E-E-Instructions for the Instructions for the preparation of thepreparation of the

Fiscal Year 2003-2004Fiscal Year 2003-2004E-E-BudgetBudget

R. Jerry Barber, Ed.D., Superintendent of R. Jerry Barber, Ed.D., Superintendent of SchoolsSchools

Table of ContentsTable of Contents1.1. E-Budget is available at E-Budget is available at

www.laredoisd.orgwww.laredoisd.org Budget GuidelinesBudget Guidelines Program GuidelinesProgram Guidelines Budget and Tax CalendarBudget and Tax Calendar

2.2. Fund Allocations & Required FormsFund Allocations & Required Forms3.3. Accounting Dept. Staff ContactsAccounting Dept. Staff Contacts4.4. Financial Accounting System Financial Accounting System

Resource Guide (FASRG) Version Resource Guide (FASRG) Version 10.010.0

E-Budget Development E-Budget Development ProcessProcess

The budget The budget Development Development Process is Process is comprised of three comprised of three major phases:major phases: PlanningPlanning PreparationPreparation EvaluationEvaluation

What are the Resources to What are the Resources to LISD for 2003-2004? LISD for 2003-2004?

2002-2003 Total Resource Aid Per 2002-2003 Total Resource Aid Per StudentStudent

Total State Aid = $109,481,256Total State Aid = $109,481,256 Total Resources = $134,040,662Total Resources = $134,040,662 Total Refined ADA = 21,495Total Refined ADA = 21,495 Total Resource Aid Per Student = Total Resource Aid Per Student =

$6,236$6,236

Limited Resources from the Limited Resources from the State State

The Legislature is meeting in Austin The Legislature is meeting in Austin and they have a great task ahead… and they have a great task ahead… School Funding and Balancing State School Funding and Balancing State Budget…..Budget…..

We must watch our dollars and We must watch our dollars and spend funds closest to students in spend funds closest to students in 2003-20042003-2004

What are the Expenditures What are the Expenditures for for

2003-2004?2003-2004? In order to support the mission, goals and In order to support the mission, goals and

objectives of theobjectives of the

District and the Superintendent’s District and the Superintendent’s GoalsGoals

Administrators should forecast the operating costs for Administrators should forecast the operating costs for all funds necessary to achieve those intents.all funds necessary to achieve those intents.

What are the Priority’s for What are the Priority’s for 2003-2004?2003-2004?

Supt’s and District Goals Supt’s and District Goals Support for base line instructional servicesSupport for base line instructional services Continued investment on our employeesContinued investment on our employees Enhancement of career and applied Enhancement of career and applied

technologytechnologyProgramProgram Improved performance of our studentsImproved performance of our students

What are Expenditures for What are Expenditures for 2003-2004?2003-2004?

These budgetary allocations should project These budgetary allocations should project costs for the major expenditures categories costs for the major expenditures categories which include:which include: Payroll (6100)Payroll (6100) Professional & Contracted Services (6200)Professional & Contracted Services (6200) Supplies & Materials (6300)Supplies & Materials (6300) Other Operating costs (6400)Other Operating costs (6400) Debt Service (6500)Debt Service (6500) Capital Outlay (6600)Capital Outlay (6600)

Before you submit your Before you submit your budget….budget….

Evaluate your performanceEvaluate your performance Develop your needs assessment Develop your needs assessment Coordinate in a team environment with Coordinate in a team environment with

Principals and Program ManagersPrincipals and Program Managers Evaluate Goals and ObjectivesEvaluate Goals and Objectives Develop Dept or Campus Improvement PlanDevelop Dept or Campus Improvement Plan Make decisions on available money for Make decisions on available money for

2003-2004 2003-2004

Your Your EE-budget Package-budget Package

Resources Needed in your package:Resources Needed in your package: E-budget Module –Web –and emailE-budget Module –Web –and email E-budget through SAGEE-budget through SAGE The budget calendar is in your packageThe budget calendar is in your package CD for Budget InstructionsCD for Budget Instructions Printout of campus or dept.Printout of campus or dept. Position Control ListingPosition Control Listing Copy of Organizational Chart Copy of Organizational Chart

What is your timeline to What is your timeline to submit Your submit Your EE-budget -budget

Next is the Budget Calendar……….. Next is the Budget Calendar……….. And resources that you will And resources that you will need……..need……..

