Buncombe County Schools Working Together As A Team To Survive The Budget Obstacle Course

Cook Consulting FilteringFiltering –Filter by Fund, then by PRC Fund 1, PRC 061Fund 1, PRC 061 –“Roll Ups” are in place in all PRC 061 accounts. Be aware that your budget at the State Purpose Function 5110 is for all your State PRC 061 accounts and your budget at Local Purpose Function 5110 is for all your Local PRC 061 accounts.Be aware that your budget at the State Purpose Function 5110 is for all your State PRC 061 accounts and your budget at Local Purpose Function 5110 is for all your Local PRC 061 accounts.

“ Roll Up” Example

Fund 1 & Fund 2 State and Local Funds Duplicate School NumbersDuplicate School Numbers School ReimbursementsSchool Reimbursements Instructional Supply AccountsInstructional Supply Accounts Using School Funds to Pay for a Purchase OrderUsing School Funds to Pay for a Purchase Order New PRC 861New PRC 861 Deadlines for Spending State and Local MoneyDeadlines for Spending State and Local Money

Duplicate School Numbers Duplicate school numbers will make it easier for schools to monitor budgets. The following PRC’s will have duplicate school numbers:Duplicate school numbers will make it easier for schools to monitor budgets. The following PRC’s will have duplicate school numbers: –High School Reimbursement PRC 854 –Middle School Reimbursement PRC 855 –Elementary School Reimbursement PRC 856 –State And Local PRC 061 –Local Athletic Supplies PRC 852 –Local Fund 7 PRC 340 Pisgah Forest –Local Fund 7 PRC 610 Hominy Valley

Duplicate School Numbers User 1 field will now have the school number as well as the location field.User 1 field will now have the school number as well as the location field. X-XXXX-061-SCH-SCH-XX User 1 field

School Reimbursements Please refer to the that you received on July 13 th for directions on the new procedures for paying additional school personnel with school funds.Please refer to the that you received on July 13 th for directions on the new procedures for paying additional school personnel with school funds. If you did not receive this , please let me know and I will send you a copy.If you did not receive this , please let me know and I will send you a copy. You will have access to see your Revenue Codes for these PRC’sYou will have access to see your Revenue Codes for these PRC’s

School Reimbursement on Cook

State & Local PRC 061 You will need to use duplicate school numbers on your purchase orders for all State and Local PRC 061 orders.You will need to use duplicate school numbers on your purchase orders for all State and Local PRC 061 orders. Keep track of your PRC 061 balances. You will have a more accurate balance than I will due to warehouse orders and purchase orders in process that I may not be aware of. Communication between Media and Bookkeepers is important.Keep track of your PRC 061 balances. You will have a more accurate balance than I will due to warehouse orders and purchase orders in process that I may not be aware of. Communication between Media and Bookkeepers is important. Be aware of the accounts that “Roll Up” to the base account. For example:Be aware of the accounts that “Roll Up” to the base account. For example: Account Number XXX-XXX-00 will roll up to XXX-XXX-00.Account Number XXX-XXX-00 will roll up to XXX-XXX-00.

“Roll Up” Example

Using School Funds to Pay for Supplies If you wish to pay for your purchase order with school funds, please send the check with your purchase order. If it is E-procurement, please send the requisition number and vendor number with the check. Your purchase order will be held for approval until the check is received at the Central Office.If you wish to pay for your purchase order with school funds, please send the check with your purchase order. If it is E-procurement, please send the requisition number and vendor number with the check. Your purchase order will be held for approval until the check is received at the Central Office.

NEW PRC 861 PRC 861 will be the new PRC that Purchasing and Accounts Payable will use when you send a school check to pay for a purchase order.PRC 861 will be the new PRC that Purchasing and Accounts Payable will use when you send a school check to pay for a purchase order. –EXAMPLE: 2-5XXX SCH-SCH-XX will be how the purchase order is coded You will be able to view the expense and revenue for PRC 861 on Cook because it will have the duplicate school number in the account code. Filter by Fund and by PRC in Cook to look at your PRC 861 balance.You will be able to view the expense and revenue for PRC 861 on Cook because it will have the duplicate school number in the account code. Filter by Fund and by PRC in Cook to look at your PRC 861 balance.

Deadlines All State Funds & Federal Funds must be encumbered by December 18 th Blue P.O. copies will be due by January 29 th 2010.All State Funds & Federal Funds must be encumbered by December 18 th Blue P.O. copies will be due by January 29 th Local Current Expense Funds must be encumbered by April 1 st Blue P.O. copies will be due by May 3 rd 2010.Local Current Expense Funds must be encumbered by April 1 st Blue P.O. copies will be due by May 3 rd 2010.

BUDGET…? Local Instructional Supply budget has been posted. You will see your school budget when you log into Cook. As soon as we have State budget information we will post your budgets and notify you by . At this time, do not spend any State Instructional Supply.Local Instructional Supply budget has been posted. You will see your school budget when you log into Cook. As soon as we have State budget information we will post your budgets and notify you by . At this time, do not spend any State Instructional Supply. Textbook transfers need to be done only when ABSOLUTELY NECESSARY until more information is available from the State.Textbook transfers need to be done only when ABSOLUTELY NECESSARY until more information is available from the State. School Allotment Checks will be coming soonSchool Allotment Checks will be coming soon

We are here to help! State (Fund 1) & Local (Fund 2):State (Fund 1) & Local (Fund 2): –Jessica Martin – I can run hard copy (blue bar) reports…how often?

Federal (Fund 3) & Local Fund 7Federal (Fund 3) & Local Fund 7 –Nilda Hillhouse – Capital Outlay (Fund 4)Capital Outlay (Fund 4) –Bernie Sochia –

Fund 3 & Fund 7 Grants budgeted at school levelGrants budgeted at school level Duplicate school numbers for:Duplicate school numbers for: –PRC 340 Pisgah Forest –PRC 610 Hominy Valley Revenue code budgets will not show until they are reappropriated.Revenue code budgets will not show until they are reappropriated.

Fund 4 – Capital Outlay New budget code format similar to funds 1 & 2New budget code format similar to funds 1 & SSS-SSS SSS-SSS –Duplicate school numbers replace tag codes Budget rollup still at 541 object codeBudget rollup still at 541 object code Allotment categories unchangedAllotment categories unchanged Budget control now at schoolBudget control now at school –Reduces need for split coded PO’s

Purchasing: Sloppin’ Through the Budget Deficit

Denise McLemore, Internal Auditor Please check the employee website (the blue and green link on the main BCS website) for Finance Fast Facts and the Bookkeepers Manual. The updated manual will be available later today for downloading and printing.Please check the employee website (the blue and green link on the main BCS website) for Finance Fast Facts and the Bookkeepers Manual. The updated manual will be available later today for downloading and printing. –For Finance Fast Facts: Log in and go to > Employee Relations > Finance > Finance Fast Facts –For the Bookkeeper’s Manual: Log in and go to > Downloads > Finance > Finance Forms Please send the “Report of Tickets Sold” form for any and all events to Diane Rumbough once a week.

Questions? Suggestions?