1. Budgets
Helpful Hints
1/12/2019

2. Verify That Figures Match Budget Submitted To County Office
Resolutions
Verify That Figures Match Budget Submitted To County Office
Typographical Errors
Available Surplus May Change Taxes (Debt Service)
Should Include Total Budget
Operating
Special Funds
Debt Service
Must Include Amount to be Received in Taxes
1/12/2019

3. Resolutions - Continued
Include a Statement that District Used All Automatic Adjustments
(Adjusted Prebudget Year Tax Levy and Enrollment Adjustment)
Health Adjustment – Districts using this adjustment must include approval of amount in the Board Resolution approving Budget or in a separate Resolution
Deferred Pension Contribution Adjustment - Requires approval of the adjustment in the resolution (applies to one district in Bergen County)
Banked Cap - Requires approval of the use in the Resolution
See specific wording under Banked Cap
1/12/2019

4. Report of District Status
Required if District Adequacy Spending is “Above Expected Local Levy”
Explanation must be reasonable
Samples:
The XXXXXX Board of Education provides a full and comprehensive program that addresses the intellectual, physical, artistic, and emotional needs of all students. While budgeting resources to implement the CCCS with adequate training, curriculum review, and staffing, we also provide a highly regarded Music, Drama and Art Program. We offer a robust STEM Program and Advanced Placement Programs. In addition, the Board provides programs in and out of district for students who are disabled
1/12/2019

5. Samples - Continued Unacceptable Status Statement
The Board of Education has provided for reasonable class sizes, extra- curricular and athletic programs, advanced placement courses, online learning opportunities, preschool inclusion classes, self contained special education classes, full day kindergarten program and increased technology equipment and broadband
Unacceptable Status Statement
The high cost of living in the New York Metropolitan area and high costs out of district special education placements
1/12/2019

6. Adjustment For Increase in Health Care Costs
Complete Health Benefits Worksheet
Support Documentation Must Be Sent with Budget Materials
Include:
Written verification or estimate as applicable, of the rate increases for medical and prescription drug insurance from the insurance broker or insurer
Summary schedule of invoices for the 12 months or 4 quarters, as applicable, prior to the adjustment request for medical and prescription drug insurance for the budget year
Actual cost, if available, or estimated cost of medical and prescription drug insurance for the budget year
1/12/2019

7. Adjustment in Health Care Continued
Include (continued)
Summary schedule of medical and prescription insurance for the budget year and prebudget year (HMO, etc.), cost of coverage category (single, etc.) and number of employees in each plan category. DO NOT SEND EMPLOYEE SOCIAL SECURITY NUMBERS.
Reimbursement required by employees, if applicable
Written assurance that health benefit invoices are reviewed at least quarterly or that personnel and payroll systems contain controls to ensure that coverage and payments are made only for current eligible employees
For districts not participating in the SHBP, provide detailed analysis of the cost savings achieved from the current provider and documentation to support alternative insurers were examined at least once in the past 3 years (N.J.S.A.18A:55-3a)
1/12/2019

8. Use of Banked Cap
Review SFRA Calculations Tax Levy Cap Calculations to Ensure That You Have Used All Adjustments
The District Must Use All of Cap Adjustments Prior to Requesting Use of Banked Cap
1/12/2019

9. Use of Banked Cap - Resolution
You Must Submit a Board Resolution Containing the Following:
The need for and amount of the unused spending authority to be included in the base budget
A statement that says need must be completed by the end of the budget year and cannot be deferred or incrementally completed over a longer period of time
1/12/2019

10. Use of Banked Cap - Continued
The Amount of Banked Cap Requested is Only the Amount Used to Increase the Tax Levy
The Earliest Year of Available Banked Cap is Utilized First. Utilization of Banked Cap is Recorded on Cap Banking Eligibility Document
1/12/2019

11. RECAP OF BALANCES Unassigned – Line 5 – 2017-18 Column Legal Reserve
Less additional balance to be appropriated after February 1
In explanation column put in Extraordinary and/or Nonpublic Transportation Adjustment
Legal Reserve
Cannot have a balance unless there is a judgment that will be paid in FY Explanation should be included
Capital Reserve
If you have a balance you must budget interest
1/12/2019

12. Capital Reserve - Continued
Withdrawal for Excess Costs and Other Projects. You must submit a Statement of Purpose with your budget and the Statement must be part of your advertised budget
1/12/2019

13. Statement of Purpose
Included in Budget Line 620, Budgeted Withdrawal From Capital Reserve
Excess Costs & Other Capital Projects are $xxx,xxx for other capital project costs for (district wording to describe the specific project(s) and purpose)
The total cost of this project is $xxx,xxx which represents expenditures for construction elements or projects that are in addition to the facilities efficiency standards determined by the Commissioner as necessary to achieve the core curriculum standards
1/12/2019

