2008-2009 School Budget (Draft)

http://www.sde.idaho.gov/

The Budget

Idaho Code Section 33-801 requires each school district to prepare and submit a budget to the local school board for the next fiscal year.

The budget must show the estimated revenue the district will collect and the proposed way the revenue will be spent.

The estimated revenue and proposed spending must be equal.

How School Finances are Organized

The basic unit of a school district’s financial system is the FUND.

A fund can be thought of as a checkbook or a pot of money a local school board has set aside for a specific purpose.

Each fund is a separate entity. Creating individual funds allows the school board to monitor that the money is being spent for the intended purpose.

How School Finances are Organized (cont’)

Proposed revenues are organized by fund, then classified as local, state or federal.

Proposed expenditures are organized by fund, then by function/program, (the activity to be carried out, e.g. instruction, elementary school program), and by object of the expenditure such as salaries, benefits, supplies, etc.

How School Finances are Organized (cont’)

The General Fund is the largest of a school district's funds and is the chief operating fund of the school district. It is used to account for all financial resources of the school district except for those required to be accounted for in another fund.

How School Finances are Organized (cont’)

Special Revenue Funds (200) account for specific local, state, or federal revenues that are restricted by law or regulation to expenditures for specific purposes.

Other funds include: Debt Service Funds (300) Capital Projects Funds (400) Enterprise Funds (500) Internal Service Funds (600) Fiduciary Funds (700)

(See detailed definitions in the IFARMS manual located on the SDE website)

Fund Numbers & Function Codes

2007 - 2008 BudgetFund Numbers - Function/Program Codes - Object Codes

Changes from prior yearFund Numbers:

100 General M & O 512 Elementary School Program(Note: Include state appropriation enhancements) 515 Secondary School Program

Idaho Reading Initiative 517 Alternative School ProgramLimited English Proficiency (State LEP) 519 Vocational-Technical ProgramGifted and Talented (Teacher Training) 521 Exceptional Child Program

220 Federal Forest Reserve 522 Preschool Exceptional Program230-239 Local Special Projects 524 Gifted & Talented Program

240 School Building Maintenance (Student Occupied) Fund 531 Interscholastic Program241 Driver Education - State 532 School Activity Program243 Professional Technical - State 541 Summer School Program245 Technology - State 542 Adult School Program246 Substance Abuse - State 546 Detention Center Program

240-249 State Special Projects (except 240, 241, 243, 245, 246) 611 Attendance - Guidance - Health Program251 Title I-A, ESEA - Improving Basic Programs 616 Special Services Program

Title I Basic 621 Instruction Improvement ProgramSchool Improvement 622 Educational Media Program

252 Title I-B, ESEA - Student Reading Skills Improvement 623 Instruction-Related Technology ProgramReading First 631 Board of Education ProgramEarly Reading First 632 District Administration ProgramEven Start 641 School Administration ProgramImproving Literacy Through School Libraries 651 Business Operation Program

253 Title I-C, ESEA - Education of Migratory Children 655 Central Service Program255 Title I-D, ESEA - Neglected & Delinquent Children 656 Administrative Technology Service256 Title I-F, ESEA - Comprehensive School Reform (CSR) 661 Buildings - Care Program (Custodial)257 Title VI-B, IDEA - School-Age 663 Maintenance - Non-Student Occupied258 Title VI-B, IDEA - Pre-School 664 Maintenance - Student Occupied Buildings261 Title V-A, ESEA - Innovative Programs 665 Maintenance - Grounds262 Title VI-B, ESEA - Rural Education Achievement Programs 667 Security Program

Small, Rural School Achievement Program 681 Pupil-To-School Transportation. ProgramRural and Low-Income School Programs 682 Pupil-Activity Transportation Program

263 Perkins III - Professional Technical Act 683 General Transportation Program267 Title VII-A Indian Education 691 Other Support Services Program269 Johnson O'Malley 710 Child Nutrition Program270 Title III, ESEA - Language Instruction for LEP & Immigrant 720 Community Services Program

