Budget Management for Schools Schools Front End (SFE) Budget Services & Financial Planning Division School Fiscal Services Branch

agenda Key Terms and Concepts Schools Front End (SFE) Budget Adjustment Workflow Accessing Schools Front End (SFE) in BTS Entering Budget Adjustments in Schools Front End (SFE) Printing School Budget Signature Form – WIP (Work in Progress) Version School Site Approval Process Delete a WIP (Work in Progress) Reports in Schools Front End (SFE)

Key Terms and concepts

SAP BTS COFE SFE Key Terms and Concepts Systems, Applications, and Products SAP Software system purchased by LAUSD to complete the goals of integrating various systems into one Central Office Front End COFE Interface used by Central Office to perform budget planning and maintenance Schools Front End SFE Interface used by schools and LDs to perform budget planning and maintenance Business Tools for Schools BTS Name of the project implemented to replace the aging financial, purchasing, payroll and human resource system of LAUSD

SACS Account String Fund 010-0000 Functional Area 1110-1000-13027 Key Terms and Concepts We use Standardized Account Code Structure (SACS) to properly budget and account for expenditures in SAP SACS Account String Fund 010-0000 Functional Area 1110-1000-13027

Key Terms and Concepts FUND 010-0000 Comprised of 2 SACS fields. SACS Fund 010 Consists of a 3-digit SACS Fund number SACS Resource 0000 Consists of a 4-digit SACS Resource number

Composed of 3 groups of numbers Key Terms and Concepts Functional Area 1110-1000-13027 Composed of 3 groups of numbers 1110 SACS Goal is the first 4- digits of the functional area. It groups costs by population, setting, and/or educational mode 1110 - Regular Education, K-12 4760 - Bilingual 1000 SACS Function is the middle 4-digits of the functional area. It describes activities or services performed to accomplish one or more objectives in the Goal. 1000 - Instruction 2700 - Administration 13027 Program is the last 5-digits of the functional area. General Programs start with 1XXXX 13027 = General Fund Categorical Funds and Grants start with 7XXXX 7S046 = Title I Program

Cost Center/Fund Center Key Terms and Concepts Cost Center/Fund Center Cost Centers are composed of 7 digits. 1123401 Cost Centers begin with a 1 followed by (4) digit Location Code and ending with (2) additional digits for sub- location designation, such as Magnet Centers, Dual Language and Small Learning Communities. Magnet Cost Center 1123402 (subsequent numbers used if more than one Magnet location) 1 1234 (Location Code) 01 1123401 Cost Center/Fund Center

Key Terms and Concepts Commitment Item/General Ledger (GL) Account 430010 Instructional Material Account The commitment item/GL Account is composed of 6 digits. The commitment item, general ledger, and the cost element are equivalent or interchangeable expenditure codes that represent salaries, goods, and services that may be budgeted. Examples are salaries, employee benefits, supplies, contracts, and equipment.

Key Terms and Concepts Budget Versions FN0 – Final Budget Version; used during Budget Development CM0 - Current Budget Maintenance; used after FN0 and the rest of the school year

Budget Line Types Key Terms and Concepts “1POSITN” Position budget line items Teacher Assistant, Office Tech, Categorical Program Advisor “2OTHS-L” Other Salary budget line items-Limited Community Rep, Teacher X, Clerical Overtime “3OTH-L” Other Non-salary Limited line items IMA, General Supplies, Equipment “Limited” – a one-time adjustment for just the current fiscal year

Key Terms and Concepts Position Status Active Activates a position and calculates the position cost based on the entered start and end date. Closed Closes a position and releases the funds associated with the position based on the end date. Suspend Used to capture salary savings within an active position start and end date. For example, if a Teacher Assistant position was vacant from 10/1/2018 to 12/1/2018, the position can be suspended for those dates, which generates salary savings that can be repurposed. For Categorical Programs, positions can only be suspended if they are vacant for 20 or more consecutive work days.

