1. How To Understand Your Budget
January 2017

2. Budget Information You Need to Know
Campus Budget Allocations and what should be budgeted from this amount
Department Budget Allocations and what should be budgeted from this amount
Coding – Purpose & Importance
Reports – How to run and understand and what report to run and why
Budget transfers – How to process

3. District Information

4. Manor Enrollment

5. Basic Steps to Budget Process
Step 1- Receive Allocation
Step 2 - Review CIP & DIP
Step 3-Plan out year
Step 4 – Enter your Budgets

6. Budget Allocations
What is true? What is myth?

7. Truth vs Myth Myth Truth
If I don’t spend all my money they will take it away next year.
Campus budget are based on enrollment numbers for both personnel and non-personnel, not spending all your fund will add money to the fund balance for later district initiatives.
ALWAYS REMEMBER – this year’s funds are for this year’s students!

8. How Campus Budgets are Calculated

9. How Department Budgets are Calculated
Department budgets are reviewed annually and funds are allocated based on needs. Below is a sample of the worksheet needed from departments to create budget
Payroll Costs ( extra duty & OT)
Function
Sub-Obj
PIC
Description
Amount 21 99
Overtime for Weekend seminar at district ~~~Sample~~~~
500
Total 6100
$500
Professional & Contracted Services 37
Bring Consultant here for Teacher training for Think Forward ~~~~ Example ~~~~
10,000

10. Mid Year Settle-Up
Once a year, usually after the mid-year PEIMS submission, an adjustment will be calculated based on the actual enrollment and to true up the initial allotment if any funds were withheld at the beginning of the school year.
** Please note all formulas in this document are not based on actual numbers, they are only to show an example.
Increase – If your campus has had an increase in enrollment your budget will increase by the amount of the student increase multiplied by the per student allotment amount for that year.
Example – if your original enrollment was 500 then at submission you are at Your increase is 25 multiplied by $80 = $ Plus the 10% withheld at the beginning of the year.
Decrease – If your campus had a decrease in enrollment you will not receive the entire portion of the 10% that was withheld at the beginning of the year. (WE WILL NEVER TAKE AWAY FUNDS )
Example – if your estimated enrollment was 500 but at submission you are at 480. You will not lose any money, but you will get the 10% withheld at the beginning of the year.
Exception – If the campus overspent their funds in the previous year, the amount that was overspent will be withheld from the “true up”.

11. Account Codes
Fund Function Object Sub-Object Organization Fiscal year Program Intent(PIC) Local Option
XXX XX XXXX XX XXX X XX XXX
Currently, all account codes used by Manor I.S.D. consist of a twenty digit number separated into segments as shown above. The combination of these segments represent it’s exact purpose.
FUND Where does the money come from? Local, Federal, Activity
FUNCTION- What is the purpose? Education, teacher training
OBJECT What are we spending it for? Supplies, travel, training
SUB_OBJECT - What programs are the funds being used for? AVID, Band, Football
ORGANIZATION - Which campus or department will be using funds? MHS, CTE, Federal Programs
FISCAL YEAR - Which fiscal year will these be used in? Used in Federal Funds only
PROGRAM INTENT CODE (PIC) - For which programs are these funds dedicated? Special ED, GT, CTE
LOCAL OPTION - What department or campus owns this budget code? Warehouse, MHS, Counseling

12. What should be in your budget ?
Be sure to budget for:
ü  Discretionary substitutes (i.e., absences other than local/state leave, FML)
ü  Overtime/Extra Duty
ü  Local UIL participation fees
ü  ALL DEPARTMENTS – Including counselors, nurses, PE, Art, Band, etc. Please work with your staff to ensure their needs are met!
ü  ALL programs/initiatives at your campus. Confirm with central office departments if they are covering an initiative for you.
Please check your budget prior to spending funds:
ü  Purchasing card
ü  Food service/Catering
ü  Travel
ü  Transportation – Field Trips
Remember – Hourly Employees are now paid from True-Time
- This will create overtime and Extra duty pay if they are over in hours/minutes

13. Sub- Object Codes 01 Campus/Dept 34 67 8th grade 02 35 AIM 6803 36
LOTE 69
10th grade 04 37
Think Forward 70
11th grade 05 38
Math 71
12th grade 06 39
Science 72 07 40
English 73 08 41
Social Studies 74
internet/phone 09 42
AG/FFA 75
Water/Waste Water 10 43
Culinary Arts / Bistro 76
Plumbing 11
Principal Discretion 44
Floral Design/ Mustang Meadows 77
HVAC 12 45
Information Technology 78
Electrical 13
Region 13 46
Public Safety 79
Mechanic 14
UIL 47
Transporation 80
custodial 15
Football 48
Career Certification Center 81
Bond Planning 16
Baseball 49
Audio/Video 82
E-Rate 17
Basketball 50
Band / Music 83
Gas/Propane 18
Softball 51
Choir 84 19
Soccer 52
Strings 85 20
Volleyball 53
Art 86 21
Tennis 54
Theatre 87
Field trips 22
Athletics / PE 55
Dance 88
Greenhouse 23
Cheerleading 56 89
Shars 24
Cross Country 57
STEM 90
Library - Bookfairs 25
Track 58 91
Key Club 26 59
Pre-K 92
Sunshine Club 27 60
1st grade 93
Nat'l Honor Society 28
AP - Advanced Placement 61
2nd grade 94
Yearbook/ Journalism 29
RTI 62
3rd grade 95
Student Council 30
College and Career Readiness 63
4th grade 96
Aerospace/Robotics 31
Mentor 64
5th grade 97
FCCLA 32
AVID 65
6th grade 98 33
Breakthrough 66
7th grade 99
undistributed

14. Avoid Coding Errors
Have a question or need a new budget code ? Just call or send an
Karen Chapoton x 4031
We can better determine what we spent if we use the correct coding. If we use the correct coding we will also be in compliance with TEA regulations.

15. How to do a budget transfer.
Managing Your Budget
How to print a basic budget report to see how much money is available.
How to print a detail report to see what has been charged to a specific account.
How to do a budget transfer.

16. How to print a basic budget report

21. How to print a detail report

22. Example: If you need to see what subs were charged to your account this month, just change the object to 6112 to 6112.

23. How to transfer funds

25. # 1 – description should be why you are moving money
# 1 – description should be why you are moving money. #2 account number you want to move money FROM. #3 the amount you are moving. #4 account number you are moving money TO. #5 the amount you are moving #6 this should be zero to be in balance #7 submit to be approved.

26. Friendly Budget Reminders
Print reports often, you should always know how much money you have.
Negative account balances should be covered immediately!
Always follow the proper purchasing procedures, it then becomes much easier to know how much money you have.
Don’t forget about outstanding p-card charges!