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Budget Training 2012-2013 Budget Budget Procedures

Budget Training 2012-2013 Budget Budget Procedures. Presented by: Cynthia Medrano-Richards Chief Financial Officer October 2, 2012. Table of Contents. Budget Procedures A. General Information B. Budget Analysis Reports C. Activity Fund Budget Samples

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Budget Training 2012-2013 Budget Budget Procedures

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  1. Budget Training2012-2013 BudgetBudget Procedures Presented by: Cynthia Medrano-Richards Chief Financial Officer October 2, 2012

  2. Table of Contents Budget Procedures A. General Information B. Budget Analysis Reports C. Activity Fund Budget Samples D. Elementary Campus Activity Funds (9xx) E. Secondary Campus Activity Funds (9xx) F. Secondary Student Activity Funds (8xx) G. Questions

  3. A. General Information

  4. 2012-2013 Budget Amendment/Transfer Schedule * May 29, 2013 will be the Final Budget Amendment for 2012-2013. This budget amendment will be presented to the Board of Trustees in June 2013. After the last budget amendment is presented to the Board of Trustees, the 100 Series Funds will only be able to process budget transfers (GLBUBAAN 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. Budget for employee vacancies not budgeted as of 7/1/xx. Budget for postage (6299) through 6/30/xx. Budget for field trips (6494) 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. Do not amend out from objects 6119 and 6129 including fringes. Make sure budget amendments/transfers that are not needed are deleted properly.

  6. Business Office Contacts Cynthia Medrano-Richards Chief Financial Officer 618-6016 Fabiola Barberena Staff Accountant 618-6038 Funds 101 – Food Service 162 – Career and Technical 173 – Special Education 196 – Tech Replacement 197 – QSCN 2011-2012 697 – CAP PROJ 2011-2012 Function 199 – 61xx – 0 31 35 41 61 33 9* Rosie Diaz District Budget Specialist 618-6063 Funds 163 – Advanced Learners 164 – Bilingual 183 – Athletics 184 – Fine Arts 199 – D 199 – E 199 – G 199 – L 199 – 0 199 – Revenues 199 – 62xx-66xx-0xx Function 199 – 61xx – 0 11 34 13 53 23 81 32 Janie Brooks District Budget Specialist 688-5402 Funds 153 – High School Allotment 193 – State Compensatory Departments Function 199-61xx-0 199 – B 12 199 – F 21 199 – H 36 199 – I 51 199 – J 52 199 – M 71 199 – P 199 – T 199 – V Rosie Cantu Secretary 618-6016 Funds 199 – xxx – A – Campuses 599 – Debt 713 – Safe & Secure 752 – Print Shop Grants 2xx, 3xx, 4xx Grant Managers are responsible for monitoring grant budgets Contact Business Office for questions pertaining to Budget Amendments (GLBUBAUB) module Contact Business Office for questions pertaining to Budget Transfers (GLBUBAAN) module Contact Accounting Office for questions pertaining to Budget to NOGA Comparison reports

  7. Business Office ContactsCampus Activity/Student Activity Funds Fabiola Barberena Staff Accountant 618-6038 Funds 965-984 – Elementary CAF 840-864 – Secondary SAF Janie Brooks District Budget Specialist 688-5402 Funds 965-984 – Elementary CAF 840-864 – Secondary SAF Rosie Cantu Secretary 618-6016 Funds 940-964 – Secondary CAF 840-864 – Secondary SAF Rosie Diaz District Budget Specialist 618-6063 Funds 940-964 – Secondary CAF 840-864 – Secondary SAF

  8. B. Budget Analysis Reports

  9. Budget Analysis Reports BDA0010 Accts w Negative Budget Balances by Fund 57 BDA0011 Accts w Negative Budget Balances by Org 62 BDA0012 Accts w Negative Budget Balances by Fund, Func 67 BDA0013 Accts w Negative Budget Balances by Fund, Yr, Prog 72 BDA0014 Accts w Negative Budget Balances by Fund, Yr, Sobj 77 BDA0015 Accts w Negative Budget Balances by Project Group 82 BDA0020 Accts w Budget no Actuals, no Enc by Fund 87 BDA0021 Accts w Budget no Actuals, no Enc by Org 92 BDA0022 Accts w Budget no Actuals, no Enc by Fund, Func 97 BDA0023 Accts w Budget no Actuals, no Enc by Fund, Yr, Prog 102 BDA0024 Accts w Budget no Actuals, no Enc by Fund, Yr, Sobj 107 BDA0025 Accts w Budget no Actuals, no Enc by Project Group 112 BDA0030 Accts w Budget Balances in Excess of $ by Fund 117 BDA0031 Accts w Budget Balances in Excess of $ by Org 122 BDA0032 Accts w Budget Balances in Excess of $ by Fund, Func 127 BDA0033 Accts w Budget Balances in Excess of $ by Fund, Yr, Prog 132 BDA0034 Accts w Budget Balances in Excess of $ by Fund, Yr, Sobj 137 BDA0035 Accts w Budget Balances in Excess of $ by Project Group 142

  10. Revenues/Expenditures Incoming Money = Deposits = Revenues = Object Code 5xxx Outgoing Money = Purchase Requisition/ Order = Expenses = Object Code 6xxx

  11. C. Activity Fund Budget Samples

  12. Campus Activity Funds Budget Samples

  13. Campus Activity Funds Budget Samples - Continued 5742 $200.00 5749 $25,146.00 $25,346.00 6399 <$65,235.00> Total <$39,889.00>

  14. Campus Activity Funds Budget Samples - Continued 5749 $3,587.00 $3,587.00 6399/6499 <$6,576.00> Total <$2,989.00>

  15. Campus Activity Funds Budget Samples - Continued

  16. Student Activity Funds Budget Samples

  17. Student Activity Funds Budget Samples - Continued

  18. D. Elementary Campus Activity Funds (9xx)

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

  20. Elementary Campus Activity (9xx) Budget Development (BDUPDA) - Next Year’s Budget

  21. Elementary Campus Activity (9XX) Budget Amendment (GLBUBAUB)

  22. Elementary Campus Activity (9xx) Budget Amendment (GLBUBAUB) - Continued

  23. Elementary Campus Activity (9xx) Revenues

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

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

  26. Secondary Campus Activity Fund Numbers

  27. Secondary Campus Activity (9xx) Budget Development (BDUPDA) - Next Year’s Budget

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

  29. Secondary Campus Activity (9xx) Budget Amendment (GLBUBAUB) - Continued

  30. Secondary Campus Activity (9xx) Revenues

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

  32. F. Secondary Student Activity Funds (8xx)

  33. Secondary Campus Activity Fund Numbers

  34. Secondary Student Activity (8xx) Budget Amendment (GLBUBAUB)

  35. Secondary Student Activity (8xx) Budget Amendment (GLBUBAUB) - Continued

  36. Secondary Student Activity (8xx) Funds Revenues

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

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

  39. G. Questions?

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