Key Terms and Concepts Budget Status Before WIP (Work in progress) Status of the program budget prior to any changes. WIP (Work in progress) Indicates unapproved budget changes that have been saved in SFE awaiting approvals. An “unofficial” saved change to the budget. Submitted Indicates that the budget adjustment has been reviewed at the school level, and submitted for Local District approval. Approved Indicates that the budget has been reviewed at the Local District level and accepted in SFE by the Fiscal Specialist.

Schools Front End (SFE) User Roles Key Terms and Concepts Schools Front End (SFE) User Roles SFE School Budget Adjuster Allows user to display and maintain budget, and generate selected reports. Who: School Administrative Assistant (SAA), Categorical Program Advisor SFE School Budget Submitter Allows user to display, maintain, and submit budget adjustments, and generate selected reports. Who: School Site Principal

Key Terms and Concepts SFE Matchbox feature Clicking in some fields in SFE will give you access to a matchbox. Clicking on the matchbox will provide a dropdown menu with options for filling in that field.

Schools Front End (SFE) Budget Adjustment Workflow

SFE Budget Adjustment Workflow Prior to Submitting a Budget Adjustment Check Available Balances Budget Availability Report Hyperlinked Control Sheets Check Budget Item Number Estimated Rate Sheets Before submitting a budget adjustment request, confirm SSC approval, available balance, justification updates or any other supporting documentation and make sure that all of the require signatures are place. This will expedite the process in the ECSC.

SFE Budget Adjustment Workflow

Accessing Schools Front End (SFE) in BTS

Accessing Schools Front End (SFE) in BTS Type http://apps.lausd.net to access the Citrix Sign on page 1 2 Enter Single Sign-on User ID and password & click Log on

Accessing Schools Front End (SFE) in BTS Click on SAP Portal – Prod icon. 3

Accessing Schools Front End (SFE) in BTS Enter Single Sign-on User ID and password & click Log on 4

Accessing Schools Front End (SFE) in BTS Click on the “Financials/Budget” Tab, then click on “SAP Budget-Schools Front End” 5

Enter Budget Adjustments in SFE

Enter Budget Adjustments in SFE 1 Input the following fields: Fund Center – 7 digits SACS Fund – 010 LAUSD Program - 5 digits 2 Click “Save Selection Criteria” - saves entered data, Then click “Budget Maintenance”

Enter Budget Adjustments in SFE 3 A new Work In Progress will be created

Enter Budget Adjustments in SFE Menu Navigation menu similar to the button in the School Budget Maintenance Screen (save changes, back, delete WIP) Save Saves changes and return the user to the SFE home screen Back Navigates back to the previous screen Cancel Cancels last action and navigates back to the previous screen System Expandable tools menu – not applicable to SFE Submit for Approval Available to Administrators Warnings Displays incumbent warnings Cost Limits Displays cost limits (Indirect, PD, IMA, etc.) when applicable Delete WIP Allows user to delete a Work in Progress and return to the last approved budget

Enter Budget Adjustments in SFE Create a Budget Adjustment to Move Dollars Between Existing Budget Line Items. Create a Budget Adjustment to Add a New Item-Based Detail Line Teacher Assistant Position. Create a Budget Adjustment to Add a New Item-Based Detail Line – Non-Position Exercises

Enter Budget Adjustments in SFE Exercise 1 Create a Budget Adjustment to Move Dollars Between Existing Budget Line Items. Move $10,001 from Curricular Trips to Other Non Instructional Contract budget line. Locate the budget line items to be adjusted Reduce “CURRICULAR TRIPS” line item Click on the “Total Cost” field and reduce the amount in this line to $11,100 Click “Validate” Add dollars to “OTH NON INSTRL CONTRACT” Click on the “Total Cost” field and reduce the amount in this line to $0 Note: The Total Difference field will reflect the total of the two lines (CURRICULAR TRIPS + OTH NON INSTRL CONTRACT). Add $20,255 to OTH NON INSTRL CONTRACT (amount in Total Difference field) Click “Validate” to complete the transaction and check for errors. The message “All budget entries are valid” should display at the bottom of the screen. Once you have completed all the steps, the budget adjustment is ready to be printed, signed (Principal & SSC Chair if applicable), and submitted to Fiscal Specialist for Approval

Enter Budget Adjustments in SFE 1 Locate the budget line items to be adjusted. You may have to scroll down to display additional budget lines.

