Budget Analysis Local Schools Powerpoint (002) [Read-Only] · 2019. 4. 22. · RUN TIME: BUDGET...

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School BudgetingEverything you never wanted to know……

…... and more

Fiscal Year October 1 – September 30

Budget due to ALSDE September 15

Must have two budget hearings

Budget due to CSFO August 15

Must have 31-digit account codes perfectly aligned with all restrictions and allowances

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A 31-digit account code? Really?

Really.

Activity - Fund – Class – Function – Object -Cost Center - Fund Source – Year –

Program – Special Use

hillary_stunned.jpg

RUN DATE: RUN TIME: BUDGET ANALYSIS REPORT

BUDGETFd-C-Func-Obj-CCtr-SFnd-Y-Prog-Spec ACTUAL BUDGET YTD ACT YTD ENC

Page 6 of 6

Jasper City Board of Education

MCAI BUDGETARY ACCOUNTING SYSTEM GLBARP

2019 2018 2018 2019 2019Description VARBUD

% OF

THRU FISCAL YEAR-PERIOD-MONTH: 2019-3-December

GEN EXEC ADM SERV, DIRECTOR 12-5-6210-117-8600-4110-0-8620-0000 43,678.35 44,712.66 45,000.00 0.00 0.00 0.00 45,000.00

GEN EXEC ADM SERV, STATE INSURANCE 12-5-6210-210-8600-4110-0-8620-0000 4,320.00 4,320.00 4,320.00 672.00 0.00 15.56 3,648.00

GEN EXEC ADM SERV, STATE RETIREMENT 12-5-6210-220-8600-4110-0-8620-0000 5,346.23 5,472.84 5,584.50 923.04 0.00 16.53 4,661.46

GEN EXEC ADM SERV, SOCIAL SECURITY 12-5-6210-230-8600-4110-0-8620-0000 2,708.06 2,711.40 2,790.00 442.02 0.00 15.84 2,347.98

GEN EXEC ADM SERV, FEDERAL MEDICARE 12-5-6210-240-8600-4110-0-8620-0000 633.34 634.08 652.50 103.38 0.00 15.84 549.12

GEN EXEC ADM SERV, ST UNEMP COMP INS 12-5-6210-250-8600-4110-0-8620-0000 17.47 17.91 18.00 1.48 0.00 8.22 16.52

GEN EXEC ADM SERV, STAFF ED SERVICES 12-5-6210-312-8600-4110-0-8620-0000 810.53 890.00 2,250.00 1,259.68 175.00 63.76 815.32

GEN EXEC ADM SERV, OTH NONINST SUPPLIES 12-5-6210-489-8600-4110-0-8620-0000 440.98 480.53 4,250.00 2,138.60 40.00 51.26 2,071.40

GEN EXEC ADM SERV, NON-CAP COMPUTER HDW 12-5-6210-495-8600-4110-0-8620-0000 3,500.00 3,484.08 0.00 0.00 0.00 0.00 0.00

GEN EXEC ADM SERV, REGISTRATION FEES 12-5-6210-623-8600-4110-0-8620-0000 0.00 0.00 1,000.00 384.00 0.00 38.40 616.00

OTH GEN & CENT SUPP-INDIRECT COSTS 12-5-6910-910-8600-4110-0-8600-0000 12,458.99 12,458.99 6,925.47 1,154.24 0.00 16.67 5,771.23

*** TOTAL EXPENDITURES: 643,687.17 14.49 700,801.00 689,878.99 752,768.00 103,802.21 5,278.62

*** GRAND TOTALS ***

TOTAL EXPENDITURES: DIFFERENCE:

684,335.00

643,687.17

9.09

14.49

0.00 0.00 0.00 -35,369.21 -5,278.62 0.00 40,647.83

700,801.00

700,801.00

689,878.99

689,878.99

752,768.00

752,768.00

68,433.00

103,802.21

0.00

5,278.62

TOTAL REVENUES:

*** END OF REPORT ***

What I see……..


