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2011-2012 Budget Preparation

2011-2012 Budget Preparation. For Campuses. Welcome. Pick up your Budget Preparation packet; Participate ; Ask Questions ; Enjoy !. Relax. It’s going to be Easy and You CAN do it!. Today’s Schedule. Go over the Budget Preparation Instructions; Go over the Budget Forms;

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2011-2012 Budget Preparation

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  1. 2011-2012 Budget Preparation For Campuses

  2. Welcome • Pick up your Budget Preparation packet; • Participate; • Ask Questions; • Enjoy!

  3. Relax • It’s going to be Easy and • You CAN do it!

  4. Today’s Schedule • Go over the Budget Preparation Instructions; • Go overthe Budget Forms; • Demonstrate the Budget Software Program (BSP); • Answer questions/concerns; • Complete & turn-in the Evaluation Form.

  5. 2011-2012 Budget PacketMaterials • Budget Forms; • Account Code Information Handout; • PEIMS Edits; • Budget Software Program (BSP) Instructions; • Coding Matrices; • Evaluation Form.

  6. If you would, please… • Hold specific questions that apply just to your campus, for after the class, so we can • Stay on task for the majority of the group. • Thanks!

  7. Known Changes from Last Year • The State has a Deficit of $20-$27 Billion • 44% of that budget is for public schools • All Overtime/Extra Duty budgets will be reviewed by Cabinet for approval/disapproval • Your Per Pupil budget was NOT reduced by 10% like it was for 2010-2011

  8. General Instructions • Campuses will enter a budget for • Fund 199, the General Fund, and • Fund 461, the Activity Fund

  9. General Instructionscontinued • I will demonstratethe BSP today. • It is EASY to use! • You will need to print your budget after you enter in the BSP to keep as your copy.

  10. General Instructionscontinued • After your entry time is up, you will be locked out of the BSP. • You will make changes to your budget, if necessary, using a Budget Change Request Form (BCR’s) (will show forms next).

  11. General Instructionscontinued • After your entry time is up, the Finance Department (alias Bonnie)will move your data to the Region Ten Budget Systemand • Print reports from there to send to you for you to proof against your original copy.

  12. General Instructionscontinued • This is to be sure that what you entered in BSP made it to the Region Ten System the same way you entered it. • After proofing, if you agree with the report, you will sign the Sign-Off form and send to me. A-Okay

  13. General Instructionscontinued • If you disagree or want to make changes, you will indicate on the Sign-Off form and tell me how many Budget Change Request Forms (BCR’s) you are turning in.

  14. General Instructionscontinued • I will make the corrections/changes you requested on the Region Ten System (according to your BCR forms),then • Send you another print-out of your revised budget for you to proof & Sign-Off on.

  15. Budget Calendar • January 26-27thPrincipals receive Budget Preparation Documents and Training; • From January 26th – March 1stcampuses decide how they want their budget to look and; • Write their Budget out (in pencil) on the Budget Data Entry Forms;

  16. Budget Calendar continued • Days of March 2nd-4th, campuses enter their budgets on-line in the Budget Software Program (BSP); {IMPORTANT Step - Don’t forget to print your budget off of BSP}; • End of Day March 4th, campuses locked out of BSP; • On or before March 25th, campuses receive a printout off of the Region Ten System to proof;

  17. Budget Calendar continued • March 31st, deadline for campuses to submit their Sign-Off form; {Reminder: All corrections/changes made on BCR forms after March 4th.} • If the Region Ten printout meets with the campus’ satisfaction, they are done. YEA!! • If BCR’s are turned in, the campus will receive a revised printout, submit Sign-Off; • If the Region Ten revised printout meets with the campus’ satisfaction, they are done. YEA!!

  18. Budget Calendar continued • May 6th, last day to submit BCR’s. • September 1st, the 2011-2012 budget is now ready to start spending.

  19. Per Pupil Allocation • Posted on the CFB Finance Portal; • Projected enrollment based on Fall 2010 PEIMS data. • Special Population counts also based on Fall 2010 PEIMS data; • Note: This PEIMS information was given to you at the December 09, 2010 Principals’ meeting.

