s ecretary m eeting march 9, 2010. n ew m embers of the b usiness o ffice budget coordinator dawn...
TRANSCRIPT
SECRETARY MEETINGMarch 9, 2010
NEW MEMBERS OF THE BUSINESS OFFICE
Budget Coordinator Dawn Hubbard [email protected] Ext. 0138
General Ledger Accountant Sharon Harris [email protected] Ext. 0012
RECORDS MANAGEMENT REMINDER
Before boxing or cleaning up files, contact Sandy Garza for clarification on the proper procedures. Sandy Garza Ext. 0035 [email protected]
FURNITURE NEEDS FOR 2010/2011
If your campus/department has any furniture needs for the 2010/2011 school year, the spreadsheet for requests can be found on the Purchasing Department’s webpage. Once completed, email the spreadsheet to Jami
Manning. Deadline: March 31, 2010
BUDGET 2010/2011
IMPORTANT DATES
April 7, 2010 eFinancePLUS Budget Work Session Location: Technology Training Room
April 23, 2010 Budgets are due in the Business Office by 5:00 pm.
May 14, 2010 Last day to submit a budget amendment to the
Business Office for fiscal year.
See Administrative Services - Calendar of Events for additional deadlines.
PER PUPIL ALLOCATION
Preliminary Per Pupil Budget Elementary: $92/Student Middle School: $82/Student High School: $155/Student
Proposed Per Pupil Allocation Model Includes:
Modified Per Pupil Free and Reduced: $10/Student Limited English Proficiency (LEP): $12 /Student
October 1st – Adjustment for actual enrollment counts
All campus budgets will have a 5% overall reduction in their budget.
ITEMS TO INCLUDE IN THE BUDGET
Fixed Cost Oce Copiers
Remember to budget for the machine rental charge, as well as the “click” charges.
Print Shop Charges
Staff Development
Travel Teachers and Librarians traveling for staff
development should be coded to function 13. Everyone else traveling for staff development should
be coded to their respective function.
TRANSPORTATION RATE
Rates for reserving transportation will increase for the 2010/2011 school year.
The new rates will be as follows: Hourly Rate: $14.95/hour Mileage Rate: $2.95/mile
DEPARTMENT BUDGET
Budget amounts will be sent to each Budget Manager by email, since most budgets will have a 5% overall reduction.
Additions to the budget should be requested with a Budget Request Form, and submitted to the appropriate Division Head. Budget Request Form
“O” Drive Business Office Budget Budget Request Form
BUDGET INSTRUCTIONS
Budget Instructions
END OF YEAR PROCEDURES
PURCHASE ORDERS FOR 2010/2011
Purchase Orders for the 2010/2011 year, may be entered into eFinancePLUS starting May 17th. When entering purchase orders for next year,
use the “Next Year’s Requisitions” option in eFinancePLUS.
Purchase Orders for the 2010/2011 year will not be mailed out until after July 1st. If there is an order that your campus/department will
need at the beginning of the new fiscal year, contact the Purchasing Department.
END OF YEAR REMINDERS
Pink Purchase Orders All orders should be finalized
(received/cancelled), and the pink signed and sent over to the Business Office by June 30th.
Use the Encumbrance Status Report to ensure that all of your purchase orders are completed prior to June 30th. Instructions for the Encumbrance Status Report are
located on pages 6-17 through 6-22 of the Procedures and Guidelines Manual.
END OF YEAR REMINDERS
Petty Cash If you will be leaving for the Summer, your petty
cash needs to be turned into Julie Simpson in the Business Office by 6/11/2010.
Petty Cash instructions are on pages 8-3 through 8-5 of the Procedures and Guidelines Manual.
All cash and checks need to be deposited with Joan Smith prior to 6/11/2010.
OCE COPIERS
Oce pink purchase orders should be sent to Janna Kemper prior to 6/30/2010.
Tips for entering Oce purchase orders for the 2010/2011 year: Enter a separate purchase order for each copier. Include the model and serial numbers of the
copier on the purchase order. Use the “History Report” on Oce.com to estimate
the average number of copies used monthly.