BUDGETFd-C-Func-Obj-CCtr-SFnd-Y-Prog-Spec ACTUAL BUDGET YTD ACT YTD ENC

Page 6 of 6




% OF


GEN EXEC ADM SERV, DIRECTOR 12-5-6210-117-8600-4110-0-8620-0000 43,678.35 44,712.66 45,000.00 0.00 0.00 0.00 45,000.00

GEN EXEC ADM SERV, STATE INSURANCE 12-5-6210-210-8600-4110-0-8620-0000 4,320.00 4,320.00 4,320.00 672.00 0.00 15.56 3,648.00

GEN EXEC ADM SERV, STATE RETIREMENT 12-5-6210-220-8600-4110-0-8620-0000 5,346.23 5,472.84 5,584.50 923.04 0.00 16.53 4,661.46

GEN EXEC ADM SERV, SOCIAL SECURITY 12-5-6210-230-8600-4110-0-8620-0000 2,708.06 2,711.40 2,790.00 442.02 0.00 15.84 2,347.98

GEN EXEC ADM SERV, FEDERAL MEDICARE 12-5-6210-240-8600-4110-0-8620-0000 633.34 634.08 652.50 103.38 0.00 15.84 549.12

GEN EXEC ADM SERV, ST UNEMP COMP INS 12-5-6210-250-8600-4110-0-8620-0000 17.47 17.91 18.00 1.48 0.00 8.22 16.52

GEN EXEC ADM SERV, STAFF ED SERVICES 12-5-6210-312-8600-4110-0-8620-0000 810.53 890.00 2,250.00 1,259.68 175.00 63.76 815.32

GEN EXEC ADM SERV, OTH NONINST SUPPLIES 12-5-6210-489-8600-4110-0-8620-0000 440.98 480.53 4,250.00 2,138.60 40.00 51.26 2,071.40

GEN EXEC ADM SERV, NON-CAP COMPUTER HDW 12-5-6210-495-8600-4110-0-8620-0000 3,500.00 3,484.08 0.00 0.00 0.00 0.00 0.00

GEN EXEC ADM SERV, REGISTRATION FEES 12-5-6210-623-8600-4110-0-8620-0000 0.00 0.00 1,000.00 384.00 0.00 38.40 616.00

OTH GEN & CENT SUPP-INDIRECT COSTS 12-5-6910-910-8600-4110-0-8600-0000 12,458.99 12,458.99 6,925.47 1,154.24 0.00 16.67 5,771.23

*** TOTAL EXPENDITURES: 643,687.17 14.49 700,801.00 689,878.99 752,768.00 103,802.21 5,278.62


TOTAL EXPENDITURES: DIFFERENCE:

684,335.00

643,687.17

9.09

14.49

0.00 0.00 0.00 -35,369.21 -5,278.62 0.00 40,647.83

700,801.00

700,801.00

689,878.99

689,878.99

752,768.00

752,768.00

68,433.00

103,802.21

0.00

5,278.62

TOTAL REVENUES:

*** END OF REPORT ***

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What you see……..

MCAI BUDGETARY ACCOUNTING SYSTEMBUDGET ANALYSIS REPORT

Jasper City Board of EducationTHRU FISCAL YEAR-PERIOD-MONTH: 2019-2-November

So, how can we get from

here to here?

31-digit Account Code:

• Activity - specific club, activity, or sport

• Fund Type – the major way of distinguishing governmental monies

• Class – there are five account types: assets, liabilities, fund equity, revenues and expenditures

• Function – describes the activity being performed

• Object – specifically identifies the item or service purchased

• Cost Center – identifies specific units/schools

• Source of Funds – identifies where the funds originate

• Year – identifies the appropriation year / carryover funds

• Program – charges expenses to the exact local education program

• Special Use – not required, but provides further breakdown

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31-Digit Account Code

Ten sets of numbers within the 31-digit code

Central Office uses 27-digit codes (they do not use an Activity Code)

We are only going to focus on five of the sets.


