S ECRETARY M EETING March 9, 2010

N EW M EMBERS OF THE B USINESS O FFICE Budget Coordinator Dawn Hubbard Ext General Ledger Accountant Sharon Harris Ext. 0012

R ECORDS M ANAGEMENT R EMINDER Before boxing or cleaning up files, contact Sandy Garza for clarification on the proper procedures. Sandy Garza Ext

F URNITURE N EEDS FOR 2010/2011 If your campus/department has any furniture needs for the 2010/2011 school year, the spreadsheet for requests can be found on the Purchasing Department’s webpage. Once completed, the spreadsheet to Jami Manning. Deadline: March 31, 2010

B UDGET 2010/2011

I MPORTANT D ATES April 7, 2010 eFinancePLUS Budget Work Session Location: Technology Training Room April 23, 2010 Budgets are due in the Business Office by 5:00 pm. May 14, 2010 Last day to submit a budget amendment to the Business Office for fiscal year. See Administrative Services - Calendar of Events for additional deadlines.

P ER P UPIL A LLOCATION Preliminary Per Pupil Budget Elementary: $92/Student Middle School: $82/Student High School: $155/Student Proposed Per Pupil Allocation Model Includes: Modified Per Pupil Free and Reduced: $10/Student Limited English Proficiency (LEP): $12 /Student October 1 st – Adjustment for actual enrollment counts All campus budgets will have a 5% overall reduction in their budget.

I TEMS TO I NCLUDE IN THE B UDGET Fixed Cost Oce Copiers Remember to budget for the machine rental charge, as well as the “click” charges. Print Shop Charges Staff Development Travel Teachers and Librarians traveling for staff development should be coded to function 13. Everyone else traveling for staff development should be coded to their respective function.

T RANSPORTATION R ATE Rates for reserving transportation will increase for the 2010/2011 school year. The new rates will be as follows: Hourly Rate: $14.95/hour Mileage Rate: $2.95/mile

D EPARTMENT B UDGET Budget amounts will be sent to each Budget Manager by , since most budgets will have a 5% overall reduction. Additions to the budget should be requested with a Budget Request Form, and submitted to the appropriate Division Head. Budget Request Form “O” Drive Business Office Budget Budget Request Form

B UDGET I NSTRUCTIONS Budget Instructions

E ND OF Y EAR P ROCEDURES

P URCHASE O RDERS FOR 2010/2011 Purchase Orders for the 2010/2011 year, may be entered into eFinancePLUS starting May 17 th. When entering purchase orders for next year, use the “Next Year’s Requisitions” option in eFinancePLUS. Purchase Orders for the 2010/2011 year will not be mailed out until after July 1 st. If there is an order that your campus/department will need at the beginning of the new fiscal year, contact the Purchasing Department.

E ND OF Y EAR R EMINDERS Pink Purchase Orders All orders should be finalized (received/cancelled), and the pink signed and sent over to the Business Office by June 30 th. Use the Encumbrance Status Report to ensure that all of your purchase orders are completed prior to June 30 th. Instructions for the Encumbrance Status Report are located on pages 6-17 through 6-22 of the Procedures and Guidelines Manual.

E ND OF Y EAR R EMINDERS Petty Cash If you will be leaving for the Summer, your petty cash needs to be turned into Julie Simpson in the Business Office by 6/11/2010. Petty Cash instructions are on pages 8-3 through 8-5 of the Procedures and Guidelines Manual. All cash and checks need to be deposited with Joan Smith prior to 6/11/2010.

O CE C OPIERS Oce pink purchase orders should be sent to Janna Kemper prior to 6/30/2010. Tips for entering Oce purchase orders for the 2010/2011 year: Enter a separate purchase order for each copier. Include the model and serial numbers of the copier on the purchase order. Use the “History Report” on Oce.com to estimate the average number of copies used monthly.

A NY Q UESTIONS ? Please any questions to: