E-Instructions for the preparation of the

1
E-Instructions for the preparation of the

• Fiscal Year 2003-2004
• E-Budget
• R. Jerry Barber, Ed.D., Superintendent of Schools

2
Table of Contents

• E-Budget is available at www.laredoisd.org
• Budget Guidelines
• Program Guidelines
• Budget and Tax Calendar
• Fund Allocations Required Forms
• Accounting Dept. Staff Contacts
• Financial Accounting System Resource Guide
  (FASRG) Version 10.0

3
E-Budget Development Process

• The budget Development Process is comprised of
  three major phases
• Planning
• Preparation
• Evaluation

4
What are the Resources to LISD for 2003-2004?

• 2002-2003 Total Resource Aid Per Student
• Total State Aid 109,481,256
• Total Resources 134,040,662
• Total Refined ADA 21,495
• Total Resource Aid Per Student 6,236

5
Limited Resources from the State

• The Legislature is meeting in Austin and they
  have a great task ahead School Funding and
  Balancing State Budget..
• We must watch our dollars and spend funds closest
  to students in 2003-2004

6
What are the Expenditures for 2003-2004?

• In order to support the mission, goals and
  objectives of the
• District and the Superintendents Goals
• Administrators should forecast the operating
  costs for all funds necessary to achieve those
  intents.

7
What are the Prioritys for 2003-2004?

• Supts and District Goals
• Support for base line instructional services
• Continued investment on our employees
• Enhancement of career and applied technology
• Program
• Improved performance of our students

8
What are Expenditures for 2003-2004?

• These budgetary allocations should project costs
  for the major expenditures categories which
  include
• Payroll (6100)
• Professional Contracted Services (6200)
• Supplies Materials (6300)
• Other Operating costs (6400)
• Debt Service (6500)
• Capital Outlay (6600)

9
Before you submit your budget.

• Evaluate your performance
• Develop your needs assessment
• Coordinate in a team environment with Principals
  and Program Managers
• Evaluate Goals and Objectives
• Develop Dept or Campus Improvement Plan
• Make decisions on available money for 2003-2004

10
Your E-budget Package

• Resources Needed in your package
• E-budget Module Web and email
• E-budget through SAGE
• The budget calendar is in your package
• CD for Budget Instructions
• Printout of campus or dept.
• Position Control Listing
• Copy of Organizational Chart

11
What is your timeline to submit Your E-budget

• Next is the Budget Calendar.. And resources
  that you will need..
• Let me introduce to you the Finance Budget Team
  and the IT Team

12
Budget Calendar

• Nov Dec 2002
• Planning and scheduling of the budget process
• Jan 17, 2003
• Preparation meeting with Program Directors
• Feb 12, 2003
• Overview of budget preparation and coding
  structure
• Feb 13 Mar 21, 2003
• Individual campus and department training

13
Budget Calendar (Continued)

• Feb Mar 21, 2003
• Needs Assessment is conducted by campus at this
  time. Site-Based Decision Making (SBDM)
  Committees should convene to review needs for
  staffing, staff development budget and any needs
  of the school
• March 21, 2003 Review of Budget with your
  Supervisor before submitting to Finance Dept.

14
Budget Calendar (Continued)

• Mar 21, 2003
• Budget requests deadline
• Mar 24 Apr 4, 2003
• The Finance dept. will compile, review and adjust
  (if necessary) the data submitted

15
Budget Calendar (Continued)

• Apr 1, 2003
• District Improvement Plan Process begins to
  review goals and objectives
• Apr 4, 2003
• Special Call Meeting Board Meeting update on
  budget process and legislative impact on school
  funding
• Apr 7, - May 18, 2003
• The Budget Review Team I II will review
  individual budgets requests with each campus or
  department

16
Budget Calendar (Continued)

• May 26-30, 2003
• The Budget Review Team I II will assess budgets
  proposals with the Superintendent
• June 12, 2003
• The Superintendents preliminary budget for the
  district will be prepared and delivered to all
  the Board of Trustees.

17
Budget Calendar (Continued)

• The Budget Review Team I
• CFO, Exec Director of Human Resources, Admin
  Assistant for Administration, Executive Director
  for Support Services
• The Budget Team II
• CFO, Exec Director of Human Resources, Admin
  Assistant for Administration, Admin Assistant for
  Curriculum. Instruction, and Admin Assistant
  for Special Programs.

