harlingen cisd budget preparation budget instructions 2015-2016 1
TRANSCRIPT
Budget Instructions 2015-2016 2
HARLINGEN CISD BUDGET CALENDAR2015-2016 Feb-15SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY
Review Staffing Review Comptroller's
Levels at Depts Certfired Property
Start looking at Numbers
Revenue Projections
1 2 3 4 5 6 7
Budget Process
Review of Budget
Approved by Calendar with
Dr. Cavazos Board
8 9 10 11 12 13 14
Look at State Regular Board
Comp. Numbers Meeting
15 16 17 18 19 20 21
Budget Process Beginning of Review of
Outlined to Principals Campus Budget Staffing levels
Directors Preparation At Campuses
22 23 24 25 26 27 28
Training for Staff on
Budget
Prepartion
Budget Instructions 2015-2016 3
HARLINGEN CISD BUDGET CALENDAR2015-2016 Apr-15SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY
1 2 3 4
5 6 7 8 9 10 11
Start Analyzing Campus/Dept
Health Insurance Budget due to
Senior Staff
12 13 14 15 17 17 18
Senior Staff Regular Board Human Resource Budgets due
Review of Meeting Review of at Business Office
Campus/Dept New Salary Items
Budget
19 20 21 22 24 24 25
Business Office District Operations Secretarial Training
Review of Review of Special on Purchasing Start
Budgets Requests of Schools Supplies
26 27 28 29 30
Completion of
Special Programs
and Support
Service Budget
Budget Instructions 2015-2016 4
HARLINGEN CISD BUDGET CALENDAR2015-2016 May-15SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY
1 2
3 4 5 6 7 8 9
Review Review Project Review Projected School Board
Proposed Preliminary 15/16 ADA Revenue Estimates Election
Salary Schedule Local Property and Special
Values Pops
10 11 12 13 14 15 16
Regular Board Determine Budget Review Panel
Meeting Salary Increase Reviews Budget,
Recommendation District Initiatives &
Non-allocated
Resources
17 18 19 20 21 22 23
Human Resources District Operations Board Budget Completion of Initiate Dr. Cavazos's
Completion of Complete
Prioritization Workshop Budget Review by Review of Preliminary
New Salary Items of Non-allocated (1) Budget Review Panel Budget
Requests
24 25 26 27 28 28 30
Review of Building Complete
Superintendent's
Maintenance, Renovation Review of Preliminary
and Future
Construction District Budget.
Personnel
Needs and Facility
Requirements
31
Budget Instructions 2015-2016 5
HARLINGEN CISD BUDGET CALENDAR2014-2015 Jun-14
SUNDAY MONDAY TUESDAYWEDNESDA
Y THURSDAY FRIDAY SATURDAY
1 2 3 4 5 6 7 Administrative
Budget Workshop
8 9 10 11 12 13 14
Regular Board Meeting
Complete First Draft
Dr. Cavazos's
Of District's Budget
Review of First
Draft
15 16 17 18 19 20 21
22 23 24 25 26 27 28
Determine
Finalized Projected
Health Insurance Revenues
Preimiums
29 30 Board Budget
Workshop
(2)
Budget Instructions 2015-2016 6
HARLINGEN CISD BUDGET CALENDAR2015-2016 Jun-15
SUNDAY MONDAY TUESDAYWEDNESDA
Y THURSDAY FRIDAY SATURDAY
1 2 3 4 5 6
Administrative
Budget Workshop
7 8 9 10 11 12 13
Regular Board Complete First
Draft Dr. Cavazos's
Meeting Of District's Budget Review of First
Draft
14 15 16 17 18 19 20
21 22 23 24 25 26 27
Determine Finalized Projected
Health Insurance Revenues
Preimiums
28 29 30
Board Budget
Workshop
(2)
Budget Instructions 2015-2016 7
HARLINGEN CISD BUDGET CALENDAR2015-2016 Jul-15SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY
1 2 3 4
5 6 7 8 9 10 11
12 13 14 15 16 17 18
Regular Board
Meeting
19 20 21 22 23 24 25
COMPLETE COMPLETE
FINAL BUDGET DR. CAVAZOS'S
DRAFT REVIEW OF FINAL
DRAFT
26 27 28 29 30 31
FINAL BUDGET
WORKSHOP
FOR BOARD
(3)
Budget Instructions 2015-2016 8
HARLINGEN CISD BUDGET CALENDAR2015-2016 Aug-15SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY
1
Notice of Public
Budget Hearing should
Be done by this day
(10 days prior to Meet)
2 3 4 5 6 7 8
Business Office
Federal Programs
Internal Audit
Training Updates
9 10 11 12 13 14 15
Regualr Board
Meeting
16 17 18 19 20 21 22
Official Public Hearing
Budget and Tax Rate
Adopted by
Board
23 24 25 26 27 28 29
Budget must be
Adopted by the
31st
30 31
Allocations for Campuses
Budget Instructions 2015-2016 9
SCHOOL NUMBER SCHOOL NAME RATE LOCAL FUNDING: REGULAR 18,259 1,789,125 ELEM 85.00 MIDDLE SCHOOL 115.00 HIGH SCHOOL 140.00 LIBRARY 0 ELEM 17.75 MIDDLE SCHOOL 20.55 HIGH SCHOOL 23.45 LIBRARY BUDGET: 199612xxx99 6239000 50,985199612xxx99 6329000 27,908
199612xxx99 6399000 26,494199612xxx99 6395000 41,713199612xxx99 6398000 186,968BILINGUAL 30.00 2,754 82,620GIFTED/TALENTED 50.00 1,075 53,750SPECIAL ED 75.00 1,438 107,850VOCATIONAL 155.00 803 124,465AT RISK 15.00 9,360 140,400TITLE 1, PART A 20.00 13,279 265,520TITLE 1, PART C 35.00 1,063 37,205BAND-H S 400/200 262 104,800BAND-MS 200/100 1,183 168,300CHOIR-H S 300/150 103 30,900CHOIR-MS 150/75. 625 82,725ELEM MUSIC 4.00 9,272 37,088Total 3,358,816Federal 302,725LOCAL FUNDING: 3,056,091
All departments will be allocated the same amounts as last year.