Do not include State LEP funds (see General M & O) 730 Enterprise Operations Program271 Title II-A, ESEA - Improving Teacher Quality 810 Capital Assets - Student Occupied273 Title IV-A, ESEA - Safe & Drug-Free Schools/Communities 811 Capital Assets - NonStudent Occupied

Safe & Drug-Free Schools 911 Debt Services Program - Principal21st Century Community Learning Centers 912 Debt Services Program - Interest

282 Title II-D, ESEA - Technology 913 Debt Services Program - Refunded Debt271-289 Federal Special Projects (unless used above) 920 Fund Transfers - Out

290 Child Nutrition300 * Debt Service Fund Object Codes310 Bond Redemption & Interest 100 Salaries400 * Capital Project Funds 200 Benefits410 Capital Construction Projects 300 Purchased Services420 Plant Facilities 400 Supplies/Materials

(Note: Include state appropriation enhancement - School Facilities Funding) 500 Capital Objects424 Plant Facilities - Bus Depreciation 600 Debt Retirement425 Plant Facilities - Lottery 700 Insurance - Judgment427 Plant Facilities - Lease Excess 800 Transfers430 Fund Numbers (continued):490 Insurance Adjustment Fund 700 * Fiduciary Funds500 * Enterprise Funds 710-719 Expendable Trust Fund510 Enterprise Fund 720-729 Non-Expendable Trust600 * Internal Service Funds 750 * School Activity Fund (Agency Fund)610 Internal Service 810 * General Fixed Assets

* Balance Sheet Accounts 910 * General Long Term Debt

Function/Program Codes:

Plant Facilities - School

Revenue Codes

2007 - 2008 BudgetRevenue Codes

LOCAL REVENUE

411100 Taxes - General M & O 429000 Other County

411200 Taxes - Supplemental

411300 Taxes - Emergency STATE REVENUE

411400 Taxes - Tort 431100 Base Support Program

411500 Taxes - Cooperative 431200 Transportation Support

411600 Taxes - Tuition 431400 Exceptional Child Support

411700 Taxes - Migrant 431500 Border Tuition Support

411900 Taxes - Other 431600 Tuition Equivalency

412100 Taxes - Plant Facility 431800 Benefit Apportionment

412500 Taxes - Bond & Interest 431900 Other State Support

432100 Driver Education Program

413000 Penalty: Delinquent Taxes 432400 Professional Technical Program

437000 Lottery/Additional State Maintenance

414100 Tuition From Individuals 438000 Revenue in Lieu of/Ag Equip. Taxes

414200 Tuition From Districts in Idaho 439000 Other State Revenue

414300 Tuition From Out of State Districts

FEDERAL REVENUE

415000 Earnings on Investments 442000 Indirect Unrestricted Federal

443000 Direct Restricted Federal

416100 School Food Service 445100 Title I - ESEA

416200 Meal Sales: Non-reimbursable 445200 Title VI, ESEA - Innovative Practices

416900 Other Food Sales 445300 Perkins III - Vocational Technical Act

445400 Adult Education

417100 Admissions/Activities 445500 Child Nutrition Reimbursement

417200 Bookstore Sales 445600 Title VI-B IDEA

417300 Clubs/Organization Dues, Etc. 445900 Other Indirect Restricted Federal

417400 School Fees and Charges 448200 Impact Aid - P.L. 874

417900 Other Student Revenues

418100 Community Service OTHER

451000 Proceeds: Bonds, Cap Leases, et al

419100 Rentals 453000 Sale or Compensation for Loss of

419200 Contributions/Donations Fixed Assets

419300 Transportation Fees

419900 Other Local 460000 Transfers - In

COUNTY REVENUE

Where to find the Budget Forms

Budget Forms

School Finance Data & Stats

Budget Forms and Information Available on the SDE Website

Cover * Certification Page * Certification Page - Charter Schools * Publication Format Revenue Pages *

With Formulas Without Formulas

Expenditure Pages * With Formulas Without Formulas

*Submit to SDE

Budget Forms – Supporting Pages

Summary Statement-All Funds * With Formulas Without Formulas

Estimating State M and O Revenues * With Formulas Without Formulas

Tax Certification Calculation-L-3 * With Formulas

Limitation on Budget Requests; 103% -L-4* With Formulas Without Formulas

Revenue Codes Funds, Programs and Object Codes

*Submit to SDE

BUDGET SUPPORTING DOCUMENTS

AND DISTRIBUTION SUPPORT District Unit Calculation Template Charter Unit Calculations Template Support Unit Calculations Table (I.C. 33-1002) Estimating Support Units; Best 28 Weeks Estimating Support Units; For Salary Based

