1. Harlingen CISD Budget Preparation Notes
Budget Instructions

2. Outlined To Principals
HARLINGEN CISD BUDGET CALENDAR
Feb-19
SUNDAY
MONDAY
TUESDAY
WEDNESDAY
THURSDAY
FRIDAY
SATURDAY 1 2
Review Comptroller's
Certified Property
Numbers 3 4 5 6 7 8 9
Budget Process
Dept Meeetings
Outlined To Principals 10 11 12 13 14 15 16
Campus Budget
Meetings
Board Meeting 17 18 19 20 21 22 23 24 25 26 27 28

3. HARLINGEN CISD BUDGET CALENDAR 2019-2020 Mar-19
SUNDAY
MONDAY
TUESDAY
WEDNESDAY
THURSDAY
FRIDAY
SATURDAY 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 S p r i n g B e a k 17 18 19 20 21 22 23
Budget Due to
Start Analyzing
Business Office
Health Insurance 24 25 26 27 28 29 30
Human Resource
Review of
New Salary Items 31

4. HARLINGEN CISD BUDGET CALENDAR 2019-2020 Apr-19
SUNDAY
MONDAY
TUESDAY
WEDNESDAY
THURSDAY
FRIDAY
SATURDAY 1 2 3 4 5 6
Senior Staff
Review of
Campus/Dept
Budget 7 8 9 10 11 12 13
Completion of
Regular Board
Special Programs
Meeting
and Support
Service Budget 14 15 16 17 19 20 21 22 23 24 26 27
District Operations
Secretarial Training
Review of Special
on Purchasing Start
Requests
of Schools Supplies 28 29 30

5. HARLINGEN CISD BUDGET CALENDAR 2019-2020 May-19
SUNDAY
MONDAY
TUESDAY
WEDNESDAY
THURSDAY
FRIDAY
SATURDAY 1 2 3 4
School Board
Election 5 6 7 8 9 10 11
Review
Board Budget
Project
Review Projected
Proposed
Workshop
Preliminary
19/20 ADA
Revenue Estimates
Salary Schedule
(1)
Local Property
and Special
Values
Pops 12 13 14 15 16 17 18
Regular Board
Determine
District Operations
Budget Review Panel
Meeting
Salary Increase
Complete Prioritization
Reviews Budget,
Recommendation
of Non-allocated
District Initiatives &
Requests
Non-allocated Resources 19 20 21 22 23 24 25
Human Resources
Completion of
Initiate Dr. Cavazos's
Budget Review by
Review of Preliminary
New Salary Items
Budget 26 27 28 29 30 31
Review of Building
Complete Superintendent's
Complete First Draft
Dr. Cavazos's
Maintenance, Renovation
Of District's Budget
Review of First
and Future Construction
District Budget. Personnel
Draft
Needs
and Facility Requirements

6. Official Public Hearing
HARLINGEN CISD BUDGET CALENDAR
Jun-19
SUNDAY
MONDAY
TUESDAY
WEDNESDAY
THURSDAY
FRIDAY
SATURDAY 1
Notice of Public
Finalized Projected
Budget Hearing should
Revenues
Be done by this day
(10 days prior to Meet) 2 3 4 5 6 7 8
Board Budget
Determine
Workshop
Health Insurance
(2)
Preimiums 9 10 11 12 13 14 15
Administrative
Regular Board
Budget Workshop
Meeting 16 17 18 19 20 21 22 23 24 25 26 27 28 29
Official Public Hearing
Budget must be
Budget and Tax Rate
Adopted by the
Adopted by
30th
Board 30

7. Introduction
The District’s budgeting process is based under a Site Based Management philosophy
Site-Based Management allows the principals an 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 March 22, to the Business Office at
Budget Instructions

8. Budget Allocation
Budget FY

9. Campus Allocation
Fund 199 Function 12 – Should agree to your Library allocation
Fund 199 Program 21 – Should agree to your GT allocation
Fund 199 Program 22 – Should agree to your Vocational allocation (secondary campuses only)
Fund 199 Program 23 – Should agree to your Special Ed allocation
Budget Instructions

10. Campus Allocation- cont.
Fund 199 Program 24, 26, 28, 29, 30 – Should agree to your State Comp allocation
24 is for 001 and 002 campus
26 is for 003 campus
28 & 29 is for campus 118
29 is for campus 121
30 is for all other campuses
Fund 199 Program 25 – Should agree to your Bilingual allocation
Fund 199 Subobj 310 –Should agree to your Elem. Choir allocation
Budget Instructions

11. Allocations for Campus & Departments
All campus budgets are based on student allocations.
Student enrollment numbers are based on last Fall’s PEIMS submission.
The following slides will include the various cost allocations per student.
Budget Instructions

12. Preparation
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 and Human Services after staffing requirements have been determined.
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. These forms will be prepared and submitted online through Applitrack. Human Services will go over the instructions on that process next.
Payroll Costs that will be funded through the campus allocation must be submitted on Form 006 which will be completed on your Budget Workbook.
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
Replacement Computers
Budget Instructions

13. Preparation – cont.
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 This form is also created on your Budget Workbook. The Asst. Superintendent for District Operations will review all submitted forms.
Use Form 003 -”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 ed to your office after a decision has been made by Mr. Tapia.
Budget Instructions

14. Allocations
Your campus budget will be submitted based on a per student allocation as follows:
Elementary-$82.50 per student
Middle School-$ per student
High School-$ 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
Region One $ $ $3.00
Periodicals $ $ $2.45
Library Supplies $ $ $1.50
Programed AV Mat $ $ $3.00
Library Books $ $13.50
Your campus allocations for library will cover the above costs.
Budget Instructions

15. Allocations-Continue
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 $200.00
Title I Part A $20.00
Migrant $35.00
These are supplemental dollars to be used in those programs.
Budget Instructions

16. 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 XXX
You can use this account when needed.
Budget Instructions

17. FORMS Budget Form – BD-001 Budget Form – BD-002
Budget Form #1–Summary recap form must be completed by the Principal/Budget Secretary to summarize the requested items from the departments’ staff.
Budget Form – BD-002
No Longer Necessary
Requests for Projects-District Operations Form BD-003
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 BD-004
This form will be completed and submitted online through Applitrack.
It will NOT be completed in your Budget Workbook.
Budget Form – BD-005
Budget Instructions

18. Forms-cont’d Request for 2019-2020 Salary Budgeted Items-Form BD- 006
Payroll costs that will be funded through campus allocations
I.E. summer students
Coop Students
This will be completed in your Budget Workbook.
Additional Items Needed - Form BD-007
Use this form to submit any additional items that you need that were not included in your budget.
We will review and fund those items, if monies are available.
Human Service Personnel Forms – BD-008 and 009
These will be done online through Applitrack. Separate instruction will follow from Human Services on this process.
They will not be created on the Budget Workbook.
Budget Instructions

19. Budget Instructions

20. Budget Instructions

21. Budget Instructions

22. Budget Instructions

23. Conclusion If you have any questions, please call:
Ida Ambriz or Ramon Mendoza –
Budget Instructions