Fully Financed BudgetsFully Financed Budgets

Saint Paul Public SchoolsSaint Paul Public Schools

Why FFB?Why FFB?

Allow unique identity for each budgetAllow unique identity for each budget

Tracked separately from other fundsTracked separately from other funds

Easy to report finances for only one Easy to report finances for only one projectproject

TopicsTopics

Getting to know Budget NumbersGetting to know Budget Numbers– What do those 19 numbers mean?What do those 19 numbers mean?– Exercise: examining a fully financed budgetExercise: examining a fully financed budget

From grant budget to green worksheetFrom grant budget to green worksheet– Exercise: magnet grant budgetExercise: magnet grant budget

From Green worksheet to ed524From Green worksheet to ed524

From Green worksheet to Fully Financed budget From Green worksheet to Fully Financed budget formsforms– Exercise: Magnet Green worksheet to FFB formExercise: Magnet Green worksheet to FFB form

29-005-352-610-6430-345029-005-352-610-6430-3450

29 = Fund29 = Fund

005 = Organization (org)005 = Organization (org)

352 = Program (Prog)352 = Program (Prog)

610 = Finance (Fin)610 = Finance (Fin)

6430 = Object (Obj)6430 = Object (Obj)

3450 = Course3450 = Course

What is a Fund?What is a Fund?

Indicates the source of moneyIndicates the source of money

Schools and programs typically have more Schools and programs typically have more than one fundthan one fund

Each fund has its own rulesEach fund has its own rules

Examples:Examples:– 01 = General Fund01 = General Fund– 21 = Compensatory Aid21 = Compensatory Aid– 29 = Fully Financed29 = Fully Financed

What is an ORG?What is an ORG?

A district-assigned numberA district-assigned number

Might be a school numberMight be a school number– 210 = Central High School210 = Central High School– 410 = Adams Elementary410 = Adams Elementary

Could be district-wideCould be district-wide– 005 = District Wide005 = District Wide

What is a Program?What is a Program?

Designates instructional or support Designates instructional or support services provided with fundingservices provided with funding– 050 = School Administration050 = School Administration– 230 = Foreign Language230 = Foreign Language– 610 = Curriculum Development610 = Curriculum Development

What is Finance?What is Finance?

Defines a specific local, federal, or state Defines a specific local, federal, or state project or duty (assigned by funder)project or duty (assigned by funder)– 315 = Desegregation Aid and Levy315 = Desegregation Aid and Levy– 306 = Staff Development306 = Staff Development– 000 = no designation000 = no designation

300 codes are state funds300 codes are state funds

400 codes are federal through state funds400 codes are federal through state funds

500 codes are federal direct funds500 codes are federal direct funds

Object CodesObject Codes

Identifies the service or commodity Identifies the service or commodity purchased or receivedpurchased or received5XXX is a revenue5XXX is a revenue– 5096 = Gift or Private Grant5096 = Gift or Private Grant– 5620 = Fundraiser Sales Receipts5620 = Fundraiser Sales Receipts

6XXX is an expense6XXX is an expense– 6143 = Teacher/Counselor Salary6143 = Teacher/Counselor Salary– 6401 = Non-Instructional Supplies6401 = Non-Instructional Supplies– 6555 = Technology Equipment6555 = Technology Equipment

Course CodesCourse Codes

Used to identify unique grants/projectsUsed to identify unique grants/projects– 1080 = Preschool Incentive1080 = Preschool Incentive– 2570 = Medtronic Grant2570 = Medtronic Grant– 3500 = PEP Grant3500 = PEP Grant– 0000 = No Designation0000 = No Designation

Which code to use?Which code to use?

Most Fully Financed budgets have all but Most Fully Financed budgets have all but the object code “fixed”the object code “fixed”

The budget number is provided like thisThe budget number is provided like this

29-005-240-000-XXXX-350029-005-240-000-XXXX-3500

The XXXX is the object code, and these The XXXX is the object code, and these will be the only numbers that can change.will be the only numbers that can change.

Object Codes – the breakdownObject Codes – the breakdown

All expense codes will start with a 6All expense codes will start with a 6

61XX = Salary / Personnel Costs61XX = Salary / Personnel Costs

62XX = Benefits62XX = Benefits

63XX = Fees63XX = Fees

64XX = Supplies64XX = Supplies

65XX = Capital65XX = Capital

68XX = Miscellaneous68XX = Miscellaneous

61XX – Salary & Personnel61XX – Salary & Personnel

6110 = Administrators (in title not function)6110 = Administrators (in title not function)6130 = Teaching Assistants - Classroom6130 = Teaching Assistants - Classroom6131 = Educational Assistants - Classroom6131 = Educational Assistants - Classroom6140 = Licensed Classroom Teachers6140 = Licensed Classroom Teachers6141 = Non-Licensed Classroom (JROTC, etc.)6141 = Non-Licensed Classroom (JROTC, etc.)6143 = Licensed Instructional Support (TOSA, Nurse, 6143 = Licensed Instructional Support (TOSA, Nurse,