Apportionment Estimating Exceptional Child Unit Approvals Estimating Salary Based Apportionment

Template Estimating Salary Based Apportionment

Template - Charters Idaho School Laws IFARMS Manual

Estimating M & O Revenue (Draft)

Best 28 Weeks

1st Reporting Period From Estimating

Salary Based Apportionment

Template

Record in Budget Revenue pg, General

Fund

ESTIMATING M & O STATE SUPPORT REVENUE

1 Number of Support Units - 2008 - 2009 52.17

(Best 28 Weeks ADA - Units)

2. State Distribution Factor - Per Unit $ 25,442

3. Entitlement $ 1,327,309

( line 1 x line 2 )

4. Salary Apportionment (1st Reporting Period Units - ___52.7___________)

Administrative Index Instructional Index

1.82264 1.72355 $ 3,086,747

See schedule provided Rev. Code

5. Estimated Base Support $ 4,414,056 431100

( line 3 + line 4 )

6. Add: Benefit Apportionment $ 556,850 431800

7. Add: Approved Border Contracts $ 431500

8. Add: Approved Exceptional Child Support $ 431400

9. Add: Approved Tuition Equivalency $ 431600

10. Add: Transportation Allowance $ 275,000 431200

( est. 85% of 2007 - 2008 allowable costs )

( Limited to 103% of state average cost per student or mile )

11. Adjustments $

12. Total Estimated SDE State Support $ 5,245,906

( lines 5 + 6 + 7 + 8 + 9 + 10 + 11)

13. Revenue in Lieu of Taxes:

Agricultural Exemption Replacement Money $ 14,500 438000

* * * RETURN THIS PAGE TO THE STATE DEPARTMENT OF EDUCATION * * *

H:\Budget\Budget Forms\[sample budget pages - example.xls]est m&o

2008-2009 BUDGET WORKSHEETS

2007-2008 State Dist. Factor

How the Numbers Flow

BUDGET Page 2REVENUES GENERAL M & O

July 1, 2008 - June 30, 2009 FUND NO: 100

REVENUES Prior Year Proposed Budget

Line Code Item Budget Line Amounts Totals

40 429000 Other County

41 420000 TOTAL COUNTY $0 ******* $0

42

43 431100 Base Support Program $2,582,692 $4,414,056

44 431200 Transportation Support $300,940 $275,000

45 431400 Exceptional Child/SED Support

46 431500 Border Tuition Support

47 431600 Tuition Equivalency

48 431800 Benefit Apportionment $539,318 $556,850

49 431900 Other State Support

50 432100 Driver Education Program

51 432400 Professional Technical Program

52 437000 Lottery/Additional State Maintenance

53 438000 Revenue in Lieu of/Ag Equipment Taxes $376,095 $14,500

54 439000 Other State Revenue $20,000 $68,870

55 430000 TOTAL STATE $3,819,045 ******* $5,329,276

56

57

58 442000 Indirect Unrestricted Federal

59 443000 Direct Restricted Federal

60 445100 Title I - ESEA

61 445200 Title VI, ESEA - Innovative Practices Program

62 445300 Perkins III - Vocational Technical Act

63 445400 Adult Education

64 445500 Child Nutrition Reimbursement

65 445600 Title VI-B

66 445900 Other Indirect Federal Programs

67 448200 Impact Aid - P.L. 874

68 440000 TOTAL FEDERAL $0 ******* $0

69

70 451000 Proceeds: Bonds, Capital Leases, et. al.