18
Budget Calendar (Continued)

• June 23 , 2003 Board Budget Workshop
• July 17, 2003
• The certification of anticipated rate by
  collector as well as appointment of the
  districts Tax Assessor/Collector as the
  individual authorized to calculate and publish
  the districts effective tax rate

19
Budget Calendar (Continued)

• July 21 Aug 1, 2003
• A ten (10) day public notice will be published
  stating that the purpose of the meeting is the
  adoption of a budget for the succeeding fiscal
  year
• August 14, 2003
• Public hearing on budget adoption
• Budget adoption

20
Budget Calendar (Continued)

• August 18, 2003
• Updated Campus Improvement Plans are due to Admin
  Assistant for Administration Team 2003-2004
• Sept 1, 2003
• Implementation of the approved budget
• Sept 29, 2003
• Final adjustments will be made to approved budget
  and will be submitted for duplication

21
Fixed Cost No new monies.

• Salaries
• Benefits
• Insurances
• To be projected once the Legislature is close to
  ending its session.

22
Variable CostsNo new monies.

• The Variable costs for the new budget will
  include the following
• Program Intent
• Substitutes
• Copier Rental
• Utilities

23
Variable Cost

• Individual Campus Operating Amount Departments
  Amount
• Individual Campus Special Revenue Amount -
• Check your e-budget CD

24
E-budget Instructions

• Instructions for E-budget
• Send your E-budget TO ebudget_at_laredoisd.org
• But How--?

25
Budget Request Instructions

• Fiscal Year 2003-2004

26
Budget Request Instructions

• Deadline to submit March 21, 2003
• Use SAGE (Software Accounting for Government
  Entities)
• IT has set up access to campuses departments
• Enter Budgets for Funds 199-499

27
Budget Request Instructions

• Open the SAGE program by double clicking on the
  SAGE icon on the desktop

28
Budget Request Instructions

• Select the Budget Create on the user role by
  clicking on the square to the left of BUDGET
  CREATE.

29
Budget Request Instructions

• Once you have selected the budget create, you
  will see this screen. You must now select BPS by
  clicking the square on the left of the BPS.

30
Budget Request Instructions

• Once you have selected the BPS, you will see this
  screen. Select Budget Manager Entry by clicking
  on the square to the left of the Budget Manager
  Entry.

31
Budget Request Instructions

• After selecting the Budget Manager Entry menu,
  you will find this screen where you will be key
  punching your budget.

32
Budget Request Instructions

• Press F2 to show your entire budget.
• Enter your budget on the Manager Budget slot.
• You can scroll down to complete your entire
  budget.
• You must press F3 to save once you have completed
  entering the entire budget.

33
Budget Request Instructions

• After pressing F3 the screen will go blank.
• You can review your budget by pressing F2 again.
• To obtain a print out of your budget you must
  call the accounting department at 795-3250.
• If you want to look at a specific line item, you
  can type the line item budget code on the SELECT
  slot.
• Please note that the budget scenario is 01.

34
Forms DueMarch 21, 2003

• E-Budget
• Missions, Goals and Objectives Capital Outlay
  Justification and Performance Measures
• Special Population FTEs Forecast (Directors
  ONLY)
• The Need Assessment
• Any Personnel Changes
• Campus/Department Improvement Plan
• Request for Additional Funding (if Any)
• Hard Copy
• Approval by Supervisor of your budget
• Printout of the Budgets for all funds that were
  keypunched
• Campus / Department Organizational Chart

35
March 22, 2003

• HOME
• FREE

36
Finance Budget Team

• List of Contacts
• Rosa Ma Torres, Financial Mgmt Dir.
• Laura McCoy Senior Accountant
• Belinda Salazar Senior Accountant
• Adelfa Kazen Staff Accountant
• Alfredo Rocha Staff Accountant
• Melisa Rangel Staff Accountant
• Maylén H. Costilla Staff Accountant
• Rosalinda Moncivais Accounting Clerk
• Alicia Cardenas Accounting Clerk
• Diana Trevino Secretary

37
Your E-budget Appointment

• For individual meetings with your campus or
  departments, call Diana Trevino for an
  e-budget Appointment.
• _at_ext 3250.

38
Additional Information

• Glossary
• Code Structure
• Historical Cost Calculations
• For Information send email to ebudget_at_laredoisd.o
  rg

39
REACHED OUR E- BudgetGOAL