Enter Budget Adjustments in SFE 2 Reduce “CURRICULAR TRIPS” line item Click on the “Total Cost” field and reduce the amount in this line to $11,100 Click “Validate” b a

Enter Budget Adjustments in SFE 3 Add dollars to “OTH NON INSTRL CONT” Click on the “Total Cost” field – OTH NON INSTRL CONT and reduce the amount in this line to $0 Click “Validate” b a

Enter Budget Adjustments in SFE The difference field now reflects the total CURRICULAR TRIPS + OTH NON INSTRL CONT

Enter Budget Adjustments in SFE 3 Add dollars to OTH NON INSTRL CONT Add $20,255 to “OTH NON INSTRL CONT” (amount in “Total Difference” field) Click “Validate” to complete transaction and check for errors -system displays “All budget entries are valid” d c

Enter Budget Adjustments in SFE 7 4 6 5 The “Total Difference” field reflects a difference of $0 The “Difference” column will show the dollars transferred between the two line items. The “Total Cost” column will show the new budget for each line. Click “Save” to go back to the SFE home screen

Enter Budget Adjustments in SFE Exercise 2 Create a Budget Adjustment to Add a New Item-Based Detail Line Teacher Assistant Position. Fund a new 3hr Teacher Assistant from Teacher X-Time (Non-Tutor) budget line. Add New Teacher Assistant position a. Locate “Line Type” under “Add New Item Based Detail Line”. Use matchbox to select “1POSITN”. b. Enter the item number for a Teacher Assistant Degree Track - 107762. c. Use the matchbox next to “Goal” to select the goal. d. Use the matchbox next to “Function” to select the function. e. Click “NEXT” (under “Temp Position”) to generate a temporary position control number. f. Click “Add Entry”. Notes: When entering positions in Program 13027, you must click on the Item matchbox and enter the job code, select the budget item number, and press enter. The system will populate the job description, goal, and function. Clicking on the Item matchbox will give the option to search for a position by job code. The job code is available on the Estimated Rates Sheet. The Fund/Functional Area Translator can be used to identify the correct goal and function.

Enter Budget Adjustments in SFE Exercise 2 Create a Budget Adjustment to Add a New Item-Based Detail Line Teacher Assistant Position. Enter additional required information on newly added item based detail line Input the following: Start date – 7/1/2018 (if the item is to be funded for the entire fiscal year) End date – 6/30/2019 Hours per day - 3 Days per week - 5 Fund % - 100% Click “Validate” and the system will generate the total cost for the position Move funds from “TCHR X (NON-TUTOR)” Locate the “TCHR X (NON-TUTOR)” budget line item Click on the “Total Cost” of the TCHR X (NON-TUTOR) budget line item and reduce to $0 Click on “Validate” Input the amount in the “Total Difference” field in the “Total Cost” column of the TUTOR TCHR X-TIME budget line item Click “Validate” Once you have completed all the steps, the budget adjustment is ready to be printed, signed (Principal & SSC Chair if applicable), and submitted to Fiscal Specialist for Approval

Enter Budget Adjustments in SFE 1 Select “1POSITN” under Line Type Enter the “Item Number” 107762 Teacher Assistant (see note below regarding positions in program 13027) Use the “Goal” matchbox to select the goal. Use the “Function” matchbox to select the function. Click “NEXT” (under “Temp Position”) to generate a temporary position control number. Click “Add Entry” a b c d e Note: When entering positions in Program 13027, click the matchbox in “Item”, enter the job code, select budget item number, press enter, and job description name, goal, and function will populate.

