Highlights and Suggestions for completing the Fiscal Year 2015 Budget work papers

Transcription

1 Highlights and Suggestions for completing the Fiscal Year 2015 Budget work papers 1. There are two sections to the work papers: a. The Church section All tabs in this section begin with C. b. The School section All tabs in this section begin with S. 2. The work papers are broken down into two categories: a. The revenue section, which is designated by using the letter R CR for church revenue and SR for school revenue. b. The payroll expense sections, which are designated as CE-1 for church payroll expense and SE-1 for school payroll expense. 3. The suggested approach to Sections C and S is as follows: a. Forecast your current year P&L. Enter the data in the C-2 and S-2 Current year forecast tabs. b. In order to fill in this forecast it is suggested that you run a current year Profit & Loss Statement by month for Actual and Budget from QuickBooks. c. Instruction on how to run these reports are provided on the website and can be found in the file named: AOC QB Procedure for Monthly Reports FY Budget.pdf d. Once you have the current year forecast complete, you should move on to the completion of the FY 15 Budget work papers. e. The C-1 and S-1 are provided to summarize the FY15 operating budget, CY Forecast and 3 years of history. Each of the pages has been pre-populated with annual report information submitted as of 10/25/2013. If data is missing or incorrect, please fill in the missing or correct data. You are required to enter FY15 budget numbers which don't carryover from linked spreadsheets for the 5 year trend analysis. 1

2 Variances greater than 10% between the CY Forecast and the FY15 Budget must be explained on the appropriate line. 4. Certain personnel information has been pre-populated for your parish and/or school to your respective payroll expense worksheets for your convenience. Please review and edit the information. Note that this information was sourced from your IOI payroll database. All employees who have not been terminated may show in the prepopulated list. In addition to editing the payroll worksheet tab, you are encouraged to ensure the status is properly reflected in IOI, as well. 5. Yellow cells are input cells. Grey cells have formulas or links; please do not touch. Tan cells appear on the two 5 Year Comparison tabs for the purpose of pasting in data for years ending 2011, 2012, and Tabs have been colored. Green tabs are ones that must be completed. Red tabs are optional. 6. Although not recommended with the Payroll Expense tabs, you may add rows to the other worksheets to accommodate the unique needs of your parish or school. Seek guidance form your VAC if you need to make changes to the format of the payroll tabs (e.g. add rows). 7. All row references in the instructions are based on the standard budget template. These references and related formulas may need to be adjusted (copied) if rows are added to accommodate parish or school needs. 8. There are three blank tabs in the workbook which must be completed by exporting the fully entered budget from QuickBooks into the following: a. Consolidated Parish P&L (All Class Codes) b. Church P&L (Class Codes 10-40, including all subclass codes) c. School P&L (Class codes 50-80, including all subclass codes) 9. Instructions for entering a budget into QuickBooks by account and class code are available on the Parish Operations website. 2

3 10. Once completely entered, go to Reports/Budgets/Budget Overview: a) Select FY Profit & Loss by Account & Class b) Select Account by Month c) Ensure Expanded version of the report is selected d) Ensure Accrual Basis is selected via Customize Report e) Select Excel f) Select Update Existing Workbook g) Export to the correct tab in your budget workbook 11. Webinars on preparing and submitting the parish budget workbook have been scheduled. Please visit the Parish Operations webpage to register. Dates and times have been posted. 3

4 Fiscal Year 2015 Budget Instructions: CHURCH WORK PAPERS 4

5 C-2 Current Year Forecast The information within this schedule is derived from a combination of the annual budget and current forecasted activity. On Line 5, columns C thru N, please place either an A (Actual activity), B (Budget) or F (Forecasted activity) which indicates the method used to derive the information contained within the column. Note: The forecast amount can be entered on either a monthly or annual basis. If you elect to use an annual amount for a given line the amount should be entered in its entirety in Column N (June) - Please Do Not use the "total" column. It is also requested (but not required) that if there are significant fluctuations in any given income/expense line that the amount be broken down by month. For example: If a fundraiser is held in November, show the revenue in November on Line 15 (Account #3450) but leave the remaining columns blank (If this is your only fundraiser). 5

