Budget Training 2013 2014 Budget Procedures Presented by

Budget Training 2013 -2014 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 (9 xx) 7. Secondary Campus Activity Funds (9 xx) 8. Secondary Student Activity Funds (8 xx) 9. Questions 2

1. General Information 3

2013 -2014 Budget Amendment/ Transfer Schedule 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 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. 4

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 Dashboard 3. 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. 5

Business Office Contacts 6

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 7

Budget Tab-Dashboard The following is user friendly access to budget modules and other sources. 8

Adding Budget Tab to Dashboard If you do not see the budget tab on your dashboard, follow the steps below: a. Click on Options b. Click on Preferences c. Check Budget and Click on Save 9

Budget Tab on Dashboard The following screen will appear: d. Click on the Budget Tab e. The budget dashboard will appear. 10

3. Look-Up Account 11

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). 12

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. 13

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4. Budget Analysis Report 15

Budget Analysis Reports. Page 63 16

5. Activity Fund Budget Samples 17

Revenues/Expenditures Incoming Money: = Deposits = Revenues = Object Code 5 xxx Incoming Money: = Deposits = Due to MISD = Object Code 2 xxx (Amendments/Transfers – Unallowable for Object Code 2 xxx) Outgoing Money: = Purchase Requisition/Order = Expenses = Object Code 6 xxx 18

Campus Activity Funds Budget Samples-Revenue not equal expenses due to Fund Balance Revenue not equal expenses: Revenue 7, 485 Expense 7, 985 Fund Balance (500) 19

Campus Activity Funds Budget Samples-Negative Revenue Balance Note: If the Balance is Negative a budget amendment through GLBUBAAJ is needed. + Revenue (5755) + Expenses (6 xxx) 414 20

6. Elementary Campus Activity Funds (9 xx) 21

Elementary Campus Activity Fund Numbers FUND 965 966 967 968 969 970 971 972 973 974 975 976 977 978 979 980 981 982 983 984 NOTE: CAMPUS NO. 101 103 106 107 108 111 112 114 116 119 120 121 122 123 124 126 127 128 129 130 965 -984 CAMPUS NAME ALVAREZ ELEMENTARY SCHOOL BONHAM ELEMENTARY SCHOOL HOUSTON ELEMENTARY SCHOOL JACKSON ELEMENTARY SCHOOL NAVARRO ELEMENTARY SCHOOL MILAM ELEMENTARY SCHOOL WILSON ELEMENTARY SCHOOL FIELDS ELEMENTARY SCHOOL SEGUIN ELEMENTARY SCHOOL ESCANDON ELEMENTARY SCHOOL RAYBURN ELEMENTARY SCHOOL ROOSEVELT ELEMENTARY SCHOOL GARZA ELEMENTARY SCHOOL MCAULIFFE ELEMENTARY SCHOOL GONZALEZ ELEMENTARY SCHOOL CASTANEDA ELEMENTARY SCHOOL SANCHEZ ELEMENTARY SCHOOL PEREZ ELEMENTARY SCHOOL HENDRICKS ELEMENTARY SCHOOL THIGPEN/ZAVALA ELEM SCHOOL ELEMENTARY SCHOOLS 22