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Building a Budget:
for School-Based Staff
A Self-Paced Module
ISC Self-Paced Training Program
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2
Leadership, Empowerment and Accountability are at the forefront of our organization today.
This Self-Paced Curriculum was developed and designed to empower you to control and manage your learning pace. It challenges you to take the lead in identifying the functional areas that you need to learn more about and it challenges you to take accountability for your learning progress.
If you at any point in time need to review, repeat or move rapidly through any section, you are in control. You determine when you fully understand and have gained the knowledge put forth in each module.Use the navigation buttons at the bottom of the screen to maneuver through the document. They will give you the options available on each page.
ISC Self-Paced Training Program
Welcome to the ISC Self-Paced Training CurriculumFor the Empowered Learner
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Building a Budget:
for School-Based Staff
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RegisterProjections
InitialAllocation
OrganizationalChart
Meeting withthe ISC
Tax LevyAllocations
Reimbursables
SAMs
ComprehensiveEducationalPlan (CEP)
Gifts Grants
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4
The Budget Workplan
Building a Budget: for School Based Staff
Glossary
Gifts & GrantsTax Levy
Meeting with the ISC
Reimbursable
Organizational Chart
Register Projections
ComprehensiveEducational Plan (CEP)
Construction(ISC)
The Bricks(Planning)
The Mortar(Funding Sources)
Click on the Topic below to view the related section
Background(Recent
Changes)
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Helpful Links
5
Planning - Background
Building a Budget: for School Based Staff
GoalTo equip and empower school-based personnel with basic, yet, in depth understanding of how New York City public schools are funded, and provide tools to access and effectively navigate the budgeting systems.
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Recent changes to educational budget in NYC
1996 NY State Governance Law-ask that the schools should be
able to do their own budget
1999 Galaxy Training for Community School Districts
2000 5 Community School Districts piloted Galaxy 2000
(phase 1)
2001 9 additional Community School Districts use galaxy
(phase 2). My Galaxy full T.O. web application
2002 9 additional Community School Districts use Galaxy
(phase 3). Galaxy integrates with RMS to streamline hiring
2003 Galaxy is used for HS, ROCs, and Citywide Sp Ed Allocations given directly to
schools for the first time
2004 97% of new teachers paid without delay for the first time
2005 Purchase Order details available in Galaxy
2006 Open Market Transfer Program begins; all transactions
sourced through Galaxy
2006 DOE: All locations and employees in Galaxy.
2008 NYCAPS and Galaxy fully integrate for all administrative
employees
Building a Budget: for School Based Staff
2008 Self-Paced Basic Budget Training Program for School-
Based staff
Planning - Background
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Building a Budget: for School Based Staff
Register Projections
• Initial school allocations are based on register projections.
• Based on the audited October 31st registers for the current year and the school’s enrollment, Office of Student Enrollment Planning and Operations (OSEPO) posts figures for the upcoming fiscal year.
• Once posted, Principals assess projected figures and can either accept or request a review, where they may provide alternate data.
http://www.nycboe.net/AdminOrg/Finance/budget/dbor/dbor_intranet/REGPROJ_INTRANET/Reg_Proj_Default.html
Planning – Register Projections
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Building a Budget: for School Based StaffPlanning – Register Projections
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Organization Chart
Instructional programs can be outlined in the organization sheet.
All staff members and coordinators are listed with assignments and programs.
Helpful for schools to have a tentative organization when consulting with the ISC team at the initial budget meeting.
Building a Budget: for School Based StaffPlanning – Organization Chart
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Comprehensive Educational Plan (CEP)
Allows the School Leadership Team (SLT) an opportunity to assess the effectiveness of the current instructional programs.
The sub-committee of the SLT determines proposed modifications and/or alternatives, develop goals and objectives.
SLT creates action plans that will translate into observable, effective strategies to improve student achievement.
The final plan supports the school’s vision and will assist in shaping the budget.
