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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
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

slide2

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

budget training fy 13 2012 2013 school year

Budget Training FY 13 2012-2013 school year

Dividing up the operational piece of the pie!!

dividing up the operational piece of the pie 199 001 department s budget
Dividing up the operational piece of the pie!!199.001 – Department’s budget

221

220

222

223

224

225

dividing up the 199 003 principal s budget pie
Dividing up the 199.003 Principal’s budget Pie

Aldine Sr

Nimitz Sr

Gray

Dunn

Magrill

Parker

Drew

Vines

dividing up the operational piece of the pie1
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

slide8

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)

slide12

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)

slide13

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)

slide14

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

slide15

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

within the same function
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.
which function do i use
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.
slide18

Function 12:

  • Supplies purchased for the library/media center.
  • Items related directly to the operation of the media center – rolling book cart
slide19

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.
slide20

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
slide21

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
slide22

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
slide23

Function 61: Community Services

  • Community Wide Garage Sale expenses
slide24

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.
slide25

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.
slide27

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

slide28

$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

function level lockdown budgeting
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.
slide30

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.

two types of budget amendments ba
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

budget amendments
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.
slide39

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