Enter Budget Adjustments in SFE 2 Enter additional required information Input the following: Start date – 7/1/2018 (if the position is to be funded for the entire fiscal year) End date – 6/30/2019 Hours per day - 3 Days per week - 5 Fund % - 100% a

Enter Budget Adjustments in SFE 2 b. Click Validate The system will generate the total cost for the position The total cost of the position added will show in the “Total Difference” field The message “All budget entries are valid “ will display

Enter Budget Adjustments in SFE 3 Move funds from “TCHR X (NON-TUTOR)” Locate the “TUTOR TCHR X TIME” budget line item Click on the “Total Cost” of the “TCHR X (NON-TUTOR)” budget line item and reduce to $0 Click “Validate” c a b

Enter Budget Adjustments in SFE The Total Difference field now reflects the total amount to return to TCHR X (NON-TUTOR) less the cost of the Teacher Assistant Position ($28,917 (TCHR X NON-TUTOR) - $9,209 (TA) = $19,708).

Enter Budget Adjustments in SFE 3 Move funds to “TCHR X (NON-TUTOR)” Input the amount in the “Total Difference” field in the “Total Cost” column of the TCHR X (NON-TUTOR) budget line item. Click “Validate” e d

Enter Budget Adjustment in SFE 7 4 The “Total Difference” field reflects a difference of $0 The “Difference” column will show the dollars transferred between the two line items. The “Total Cost” column will show the new budget for each line. Click “Save” to go back to the SFE home screen 6 5

Enter Budget Adjustments in SFE Exercise 3 Create a Budget Adjustment to Add a New Item-Based Detail Line – Non-Position This process can be used to add either a 2OTHS-L or 3OTH-L Line Type Move $5,000 from Software Licenses Maint to Gen Supplies for Techno budget line. Add a new item based detail line for “GEN SUPPLIES TECHNO” a. Locate Line Type under Add New Item Based Detail Line. Use matchbox to select “3OTH-L” b. Use the “Item” matchbox to select the budget item c. Use the “Goal” matchbox to select the goal d. Use the “Function” matchbox to select the function e Click “Add Entry” Notes: When entering 2OTHS-L or 3OTH-L lines types in program 13027, select the “Item” using the matchbox feature or manually enter “Item” and press enter. The system will automatically populate the goal and function. Budget Item numbers are available on the Estimated Rates Sheet. The Fund/Functional Area Translator can be used to identify the correct goal and function.

Enter Budget Adjustments in SFE Exercise 3 Create a Budget Adjustment to Add a New Item-Based Detail Line – Non-Position Enter additional required information on newly added item based detail line Input the following: Start date – 7/1/2018 End date – 6/30/2019 Total Cost is $5,000 Click “Validate” Move funds from “SOFTWARE LICNS MAINT” Locate the “SOFTWARE LICNS MAINT” budget line item Click on the “Total Cost” of the Software Licenses Maintenance budget line item and reduce to $0 Click on “Validate” Input the amount in the “Total Difference” field in the “Total Cost” column of the Software Licenses Maintenance budget line item Once you have completed all the steps, the budget adjustment is ready to be printed, signed (Principal & SSC Chair if applicable), and submitted to Fiscal Specialist for Approval

Enter Budget Adjustments in SFE c d 1 e Select “3OTH-L” under “Line Type” Use the “Item” matchbox to select the budget item Click on chosen “Budget Item” Click on checkmark to select Use the “Goal” matchbox to select the goal Use the “Function” matchbox to select the function. Click “Add Entry” Note: When entering 2OTHS-L or 30THS-L line types in program 13027, after selecting or entering the item number, press the “Enter” key and the system will automatically populate the Goal and Function. The Goal and Function fields will be “blue” (locked) with the correct Goal and Function information assigned to the budget item.

Enter Budget Adjustments in SFE 2 Enter additional required information Input the following: Start date – 7/1/2018 End date – 6/30/2019 Total Cost - $5,000 Click “Validate” b a

Enter Budget Adjustments in SFE 3 Move funds from “SOFTWARE LICNS MAINT“ Locate the “SOFTWARE LICNS MAINT” budget line item Click on the “Total Cost” of the Software Licenses Maintenance budget line item and reduce to $0 Click “Validate” c a b

Enter Budget Adjustments in SFE The Total Difference field now reflects the total amount to return to Software Licenses Maintenance less the cost of the amount moved to General Supplies for Technology ($11,687 (Software Licenses Maintenance) - $5,000 (General Supplies for Technology) = $6,687)

Enter Budget Adjustments in SFE 3 Move funds to SOFTWARE LICNS MAINT Input the amount in the “Total Difference” field in the “Total Cost” column of the “SOFTWARE LICNS MAINT” budget line item. Click “Validate” e d

Enter Budget Adjustment in SFE 4 1 3 2 The “Total Difference” field reflects a difference of $0 The “Difference” column will show the dollars transferred between the two line items. The “Total Cost” column will show the new budget for each line. Click “Save” to go back to the SFE home screen

Print School Budget Signature Form (WIP)

Print School Budget Signature Form (WIP) 1 From the School Budget Planning and Maintenance screen, click on the “Reports” tab 2 Click on “Signature Form’

Print School Budget Signature Form (WIP) 3 Input the following: Version – CM0 (Current Maintenance) Fiscal Year – 2019 (current fiscal year) Fund Center – 1XXXX01 SACS Fund – 010 LAUSD Program – five digit program code (7XXXX or 1XXXX) 6 Click “Execute” 4 Select “WIP Version” 5 Select “Print the Form”

Print School Budget Signature Form (WIP) If BTS printing has not been set up type in: “LPDF” Click “Print Preview”

Print School Budget Signature Form (WIP) SFE will generate a printable PDF version of the School Budget Signature form to be printed, signed (Principal and SSC), and submitted with all required documentation to the Fiscal Specialist for processing. CM0 2015 CM0 2017

School Site Approval Process

School Site Approval Process 1 Click on the “Approvals” tab The approval role is assigned to the school’s administrator. Approver must log into BTS, access the appropriate budget in Schools Front End, verify changes, and submit for approval.

School Site Approval Process 3 Click “Submit For Approval” (only School Site Principal will have access to this button) 2 Click on the “School Site Approval” dropdown menu under Pre-Approval Process to select “Approved”

School Site Approval Process SFE will generate an email to notify your Fiscal Specialist, Compliance Coordinator and other school site contacts that the budget was submitted for approval. A copy of the Budget Signature form will be attached to the email. 4 Click on the checkmark to acknowledge

School Site Approval Process 2016 5 If you would like to add comments, click on the body of the email and type. Click on continue

School Site Approval Process 6 The next dialog box gives you the option of attaching documents to the notification email.

School Site Approval Process 7 After budget services receives all required approvals, the Fiscal Specialist will complete the budget adjustment approval process in SFE and an email notification is sent to all fund center contacts. 2016

Delete the WIP

Delete the WIP 1 A Work in Progress can be deleted at anytime prior to the Approval process: Click on the “Delete WIP” button in the School Budget Maintenance screen

Delete the WIP 2 SFE will generate a warning message, to continue click ‘YES”

Delete the WIP 3 The system will take you back to the SFE home screen an a message will notify you that the WIP was deleted

Budget Management for School Reports Schools Front End (SFE) Budget Services & Financial Planning Division School Fiscal Services Branch

agenda Position With Incumbent (PWI) Report School Discretionary Programs Report Budget Availability Report Manual Budget Adjustment Request (BAR)

Accessing SFE (Schools Front End) Reports SFE reports can be accessed from the School Budget Planning and Maintenance home screen, on the “Reports” tab

Position with Incumbent (PWI) Report Displays details of all budgeted positions, including related Human Resources data, such as position control number, employee name, and job title.

Position with Incumbent (PWI) Report 1 Click on “Position With Incumbent Report”

Position with Incumbent (PWI) Report 3 Select “Display in Form” under “Display Options” to generate a printable report in PDF format. 4 Click “Execute” to generate the report 2 Version: Click matchbox to select the version of your budget you would like to print. Choose CM0 (Current Maintenance). Fiscal Year : 2019 (for current year) Fund Center: 1XXXX01.

Position with Incumbent (PWI) Report 5 If BTS printing has not been set up type in: LPDF Click “Print Preview”

Click “Back” return to the previous screen Position with Incumbent (PWI) Report 6 SFE will generate a PDF document that can then be printed or saved. Click “Back” return to the previous screen

School Discretionary Programs Report Displays a summary by grouping (Categorical or Regular programs) and includes budget item description, total cost, and full-time equivalent of positions for School Front End program codes.