Building a Budget: for School Based Staff
CEP
Planning – Comprehensive Educational Plan (CEP)
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11
A school’s initial allocation is based on:
Current Register
The Comprehensive Education PlanRegister Projection
Select the most appropriate answer by clicking on it.
Building a Budget Quiz - Planning
Building a Budget: for School Based Staff
12
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13
But apparently you misseda point in the reading.
Click HereGo to Next Question
Initial school allocations are based on register projections.
Based on the audited October 31st registers for the current year and the school’s enrollment, Office of Student Enrollment Planning and Operations (OSEPO) posts figures for the upcoming fiscal year.
Once posted, Principals assess projected figures and can either accept or request a review, where they may provide alternate data.
Register Projections
14
What is the purpose of the CEP when building a budget?
Assess & evaluate all programs
School’s vision for scheduling funds
Strategic plan for student improvement
Select the most appropriate answer by clicking on it.
Building a Budget Quiz - Planning
Building a Budget: for School Based Staff
All of the above
15
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16
But apparently you misseda point in the reading.
Click HereGo to Next QuestionComprehensive Educational Plan
Allows the School Leadership Team (SLT) an opportunity to assess the effectiveness of the current instructional programs.
The sub-committee of the SLT determines proposed modifications and/or alternatives, develop goals and objectives.
SLT creates action plans that will translate into observable, effective strategies to improve student achievement.
The final plan supports the school’s vision and will assist in shaping the budget.
17
OK, at this point you’ve got the bricks to build your budget.
RegisterProjections
InitialAllocation
OrganizationalChart
ComprehensiveEducationalPlan (CEP)
18
Get the funding
(Funding Sources Section)
Stop for now, I’ll come back
later
What would you like to do next?
Go back to the Workplan
(Table ofContents)
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19
(The Mortar)
Building a Budget: for School Based Staff
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Tax Levy
Reimbursable
Other
DOE receives funds from various sources:
Federal, State, City and Private.
These fund sources are placed into funding categories.
The pie chart shows a graphic representation of the proportions of the three funding sources and varies from school to school.
Building a Budget: for School Based StaffFunding Sources
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Tax Levy
Monies provided by New York City to support educational programs are called Tax Levy funds.
The majority of the monies come from property values and other taxable sources within New York City and New York State.
Tax Levy funds account for a majority of a school’s budget.
Building a Budget: for School Based StaffFunding Sources
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Tax Levy
Tax Levy Funds are the most flexible of all fund sources. These monies can be used to cover all needs of a school building. However, they must be used to cover necessary mandated services first.
Examples of these services are:
Principal
Secretaries
Classroom Teachers
Cluster Teachers
Per Diem Days
Basic Supplies
Building a Budget: for School Based StaffFunding Sources
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Tax Levy AllocationsThe School Allocation Memoranda (SAM) will provide additional information on how Tax Levy funds are
allocated and how the funds can be used.
SAM #1 provides detailed information on the initial funds given to schools.
Building a Budget: for School Based StaffFunding Sources
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Tax Levy SAM # 1
Building a Budget: for School Based StaffFunding Sources
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Tax Levy SAM #1 (con’t)
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Tax Levy SAMMost of the additional funds that are
allocated to schools can be found in the School Allocation Memorandums (SAM):
http://schools.nyc.gov/offices/d_chanc_oper/budget/dbor/allocationmemo/fy08_09/AM_Default.html
Note: The SAM give detailed instructions on why funds are given and how they should be used.
Building a Budget: for School Based StaffFunding Sources
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**This is a short list of some of the SAMs that may be found on the DOE website.