Let me introduce to you the Let me introduce to you the Finance Budget Team and the Finance Budget Team and the IT TeamIT Team

Budget CalendarBudget Calendar Nov – Dec 2002Nov – Dec 2002

Planning and scheduling of the budget Planning and scheduling of the budget processprocess

Jan 17, 2003Jan 17, 2003 Preparation meeting with Program Preparation meeting with Program

DirectorsDirectors Feb 12, 2003Feb 12, 2003

Overview of budget preparation and Overview of budget preparation and coding structurecoding structure

Feb 13 – Mar 21, 2003Feb 13 – Mar 21, 2003 Individual campus and department Individual campus and department

trainingtraining

Budget Calendar Budget Calendar (Continued)(Continued)

Feb – Mar 21, 2003Feb – Mar 21, 2003 Needs Assessment is conducted by Needs Assessment is conducted by

campus at this time. Site-Based campus at this time. Site-Based Decision Making (SBDM) Committees Decision Making (SBDM) Committees should convene to review needs for should convene to review needs for staffing, staff development budget and staffing, staff development budget and any needs of the schoolany needs of the school

March 21, 2003 Review of Budget with March 21, 2003 Review of Budget with your Supervisor before submitting to your Supervisor before submitting to Finance Dept. Finance Dept.

Budget Calendar Budget Calendar (Continued)(Continued)

Mar 21, 2003Mar 21, 2003Budget requests Budget requests deadlinedeadline

Mar 24 – Apr 4, 2003Mar 24 – Apr 4, 2003 The Finance dept. will compile, review The Finance dept. will compile, review

and adjust (if necessary) the data and adjust (if necessary) the data submittedsubmitted

Budget Calendar Budget Calendar (Continued)(Continued)

Apr 1, 2003Apr 1, 2003 District Improvement Plan Process begins to District Improvement Plan Process begins to

review goals and objectivesreview goals and objectives Apr 4, 2003Apr 4, 2003

Special Call Meeting – Board Meeting update Special Call Meeting – Board Meeting update on budget process and legislative impact on on budget process and legislative impact on school fundingschool funding

Apr 7, - May 18, 2003Apr 7, - May 18, 2003 The Budget Review Team I & II will review The Budget Review Team I & II will review

individual budgets requests with each individual budgets requests with each campus or departmentcampus or department

Budget Calendar Budget Calendar (Continued)(Continued)

May 26-30, 2003May 26-30, 2003 The Budget Review Team I & II will The Budget Review Team I & II will

assess budgets proposals with the assess budgets proposals with the SuperintendentSuperintendent

June 12, 2003June 12, 2003 The Superintendent’s preliminary budget The Superintendent’s preliminary budget

for the district will be prepared and for the district will be prepared and delivered to all the Board of Trustees.delivered to all the Board of Trustees.

Budget Calendar Budget Calendar (Continued)(Continued)

The Budget Review Team IThe Budget Review Team I

CFO, Exec Director of Human Resources, CFO, Exec Director of Human Resources, Admin Assistant for Administration, Admin Assistant for Administration, Executive Director for Support Services Executive Director for Support Services

The Budget Team IIThe Budget Team II

CFO, Exec Director of Human Resources, CFO, Exec Director of Human Resources, Admin Assistant for Administration, Admin Assistant for Administration, Admin Assistant for Curriculum. & Admin Assistant for Curriculum. & Instruction, and Admin Assistant for Instruction, and Admin Assistant for Special Programs. Special Programs.