All campuses budgets at 100%
Budget Instructions 2015-2016 10
Allocations for Departments
The District’s budgeting process is based under a Site Based Management philosophy Site-Based Management allows the principals
increased budgetary authority at the campus level.
The main advantage of site-based budgeting is that it allows the school personnel to make budgetary decisions for their own campuses.
Elementary Campuses budgets are prepared by grade level
Secondary Campuses budgets are prepared by department.
Department Budgets are prepared using a Zero Based Budget Approach. Zero based budgeting basically makes depts.
justify the programs activities and services on an annual basis while justifying any increase with their budgets.
Campuses submit their budgets directly to their Administrator. The Business Office will review and make sure
you stayed within your allotment. Department Heads submit to your supervisor. Budgets are due to your Senior Staff
Director On April 12, 2015 Budgets are due April 17, 2015 to the
Business Office.
Budget Instructions 2015-2016 11
Introduction
The principal or director is responsible for submitting the budget for all items needed on their campus/dept. with the exception of the following items: Payroll Costs
The payroll budget for each campus will be prepared by the Business Office after staffing requirements have been determined. We take care of budgeting for salary and benefits for
teachers, para-professionals, administrators and hourly staff.
Any new items such as car allowances, stipends and/or extra duty pay must be approved by the Human Services Department. It will be routed to the Business Office once approved. We will go over those forms later.
Payroll Costs that will be funded through the campus allocation must be submitted on Form #6 which will be completed online through Eduphoria.
Utilities-Completed by District Operations Water Gas Phone Electricity
Other items designated as Central Office responsibilities. Copier Rental and repair Computer Repair and Maintenance Consultants for in-service at a District-Wide Level Misc repairs for office equipment. Replacement Computers
Budget Instructions 2015-2016 12
Preparation
Certain items associated with Library functions will be submitted through the Coordinator of Media Services. Your library budget should be budgeted to
the accounts on your budget allocation worksheet
All requests for items to be constructed by maintenance, major repairs, or proposed renovations should be completed on Form #3. This form will be forwarded to the Asst. Superintendent for District Operations. Use Form #3-”Requests for Projects” Do not include these items in your budget. If approved, they will come out of the
maintenance budget. An approval or denial will be emailed to your office
after a decision has been made by Mr. Tapia.
Budget Instructions 2015-2016 13
Preparation – cont.
Your campus budget will be submitted based on a per student allocation as follows: Elementary-$85.00 per student Middle School-$115.00 per student High School-$140.00 per student
The projected enrollment is based on the current year’s Fall Peims Submission.
FTE’s for special populations are based on data collected from program directors.
The following allocations will be used for the libraries:
Elem M.S. High School 12-6239 Region One $3.00 $3.00 $3.00 12-6329 Periodicals $1.25 $1.80 $2.45 12-6399 Library Supplies $1.50 $1.75 $1.50 12-6395 Programed AV Mat $2.00 $3.00 $3.00 12-6398 Library Books $10.00 11.00 $13.50
Your campus allocations for library will cover the above costs.
Budget Instructions 2015-2016 14
Allocations
In addition to the previously mentioned allocations, principals receive monies for their special populations as follows: Bilingual $30.00 Special Education $75.00 At Risk $15.00 Gifted and Talented $50.00 Vocational $155.00 Title I Part A $20.00 Migrant $35.00
These are supplemental dollars to be used in those programs.
Budget Instructions 2015-2016 15
Allocations-Continue
Administrative Technology-The business office will budget monies for each campus for the replacement of Campus Administrative Computers as follows:
Elementary $1,000 Middle Schools $2,000 High Schools $4,000
The monies will be budgeted in the following accounts-199623XXX99 6307727.
You can use this account when needed.
Budget Instructions 2015-2016 16
Allocations-Continue
Budget Form#1 Budget Form #1–Summary recap form must be
completed by the Principal/Budget Secretary to summarize the requested items from the departments’ Form #2.
Budget Form #2 Please issue this Form to your departments to
gather their budget items. This will be your supporting details for Form #1.
Please summarize all Form #2’s onto one Form #1 which is include in the Ultimate File to be emailed to [email protected].
Requests for Projects-District Operations Form #3
Complete for requests of items to be constructed by maintenance, major repairs or proposed renovations.
Do not include these items in your budget This will be completed in your Budget excel
workbook and routed to District Operations from the Business Office.
Personnel Action Request Form #4 This form will be combined with Form #8 onto one
form. It will also be completed in your Budget Workbook.
Budget Instructions 2015-2016 17
FORMS
Request for 2014-2015 Salary Budgeted Items-Form #6 Payroll costs that will be funded through
campus allocations I.E. summer students Coop Students This will be completed and submitted online
through Eduphoria.
Additional Items Form # 7 Use this form to submit any additional items
that you need that were not included in your budget.
We will review and fund those if monies are available.
Personnel Action Form #4 – (Was Form #8) This will be done online and will be combined with
Form # 4 on Eduphoria.
Budget Instructions 2015-2016 18
Forms-cont’d