6 Schedule CR-3 - Tuition and Fees Religious Education This schedule summarizes the anticipated collected tuition revenue and fees from religious education for the upcoming budget year. Tuition Rates: 1.) Enter your budgeted number of children participating in the RE program for the respective grade group in Column C, Lines ) In Column E enter your planned tuition rate for each grade. 3.) The formula in Column G will calculate the budgeted tuition dollars by grade group based on the inputs in Columns C and E. 4.) If the method used is simply a family rate, enter the appropriate information on line 12. The calculations will work the same as for lines ) The sum of all Tuition will be calculated in Cell G28. A link will carry this over to the proper spot on the 5 Year Comparison tab. Per Student Fees - Column K: (Religious Ed) 1.) Enter your budgeted number of children participating in the respective special programs in Column C, Lines In Column I enter your planned participation / material fees for each grade group or special program, lines ) The Formula in Column K will calculate the budgeted participation /material fees by line item based on the inputs in Columns C and I. 3.) The sum of all Tuition will be calculated in Cell K28. A link will carry this over to the proper spot on the 5 Year Comparison tab. Spreading of Tuition and Fees Collected by Period - Columns R - AC, lines 9 and 14 1) In order to better understand the cash flow of the school, you may budget the % of tuition that is collected in each month. 2) Tuition: A) In Cells R9 thru AC9 you will need to place the dollar amount of the tuition that will be collected each month. B) The amounts per month should be based on either historical trends or calculated based on the number of families in 6

7 each payment plan type. C) An ERROR message will appear in cell AD10 if the total in cell AD9 does not equal the total in cell G28. 3) Fees: A) In Cells R14 thru AC14 you will need to place the dollar amount of the fees that will be collected each month. B) The amounts per month should be based on either historical trends or calculated based on the number of families in each payment plan type. C) An ERROR message will appear in cell AD15 if the total in cell AD14 does not equal the total in cell M28. 7

8 SCHEDULE CR-4 FUND RAISING Fundraising - the expected receipts from any fundraising activities should be entered. The amount budgeted should represent the net amount of income and expenses related to the fund raiser. A) In Column A, lines 11 thru 29 place the name of the fundraiser that is planned. B) In Column B, lines 11 thru 29 place the account number that corresponds to the account description placed in Column A Lines 11 thru 29. (Acct. # should be in the 3450 series from ). C) In Column C, lines 11 thru 29 place the class code that corresponds to the account description placed in Column A Lines 11 thru 29. (Class Code # should have a parent of 10, 20, 30 or 40). D) In Columns D - O Lines 11 thru 29, place the monthly amounts you desire to budget for each account. If you would like to budget just a yearly amount place that amount in column O for each account. 8

9 SCHEDULE CE-1 PAYROLL EXPENSE - CHURCH CE-1 Payroll Expenses Parish 1) Only Yellow cells are available for input. Gray cells contain fixed formulas or descriptions. 2) There are two sections to be completed: the Salaried section, reserved for exempt salary staff, and an Hourly section, reserved for non-exempt hourly personnel. Salaried: Below are column descriptions 1) In Column C Lines 7-35 Place the Name of the individual you are budgeting. 2) In Column D Lines 7-35 Place the Title of the individual you are budgeting. 3) In Column E Lines 7-35 Place the Type of individual that you are budgeting for AP - Arch Priest, ROP- Religious Order Priest, EXP - Extern Priest and LAY - Lay minister 4) In Column F Lines 7-35 Place the General Ledger account code that corresponds to the individual s Job Title. 5) In Column G Lines 7-35 Place the proper Parent Class Code that corresponds to the individual for whom you are budgeting - 10 (Church); 20 (Catechesis); 30 (Auxiliary Groups); 40 (Other). 6) In Column H Lines 7-35 If an ERROR message is present, you must go back to Column F and correct the parent class code. This must be a valid parent class code in order for the Payroll and Benefit dollars to be included in the total. 7) In Column I Lines 7-35 Place the employment status of the individual you are budgeting. Status -- FT (Full-Time); PT (Part-Time); PT/B (Part-Time, Benefits Eligible); PT/S (Part-Time Shared). 8) In Column J Lines 7-35 Place the % that the School will be charged for the individual; meaning the percentage of the exempt person s salary/time that is to be charged to the school. 9) In Column K Lines 7-35 Place the % of Healthcare cost that will be charged to an Outside Entity; meaning the percentage of the exempt person s Healthcare cost that is to be charged to another school or entity. 9