14. Appropriations
ADVERTISED TOTAL Lines that have +/- greater than 4% require an explanation (BOTH REVENUE AND APPROPRIATIONS
The explanation should accurately reflect the plus or minus sign for example, a -4.8% should not be explained as an “increase”
Be sure that the explanation reflects what is actually causing the increase of decrease
If the increase/decrease is the result of a change in professional services, the explanation would not necessarily be salaries
1/12/2019

15. Appropriations - Continued
“Reallocation of Salaries” is not acceptable explanation.
“Redistribution and Staff Assignments According to GAAP Accounts” is not acceptable
“Reallocated Two Teachers to Basic Skills” or “Reallocated Teacher to Regular Education Grades 1-5” are acceptable
“Decrease Due to Retirement” is acceptable
“ Includes FY Retroactive Payment” is acceptable
If the increase is Purchased Services, “Purchased New Software” is acceptable
1/12/2019

16. Appropriations - Continued
“Less Purchased Services” is not acceptable
When a person reads your explanation, they should have a somewhat clear picture of why you need or don’t need the dollars
1/12/2019

17. Position Control Must be: Organized by GAAP Code
Show all Staff with their titles
Show their respective salary costs
Base Salary
Stipends
Overtime
Substitutes, etc.
Must Show vacancies on February 1, and show anticipated new hires and retirements for FY 19
1/12/2019

18. Position Control - Continued
Account totals must reconcile with the amount budgeted
SAMPLE
John Smith Kindergarten Teacher $55,000
Longevity $ 1,000
Mary Jones Kindergarten Teacher $75,000
Vacancy Kindergarten Teacher $44,000
Substitutes $10,000
TOTAL $185,000 (must equal budget)
1/12/2019

19. Contract Information for Select Staff
As of January 1, 2018
Employee List Screen Must Include:
Superintendent
Interim Superintendent
Assistant Superintendent
Business Administrator
Any other employee who makes more that $75,000 and who is not part of an association such as:
Technology Supervisor
Director of Facilities and Grounds
Assistant Business Administrator
Executive Confidential Secretary, etc.
1/12/2019

20. Continued Shared Services: Other Days (far right column):
District issuing contract includes all information
Shared Services district should put in Shared Services and contract date
Other Days (far right column):
Put in total days (holidays/recesses) and explanation
Employee Benefit Screen:
Should mirror Cost of Benefits Statement submitted with contract for approval
Shared Services benefit page should report total amount paid under agreement
1/12/2019

21. Appendix D Use Appendix to ensure your budget submission is complete
1/12/2019

22. Budget Calendar April Election
Thursday, March 8 – Last date to submit budget to Executive County Superintendent
Sunday, March 18 – Last day to advertise for earliest public hearing
Thursday, March 22 – Last day for Executive County Superintendent to approve budget
Thursday, March 22 – Earliest date to hold public hearing
Sunday, March 25– Last day to advertise public hearing
1/12/2019

23. April Election - continued
Thursday, March 29 – Last day to hold public hearing on budget
Friday, March 30 – Last day to adopt budget prior to election. At or after public hearing, but no later than 18 days prior to the April school election, the board shall fix and determine by roll call majority vote of the full membership the amount of money to be raised
Any revenue and appropriation changes not discussed
specifically and in detail at the public hearing shall not
be included in adopted budget
1/12/2019

24. Budget Calendar November Election
Tuesday, March 20 – Last day to submit budget to Executive County Superintendent
Friday, April 20 – Last day to advertise for earliest public hearing
Tuesday, April 24 – Last day for Executive County Superintendent to approve budget;
The budget must be approved by the ECS prior to
advertisement
Tuesday, April 24 – Earliest date to hold public hearing
1/12/2019

25. November Election – Continued
Thursday, May 3 – Last day to advertise for public hearing
Monday, May 7 – Last day to hold public hearing
Monday, May 14 – Last day to adopt budget.
Any revenue and appropriation changes that were not
discussed specifically and in detail at the public hearing
shall not be included in the adopted budget
1/12/2019

26. Availability of Budget for Public Review
Pursuant to N.J.A.C. 6A:23A-8.2, once a district submits the budget application to the ECS for approval, or by the statutory due date if that date is earlier, the district must make available for public inspection all budget and other documents listed in N.J.A.C. 6A:23A (The documents listed are numerous.)
1/12/2019

27. Budget Software Changes
At this time there are no software changes
1/12/2019

28. Hyperlink The entire budget calendar can be found at
Bergen County
Office of Education
Hole-in-One Resource
1/12/2019