Budget Calendar Budget Calendar (Continued)(Continued)

June 23 , 2003 Board Budget June 23 , 2003 Board Budget WorkshopWorkshop

July 17, 2003July 17, 2003 The certification of anticipated rate by The certification of anticipated rate by

collector as well as appointment of the collector as well as appointment of the district’s Tax Assessor/Collector as the district’s Tax Assessor/Collector as the individual authorized to calculate and individual authorized to calculate and publish the district’s effective tax ratepublish the district’s effective tax rate

Budget Calendar Budget Calendar (Continued)(Continued)

July 21 – Aug 1, 2003July 21 – Aug 1, 2003 A ten (10) day public notice will be A ten (10) day public notice will be

published stating that the purpose of the published stating that the purpose of the meeting is the adoption of a budget for meeting is the adoption of a budget for the succeeding fiscal yearthe succeeding fiscal year

August 14, 2003August 14, 2003 Public hearing on budget adoptionPublic hearing on budget adoption Budget adoptionBudget adoption

Budget Calendar Budget Calendar (Continued)(Continued)

August 18, 2003August 18, 2003 Updated Campus Improvement Plans are due Updated Campus Improvement Plans are due

to Admin Assistant for Administration Team to Admin Assistant for Administration Team 2003-20042003-2004

Sept 1, 2003Sept 1, 2003 Implementation of the approved budgetImplementation of the approved budget

Sept 29, 2003Sept 29, 2003 Final adjustments will be made to approved Final adjustments will be made to approved

budget and will be submitted for duplicationbudget and will be submitted for duplication

Fixed Cost Fixed Cost No new monies.No new monies.

SalariesSalaries BenefitsBenefits InsurancesInsurances

To be projected once the To be projected once the Legislature is close to Legislature is close to ending its session. ending its session.

Variable CostsVariable Costs

No new monies.No new monies. The Variable costs for The Variable costs for

the new budget will the new budget will include the following:include the following: Program IntentProgram Intent SubstitutesSubstitutes Copier RentalCopier Rental UtilitiesUtilities

Variable Cost Variable Cost

Individual Campus Operating Amount –Individual Campus Operating Amount –Department’s Amount –Department’s Amount –

Individual Campus Special Revenue Individual Campus Special Revenue Amount -Amount -

Check your e-budget CDCheck your e-budget CD

E-budget InstructionsE-budget Instructions

Instructions for E-budgetInstructions for E-budget

Send your E-budget TO Send your E-budget TO ebudget@laredoisd.orgebudget@laredoisd.org

But How--But How--

Budget Request Budget Request InstructionsInstructions

Fiscal Year 2003-2004Fiscal Year 2003-2004

Budget Request InstructionsBudget Request Instructions

Deadline to submit – March 21, 2003Deadline to submit – March 21, 2003 Use SAGE (Software Accounting for Use SAGE (Software Accounting for

Government Entities)Government Entities) IT has set up access to campuses & IT has set up access to campuses &

departmentsdepartments Enter Budgets for Funds 199-499Enter Budgets for Funds 199-499

Budget Request InstructionsBudget Request Instructions

Open the SAGE Open the SAGE program by double program by double clicking on the SAGE clicking on the SAGE icon on the desktopicon on the desktop Sage.lnk

Budget Request InstructionsBudget Request Instructions

Select the Select the Budget Create Budget Create on the user role on the user role by clicking on by clicking on the square to the square to the left of the left of BUDGET BUDGET CREATE.CREATE.

Budget Request Budget Request InstructionsInstructions

Once you have Once you have selected the selected the budget create, budget create, you will see this you will see this screen. You screen. You must now select must now select BPS by clicking BPS by clicking the square on the the square on the left of the BPS.left of the BPS.

