Budget Training2013-2014 Budget

Budget Procedures

Presented by:Cynthia Medrano-Richards

Chief Financial Officer

Table of Contents

1. Introduction of Staff 2. General Information 2. Budget Tab - Dashboard 3. Look up Accounts 4. Budget Analysis Reports 5. Activity Fund Budget Samples 6. Elementary Campus Activity Funds (9xx) 7. Secondary Campus Activity Funds (9xx) 8. Secondary Student Activity Funds (8xx) 9. Questions

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1. General Information

2013-2014 Budget Amendment/Transfer Schedule

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* May 28, 2014 will be the Final Budget Amendment for 2013-2014. This budget amendment will be presented to the Board of Trustees in June 2014. After the last budget amendment is presented to the Board of Trustees, the 100 Series Funds will only be able to process budget transfers (GLBUBATR Module) within the same function codes.

CUT OFF DATE CUT OFF TIME PRESENTED TO BOARD ON

Friday July 26, 2013 12:00 PM August 12, 2013

Wednesday August 28, 2013 12:00 PM September 9, 2013

Wednesday September 26, 2013 12:00 PM October 7, 2013

Monday October 29, 2013 12:00 PM November 11, 2013

Wednesday November 20, 2013 12:00 PM December 9, 2013

Tuesday December 17, 2013 12:00 PM January 13, 2014

Tuesday January 28, 2014 12:00 PM February 10, 2014

Tuesday February 25, 2014 12:00 PM March 3, 2014

Tuesday March 25, 2014 12:00 PM April 7, 2014

Friday April 25, 2014 12:00 PM May 12, 2014

Wednesday *May 28, 2014 12:00 PM June 9, 2014

Monthly Budget Reviews

The following is a monthly checklist for review:

1. Amend over-drawn accounts.2. Payroll accounts need to be projected through 6/30/xx.• Part-Time• Overtime• Fringe Benefits• Worksheet on Dashboard3. Budget for employee vacancies not rolled by Human Resources as of 7/1/xx.4. Do not amend out from objects 6119 and 6129 including fringes.5. Budget for postage (6299) through 6/30/xx.6. Budget for printing charges (6299) through 6/30/xx.7. Do not amend out from object 6311.8. Do not amend out from object 6429.9. Budget for field trips (6494) through 6/30/xx.10.Make sure budget amendments/transfers that are not needed are deleted

immediately.

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Business Office Contacts

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2. Budget Tab – Dashboard• Detailed Procedure Manual

• TR-Replaces AN

• AJ-Replaces UB

• Work On A One-To-One Basis If Needed

• Do Not Enter Cents

• Do Not Change Reason Code

a) AF = DFC

b) TR = SFC

• AF = Do not co-mingle the sub-objects

• Notification currently after approval

• Working towards notification after distribution

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Budget Tab-Dashboard

The following is user friendly access to budget modules and other sources.

Adding Budget Tab to Dashboard

If you do not see the budget tab on your dashboard, follow the steps below:

a.Click on Optionsb.Click on Preferences

c. Check Budget and Click on Save

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Budget Tab on Dashboard

The following screen will appear:

d. Click on the Budget Tab

e. The budget dashboard will appear.

3. Look-Up Account

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Look up Accounts

There is another option to look up account numbers within the account number field.

a. Click on the account number field.b. Click on the three dot radial and click on Lookup Account (it will list all the accounts you have access to).

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c. Scroll down to the account number needed.d. Click on the account number and it will be highlighted.e. Click OK button and the account number will be added.

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4.Budget Analysis Report

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Budget Analysis Reports- Page 63

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5. Activity Fund Budget Samples

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Revenues/Expenditures

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Incoming Money: = Deposits = Revenues = Object Code 5xxx

Incoming Money: = Deposits = Due to MISD = Object Code 2xxx

(Amendments/Transfers – Unallowable for Object Code 2xxx)

Outgoing Money:= Purchase Requisition/Order = Expenses = Object Code

6xxx

Campus Activity Funds Budget Samples-Revenue not equal expenses due to Fund Balance

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Revenue not equal expenses:Revenue 7,485Expense 7,985Fund Balance (500)

Campus Activity Funds Budget Samples-Negative Revenue Balance

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Note: If the Balance is Negative a budget amendment through GLBUBAAJ is needed.

+ Revenue (5755) 414+ Expenses (6xxx) 414

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6. Elementary Campus Activity Funds (9xx)

Elementary Campus Activity Fund Numbers

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FUND965966967968969970971972973974975976977978979980981982983984

CAMPUS NO.101103106107108111112114116119120121122123124126127128129130

CAMPUS NAMEALVAREZ ELEMENTARY SCHOOLBONHAM ELEMENTARY SCHOOLHOUSTON ELEMENTARY SCHOOLJACKSON ELEMENTARY SCHOOLNAVARRO ELEMENTARY SCHOOLMILAM ELEMENTARY SCHOOLWILSON ELEMENTARY SCHOOLFIELDS ELEMENTARY SCHOOLSEGUIN ELEMENTARY SCHOOLESCANDON ELEMENTARY SCHOOLRAYBURN ELEMENTARY SCHOOLROOSEVELT ELEMENTARY SCHOOLGARZA ELEMENTARY SCHOOLMCAULIFFE ELEMENTARY SCHOOLGONZALEZ ELEMENTARY SCHOOLCASTANEDA ELEMENTARY SCHOOLSANCHEZ ELEMENTARY SCHOOLPEREZ ELEMENTARY SCHOOLHENDRICKS ELEMENTARY SCHOOLTHIGPEN/ZAVALA ELEM SCHOOL

NOTE: 965-984 ELEMENTARY SCHOOLS

Elementary Campus Activity (9xx) Budget Amendment (GLBUBAAJ)

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EXAMPLE: New Revenue

1. A fundraiser was done for a trip for the 4th Grade Club (4G) at Alvarez Elementary School and an amount of $500.50 was raised. Follow the steps below to post both revenue and expense through the GLBUBAAJ module. Round down amount (exclude cents). A. Set up the Revenue Account for the total amount of the fund-raiser.