BUDGETActy-Fd-C-Func-Obj-CCtr-SFnd-Y-Prog-Spec ACTUAL BUDGET YTD ACT YTD ENC

Page 2 of 2

Jasper High School



% OF

THRU FISCAL YEAR-PERIOD-MONTH: 2019-4-January

BLOCK GRANT FUNDS, BLOCK GRANT FUNDS 3000-12-5-3200-442-0040-7101-0-8320-1040 2,000.00 595.69 2,000.00 316.98 0.00 15.85 1,683.02

ACTIVITY

Why are Activities important to know?

There are many types of activities – general school operating activities (lockers, office), sports (football, football boosters), clubs (Key Club, art, school store)

Activities function as their own set of accounting records. This way, we can tell if the activity is bringing in enough revenues to cover their expenses.

Activities should never show a negative fund balance.

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1/4/2019 11:17AM



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Jasper High School



% OF



FUND

What Funds do I need to know?

CENTRAL OFFICE FUNDS:11 – General Fund

Foundation, local

12 – Special Revenue Fund

All Federal funds, CNP, public in-school funds

14 – Capital Fund

Building projects, debt pay

There are a few more, but only these affect Central Office budgeting.

What Funds do I need to know?

LOCAL SCHOOL FUNDS:12 – Special Revenue Fund

public in-school funds

32 – Fiduciary

In-school monies that belong to others, i.e. clubs/ athletics, etc. - nonpublic

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Page 2 of 2

Jasper High School



% OF



OBJECT

What does the ObjectCode tell me?

The Object Code is the only 3-digit code in the string of 31 numbers.

This code tells you what the item actually is:

010-299 – Employee salaries and benefits

300-399 – Services

400-499 – Materials/supplies

500-599 – Capital Outlay

600-999 - Other



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Jasper High School



% OF



COST CENTER

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What are the Cost Centers?

The cost center is, typically, the school. The main cost centers we use are:

0010 Maddox Intermediate School

0020 Memorial Park School

0030 T R Simmons School

0040 Jasper High School

0045 Jasper Jr High School

8600 Central Office

What are the Cost Centers?

A few additional cost centers are:

8100 – Alternative School

8300 – Maintenance Department

8410 – Student Transportation

When expenditures apply to multiple cost centers, a cost center “pool” number is used.



Page 2 of 2

Jasper High School



% OF



FUND SOURCE

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Fund Source• All of our revenues and

expenditures are driven by the fund source.

• eGap (Electronic Governmental Application Process) is driven by the fund source.

This is the most important piece of the account code you need to know.

When you create a purchase order, or need to pay a bill, you need to identify, first, the intended fund source.

What are the main Sources of Funds?

CENTRAL OFFICE

The main fund sources we use are:

1110 – Foundation, and

6001 – Local

The fund source codes are organized in this fashion:

1000 – 2999 State sources

3000 – 5999 Federal sources

6000 – 7999 Local sources

8000 – 9999 Other

What are the main Sources of Funds?

LOCAL SCHOOL FUNDS

The fund sources for local school funds are:

7101 – Public

7501 – Nonpublic

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Important Points on Public - Nonpublic Funds

Public: Money generated school-wide

Money can be used for all students

Money controlled by Principal or school employee

Nonpublic: Money generated for a particular group

Money used for that particular group

Money controlled by the students and/or a parental organization

Non-public funds become subject to same restrictions as public funds if deposited/transferred into same account.

Allowable fromPublic:

Refreshments expended for an open house at a school where the public would attend.

Pregame meals for student athletes and coaches.

Academic incentives for students.

Memberships in professional organizations.

Food/refreshments for a working meeting where the meeting extends into regular meal-time.

Allowable fromNonpublic:

Food for social gatherings.

T-shirts for club members or faculty.

Donations to various organizations.

Travel expenses to club events.

Championship rings.

Faculty appreciation gifts.

Scholarships.

Flowers for funerals.

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Public vs Non-PublicDeciding whether revenues, fund-raisers, and expenditures are either public or nonpublic is a very gray area. We almost must look at each question on its own.

The most important point to remember here, though, is that once receipts are recorded as public, they are treated as public, whether they actually had to be, or not. The restrictions that apply to public funds will apply to the entire account once the funds are comingled.

When questions arise, let's look at each event and analyze it on its own for a public/nonpublic determination.