Budget Request InstructionsBudget Request Instructions

Once you have Once you have selected the selected the BPS, you will BPS, you will see this screen. see this screen. Select Budget Select Budget Manager Entry Manager Entry by clicking on by clicking on the square to the square to the left of the the left of the Budget Budget Manager Entry.Manager Entry.

Budget Request InstructionsBudget Request Instructions

After selecting After selecting the Budget the Budget Manager Entry Manager Entry menu, you will menu, you will find this screen find this screen where you will where you will be key be key punching your punching your budget.budget.

Budget Request InstructionsBudget Request Instructions

Press F2 to show your entire budget.Press F2 to show your entire budget. Enter your budget on the Manager Enter your budget on the Manager

Budget slot.Budget slot. You can scroll down to complete You can scroll down to complete

your entire budget.your entire budget. You must press F3 to save once you You must press F3 to save once you

have completed entering the entire have completed entering the entire budget.budget.

Budget Request InstructionsBudget Request Instructions

After pressing F3 the screen will go blank.After pressing F3 the screen will go blank. You can review your budget by pressing F2 You can review your budget by pressing F2

again.again. To obtain a print out of your budget you To obtain a print out of your budget you

must call the accounting department at must call the accounting department at 795-3250.795-3250.

If you want to look at a specific line item, If you want to look at a specific line item, you can type the line item budget code on you can type the line item budget code on the SELECT slot.the SELECT slot.

Please note that the budget scenario is 01.Please note that the budget scenario is 01.

Forms DueForms DueMarch 21, 2003March 21, 2003

E-BudgetE-Budget Missions, Goals and Objectives; Capital Outlay Missions, Goals and Objectives; Capital Outlay

Justification; and Performance MeasuresJustification; and Performance Measures Special Population FTE’s Forecast (Directors ONLY)Special Population FTE’s Forecast (Directors ONLY) The Need AssessmentThe Need Assessment Any Personnel ChangesAny Personnel Changes Campus/Department Improvement PlanCampus/Department Improvement Plan Request for Additional Funding (if Any)Request for Additional Funding (if Any)Hard Hard CopyCopy Approval by Supervisor of your budgetApproval by Supervisor of your budget Printout of the Budgets for all funds that were Printout of the Budgets for all funds that were

keypunchedkeypunched Campus / Department Organizational ChartCampus / Department Organizational Chart

March 22, 2003March 22, 2003

HOMEHOME

FREEFREE

Finance Budget TeamFinance Budget Team List of Contacts List of Contacts Rosa Ma Torres, Financial Mgmt Dir. Rosa Ma Torres, Financial Mgmt Dir. Laura McCoy – Senior AccountantLaura McCoy – Senior Accountant Belinda Salazar – Senior AccountantBelinda Salazar – Senior Accountant Adelfa Kazen – Staff AccountantAdelfa Kazen – Staff Accountant Alfredo Rocha – Staff AccountantAlfredo Rocha – Staff Accountant Melisa Rangel – Staff AccountantMelisa Rangel – Staff Accountant Maylén H. Costilla – Staff AccountantMaylén H. Costilla – Staff Accountant Rosalinda Moncivais – Accounting ClerkRosalinda Moncivais – Accounting Clerk Alicia Cardenas – Accounting ClerkAlicia Cardenas – Accounting Clerk Diana Trevino – Secretary Diana Trevino – Secretary

Your E-budget AppointmentYour E-budget Appointment

For individual meetings For individual meetings with your campus or with your campus or departments, call Diana departments, call Diana Trevino for an e-budget Trevino for an e-budget Appointment……….Appointment……….

@ext 3250.@ext 3250.

Additional InformationAdditional Information

GlossaryGlossaryCode StructureCode StructureHistorical Cost CalculationsHistorical Cost CalculationsFor Information send –email For Information send –email to to ebudget@laredoisd.orgebudget@laredoisd.org

REACHED OUR E- BudgetREACHED OUR E- BudgetGOALGOAL