71 453000 Sale of Fixed Assets

72 450000 TOTAL OTHER $0 ******* $0

73

74 TOTAL REVENUES $5,720,542 ******* $5,845,072

75

76 460000 TRANSFERS IN $0

77

78 400000 TOTAL BALANCE + REVENUES + TRANSFERS *******

(Lines 1 + 74 + 76) $5,770,542 $6,095,072

ESTIMATING M & O STATE SUPPORT REVENUE

1 Number of Support Units - 2008 - 2009 52.17

(Best 28 Weeks ADA - Units)

2. State Distribution Factor - Per Unit $ 25,442

3. Entitlement $ 1,327,309

( line 1 x line 2 )

4. Salary Apportionment (1st Reporting Period Units - ___52.7___________)

Administrative Index Instructional Index

1.82264 1.72355 $ 3,086,747

See schedule provided Rev. Code

5. Estimated Base Support $ 4,414,056 431100

( line 3 + line 4 )

6. Add: Benefit Apportionment $ 556,850 431800

7. Add: Approved Border Contracts $ 431500

8. Add: Approved Exceptional Child Support $ 431400

9. Add: Approved Tuition Equivalency $ 431600

10. Add: Transportation Allowance $ 275,000 431200

( est. 85% of 2007 - 2008 allowable costs )

( Limited to 103% of state average cost per student or mile )

11. Adjustments $

12. Total Estimated SDE State Support $ 5,245,906

( lines 5 + 6 + 7 + 8 + 9 + 10 + 11)

13. Revenue in Lieu of Taxes:

Agricultural Exemption Replacement Money $ 14,500 438000

* * * RETURN THIS PAGE TO THE STATE DEPARTMENT OF EDUCATION * * *

H:\Budget\Budget Forms\[sample budget pages - example.xls]est m&o

2008-2009 BUDGET WORKSHEETS

Form L-3 (Draft)

L-32008-2009 BUDGET WORKSHEETS

TAX CERTIFICATION CALCULATIONS

SCHOOL DISTRICT NUMBER: ___________________________SCHOOL DISTRICT NAME ______________________________

Supplemental Maintenance & Operation Levies

A. 1. Amount certified for Supplemental M & O 2007-2008 = 350,000

2. Amount proposed for Supplemental M & O 2008-2009 = 350,000

3. Authorizing election held on 5/16/2006 ; approved levy for__2__ year(s)

dateB. 1. Amount certified for Supplemental M & O 2007-2008 =

2. Amount proposed for Supplemental M & O 2008-2009 =

3. Authorizing election held on ; approved levy for_____ year(s)date

School Plant Facilities Levies 1. Amount certified for School Plant 2007-2008 = 250,000

2. Amount proposed for School Plant 2008-2009 = 250,000

3. Authorizing election held on 5/18/2004 ; approved levy for__10___ year(s)

Comments (clarify or explain)

Return copy of this page to the State Department of Education

Attach to L-2 form and return to your County Clerk no later than the Thursday prior to the second Monday of September (September 4,

2008). See Section 63-803, Idaho Code.

Record on Budget

Revenue pg, General Fund

Record on Budget

Revenue pg, Fund 420, line

11

L – 4 (Draft)

LIMITATION ON BUDGET REQUESTS - CALCULATION IDAHO CODE 63-802 L-4

(See 2007-2008 Tax Levy Booklet) PROPOSED

AMOUNTS Budgeted AMOUNTS Budgeted AMOUNTS Budgeted LEVY RATES AMOUNTS Budgeted

PROPERTY TAX REVENUE and Certified and Certified and Certified APPROVED and Certified

for 2005-2006 for 2006-2007 for 2007-2008 for 2007-2008 for 2008-2009

(1) (2) (3) (4) (5)

General Fund

1. Basic M & O EXCLUDE EXCLUDE EXCLUDE EXCLUDE EXCLUDE**

2. Supplemental EXCLUDE EXCLUDE EXCLUDE EXCLUDE EXCLUDE

3. Emergency EXCLUDE EXCLUDE EXCLUDE EXCLUDE EXCLUDE

4.Tort(see note below)

34,480$ 36,797$ 37,901$ 0.000080710 39,038$

5. Cooperative EXCLUDE EXCLUDE EXCLUDE EXCLUDE EXCLUDE

6. Tuition EXCLUDE EXCLUDE EXCLUDE EXCLUDE EXCLUDE

7. Other ( ) -$ -$ -$ 0.000000000 -$

8. School Plant Facilities EXCLUDE EXCLUDE EXCLUDE EXCLUDE EXCLUDE

9. Bond and Interest EXCLUDE EXCLUDE EXCLUDE EXCLUDE EXCLUDE

10. TOTAL (lines 4 + 7) 34,480$ 36,797$ 37,901$ 0.000080710 #VALUE!

(1) (2) (3) (4) (5)

NOTE: Amounts and levy rate for Tort should be reported EXCLUDING agriculture replacement subtraction. In other words, add back the amount of agriculture replacement that was

subtracted and recalculate levy rate.