Building a Budget: for School Based StaffFunding Sources
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Tax Levy SAMSchool Allocation Memorandums FY 2008 - 2009
SAM # TITLE DATE 01 Fair Student Funding (FSF) 05-22-0802 Children First Supplemental Allocation 05-22-08 03 Fair Student Funding Legacy Teacher Supplement 05-22-8804 FY'09 Budget Reduction 05-22-0805 FY'08 Surplus Roll 05-22-0806 FY'09 Contract For Excellence 07 Citywide Special Education MIS VI, VII, VIII 05-22-0808 Early Grade Class Size Reduction (EGCSR)09 Summer Instructional Program 05-22-0810 Title I School Allocations 05-22-0811 Parent Coordinator Allocation 05-22-0812 New York State Textbook Law (NYSTL), Library, Computer Software and Hardware Funds 05-22-0813 Success Grant 05-22-0814 Special Education IEP Teacher Allocation 05-22-0815 IEP Paraprofessional16 Mandated Related Services17 Adaptive Physical Education (APE) Allocation 05-22-0818 Autism Spectrum Disorder 05-22-0819 School Allocations, Amendments, and Adjustments, Part I20 TL SLIP 21 YABC Programs 05-22-08
28
TL Fair Student Funding (HS)
These are the funds allocated through the new formula that make up a majority of a school’s budget. These funds are all unrestricted and to be used at the principal’s discretion.
TL Fair Student Incremental Funding (HS)
Schools with budgets below their FSF formula will receive their FY 08 incremental allocations.
TL Children’s First Funding
These are funds devolved from regional and central offices to principals. These funds are to be used by schools to purchase their School Support Organization for next year. Any remaining funds can be used at the principal’s discretion to best meet the needs of their students.
TL Children’s First Inquiry Team
Inquiry Team process is geared to assist schools in data driven decision making by integrating the components of the Accountability Initiative into the life of the school.
Allowable expenditures: per session, per diem and prep coverage
TL FSF General Hold Harmless (HS)
Schools with budgets above their FSF formula level will be “held harmless” compared to the funding they would have received before Fair Student Funding.
Most Common Tax Levy (TL) Allocations:
Building a Budget: for School Based StaffFunding Sources
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TL Parent Coordinator
This allocation provides tax levy funds for each school to support a parent coordinator position.
TL Summer Provides resources for Summer Instructional Programs.
TL Mandated Counseling/Speech
This allocation provides resources for speech teachers and counselors to provide Individualized Education Program (IEP) Mandated Related Services programs.
TL NYSTL (Hardware, Software, Library and Textbooks
This allocation provides resources provided by the state for textbooks, library books, computer software and computer hardware.
Funds are automatically scheduled into the appropriate object codes for textbooks (337), library (338), computer software (199) and computer hardware (300).
Most Common Tax Levy (TL) Allocations (Cont):
Building a Budget: for School Based StaffFunding Sources
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Tax Levy Funds come from which sources?
NYC Property Tax
Federal Grants
Other taxable sources in NYC
Select the most appropriate answer by clicking on it.
Building a Budget Quiz – Tax Levy
Building a Budget: for School Based Staff
Property Tax and other taxable sources in NYC
31
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32
But apparently you misseda point in the reading.
Click HereGo to Next QuestionTax Levy
Monies provided by New York City to support educational programs are called Tax Levy funds.
The majority of the monies come from property values and other taxable sources within New York City and New York State.
Tax Levy funds account for a majority of a school’s budget.
33
Which of the following cannot be paid for with tax levy money?
Textbooks
Per Session
New Handicap Ramp
Select the most appropriate answer by clicking on it.
Building a Budget Quiz – Tax Levy
Building a Budget: for School Based Staff
Professional Development
34
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35
But apparently you misseda point in the reading.
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Tax Levy
Tax Levy Funds are the most flexible of all fund sources. These monies can be used to cover all needs of a school building. However, they must be used to cover necessary mandated services first.
Examples of these services are:
Principal
Secretaries
Classroom Teachers
Cluster Teachers
Per Diem Days
Basic Supplies
36
RegisterProjections
InitialAllocation
OrganizationalChart
ComprehensiveEducationalPlan (CEP)
OK, at this point you’ve got the Tax Levy piece of your budget.