10 10) In Column L Lines 7-35 Place the Current Year Salary for the person for whom you are budgeting. 11) In Column M Lines 7-35 This column is a calculation do not override. The calculation will compute the % of increase in salary that you are budgeting - see assumptions for guidelines. 12) In Cell N5, NEW THIS YEAR place the % increase to be applied to all individuals. The formulas in Column N Lines 7-35 will multiply the % increase in Cell N5 times the Current Salary in Column L. Notice that column N is yellow and can be an input column. Once the new pay scale is established, it is allowable to place the new base salary for the individual to be budgeted in this column. (OK to override the existing formula). 13) In Column O Lines 7-35 Enter in Bonus/Stipend for the individual you are budgeting. 14) In Column P Lines NEW THIS YEAR - enter the SE TAX for priests only. If an entry is made in this column, the amount in column S for that line should be zero. (An IF Statement was written into column S to accomplish this). 15) Column Q Lines 7-35 Calculates the Total Budgeted Salary for the Individual. 16) In Column R Lines 7-35 Input the amount of Health Insurance depending on the Status in column I. 17) Column S Lines 7-35 Calculates the FICA amount based on salary. Note: this should be zero if an amount is budgeted in Column P. 18) In Column T Lines 7-35 Initial Calculation is based on Fringe Benefit rate, this calculation can be overwritten with the amount the individual is entitled to based on type in column E. 19) In Column U Lines 7-35 Place in either the Ministerial or Professional growth dollars that the individual is entitled to based on the type of employee entered in column E. 10

11 Hourly: Below are column descriptions 1) In Column C Lines Place the Name of the individual you are budgeting. 2) In Column D Lines Place the Title of the individual you are budgeting. 3) In Column E Lines Place the General Ledger account code that corresponds to the individual s Job Title. 4) In Column F Lines Place the proper Parent Class Code that corresponds to the individual for whom you are budgeting - 10 (Church); 20 (Catechesis); 30 (Auxiliary Groups); 40 (Other). 5) In Column G Lines If an ERROR message is present, you must go back to Column F and correct to the proper parent class code. This must be a valid parent class code in order for the Payroll and Benefit dollars to be included in the total. 6) In Column H Lines Place the % that the School will be charged for the individual; meaning the percentage of the exempt person s salary/time that is to be charged to the school. 7) In Column I Lines Place the % of Healthcare cost that will be charged to an Outside Entity; meaning the percentage of the exempt person s Healthcare cost that is to be charged to another school or entity. 8) In Column J Lines Place the employment status of the individual you are budgeting. Status -- FT (Full-Time); PT (Part- Time); PT/B (Part-Time, Benefits Eligible); PT/S (Part-Time Shared). 9) In Column K Lines Place the current hourly rate for the employee for whom you are budgeting. 10) In Column L Lines This column is a calculation do not override. The calculation will compute the % of increase in salary that you are budgeting - see assumptions for guidelines. 11) In Cell M48, place the % increase to be applied to all individuals. The formulas in Column M Lines will multiply the % increase in Cell M48 times the Current Hourly Rate in Column K. Notice that this column is yellow and can be an input column. Once the new pay scale is established, it is allowable to place the new base salary for the individual to be budgeted in this column. (OK to override the existing formula). 12) In Column N Lines Input the agreed upon average weekly number of hours an hourly employee will be scheduled to work. 11

