2014-2015 BUDGET PROCEDURES PRESENTED BY: CYNTHIA MEDRANO-RICHARDS CHIEF FINANCIAL OFFICER

2014-2015 BUDGET

PROCEDURES

PRESENTED BY:CYNTHIA MEDRANO-RICHARDSCHIEF FINANCIAL OFFICER

Table of Content

1. Introduction of Staff 2. General Information 2. Budget Tab - Dashboard 3. Look up Accounts 4. Budget Analysis Reports 5. Activity Fund Budget Samples 6. Elementary Campus Activity Funds (9xx) 7. Secondary Campus Activity Funds (9xx) 8. Secondary Student Activity Funds (8xx) 9. Questions

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1. General Information

2014-2015 Budget Amendment/Transfer Schedule

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Monthly Budget Reviews

The following is a monthly checklist for review:

1. Amend over-drawn accounts.2. Payroll accounts need to be projected through 6/30/xx.Part-TimeOvertimeFringe BenefitsWorksheet on Dashboard3. Budget for employee vacancies not rolled by Human Resources as of

7/1/xx.4. Do not amend out from objects 6119 and 6129 including fringes.5. Budget for postage (6299) through 6/30/xx.6. Budget for printing charges (6299) through 6/30/xx.7. Do not amend out from object 6311.8. Do not amend out from object 6429.9. Budget for field trips (6494) through 6/30/xx.10.Make sure budget amendments/transfers that are not needed are deleted

immediately.

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Business Office Contacts

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Cynthia Medrano- RichardsChief Financial Officer

618-6016

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2. Budget Tab – Dashboard

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Budget Tab-Dashboard

The following is user friendly access to budget modules and other sources.

Adding Budget Tab to Dashboard

If you do not see the budget tab on your dashboard, follow the steps below:

a.Click on Optionsb.Click on Preferences

c. Check Budget and Click on Save

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Budget Tab on Dashboard

The following screen will appear:

d.Click on the Budget Tabe.The budget dashboard will appear.

3. Look-Up Account

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Look up Account

There is another option to look up account numbers within the account number field.

a. Click on the account number field.b. Click on the three dot radial and click on Lookup Account (it will list all the accounts you have access to).

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c. Scroll down to the account number needed.d. Click on the account number and it will be highlighted.e. Click OK button and the account number will be added.

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4. Budget Analysis Reports

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Budget Analysis Reports- Page 67

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5. Activity Fund Budget Samples

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Revenues/Expenditures

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Incoming Money: = Deposits = Revenues = Object Code 5xxx

Incoming Money: = Deposits = Due to MISD = Object Code 2xxx

(Amendments/Transfers – Unallowable for Object Code 2xxx)

Outgoing Money:= Purchase Requisition/Order = Expenses = Object Code

6xxx

Campus Activity Funds Budget Samples-Revenue not equal expenses due to Fund Balance

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Revenue not equal expenses:Revenue 7,485Expense 7,985Fund Balance (500)

Campus Activity Funds Budget Samples-Negative Revenue Balance

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Note: If the Balance is Negative a budget amendment through GLBUBAAJ is needed.

+ Revenue (5755) 414+ Expenses (6xxx) 414

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6. Elementary Campus Activity Funds (9xx)

Elementary Campus Activity Fund Numbers

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Elementary Campus Activity (9xx) Budget Amendment (GLBUBAAJ)

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Elementary Campus Activity (9xx) Revenues

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Elementary Campus Activity Funds (9xx) Sub-Objects

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7. Secondary Campus Activity Funds (9xx)

Secondary Campus Activity Fund Numbers

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Secondary Campus Activity (9xx) Budget Amendment (GLBUBAAJ)

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Secondary Campus Activity (9xx) Revenues

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Secondary Campus Activity Funds (9xx) Sub-Objects

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8. Secondary Student Activity Funds (8xx)

Secondary Student Activity Fund Numbers

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Secondary Student Activity (8xx) Budget Amendment (GLBUBAAJ)

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Secondary Student Activity (8xx) Funds Revenues

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Secondary Student Activity (8xx) Funds Revenues

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Secondary Student Activity (8xx) Funds Sub-Objects

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