Tax LevyAllocations
SAMs
37
Get the Reimbursables(Funding Sources
Section)
Stop for now, I’ll come back
later
What would you like to do next?
Go back to the Workplan
(Table ofContents)
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38
Reimbursable Funding
Reimbursable funding represents the portion of the school allocation derived from specific state, federal and private fund sources.
Reimbursable funding must be used to provide additional instructional services that are over and above the basic instructional services.
Funding is determined by eligible student population. Poverty Rate English Language Learners (ELL) Special Education At-Risk Students Attendance Rate
Note: Funds are directed to the school from the city. Upon review of usage, the state reimburses the city for the expenses.
Building a Budget: for School Based StaffFunding Sources
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Reimbursable Funding (Cont)
Supplement not supplant!
Reimbursable funding is used to implement academic intervention services (AIS), as described in the CEP.
Misuse of reimbursable funds will lead to disallowances.
See below website for School Allocation Memorandum.
http://schools.nyc.gov/offices/d_chanc_oper/budget/dbor/allocationmemo/fy08_09/AM_Default.html
Building a Budget: for School Based StaffFunding Sources
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Title 1 School Wide Projects (SWP)
Designed collaboratively at the school level to improve instruction. In addition to challenging content, the plan incorporates intensive professional development for staff and parents and collaboration, where appropriate, with community organizations to strengthen the school's program.
Title 1 Targeted Assistance
To provide instruction to the at-risk student.
Attendance Improvement Dropout Prevention
To provide opportunities for students at risk for dropping out of school to improve their attendance and academic performance. Programs should be based on a comprehensive review and assessment of the academic and social needs of the students and families.
Early Grade Class Size Reduction (EGCR State/Federal)
To reduce class size for kindergarten through grade three to improve student academic performance.
Title III LEP (Limited English Proficient)
Provides supplementary funding to enhance services to LEP/ELL students, including LEP/ELL immigrant students in the areas of, English language acquisition and content area improvement. It is also intended to increase access of LEP/ELL students to educational technology.
Most Common Reimbursable Funding Allocations
Building a Budget: for School Based StaffFunding Sources
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School Reimbursable Funding is for:
Additional instructional services
Basic supplies
Implementation of academic intervention services
Select the most appropriate answer by clicking on it.
Building a Budget Quiz – Reimbursable Funds
Building a Budget: for School Based Staff
Implementation of academic intervention services and additional instructional services
42
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43
But apparently you misseda point in the reading.
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Reimbursable Funding
Reimbursable funding represents the portion of the school allocation derived from specific state, federal and private fund sources.
Reimbursable funding must be used to provide additional instructional services that are over and above the basic instructional services.
Reimbursable funding is used to implement academic intervention services (AIS), as described in the CEP.
44
Reimbursable funds cannot pay for:
Internal Services
After-School Programs
Parent Involvement
Select the most appropriate answer by clicking on it.
Building a Budget: for School Based Staff
Internal Services and After-School Programs
Building a Budget Quiz – Reimbursable Funds
45
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46
But apparently you misseda point in the reading.
Click HereGo to Next QuestionReimbursable Funding
Supplement not supplant!
Reimbursable funding is used to implement academic intervention services (AIS), as described in the CEP.
Misuse of reimbursable funds will lead to disallowances.
See below website for School Allocation Memorandum.
47
RegisterProjections
InitialAllocation
OrganizationalChart
ComprehensiveEducationalPlan (CEP)
OK, at this point you’ve got the Tax Levy and Reimbursable pieces of your budget.
Tax LevyAllocations
SAMs
Reimbursables
48
Get Giftsand Grants
(Funding Sources Section)
Stop for now, I’ll come back
later
What would you like to do next?
