1. Budgeting, Cost Accounting & FTE
July 16, 2018
Leadership Conference

2. Budgeting, Cost Accounting & FTE
Latalia Weaver– Budget Coordinator
Joe Strohfus – Student Projections & Budgeting Analyst
Maureen Mason – Budget Analyst
Maria Mair-Cangieter – Financial Analyst
Mary Guttinger – FTE Specialist
Elaine Sims – FTE & Cost Acct. Analyst
Karen Strickland – Director

3. Budgeting, Cost Accounting & FTE
FTE (Full Time Equivalent)
FTE is the basis for school district funding through the FEFP (Florida Education Finance Program)
FTE refers to one student attending public school full time (180 days) in regular term

4. Budgeting, Cost Accounting & FTE
FTE (Full Time Equivalent), cont.
To qualify for FTE funding, a student must be in MEMBERSHIP (enrolled) at least one day during the survey week; and the student must ATTEND at least one of the eleven days during either pre- survey week or survey week

5. Budgeting, Cost Accounting & FTE
FTE Survey Dates
Survey 2: October 8-12, 2018
Survey 3: February 4-8, 2019
FTE Amendment process
FTE Amendments and final update period for districts to submit changes to DOE
Survey 2: Final update December 15, 2018
Survey 3: Final update April 15, 2019

6. Budgeting, Cost Accounting & FTE
FTE Audits
Audits conducted by Auditor General’s Office
Audits no longer on a 3-year cycle
FTE audit (our most recent FTE audit)
MAY be the next year to be audited

7. Budgeting, Cost Accounting & FTE
FTE Audit – Penalty of the last six AG Audits

8. Budgeting, Cost Accounting & FTE
Student Membership/FTE Projections Process
Projections are developed during October- December time frame

9. Budgeting, Cost Accounting & FTE
Student Membership/FTE Projections Process (cont.)
Process milestones:
Starts with projections using actual October student membership count
Membership projections are updated by Budgeting based on recommended changes from the Principals and Assistant Superintendents
October FTE survey data is used to convert membership projections into FTE projections

10. Budgeting, Cost Accounting & FTE
Student Membership/FTE Projections Process (cont.)
Process milestones (cont.):
Assistant Superintendents provide recommended FTE projection changes
Budgeting submits FTE projections to FLDOE in December

11. Budgeting, Cost Accounting & FTE
What is a Budget?
A budget is a plan for using resources
“School-Based” decentralized process
Operating Fund’s Revenue Sources
Federal:
Medicaid Reimbursement
Federal Impact Aid

12. Budgeting, Cost Accounting & FTE
Federal Impact Aid Survey
What is Federal Impact Aid – compensation from the Federal Government for federal property that has been removed from the local tax rolls
Over the last 68 years, the Brevard School District has received over $136 million
District uses Impact Aid funds to help pay for day-to-day operating expenses
Impact Aid forms are completed for every student enrolled
Beginning in , the forms were prepopulated with pertinent information (student name, school, grade, and teacher)

13. Budgeting, Cost Accounting & FTE
What is a Budget? (cont.)
Operating Fund’s Revenue Sources, (cont.)
State:
FEFP (Florida Education Finance Program)
Class Size Reduction Allocation
Local:
Ad-Valorem (Property) Taxes
Interest

14. Budgeting, Cost Accounting & FTE
What is a Budget? (cont.)
All interested stakeholders are involved in the budgeting process
Each school is responsible and accountable
“School-Based” funds are carried forward from one year to the next (good or bad)
“School-Based” allocations include materials, supplies and substitutes
The school allocates select funds as appropriate on their “budget matrix”

15. Budgeting, Cost Accounting & FTE
What is a Budget? (cont.)
Labor is determined by implementing the Board approved District Staffing Plan

16. Budgeting, Cost Accounting & FTE
What is a Budget? (cont.)
Accomplishes the following:
Decisions concerning spending are made at the level closest to the student
Schools may save funds from one year to the next
Schools have flexibility to achieve educational objectives unique to their school

17. Budgeting, Cost Accounting & FTE
What is a Budget? (cont.)
Accomplishes the following:
School personnel are more knowledgeable about the total budgetary process and have a greater awareness of available methods for utilizing resources

18. Budgeting, Cost Accounting & FTE
What is a Budget? (cont.)
Budget Calendar
Governor and State legislature agree on budget
TRIM Ad (this coming Saturday, July 21st)
Two Public Hearings on Millage and Budget
July 26, 2018
September 6, 2018
FEFP Calculations provide details on Brevard’s portion of the state budget

19. Budgeting, Cost Accounting & FTE
911 Report used to Manage “School-Based” Budget
Review on a weekly basis - errors are more readily identified by you
Cover all negatives within a project with positive balances - this helps reduce the possibility of overspending
Project rules apply - your bookkeeper should have the latest Project Manual
Projects - If there are any questions concerning a project, please contact the project manager or Budgeting

20. Budgeting, Cost Accounting & FTE
Accounting Code Booklet
Schools
Departments
Operating Fund Projects
Functions
Objects
Program Category Codes
Used to describe expenditures per the Financial and Program Cost Accounting and Reporting for Florida Schools (Red Book)

21. Budgeting, Cost Accounting & FTE
Online Resources
Staff Contact Information
FTE Manual
ESE Checklist
ESOL Checklist
Impact Aid Instructions
Accounting Codes Manual
Adopted Budgets ( to present)

22. Budgeting, Cost Accounting & FTE
Budget Timeline
But first, let’s take a look at the next steps in the budget process….

23. Budgeting, Cost Accounting & FTE
Changes made to Department Budget Process
Budgets “scrubbed” using 5-year historical data
CFO conducted 1-on-1 meetings with Cabinet Members
Changes made to Carry Forward rules

24. Budgeting, Cost Accounting & FTE
Changes made to School Budget Process
Changes made to staffing plan
New allocation for schools’ operating budget ( & )
New allocation for substitutes (011160)

25. Budgeting, Cost Accounting & FTE
School Board Budget Workshops
Board Prioritized initiatives into critical, very high, high, and non-recurring categories
Categories were never ranked lowest to highest due to changes made by the Legislature in response to the Stoneman Douglas High School tragedy.
Two new categoricals were created that absorbed much of the new year budget – additional SROs ($2.2m) & Mental Health Assistance Allocation ($1.7m) – State SRO funding insufficient to cover cost

26. Budgeting, Cost Accounting & FTE
Items still to be determined
Staffing needs
6-Day count adjustments
Second calculation of the FEFP
Ending fund balance for FY