A. Select HIGHEST Tax Amount ( line 10 - column 1, 2, or 3 ) 37,901$ A

B. Preliminary Budget Limitation: line A times 1.03 (drop off cents) 39,038$ B

C. ADD: Value of New Construction as certified by county -$ (C1)

ADD: 2008 Value of Annexation from previous year -$ (C2)

Total Increase in Value ( line C1 + line C2 ) -$ C

D. 2007 Levy Rate ( line 10, column 4 ) 0.000080710 D

E. Increase in Budget Limitation: line C times line D (drop off cents) -$ E

F. Maximum Budget Limitation ( line B + line E ) 39,038$ F

(Line 10 Column 5 cannot exceed this amount)

H:\Budget\Budget Forms\[sample budget pages - example.xls]L4 RETURN THIS PAGE TO THE STATE DEPARTMENT OF EDUCATION

Record in general

fund

Revenue Pages (Draft)

Expenditure Page (1) ((Draft)

Expenditure Page (2) (Draft)

Budget Timeline• By April 30, 2008 – Notify County Clerk(s) of hearing date and location.• No later than 28 days prior to the annual meeting –

– Must Prepare a Budget– Must have a Public Hearing

• Notice of the hearing must be posted and published (see I.C. 33-801 & 33-402)– Posted in at least 3 places in the district for not less than ten (10) days.– Published in a newspaper most likely to give the best general notice– Must Include Summary Statement of:

• Proposed budget, current year, and 2 prior year actual amounts expended• General M&O Fund and all Other Funds

• At the public hearing, or at special meeting no later than 14 days after – Must Adopt Budget

• Annual Meeting – Regular July meeting• Submit signed copy to State

– Signed by Superintendent/Charter Administrator and Chairperson of the Board of Trustees

– Due no later than 21 days after budget is adopted• Certify budget to County Commissioners

– September 4, 2008 (Schedule L-2)– September 8, 2008 (Certify Emergency fund, if applicable)

Quality Assurance

The State Tax Commission completes the first review of the L-2, L-2 worksheets, and L-3 form, copies are then sent to the Department of Education for further review:

Items to look for: Did you levy for elected funds (bonds,

plant facilities etc.)? Was the amount budgeted for your voter

approved funds in excess of the amount approved by voters?

Detailed Listing of Forms to Submit to SDE

Cover Page Certification Page (District or Charter) Revenue pages for all funds Expenditure pages for all funds Summary Statement - All Funds (SDE form) Estimating State M&O Revenues Tax Certification Calculations - L-3 Limitation on Budget Requests; 103% - L-4 If transmitting electronically: Mail or Fax

Signed Certification Page

Criteria of Electronic Files

Must be the complete budget (all funds) as approved by your Board of Trustees.

Must conform to the IFARMS codes Must conform to Budget format

provided by SDE Excel format appreciated

When Preparing the Budget for SDE, Remember:

Each fund is a separate entity.

Record revenue only once in the appropriate fund.

Use revenue and expenditure codes that pertain to the specific fund. For example, revenue for a federal Title I-A

grant would generally be recorded in fund 251, 445100.

Amounts recorded on the Estimating M&O Revenue form should agree with the revenue amounts reported on the budget Revenue Page in the general fund.

SDE summary totals should balance, and transfers in and out should net to zero.

Refer to pages 62 thru 68 in the IFARMS manual for help with revenue classifications.

Questions??

Contact Kathryn Vincen Idaho Department of Education Public School Finance 208-332-6840 Email – klvincen@sde.idaho.gov Fax 208-334-2228