State Fund Sources

All of our state Foundation monies are coded using Fund Source codes 1000 –2999.

The Foundation (1110) funds the local budgets of classroom supplies, technology, library, and professional development.

Federal Fund Sources

Federal monies are coded using Fund Source codes 3000 - 5999.

Most federal funds require eGap application and approval. Our current federal funding sources include:

3210 IDEA, Part B 3220 Preschool3310 Basic Grant ( Career Tech)4110 Title I4130 Title II4150 Title III4160 Title IV4161 21st Century Program4180 Title V5101 Child Nutrition Program

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Central Office Local Funds

• Most of our local funds come from City sales tax, City ad valorem, County sales tax, and County ad valorem. We have a lot of freedom in choosing how to spend local funds, and we don’t have to amend our budgets for local funds.

• We tend to use only 6001 as our local fund source and identify the specialties by using the Special Use Code at the end of the accounting code.

Time restrictions on budgets:Federal:

• Entire expenditure process must be completed by September 30. This means not only encumbered (purchase order), but check must be written.

• Many Federal funds will allow carryovers, but these are restricted by the fund itself.

• It is up to you to know the carryover rules of your budget(s).

State:

• Like Federal, entire process must be completed by September 30 (there are a few exceptions).

• The only carryover is Transportation Fleet Renewal funds and Public School capital funds.

• Some funds can be “flexed”, but permission must be requested upon submission of original budget.

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Here’s what you really need to know:

% OF

BUD

0.00

15.56

16.53

15.84

15.84

8.22

63.76

51.26

0.00

38.40

16.67

14.49

9.09

14.49

0.00

RUN DATE: MCAI BUDGETARY ACCOUNTING SYSTEM12/3/2018 Page 6 of 6

RUN TIME: BUDGET ANALYSIS REPORT12:32: PM GLBARP



Description 2018 2018 2019 2019 2019

Fd-C-Func-Obj-CCtr-SFnd-Y-Prog-SpecBUDGET ACTUAL BUDGET YTD ACT YTD ENC VAR

GEN EXEC ADM SERV, DIRECTOR

12-5-6210-117-8600-4110-0-8620-000043,678.35 44,712.66 45,000.00 0.00 0.00 45,000.00

GEN EXEC ADM SERV, STATE INSURANCE

12-5-6210-210-8600-4110-0-8620-00004,320.00 4,320.00 4,320.00 672.00 0.00 3,648.00

GEN EXEC ADM SERV, STATE RETIREMENT

12-5-6210-220-8600-4110-0-8620-00005,346.23 5,472.84 5,584.50 923.04 0.00 4,661.46

GEN EXEC ADM SERV, SOCIAL SECURITY

12-5-6210-230-8600-4110-0-8620-00002,708.06 2,711.40 2,790.00 442.02 0.00 2,347.98

GEN EXEC ADM SERV, FEDERAL MEDICARE

12-5-6210-240-8600-4110-0-8620-0000633.34 634.08 652.50 103.38 0.00 549.12

GEN EXEC ADM SERV, ST UNEMP COMP INS

12-5-6210-250-8600-4110-0-8620-000017.47 17.91 18.00 1.48 0.00 16.52

GEN EXEC ADM SERV, STAFF ED SERVICES

12-5-6210-312-8600-4110-0-8620-0000810.53 890.00 2,250.00 1,259.68 175.00 815.32

GEN EXEC ADM SERV, OTH NONINST SUPPLIES

12-5-6210-489-8600-4110-0-8620-0000440.98 480.53 4,250.00 2,138.60 40.00 2,071.40

