email box or to Gina Jones (Laginia Jones) in the central office. • 199.001 – Departments – to department superintendent (Dr. Blanson, Dr. Bamberg etc) • Within function budget amendments are posted two to three times a week. • Between function budget amendments are posted Wednesday morning following approval at the Board Meeting.

  29. A Budget Amendment calendar will be posted on the Accounting Business Services website.

  30. Sample Budget Amendments

  31. How to disburse the principal’s budget to each account code.

  32. It is now time to review your reports and make your best prediction on how much budget needs to be allocated to each function and select account codes which need budget. All account code budget lines need to add up to the total amount on the allocation sheet

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