Go back to the Workplan
(Table ofContents)
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49
GIFT – A donation rendered via check, goods,
or services from a private institution, corporation or not for profit institution (i.e. PTA donation, local bank donation, etc)
GRANT – An award based on approval of a written
proposal that is transmitted by the sponsoring Agency to the Senior Grants Officer at the ISC. (i.e. 21 Century Community Learning Center, Teaching American History, Learning Technology, etc)
Building a Budget: for School Based StaffGifts and Grants
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For Monetary Gifts up to $9,999 School receives letter and check from donor specifying the nature of the gift and guidelines for the use of these funds.
These funds must be recorded through the “School Based Gifts and Grants Reporting System” which is located on the DOE Intranet.
If funds will only be used for OTPS funds can be deposited in the school’s general fund.
If funds will be used for personnel (per diem, per session, trainee) then the original check should be sent to the Senior Grants Officer (SGO).
All documentation including the “School Based Gifts and Grants Reporting System” must be kept at the school.
http://nycboe.net/schools/giftsgrants
Building a Budget: for School Based StaffGifts and Grants
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Monetary and Non-monetary Gifts of $10,000 and moreSchool receives a letter from the donor with the value of the gift or a check including requirements for the use of these funds.
Copies of documentation are kept at the school
School completed the required School Based Gifts and Grants form on the DOE Intranet.
The original check and copy of letter with guidelines of use is sent to the SGO located at the ISC.
SGO will reach out to the Division of Contracts and Purchasing and the Division of Budget Operations and Review (DBOR) to ensure that the funds are placed in Galaxy for use.
Building a Budget: for School Based StaffGifts and Grants
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GrantsSchool completes form on the “School Based Gifts and Grants Reporting System”.
School forwards a copy of the grant award letter along with the school’s proposal to the Senior Grants Officer.
The Senior Grants Officer enters the grant on the Division of Contracts and Purchasing website.
DBOR enters funds into Galaxy for use of funds.
Principal and SGO work together to ensure that funds are being used appropriately according to the approved grant.
Building a Budget: for School Based StaffGifts and Grants
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Acquiring Gifts and Grants
Many Corporations and Institutions have resources allocated towards Education and School Improvement. This information can be obtained directly from their website or through a designated contact.
Contact the Senior Grants Officer (SGO) at the Integrated Service Center for more information regarding acquiring grants for your school.
Building a Budget: for School Based StaffGifts and Grants
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For funds given under $10,000, where can funds be placed?
School Account
Galaxy
DBOR
Select the most appropriate answer by clicking on it.
Building a Budget Quiz – Gifts and Grants
None of the above
Building a Budget: for School Based Staff
55
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For Monetary Gifts up to $9,999 These funds must be recorded through the “School Based Gifts and Grants Reporting System” which is located on the DOE Intranet:
If funds will only be used for OTPS funds can be deposit in the school’s general fund.
If funds will be used for personnel (per diem, per session, trainee) then the original check should be sent to the Senior Grants Officer (SGO)
All documentation including the “School Based Gifts and Grants Reporting System” must be kept at the school.
57
Grant Funds can be found in:
Galaxy
School Account
Checking Account
Select the most appropriate answer by clicking on it.
Building a Budget Quiz – Gifts and Grants
Building a Budget: for School Based Staff
58
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59
But apparently you misseda point in the reading.
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GrantsSchool completes form on the “School Based Gifts and Grants Reporting System”.
School forwards a copy of the grant award letter along with the school’s proposal to the Senior Grants Officer.
The Senior Grants Officer enters the grant on the Division of Contracts and Purchasing website.
DBOR enters funds into galaxy for use of funds.
60
RegisterProjections
InitialAllocation
OrganizationalChart
ComprehensiveEducationalPlan (CEP)
OK, at this point you’ve got Tax Levy, Reimbursables and Gifts & Grants for your budget.