  20. Per Pupil Allocationcontinued • Projected enrollment times: • High Schools $80/student; • Alternative Schools $90/student; • Middle Schools $60/student; Elementary Schools $55/student; • Plus

  21. Per Pupil Allocationcontinued • Additional allocations for Special Populations: • Special Ed $20 • Career & Tech $2 • Bilingual $20 • ESL $15 • Gifted & Talented $10 • At Risk $25 • Small School Adjustment (less than 400 students), if appropriate.

  22. Per Pupil Allocationcontinued • Like last budget cycle, in December when the campuses submit their PEIMS student data, • We will compare against the campus enrollment projections and • Adjust, if necessary.

  23. Budget Forms • Campuses can make copies of the forms in the Budget Preparation Packet or; • Print the forms off of the CFB Finance Portal (under the Budget column).

  24. Budget Formscontinued • Fund 199 form • Use to write out your budget; • Once written in pencil (crayola), use the form as a Data-Entry sheet; • Enter data on-line in BSP. • Same for the Fund 461 form.

  25. Part-time, Overtime/Extra Duty or Substitute Budget Form Use to write out your budget; Once written in pencil (crayola), use the form as a Data-Entrysheet; Enter data on-line in BSP. BSP will calculate the associated benefits for this category (you do not have to) For example: The Medicare portion of FICA; Workers Comp; TRS; Etc. This request will be reviewed by Cabinet for approval/disapproval Budget Formscontinued

  26. Budget Formscontinued • Budget Sign-Off Form • This form is used for the campus to tell me that your budget as it stands on Region Ten is correct. • Check the first box if all is well;

  27. Budget Formscontinued • Budget Sign-Off Formcontinued • Check the second box if you want to correct/change something and • Tell me how many BCR’s you are submitting.

  28. Budget Formscontinued • Important Reminder: if you turn in BCR’s, you will receive a Revised Printout to • Proof • Send Sign-Off.

  29. Budget Formscontinued • Budget Sign-Off Form After a Change • This form is used for the campus to tell me that your revised budget as it stands on Region Ten is correct. • Check the first box if all is well; • Check the second box if you want to make additional changes/corrections and • Tell me how many BCR’s you are submitting.

  30. Budget Formscontinued • Budget Change Request Form (BCR’s): • Used to make all changes after May 4th. • Submit by mailingto me. Change

  31. Step One, Remember: All Administrators can Learn! Step Two, Remember you should not spend more than you have (ask Enron); Step Three, Decide how much you plan to spend for 2011-2012 by Reviewing your Fund 461 Region Ten UltraQuest reports to see what your campus has spent in the past; Add/subtract for changes in your enrollment; Add/subtract for changes in programs/projects. Budgeting for Fund 461How do I do that?

  32. What about Fund 865? • Fund 865 is not supposed to be C-FB ISD’s money, sooooo it does not have • Revenue; • Or Expenditures; • Or a Budget.

  33. Matrix • Function/Object: • Look at your budget as it is written in pencil… • Check to see that your Object and Function Combinations are correct: • Example: What Functions are appropriate to use with Object 6339, Testing Materials???

  34. Like playing “calling all cards” Look at your budget as it is written in pencil… Example: Edit 0321A- Do I have any Object 6339’s??? If yes, then the Function Code must be…. If the answer is No, you do not have any for the edit Go to the Next one Until you are done. PEIMS EDITS

  35. Recap of the Budget Process • 1. Write out your budget on forms using pencil or crayola if you prefer; • 2. Review your budget against • Matrix; • PEIMS Edits to check your coding; • 3. Enter your budget on-line in BSP the days of March 2nd – March 4th; • 4. Printa copy of your budget using BSP; • 5. Save the copy to proof the budget printout off of Region Ten;

  36. Recap of the Budget Process continued • 6. Proof the Region Ten budget printout against your BSP budget printout; • 7. If you agree with the budget printout, say so on the Sign-Off form; • 8. Send your Sign-Off form to Bonnie; • 9. Kick back, your 2011-2012 Budget work is done!

  37. Recap of the Budget Process continued • 10. If you Disagree or want to change/correct your budget, say so on the Sign-Off form and indicate how many BCR’s you are turning in; • 11. Get a revised Region Ten budget printout; • 12. Proof; • 13. If agree, Sign-Off; • 14. Kick Back.

  38. Evaluations • Before you leave: • Complete the Evaluation form and put in the Box marked “Evaluation”.

  39. Budget Software Program(BSP) -see Documentation on Finance Portal

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