Counselor, Social Worker, etc.)Counselor, Social Worker, etc.)6144 = Non-Licensed Non-Classroom (TAs, EAs, etc.)6144 = Non-Licensed Non-Classroom (TAs, EAs, etc.)6145 = Substitute Teachers6145 = Substitute Teachers6170 = Non-Instructional Support (Clerical, Accounting, 6170 = Non-Instructional Support (Clerical, Accounting,

Evaluator)Evaluator)6185 = Other Salary Payments (usually hourly pay)6185 = Other Salary Payments (usually hourly pay)

62XX = Benefits62XX = Benefits

6210 =6210 = FICA (social security/Medicare)FICA (social security/Medicare)

6214 =6214 = PERA (Public Employees Retirement PERA (Public Employees Retirement Association)Association)

6218 =6218 = TRA (Teachers Retirement Association)TRA (Teachers Retirement Association)

6220 =6220 = Employee Insurance (Employer Paid)Employee Insurance (Employer Paid)

6250 =6250 = TSA / Deferred CompensationTSA / Deferred Compensation

6296 =6296 = Professional Growth (per employee Professional Growth (per employee contract)contract)

63XX = Fees63XX = Fees

6305 = Fees for Services (Consultants, contracts, 6305 = Fees for Services (Consultants, contracts, etc.)etc.)

6320 = Communication services (telephones)6320 = Communication services (telephones)6329 = Postage / Parcel Services6329 = Postage / Parcel Services6350 = Repair / Maintenance Services6350 = Repair / Maintenance Services6360 = Field Trip Buses / Taxi Fare6360 = Field Trip Buses / Taxi Fare6366 = Travel & workshops – in-state6366 = Travel & workshops – in-state6368 = Travel & workshops – out-of-state6368 = Travel & workshops – out-of-state6395 = Field Trip Admission Fees6395 = Field Trip Admission Fees

Travel DetailsTravel Details

Sometimes the in-state / out-of-state logic Sometimes the in-state / out-of-state logic doesn’t apply:doesn’t apply:

6368 is only used for out-of-state travel for 6368 is only used for out-of-state travel for Federally Funded grants only (e.g. for Federally Funded grants only (e.g. for grantee conferences in Washington, D.C.)grantee conferences in Washington, D.C.)

If funding comes from a private foundation If funding comes from a private foundation or non-Federal funds, all travel is under or non-Federal funds, all travel is under object code 6366.object code 6366.

64XX = Supplies64XX = Supplies

6401 = Supplies for staff (office supplies,6401 = Supplies for staff (office supplies,Professional Development Professional Development

materials, materials, etc.)etc.)

6430 = Instructional Supplies for students6430 = Instructional Supplies for students

6460 = Textbooks6460 = Textbooks

6461 = Standardized Testing Materials6461 = Standardized Testing Materials

6490 = Food6490 = Food

65XX = Capital65XX = Capital

6520 = Building acquisitions/construction6520 = Building acquisitions/construction

6530 = Equipment – not technology6530 = Equipment – not technology

6555 = Technology equipment6555 = Technology equipment

68XX = Miscellaneous68XX = Miscellaneous

6820 = Dues and professional 6820 = Dues and professional membershipsmemberships

6895 = Indirect costs6895 = Indirect costs– Rate of reimbursement if set by MDE annuallyRate of reimbursement if set by MDE annually– Not all grants will have indirect costs Not all grants will have indirect costs

budgetedbudgeted– If indirect is budgeted, only the first $25,000 of If indirect is budgeted, only the first $25,000 of

contracts is included in the calculation, and no contracts is included in the calculation, and no capital expenditures are included.capital expenditures are included.

Exercise: Examining a Fully Exercise: Examining a Fully Financed BudgetFinanced Budget

Exercise: From Grant Budget Exercise: From Grant Budget to Green Worksheetto Green Worksheet

Exercise: Green worksheet to Exercise: Green worksheet to FFB formFFB form

Submit to the Business OfficeSubmit to the Business Office

The Fully Financed Form – both sheetsThe Fully Financed Form – both sheets

The award notice from the funderThe award notice from the funder

The check (if you have it already)The check (if you have it already)

Revising a FFBRevising a FFB

Necessary if lines are changing by 10% or Necessary if lines are changing by 10% or more.more.

Must be pre-approved by funderMust be pre-approved by funder

Follow same procedure as the original Follow same procedure as the original FFB form; it will not be the original.FFB form; it will not be the original.

Submit funder approval with revised FFBSubmit funder approval with revised FFB

Questions? Comments?Questions? Comments?