Budgeting for Fund Budget Training 3/13/2015

Every campus and most departments have Activity Funds that are accounted for in Fund 461. The balances of these accounts roll over from year to year. However, in order for the purchase order system to function, it is necessary to have budgets for each account. These budgets are estimated amounts and not necessarily the actual amount that a campus may have to spend. The Finance Department prepares a monthly income statement report for each campus and department that has Activity Funds. The income statement report is a manually prepared report that informs the campuses of their actual balances. This report is like a bank statement for your activity funds.

CNTY-DIS: XX-5XXX X-XX-X-XX FILEID: CMISSION CISD DATE RUN: 02/28/13 PROGRAM: WFN5915 TIME RUN: 11:48:52 PAGE NR.:1 FND FCT OBJ SO ORG PROGRMDESCRIPTIONEST. REV. AMTREAL. REV. AMTBALANCE GIFTS1, , OTHER REVENUES STUDENT SALES 6, , , , , *** TOTAL FOR FUND 461 ***22, , , *** FINAL TOTAL ***22, , , CNTY-DIS: XX-6XXX X-XX-X-XX FILEID: CMISSION CISD DATE RUN: 02/28/14 PROGRAM : WFN5915 TIME RUN: 11:52:05 PAGE NR:1 FND FCT OBJ SO ORG PROGRMDESCRIPTIONAPPROPRIATIONENCUMBRANCEEXPENDITUREBALANCE RENTALS-OPERATING LEASES IN HOUSE PRINTING ­ CONTRACTED SERVICES ­ READING MATERIALS ­ TE RESALE SUPPLIES - TECHNOLOGY 6, , ­ ­ GENERAL SUPPLIES ­ TRAVEL & SUBSISTENCE-EMPLOYEE TRAVEL AND SUB.-STUDENTS TRAVEL-CHAPERONES , , ­ ­ ­ BUS TRIPS MISC OPERATING EXPENSES 1, , , ­ 3,991.67­- *** TOTAL FOR FUND 461 *** 22, , ,491.67­- *** FINAL TOTAL *** 22, , ,491.67­- EXAMPLE ONLY

Budgeting Instructions Use the deposits per your August 31, 2014 income statement report as a guide to budget for Your budget will likely be greater than the actual monies that you have available to spend. Therefore, it is crucial that you monitor your actual balances during the year to ensure that you do not spend more than you have and overdraw your account. BCR’s can be submitted during the year if your actual revenues exceed your budgeted revenues.

Budgeted revenues must equal budgeted expenditures by sub-object. Use the “Budget Worksheet by Sub- object” to assist you in balancing your budget. This worksheet contains the most commonly used accounts. Enter the total balance from your income statement report in the first column under total revenues. Continue across the page by entering the ending balance for each sub-object. The formulas in the worksheet automatically put the same amounts under total expenditures. Allocate these amounts by object based on your current year’s amounts and/or your expectations for next year. Add rows as needed. Change column headings if you have different accounts.

Complete worksheet and make sure your budget is in balance by sub- object. Enter into iTCC’s screen WFN 6892 only after you are in balance and the campus principal has approved. Print the budget from the system using screen WFN 6894, obtain the campus principal’s signature, and submit to the Internal Auditor for review. (see budget worksheet, pg 152)

Activity Fund Procedures (Key Items) Deposit at $500, every Friday, and before a school holiday Do not accept checks for less than $10, temporary or postdated checks Receipt all money as received and submit for posting within one week All money collected must be deposited and a PO obtained Obtain PO’s in advance for all purchases including fundraisers Calculate sales tax by dividing the total deposit by % and subtracting from the total amount

Activity Fund Procedures (Key Items) Nutrition Policy: Food sales are not allowed until 30 minutes after the end of the official school day PTO’s/Booster Clubs: school staff should not be collecting money for these groups, students should not participate in their fundraising and their afterschool sales must comply with the Nutrition Policy

Questions?