E-Instructions for the preparation of the Fiscal Year E-Budget R. Jerry Barber, Ed.D., Superintendent of Schools

Table of Contents 1. E-Budget is available at Budget Guidelines Budget Guidelines Program Guidelines Program Guidelines Budget and Tax Calendar Budget and Tax Calendar 2. Fund Allocations & Required Forms 3. Accounting Dept. Staff Contacts 4. Financial Accounting System Resource Guide (FASRG) Version 10.0

E-Budget Development Process The budget Development Process is comprised of three major phases: The budget Development Process is comprised of three major phases: Planning Planning Preparation Preparation Evaluation Evaluation

What are the Resources to LISD for ? Total Resource Aid Per Student Total State Aid = $109,481,256 Total State Aid = $109,481,256 Total Resources = $134,040,662 Total Resources = $134,040,662 Total Refined ADA = 21,495 Total Refined ADA = 21,495 Total Resource Aid Per Student = $6,236 Total Resource Aid Per Student = $6,236

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 We must watch our dollars and spend funds closest to students in

What are the Expenditures for ? In order to support the mission, goals and objectives of the In order to support the mission, goals and objectives of the District and the Superintendent’s Goals Administrators should forecast the operating costs for all funds necessary to achieve those intents.

What are the Priority’s for ? Supt’s and District Goals Supt’s and District Goals Support for base line instructional services Support for base line instructional services Continued investment on our employees Continued investment on our employees Enhancement of career and applied technology Enhancement of career and applied technologyProgram Improved performance of our students Improved performance of our students

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

Before you submit your budget…. Evaluate your performance Evaluate your performance Develop your needs assessment Develop your needs assessment Coordinate in a team environment with Principals and Program Managers Coordinate in a team environment with Principals and Program Managers Evaluate Goals and Objectives Evaluate Goals and Objectives Develop Dept or Campus Improvement Plan Develop Dept or Campus Improvement Plan Make decisions on available money for Make decisions on available money for

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

What is your timeline to submit Your E-budget Next is the Budget Calendar……….. And resources that you will need…….. Next is the Budget Calendar……….. And resources that you will need…….. Let me introduce to you the Finance Budget Team and the IT Team Let me introduce to you the Finance Budget Team and the IT Team

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

Budget Calendar (Continued) Feb – Mar 21, 2003 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 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. March 21, 2003 Review of Budget with your Supervisor before submitting to Finance Dept.

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

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

Budget Calendar (Continued) May 26-30, 2003 The Budget Review Team I & II will assess budgets proposals with the Superintendent The Budget Review Team I & II will assess budgets proposals with the Superintendent June 12, 2003 June 12, 2003 The Superintendent’s preliminary budget for the district will be prepared and delivered to all the Board of Trustees. The Superintendent’s preliminary budget for the district will be prepared and delivered to all the Board of Trustees.

Budget Calendar (Continued) The Budget Review Team I The Budget Review Team I CFO, Exec Director of Human Resources, Admin Assistant for Administration, Executive Director for Support Services The Budget Team II 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.

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 district’s Tax Assessor/Collector as the individual authorized to calculate and publish the district’s effective tax rate The certification of anticipated rate by collector as well as appointment of the district’s Tax Assessor/Collector as the individual authorized to calculate and publish the district’s effective tax rate

Budget Calendar (Continued) July 21 – Aug 1, 2003 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 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 August 14, 2003 Public hearing on budget adoption Public hearing on budget adoption Budget adoption Budget adoption

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

Fixed Cost No new monies. Salaries Salaries Benefits Benefits Insurances Insurances To be projected once the Legislature is close to ending its session. To be projected once the Legislature is close to ending its session.

Variable Costs No new monies. The Variable costs for the new budget will include the following: The Variable costs for the new budget will include the following: Program Intent Program Intent Substitutes Substitutes Copier Rental Copier Rental Utilities Utilities

Variable Cost Individual Campus Operating Amount – Department’s Amount – Individual Campus Operating Amount – Department’s Amount – Individual Campus Special Revenue Amount - Individual Campus Special Revenue Amount - Check your e-budget CD

E-budget Instructions Instructions for E-budget Instructions for E-budget Send your E-budget TO Send your E-budget TO But How-- 

Budget Request Instructions Fiscal Year

Budget Request Instructions Deadline to submit – March 21, 2003 Deadline to submit – March 21, 2003 Use SAGE (Software Accounting for Government Entities) Use SAGE (Software Accounting for Government Entities) IT has set up access to campuses & departments IT has set up access to campuses & departments Enter Budgets for Funds Enter Budgets for Funds

Budget Request Instructions Open the SAGE program by double clicking on the SAGE icon on the desktop Open the SAGE program by double clicking on the SAGE icon on the desktop

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

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. 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.

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. 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.

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

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

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

Forms Due March 21, 2003 E-Budget Missions, Goals and Objectives; Capital Outlay Justification; and Performance Measures Missions, Goals and Objectives; Capital Outlay Justification; and Performance Measures Special Population FTE’s Forecast (Directors ONLY) Special Population FTE’s Forecast (Directors ONLY) The Need Assessment The Need Assessment Any Personnel Changes Any Personnel Changes Campus/Department Improvement Plan Campus/Department Improvement Plan Request for Additional Funding (if Any) Request for Additional Funding (if Any) Hard Copy Approval by Supervisor of your budget Approval by Supervisor of your budget Printout of the Budgets for all funds that were keypunched Printout of the Budgets for all funds that were keypunched Campus / Department Organizational Chart Campus / Department Organizational Chart

March 22, 2003 HOMEFREE

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

Your E-budget Appointment For individual meetings with your campus or departments, call Diana Trevino for an e-budget Appointment………. For individual meetings with your campus or departments, call Diana Trevino for an e-budget

Additional Information Glossary Glossary Code Structure Code Structure Historical Cost Calculations Historical Cost Calculations For Information send – to For Information send – to

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