School Discretionary Programs Report 1 Click on School Discretionary Programs Report

School Discretionary Programs Report 2 Select “Print The Form” under “Display Options” to generate a printable report in PDF format 3 Enter the Version, Fiscal Year, and Fund Center 4 Click the matchbox to select the desired programs

School Discretionary Programs Report 6 Click “Execute” to generate the report 5 Select “Categorical Programs I” or “Regular Programs”. Click on the green check mark. .

School Discretionary Program Report 7 If BTS printing has not been set up type in: LPDF Click “Print Preview”

School Discretionary Program Report Column headings are the funding sources used in School Budget. Budget Items purchased 8 SFE will generate a PDF document that can then be printed or saved. Click “Back” return to the previous screen

BUDGET AVAILABILITY REPORT This is a report that is designed to provide the users an overall view of their available budget. The Available Balance information is using a straight calculation formula: Current Modified Budget - Commitments - Actuals = Available Budget with Payroll Encumbrances Deducted or Not Deducted The purpose of this report is to provide users the overall picture of their available budget.

Logging into SAP and Navigating to the Budget Availability Report Click on Portal Link: https://apps.lausd.net Enter your Single Sign-On (SSO) user id in the User field Enter your Single Sign-On (SSO) password in the Password field Click Log On

Downloading the Budget Availability Report 1 Click on the “Reports” tab 2 Click on Funds Management tab. Click on the FM010 Budget Availability Link 2 (follow the Steps on slides)

Downloading the Budget Availability Report 3 Click on Fiscal Year Field & type in the fiscal year 4 Or Click Fiscal Year filter selection button located at the right of the Fiscal field 5 Click on Funds Center and type in your Cost Center Follow steps on slides 6 Or Click on filter selection button to select your Cost Center

Downloading the Budget Availability Report 7 You can enter the Commitment Item, Program, and Grant Field. You are not required to populate these optional fields 9 Click arrow buttons located at the button of the page to navigate to the next page 8 Click “Check to ensure all selected fields are entered correctly. Then Click “OK” to view your Budget report Follow steps on slides.

Downloading the Budget Availability Report

Downloading the Budget Availability Report

Printing the Budget Availability Report 1 Click on Print Version 2 Click OK to print using default settings Or Click Center dropdown menu under Header then select Free Text. Type a title for the report in the Center field. The field will display the title at the top of the report page Click Right dropdown menu under Footer then select Date, Time, and Page 1 of ?. This will print the date, time, and page number at the bottom right corner of the report Click OK 2 Follow steps on slides.

Printing the Budget Availability Report 3 Change alignment to Landscape Format. Click “OK”

Printing the Budget Availability Report 3 4 SFE will generate a PDF document that can be printed Click “Print” This is a sample of the Budget Availability Report . This slide needs to be explained column by column. For the definition of the column headings, refer to the glossary of terms (slide 15)

DEFINITIONS [update page numbers] LAUSD Program: Programs identify specific services or tasks being performed by one or more areas or organizations of the District to accomplish District's strategic objectives. Programs are used to track entity-wide actions that are likely to affect various organizations in the District. Program code may be used for budgeting, reporting, and analysis purpose. Programs can cut across area boundaries. Commitment Item: Commitment Items denotes the purpose of spending.   Commitment Items are organized by category such as personal services (salaries for district employees), contractual services, commodities, equipment, etc.  In general, it is any item or service on which funds are spent. Carryover: Unspent or overspent balances that are carried forward from one fiscal year to the next in accordance with programmatic or District guidelines. Current Modified Budget: The current budgeted amounts and adjustments posted during the fiscal year. Payroll Encumbrances: The total payroll encumbrances amount posted during the fiscal year. Commitments: The total amounts encumbered (set aside) during the fiscal year. Actuals: The total expended amount posted during the fiscal year. Available Balance (Payroll Encumbrance Deducted): Budget – Commitments– Payroll Encumbrances Available Balance (Payroll Encumbrance Not Deducted): Budget – Commitments % Available (Payroll Encumbrance Not Deducted): Available Balance (Payroll Encumbrance Not Deducted) / Budget [update page numbers]

