FALL ADJUSTMENTS

What you need to know.

Goals and Objectives

What is Fall Adjustments? What gets adjusted? What can you do to prepare? Completing the forms Completing the HR process

The Budget Cycle

Board Action

September

December

January

February

March

April - June

Key Dates for Fall Adjustments September 4th – Final pupil count is pulled from

Infinite Campus at 5:00pm September 5th – Schools receive their Fall

Adjustment forms September 9th – Fall Adjustment forms are due

back to the budget office (budget@dpsk12.org) by 5:00pm

September 11th – Budget office notifies Principal’s of approval/denial of requested funding - Newly created positions are posted by the schools through the Teacher Staffing System

What is Fall Adjustments?

Fall Adjustments is a combination of things Budgeted Enrollment Holding Carry Forward School budget adjustment associated with

allocating funding based on actual student enrollment in a school (versus projected enrollment)

Budgeted Enrollment Holding +/- Carry Forward +/- Dollar impact of Enrollment ChangesFALL ADJUSTMENT

What’s getting adjusted?

SBB Base (K-12 with K = .50) Instructional Allocation (K-12 with K = .50) Free and Reduced Lunch Supplemental

Funds (1-12) Mild Moderate

Minimum Required FTE adjustment Additional dollars (K-12 with K = .50)

Student Services Required Student Service Days Additional dollars (K-12 with K = .50)

GT Additional Dollars Based on identified GT population

What’s getting adjusted?

Program Changes ECE and Kinder

Based on information from Early Ed Adjustment to FTE, Para hours and Supplies Informational Only (no further action required)

ESL FTE adjustment Informational Only (no further action required)

Hurdles and Offsets

The following new moneys that result from the pension will be subject to offset [A]:    

Additional base dollars for high schools, middle schools and 6-12s Additional per pupil funds to support Gifted and Talented     Additional per pupil funds to support Free Lunch students Additional money for expanded Mild Moderate and Specialized Services

The above allocations will decrease to the extent that schools are currently receiving extra allocations in the following areas [B]. These categories below are called hurdles:  

Incremental Base per pupil that the K8s receive above all other levels     Fiscal Year 2008-2009 Small School Subsidy   Extra allocations for magnet programs (ie., Table X)     Mild Moderate and Specialized Services funding above per pupil levels    

Examples: School 1 School 2

New moneys from pension, before offset [A] $300,000 $100,000

Total amount of hurdle [B] $50,000 $200,000

New moneys from pension, after offset $250,000 $0

Getting Prepared

Review your Enrollment Holding account Cayenta reports are now available

Estimate Carry Forward 07-08 Ledger Mid Year Review

Infinite Campus Enrollment Summaries Run the report daily Understanding the report

08-09 Monthly Trial Balance Identifies available balances to plan in the

event of a reduction

The IC School Membership Summary

K

REMEMBERK=.50 ECE = 0

106

120

98

75

70

87

7

-1

4

-5

8

4

/2

Total Enrollment

Change = 13

Understanding the Forms – Fall Adjustment Tab First Section

Unrestricted Carry Forward Budgeted Enrollment Holding

Second Section Enrollment Numbers Class Size Relief FTE Payback Information

FTEs allocated in the spring as a loan Schools notified in the approval email from

Brett Fuhrman if required to pay back

Understanding the Forms – Fall Adjustment Tab Third Section

Per pupil based adjustments Base Instructional Free & Reduced Lunch Supplemental Funds Mild Moderate Student Services Gifted & Talented

Fourth Section Program based adjustments – adjusted based on

program requirements ELA/ESL ECE Kinder

Understanding the Forms –Distribution Request Form Divided into sections based on category of funding to be

distributed (reduced) Instructional

Increased Instructional dollars must be distributed to Instructional Accounts

Enrollment Holding and Administrative Supplies are only to be used to cover deficits

Mild Moderate Minimum FTE increases or decreases will be pre-populated Increased Mild Moderate Additional Dollars must be distributed to Mild

Moderate Accounts Enrollment Holding and Administrative Supplies are only to be used to

cover deficits Student Service Days

Minimum Student Services Day increases or decreases will be pre-populated

Increased Student Services Additional Dollars must be distributed to Student Services Accounts

Enrollment Holding and Administrative Supplies are only to be used to cover deficits

Understanding the Forms –Distribution Request Form

Gifted & Talented Increased Gifted & Talented Additional Dollars must

be distributed to Gifted & Talented Accounts Enrollment Holding and Administrative Supplies are

only to be used to cover deficits Other Accounts – Discretionary spending

Unrestricted Carry Forward Base Fall Adjustment Free & Reduced Lunch Supplemental Funds Fall

Adjustment Class Size Relief Payback Enrollment Holding Remaining to distribute

Includes all Enrollment Holding not used to cover deficits in other categories

Understanding the Forms –Restricted Carry Forward FYI Only Resources will be returned to the

account from which they came No action needed

Completing the Forms

Fall Adjustment Tab Determine your enrollment change by reviewing

the Variance column in the Second Section Fall adjustment is largely based on Enrollment K-

12 (K=.50) Variance

Review Unrestricted Carry Forward Balance and Budgeted Enrollment Holding

Review the Third Section (enrollment based adjustments) to see the dollar impact of enrollment changes

PROJSEPT. 4TH ACTUAL

VARIANCE

ENROLLMENT K-12 (K=.5) 268 278 10 FREE & REDUCED LUNCH 166 172 6 MILD MODERATE 19 24 5 GIFTED AND TALENTED 15 20 5

Completing the Forms

Distribution Request Form – Allocating to (Reducing) Non-Salary Accounts

Determine which account number you would like to allocate to (use to cover a reduction)

Select account number from the dropdown list If desired number is not available enter the 20 digit Cayenta

account in the “Enter other account” cell Do not include dashes, periods or spaces

Enter the amount to allocate (reduce) in the amount column If covering a deficit enter the amount as a negative number

Once the correct amount has been distributed (reduced) “balance check – Instructional Dollars Remaining” will equal 0 and red error message will disappear

Completing the Forms

Distribution Request Form – Allocating to (Reducing) Salary Accounts

Determine which position you would like to purchase (use to cover a reduction)

Select account number from the dropdown list If desired number is not available enter the 20 digit Cayenta

account in the “Enter other account” cell Do not include dashes, periods or spaces

Select the Job Code associated with the position from Job # drop down list and the average rate w/ benefits will populate

In the FTE/HRS/Days column enter the amount of FTE/HRS/Days you would like to purchase (reduce) If covering a deficit enter the amount as a negative number

Enter the Grade and Course associated with the position you are purchasing (reducing)

Completing the Forms

Complete the same process for each of the funding categories

There should be no red “request total amount” error messages remaining on the form.

All increases must be fully allocated Any remaining funds will be distributed to

supply accounts All reductions must be covered Return forms to budget@dpsk12.org no

later than 5:00pm on September 9th.

2008 Fall Adjustments – Human Resources

Calendar/Timeline RIB process Questions/Comments/Concerns