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Budget Development. Kern County Superintendent of Schools Division of Administration and Finance . What is a budget?. Spending Plan Critical Financial Management Tool District Goals and Priorities Expressed in Dollars. Major Budget Variables . Student Enrollment Student Attendance

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budget development

Budget Development

Kern County

Superintendent of Schools

Division of Administration and Finance

what is a budget
What is a budget?
  • Spending Plan
  • Critical Financial Management Tool
  • District Goals and Priorities Expressed in Dollars
major budget variables
Major Budget Variables
  • Student Enrollment
  • Student Attendance
  • School Facilities
  • Educational Funding/Revenues
  • Program Expenditures
  • Board Priorities
when is it due
When is it due?
  • Single Adoption
    • July 1st
  • Dual Adoption
    • September 8th
what to file
What to file?
  • Source – SACS software
    • Adopted Budget for all Funds
    • Average Daily Attendance (Form A)
    • Revenue Limit Summary (Form RL)
    • Technical Review Checklist (Form TRC)
    • Criteria and Standards Review (CS)
    • Summary of Interfund Activities for all funds (Form SIAAB)
what to file1
What to file?
  • SACS (con’t)
    • Certification of Budget Adoption with required 2 signatures
  • Multi-Year Projection
    • SACS
    • School Services
    • Excel Spreadsheet
    • Include detailed assumptions
what we look for
What we look for…
  • Budget Review checklist
    • Certification page submitted and signed
    • Summaries of interfund activities agree with transfer detail in all funds
    • Form A: Estimated Actuals agree with school district attendance reports and budget ADA agrees with form RL
what we look for1
What we look for…
  • General Fund Review: Actuals and Budget
    • Verify that summary/detail totals agree
    • Verify that the restricted columns on page 2, line F, are zero or positive
    • Verify that any contributions to restricted programs were entered on the detail pages and agree with the summary page
    • Verify that the ending balance for the prior fiscal year, line F2, equals the beginning balance for new fiscal year line F1a
what we look for2
What we look for…
  • General Fund Review: Actuals and Budget
    • Verify that the current year beginning balance, line F1a, equals the ending balance reported to the CDE last year
    • Verify that the components of ending balance equal line F2
    • Verify that apportionment, object 8011, agrees with the form RL
    • Verify that property tax accounts, 8021-8089, equal the amount listed on the form RL, line 25
what we look for3
What we look for…
  • General Fund Review: Actuals and Budget
    • Verify that the PERS reductions are entered on page 4 (8092), offset on page 7 (38xx) and agrees with the form RL, line 21. Remember that the offset of expenditures may be divided up among the various funds
    • Verify that Special Ed, Continuing Ed, Community Day school ADA transfers are entered on page 4 (8091)
what we look for4
What we look for…
  • General Fund Review: Actuals and Budget
    • Accounts 5710 and 7310 net to zero in columns C and F
    • Accounts 5750 and 7350 are offset with equal amounts in special funds
  • Revenue limit summary submitted and agrees with the general fund
  • Verify that SACS forms match budget reports (BDX110)
  • TRC check
reasonable budget estimates
Reasonable Budget Estimates
  • Reasonable Budget estimates for
    • Revenue limit sources (ADA)
    • Federal sources of revenue
    • State categorical revenues
    • Local sources of revenue
    • Certificated salaries
    • Classified salaries
reasonable budget estimates1
Reasonable Budget Estimates
  • Reasonable Budget estimates for
    • Employee benefits
    • Books and supplies
    • Services
    • Capital Outlay
    • Other Outgo
    • Transfers
    • Other sources/Uses
criteria standards review
Criteria Standards review
  • Criteria Standards review
    • ADA variance
    • Deficit variance
    • Minimum reserve level
    • Fund balance trend
    • Contingent liabilities
    • Use of one-time resources
    • Special Ed funding
criteria standards review1
Criteria Standards review
  • Criteria Standards review
    • Multi-year commitments
    • Contributions to restricted programs
    • Retiree health and welfare liability
    • Temp borrowing between funds
    • Capital Projects
    • Collective bargaining status
multi year projection
Multi-Year Projection
  • Multi year Projection
    • Enrollment and ADA trends
    • Health and Welfare % increases (unless capped)
    • COE billback
    • Deficit spending projected in the two out years?
    • Does the projection satisfy the reserve requirement in the next two out years?
other checks
Other Checks
  • All other funds
    • Verify that summary/detail totals agree
    • Verify that the ending balance for prior year, line F2, equals the beginning balance for the new year, line F1a
    • Verify that the new year beginning balance, line F1a, equals the ending balance reported to the CDE last year
    • Verify that the components of ending balance equal line F2
    • Criteria and Standards submitted
    • Verify that software matches budget reports
estimating actuals
Estimating Actuals
  • What is my ending balance going to be?
    • Unrestricted
    • Restricted
  • Estimated ending balances in current year becomes the beginning balances in the budget year.
revenue limit form rl
Revenue Limit – Form RL
  • The form RL draws data from the following sources:
    • K12 (P2 for unaudited, P1 if the P2 is not yet available)
    • P2 School District Attendance report
    • P2 J29 – Statement of Taxes
    • RL Estimate provided by COE
form rl cont
Form RL – cont.
  • The Form RL revenue limit ADA should agree with Form A.
  • The Form RL State and local property taxes should agree with form 01.
  • PERS reduction (line 21) should agree with object 8092, and total object 3800-02 in all funds.
ab 1200 guidelines
AB 1200 Guidelines
  • Fiscal Monitoring Guidelines
  • Sets Standards for Budget Review and Monitoring
  • County Office Powers and Responsibilities
  • Criteria and Standards
  • Greatly Enhances Fiduciary Management Statewide
ab 1200 guidelines1
AB 1200 Guidelines
  • Self Certification at Each Phase of Budget cycle
    • Budget Adoption
    • Interim Report Periods
  • Certification
    • Positive
    • Qualified
    • Negative
ab 1200 guidelines three major certifications
AB 1200 GuidelinesThree Major Certifications
  • Positive
    • Will Complete Year with Positive Fund and Cash Balance
    • District is solvent and can meet obligations
  • Qualified
    • May not Complete Year with positive fund and/or cash balance
    • Financial Indicators require scrutiny – modest intervention
  • Negative
    • Will not complete year with positive fund/cash balance
    • Financial Indicators require aggressive action
ab 1200 guidelines2
AB 1200 Guidelines
  • County Office
    • Reviews each District Certification
    • May change the district certification if the situation warrants
    • Reports findings to the State Controller
    • Various actions available to County Office
      • Assign a fiscal advisor and/or
      • Budget Review Committee
budgeting for categoricals
Budgeting for Categoricals
  • The Keys – Single Adoption
    • Estimating what the ending balance or carryover will be for each categorical program
    • Knowing what new $ will be in the new year
    • SACS software requires that grant programs are balanced. Revenues must equal expenditures
helpful hints
Helpful Hints
  • Reduce program encroachments as much as possible
  • Consider charging programs and other funds an indirect cost rate to cover the cost of administration
  • Others?
questions1
Questions?
  • If you have any questions regarding budget development please feel free to contact us for additional help.
    • Steve Mattern 636-4691
    • Kim Baehr 636-4617
    • Maxx Garris 636-4641
    • Robert Harte 636-4689
    • Maria Rameriz 636-4494
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