Manual budget adjustment request (bar) A manual Budget Adjustment Request (BAR) is needed for: Programs that are not available in SFE, e.g. program 13938, and for Zero basis positions to be funded from carryover dollars (Budget Development only)

Manual Budget Adjustment Request 2018-2019 Programs Accessible to Schools Front-End (SFE)

Manual Budget Adjustment Request SAMPLE Print School Budget Signature Form (WIP) SFE will generate a PDF version of School Budget Signature Form to be printed, signed (must include all required signatures for approval), and submitted together with all required documentation to your Fiscal Specialist for processing. NOTES: ___________________________________________________________________

Manual Budget Adjustment Request 1 2 3 4 5 6 8 9 7 Print School Budget Signature Form (WIP) SFE will generate a PDF version of School Budget Signature Form to be printed, signed (must include all required signatures for approval), and submitted together with all required documentation to your Fiscal Specialist for processing. NOTES: ___________________________________________________________________ 10

Manual Budget Adjustment Request Data required for a manual Budget Adjustment Request: Budget Line Item – Budget Line Types: 1POSITN, 2OTHS-L, and 3OTH-L Fund Center & Fund Center Name – School’s location code and name

Manual Budget Adjustment Request Funding Line – Use Fund/Functional Area Translator

Manual Budget Adjustment Request Commitment Item & Item Name – Expenditure codes and name that represents salaries, goods, and services that can be budgeted. Date – Non-Position Items (2OTHS-L & 3OTH-L) start and end dates is 07/01/xx to 06/30/xx. For Position Items (1POSITN), dates must be the actual start and end date of the position.

Manual Budget Adjustment Request Position Attributes – Required only for Positions Refer to the Estimated Rate Sheets and Position With Incumbent Report (for PCN) for required information Job – 8-digit number that identifies the job code of the positon Position Status – Active, Closed, or Suspend Temp Position Id – Temporary Position Id Number, Type “NEW” if requesting for a new position Position Control # - 8-digit number that identify a specific position Title – job name of the position

Manual Budget Adjustment Request Personnel Area – four character code that defines the Payroll Area (1-Classified, 2-Certificated) and Bargaining Unit (D-CSEA, U-UTLA) Sub Area – the pay basis (number of days worked per year) and calendar track. Pay Scale Area – the bargaining unit Group – the class code for a classified salary table or the schedule for a certificated salary table Level – the step or level from the salary table Type – the position type (01 – Classified, 02 – Certificated)

Manual Budget Adjustment Request 8. Hrs/Day – number of hours budgeted per day Salary – salary amount budgeted for the position based on the PS Group and Level Days/Week – number of days budgeted per week FTE – Full Time Equivalent Classified – 1 FTE = 8 hours Certificated – 1 FTE = 6 hours Benefits – state mandated benefits & medical benefits (if applicable) amount budgeted for the position Funding (%) – percent budgeted for a position within a program. For budgeting multi-funded positions, the same position control number must be used. The percentage on a position must always total 100%.

Manual Budget Adjustment Request Amount ($) – From – Dollar amount to move from this budget line item To – Dollar amount to move to this budget line item Reason for budget adjustment – indicate the reason why this budget adjustment is being processed

Information & Resources Budget Services and Financial Planning website http://achieve.lausd.net/Page/431 School Fiscal Services website http://lausd.schoolwires.net/Page/794 Local District Northeast website https://achieve.lausd.net/Page/11687

LDNE Fiscal Contact Information Chris iya, Fiscal Services Manager, 818-252-5475, chris.iya@lausd.net Jo ann jackson, Fiscal Specialist, 818-252-5478, joann.jackson@lausd.net Maria Ruvalcaba, Fiscal Specialist, 818-252-5477, mruva1@lausd.net Susan chua, Fiscal Specialist, 818-252-5473, susan.chua@lausd.net Sue shu, Fiscal Specialist, 818-252-5472, sue.shu@lausd.net

Budget Services & Financial Planning Division School Fiscal Services Branch