1. Budget Development Kern County Superintendent of Schools Division of Administration and Finance

2. What is a budget? Spending Plan Critical Financial Management Tool District Goals and Priorities Expressed in Dollars

3. Major Budget Variables Student Enrollment Student Attendance School Facilities Educational Funding/Revenues Program Expenditures Board Priorities

4. When is it due? Single Adoption July 1st Dual Adoption September 8th

5. What to file? Source – SACS software Adopted Budget for all Funds Average Daily Attendance (Form A) Revenue Limit Summary (Form RL) Technical Review Checklist (Form TRC) Criteria and Standards Review (CS) Summary of Interfund Activities for all funds (Form SIAAB)

6. What to file? SACS (con’t) Certification of Budget Adoption with required 2 signatures Multi-Year Projection SACS School Services Excel Spreadsheet Include detailed assumptions

7. What we look for… Budget Review checklist Certification page submitted and signed Summaries of interfund activities agree with transfer detail in all funds Form A: Estimated Actuals agree with school district attendance reports and budget ADA agrees with form RL

8. What we look for… General Fund Review: Actuals and Budget Verify that summary/detail totals agree Verify that the restricted columns on page 2, line F, are zero or positive Verify that any contributions to restricted programs were entered on the detail pages and agree with the summary page Verify that the ending balance for the prior fiscal year, line F2, equals the beginning balance for new fiscal year line F1a

9. What we look for… General Fund Review: Actuals and Budget Verify that the current year beginning balance, line F1a, equals the ending balance reported to the CDE last year Verify that the components of ending balance equal line F2 Verify that apportionment, object 8011, agrees with the form RL Verify that property tax accounts, 8021-8089, equal the amount listed on the form RL, line 25

10. What we look for… General Fund Review: Actuals and Budget Verify that the PERS reductions are entered on page 4 (8092), offset on page 7 (38xx) and agrees with the form RL, line 21. Remember that the offset of expenditures may be divided up among the various funds Verify that Special Ed, Continuing Ed, Community Day school ADA transfers are entered on page 4 (8091)

11. What we look for… General Fund Review: Actuals and Budget Accounts 5710 and 7310 net to zero in columns C and F Accounts 5750 and 7350 are offset with equal amounts in special funds Revenue limit summary submitted and agrees with the general fund Verify that SACS forms match budget reports (BDX110) TRC check

12. Reasonable Budget Estimates Reasonable Budget estimates for Revenue limit sources (ADA) Federal sources of revenue State categorical revenues Local sources of revenue Certificated salaries Classified salaries

13. Reasonable Budget Estimates Reasonable Budget estimates for Employee benefits Books and supplies Services Capital Outlay Other Outgo Transfers Other sources/Uses

14. Criteria Standards review ADA variance Deficit variance Minimum reserve level Fund balance trend Contingent liabilities Use of one-time resources Special Ed funding

15. Criteria Standards review Multi-year commitments Contributions to restricted programs Retiree health and welfare liability Temp borrowing between funds Capital Projects Collective bargaining status

16. Multi-Year Projection Multi year Projection Enrollment and ADA trends Health and Welfare % increases (unless capped) COE billback Deficit spending projected in the two out years? Does the projection satisfy the reserve requirement in the next two out years?

17. Other Checks All other funds Verify that summary/detail totals agree Verify that the ending balance for prior year, line F2, equals the beginning balance for the new year, line F1a Verify that the new year beginning balance, line F1a, equals the ending balance reported to the CDE last year Verify that the components of ending balance equal line F2 Criteria and Standards submitted Verify that software matches budget reports

18. Estimating Actuals What is my ending balance going to be? Unrestricted Restricted Estimated ending balances in current year becomes the beginning balances in the budget year.

19. Revenue Limit – Form RL The form RL draws data from the following sources: K12 (P2 for unaudited, P1 if the P2 is not yet available) P2 School District Attendance report P2 J29 – Statement of Taxes RL Estimate provided by COE

20. Form RL – cont. The Form RL revenue limit ADA should agree with Form A. The Form RL State and local property taxes should agree with form 01. PERS reduction (line 21) should agree with object 8092, and total object 3800-02 in all funds.

21. AB 1200 Guidelines Fiscal Monitoring Guidelines Sets Standards for Budget Review and Monitoring County Office Powers and Responsibilities Criteria and Standards Greatly Enhances Fiduciary Management Statewide

22. AB 1200 Guidelines Self Certification at Each Phase of Budget cycle Budget Adoption Interim Report Periods Certification Positive Qualified Negative

23. AB 1200 Guidelines Three Major Certifications Positive Will Complete Year with Positive Fund and Cash Balance District is solvent and can meet obligations Qualified May not Complete Year with positive fund and/or cash balance Financial Indicators require scrutiny – modest intervention Negative Will not complete year with positive fund/cash balance Financial Indicators require aggressive action

24. AB 1200 Guidelines County Office Reviews each District Certification May change the district certification if the situation warrants Reports findings to the State Controller Various actions available to County Office Assign a fiscal advisor and/or Budget Review Committee

25. Budgeting for Categoricals The Keys – Single Adoption Estimating what the ending balance or carryover will be for each categorical program Knowing what new $ will be in the new year SACS software requires that grant programs are balanced. Revenues must equal expenditures

26. Helpful Hints Reduce program encroachments as much as possible Consider charging programs and other funds an indirect cost rate to cover the cost of administration Others?

27. Questions?

28. If you have any questions regarding budget development please feel free to contact us for additional help. Steve Mattern 636-4691 Kim Baehr 636-4617 Maxx Garris 636-4641 Robert Harte 636-4689 Maria Rameriz 636-4494