GEN EXEC ADM SERV, NON-CAP COMPUTER HDW

12-5-6210-495-8600-4110-0-8620-00003,500.00 3,484.08 0.00 0.00 0.00 0.00

GEN EXEC ADM SERV, REGISTRATION FEES

12-5-6210-623-8600-4110-0-8620-00000.00 0.00 1,000.00 384.00

OTH GEN & CENT SUPP-INDIRECT COSTS

12-5-6910-910-8600-4110-0-8600-000012,458.99 12,458.99 6,925.47 1,154.24

689,878.99 752,768.00 103,802.21 5,278.62

0.00 616.00

0.00 5,771.23


TOTAL REVENUES: 700,801.00 689,878.99 752,768.00 68,433.00

700,801.00 689,878.99 752,768.00 103,802.21 5,278.62

643,687.17

0.00 684,335.00

*** TOTAL EXPENDITURES: 700,801.00

643,687.17

DIFFERENCE: 0.00 0.00 0.00 -35,369.21 -5,278.62 40,647.83

TOTAL EXPENDITURES:

Depending on the dates selected to run the report, the first two columns will show last year’s budget and last year’s actual.

Description 2018 2018

Fd-C-Func-Obj-CCtr-SFnd-Y-Prog-Spec

BUDGET ACTUAL


12-5-6210-117-8600-4110-0-8620-0000

43,678.35 44,712.66


12-5-6210-210-8600-4110-0-8620-0000

4,320.00 4,320.00


12-5-6210-220-8600-4110-0-8620-0000

5,346.23 5,472.84

The next two columns are where the current information is displayed. The current budget (either original or amended) is displayed beside the current year-to-date actual.

Description 2019 2019

Fd-C-Func-Obj-CCtr-SFnd-Y-Prog-SpecBUDGET YTD ACT


12-5-6210-117-8600-4110-0-8620-000045,000.00 0.00


12-5-6210-210-8600-4110-0-8620-00004,320.00 672.00


12-5-6210-220-8600-4110-0-8620-00005,584.50 923.04

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The final columns show

1) year-to-date encumbered (purchase orders approved, in process, but still open),2) the total % of the budget expended so far, year-to-date,

and 3) the dollar variance of the current year’s budget vs actual, year-to-date.

% OF

BUD

0.00

15.56

16.53

Description 2019

Fd-C-Func-Obj-CCtr-SFnd-Y-Prog-SpecYTD ENC VAR


12-5-6210-117-8600-4110-0-8620-00000.00 45,000.00


12-5-6210-210-8600-4110-0-8620-00000.00 3,648.00


12-5-6210-220-8600-4110-0-8620-00000.00 4,661.46

The variance column shows the dollars you have remaining to ENCUMBER in this fiscal year budget.

REMEMBER!Encumber is not the same thing as SPENT!!!

% OF

BUD

0.00

15.56

16.53

Description 2019

Fd-C-Func-Obj-CCtr-SFnd-Y-Prog-SpecYTD ENC VAR


12-5-6210-117-8600-4110-0-8620-00000.00 45,000.00


12-5-6210-210-8600-4110-0-8620-00000.00 3,648.00


12-5-6210-220-8600-4110-0-8620-00000.00 4,661.46

How do I know if I need to amend my budget?

• ALSDE allows for two budget amendments during one fiscal year.

• Amendment due dates are January 15 and June 15.

• One amendment is always necessary in order to correct the beginning balances of each fund. The original budget is due before year-end, so beginning fund balances in the original budget are estimates.

• eGap will not allow any expenditures that are not budgeted. If you need travel reimbursements but did not budget for any, they are simply not allowed.

• eGap allows only a 10% differential in amounts budgeted vs amounts expended.

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• If you need to expend funds that are not budgeted,

You need a budget amendment!• If you will over/under expend a line-item by more than

10%,

You need a budget amendment!• If you canceled a budgeted program, and need to

reroute some funding,

You need a budget amendment!• If you were notified of additional unbudgeted revenue,

You need a budget amendment!


The first budget amendment needs to be submitted to the CSFO by January 5.

The second, and last, budget amendment should be submitted to the CSFO no later than May 25.

We do not, and ALSDE does not, require local budgets to be amended. However, if a new project develops with an expected current fiscal year investment/expenditure, it is a good idea to go ahead and include an amendment for the local budget.

But the most important reason to amend a budget is to legally expend all of the funds that we are entitled

to so that we do not have to

SEND.ANY.$$$$.BACK.

Budget Analysis Local Schools Powerpoint (002) [Read-Only] · 2019. 4. 22. · RUN TIME: BUDGET...

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