Tax LevyAllocations
SAMs
Reimbursables
Gifts Grants
61
Meet with the ISC
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later
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(Table ofContents)
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62
Building a Budget: for School Based StaffMeeting with the ISC
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Prepare for the initial budget meeting at the ISC.
Things to consider when you go for your meeting:
Instructional Goals and Objectives for the 2008-2009 school year
What SSO have you selected
Bring the tentative Organization Table
Per Session programs
AIS Programs
Project Arts Programs
Once you and the SLT discuss the updated CEP and meet with the ISC team, the vision of the school will come together.
Building a Budget: for School Based StaffMeeting with the ISC
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RegisterProjections
InitialAllocation
OrganizationalChart
ComprehensiveEducationalPlan (CEP)
OK, you’ve gathered your information, secured your funding and met with the ISC. . .
Tax LevyAllocations
SAMs
Reimbursables
Gifts Grants
Meeting withthe ISC
65
RegisterProjections
InitialAllocation
OrganizationalChart
ComprehensiveEducationalPlan (CEP)
. . . You’re ready to open the school.
Tax LevyAllocations
SAMs
Reimbursables
Gifts Grants
Meeting withthe ISC
66
Look at the Glossary
Stop for now, I’ll come back
later
What would you like to do next?
Go back to the Workplan
(Table ofContents)
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Check out Helpful LinksClick Here
67
GlossaryAIS - Academic Intervention ServicesCEP – Comprehensive Educational PlanDBOR – Division of Budget, Operation and ReviewGalaxy – Budget SystemNYSTL – New York State Tax LevyOTPS – Other Than Personnel ServicesTax Levy - Monies provided by New York City to support educational
programs are called Tax Levy fundsReimbursable – other than Tax Levy funds (to support, not supplant)SAM – outlines for school allocation for a particular initiative or fund sourceSLT – School Leadership TeamTL FSF – Tax Levy Fair Student Funding
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Principal’s Portalhttp://intranet.nycboe.net/DOEPortal/Principals/default.htm
Famis Portal https://dfoforms.nycenet.edu/FamisPortal
My Galaxyhttp://mygalaxy.nycenet.edu/
School Allocation Memorandumhttp://schools.nyc.gov/offices/d_chanc_oper/budget/dbor/allocationmemo/fy08_09/AM_Default.html
Standard Operating Procedures http://schools.nyc.gov/NR/rdonlyres/39CF59B6-89F5-4ACB-A859-FBF1CB2C227C/0/otpspurchasesMarch06.pdf
Reimbursable Handbookhttp://schools.nyc.gov/NR/rdonlyres/55FEA275-257C-407F-B6E2-757C751C334C/36608/Reimbursablehandbook408b.pdf
School Based Gifts and Grants Reporting System http://nycboe.net/schools/giftsgrants
Helpful Links
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Resource Guide to School Budgets
http://schools.nyc.gov/Documents/FSF/NYC_FSF%20Guide_052208.pdf
Craft Budgeting Toolhttp://schools.nyc.gov/Documents/FSF/CRAFT%20FY%2009_DRAFT_5-27-08.ppt
School Budget Overviewhttp://schools.nyc.gov/AboutUs/BudgetsFairStudentFunding/YourSchoolBudget/default.htm
FY 08 and FY 09 Funding Stream Comparisonhttp://schools.nyc.gov/AboutUs/BudgetsFairStudentFunding/YourSchoolBudget/AllocationComparison.htm
Division of Budget and Operations & Review (DBOR):http://schools.nyc.gov/offices/d_chanc_oper/budget/dbor/
DBOR Intra-net Website: http://www.nycboe.net/AdminOrg/Finance/budget/dbor/dbor_intranet/
Division of Financial Operations-Payroll Memoranda:http://schools.nyc.gov/Offices/DFO/PayrollAdministration/MostPopularClicks/PayrollMemoranda.htm
Building a Budget: for School Based Staff
Helpful Links
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70
OK, just click below and we’re finished for now
To exit the program,click hereClick Here