Revenues will always use the organization number of the campus.

The sub-object code in the Revenue Account will be the same as the sub-object code in the expense accounts.

965-00-5749-4G-101-Y-00-0-00 +500

B. Set up the Expense Accounts for the total amount of the fund-raiser.

965-11-6412-4G-101-Y-11-0-00 +300 965-11-6494-4G-101-Y-11-0-00 +200

965 00 5749 4G 101 Y 00 0 00 +500

965 11 6412 4G 101 Y 11 0 00 +300

965 11 6494 4G 101 Y 11 0 00 +200

Elementary Campus Activity (9xx) Revenues

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Campus Activity Funds (9xx) Sub-Objects

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7. Secondary Campus Activity Funds (9xx)

Secondary Campus Activity Fund Numbers

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FUND 940 941 942 943 944 945

950 951 952 953 954 955 956

NOTE:

CAMPUS NO. 001 002 005 006 007 011

042 043 044 045 046 047 048

940-949

950-964

CAMPUS NAME MCALLEN HIGH SCHOOL MEMORIAL HIGH SCHOOL INSTRUCTION & GUIDANCE CENTER NIKKI ROWE HIGH SCHOOL LAMAR ACADEMY EARLY COLLEGE HIGH SCHOOL

TRAVIS MIDDLE SCHOOL LINCOLN MIDDLE SCHOOL BROWN MIDDLE SCHOOL MORRIS MIDDLE SCHOOL DE LEON MIDDLE SCHOOL CATHEY MIDDLE SCHOOL FOSSUM MIDDLE SCHOOL

HIGH SCHOOLS MIDDLE SCHOOLS

Secondary Campus Activity (9xx) Budget Amendment (GLBUBAAJ)

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EXAMPLE: New Revenue

1. A fundraiser was done for a trip for the UIL Club (U1) at McHigh School and an amount of $500.50 was raised. Follow the steps below to post both revenue and expense through the GLBUBAAJ module.

Round down amount (exclude cents).

A. Set up the Revenue Account for the total amount of the fund-raiser. Revenues will always use the organization number of the campus.

The sub-object code in the Revenue Account will be the same as the sub-object code in the expense accounts.

940-00-5749-U1-001-Y-00-0-00 +500

B. Set up the Expense Accounts for the total amount of the fund-raiser.

940-36-6412-U1-001-Y-99-0-00 +300 940-36-6494-U1-001-Y-99-0-00 +200

940 00 5749 U1 001 Y 00 0 00 +500

940 36 6412 U1 001 Y 99 0 00 +300

940 36 6494 U1 001 Y 99 0 00 +200

Secondary Campus Activity (9xx) Revenues

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Campus Activity Funds (9xx) Sub-Objects

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8. Secondary Student Activity Funds (8xx)

Secondary Student Activity Fund Numbers

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FUND 840 841 842 843 844 845

850 851 852 853 854 855 856

NOTE:

CAMPUS NO. 001 002 005 006 007 011

042 043 044 045 046 047 048

840-849

850-864

CAMPUS NAME MCALLEN HIGH SCHOOL MEMORIAL HIGH SCHOOL INSTRUCTION & GUIDANCE CENTER NIKKI ROWE HIGH SCHOOL LAMAR ACADEMY EARLY COLLEGE HIGH SCHOOL

TRAVIS MIDDLE SCHOOL LINCOLN MIDDLE SCHOOL BROWN MIDDLE SCHOOL MORRIS MIDDLE SCHOOL DE LEON MIDDLE SCHOOL CATHEY MIDDLE SCHOOL FOSSUM MIDDLE SCHOOL

HIGH SCHOOLS MIDDLE SCHOOLS

Secondary Student Activity (8xx) Budget Amendment (GLBUBAAJ)

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EXAMPLE: New Revenue

1. A fundraiser was done for a trip for the Volleyball Team Club (82) at McAllen High School and an amount of $500.50 was raised. Follow the steps below to post both revenue and expense through the GLBUBAAJ module.

Round down amount (exclude cents).

A. Set up the Revenue Account for the total amount of the fund-raiser. Revenues will always use the organization number of the campus.

The sub-object code in the Revenue Account will be the same as the sub-object code in the expense accounts.

840-00-5749-82-001-Y-00-0-00 +500

B. Set up the Expense Accounts for the total amount of the fund-raiser.

840-36-6412-82-001-Y-99-0-00 +300 840-36-6494-82-001-Y-99-0-00 +200

840 00 5749 82 001 Y 00 0 00 +500

840 36 6412 82 001 Y 99 0 00 +300

840 36 6494 82 001 Y 99 0 00 +200

Secondary Student Activity (8xx) Funds Revenues

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Secondary Student Activity (8xx) Funds Revenues - Continued

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Secondary Student Activity (8xx) Funds Sub-Objects

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9. Questions?

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