12 13) In Column O Lines Input the targeted number of weeks an hourly employee will be working throughout the fiscal year. 14) Column P Lines Calculates the total budgeted Salary for the Individual. 15) In Column Q Lines Input the amount of Health Insurance that the individual is entitled to depending on the Status in column J. 16) Column R Lines Calculates the FICA amount based on salary. 17) In Column S Lines Initial Calculation is based on fringe benefit rate, this calculation can be overwritten with the amount the individual is entitled to based on type in column J. 19) In Column T Lines Place in either the Ministerial or Professional growth dollars to which the individual is entitled, based on the type of employee entered in column J. Allocated from Outside Entity - Yellow Boxes 1) In each of the two Sections (Salary and Hourly) there are cells - R41 and O86 where you need to : Input any Health Insurance Premiums that you will reimburse another entity for your portion of a PT Salaried employee s Health Insurance on their payroll. 2) On the flip side you must communicate to another entity the amounts in cells R39 and O84 that correspond to their portion of Health Insurance for employees that you are paying Health Insurance on. Class Code Summaries: Below the Salaried and Hourly section is a series of Salary Summaries by Class Code 1) To be able to budget and allocate salary expenses by month, the number of pay periods per month need to be entered A) On Line 95 (entitled Number of Payrolls which may be a different line for parishes with many 12

13 codes. employees) Cells E-P you will need to input the number of pay periods by month for your 26 week pay cycle - These can be obtained from IOI. The weeks must total 26 or an error will appear in cell Q95. B) This spread by month will be used for all class 13

14 Fiscal Year2015 Budget Instructions: SCHOOL WORK PAPERS 14

15 S-2 Current Year Forecast The information within this schedule is derived from a combination of the annual budget and current activity along with forecasted enrollment, net tuition rates and other forecasted/planned activities. In Line 5 columns C thru N please place either A (Actual activity), B (Budget) or F (Forecasted activity) which corresponds to the method used to derive the information contained within the column. Note: The forecast amount can be entered on either a monthly on annual basis. If you elect to use an annual amount for a given line the amount should be entered in its entirety in Column N (June) - please Do Not use the "Total" column. It is also requested (but not required) that if there are significant fluctuations in any given income/expense line that the amount be broken down by month. 15

16 Schedule SR-3 Fundraising and Outside Funding This schedule will summarize the various other types of revenue for the school. Where possible, the month in which the funds are expected to be received should be used. For example, if a donor indicates that $5,000 will be donated at Christmas, it should be recorded in December in the appropriate Category. FUNDRAISING: Fundraising - the expected receipts from any fundraising activities should be entered. They should be separated into those that are used for scholarships/financial aid versus those to defray operating cost. A) In Column A, lines 11 thru 35 place the name of the fundraiser that is planned. B) In Column B, lines 11 thru 35 place the account number that corresponds to the account description placed in Column A Lines 11 thru 35. (Acct. # should be in the 3450 series). C) In Column C, lines 11 thru 35 place the class code that corresponds to the account description placed in Column A Lines 11 thru 35. (Class Code # should have a parent of 50, 60, 70, or 75). D) In Columns D - O Lines 11 thru 35, place the monthly amounts you desire to budget for each account. If you would like to budget just a yearly amount place that amount in column O for each account. For example: If a fundraiser is held in November, show the revenue in November on Line 11 (Account #3450) but leave the remaining columns blank (if this is your only fundraiser). 16

17 OUTSIDE FUNDING SOURCES: The process for populating columns A through O is the same as Fundraising. Outside Funding sources are broken down into three categories: a) Scholarships/Financial Aid Elementary K-8 - Class Code 50: A) Place all outside funding that is designated to be used for scholarships/financial aid for K-8 by type and name in lines B) Examples include - Donor provided $, Parish Collection amounts, Endowment $, Big Shoulders Funds. C) Please use separate lines for each item. Do not lump them together. D) Each of these lines will appear in the elementary tuition schedule (SR-5) and will be a reduction from tuition charged. b) Scholarships/Financial Aid Pre-School - Class Code 60: A) Place all outside funding that is designated to be used for scholarships/financial aid for Pre-School by type and name in lines B) Examples include - Donor provide $, Parish Collection amounts, Endowment $, Big Shoulders Funds, Action for children, pre-school for all. C) Please use separate lines for each item, do not lump them together. D) Each of these lines will appear in the Pre-School schedule and will be a reduction from tuition charged. c) School Operations/Headcount Support - All Class Codes: A) Place all outside funding that is designated to be used for school operations or head-count support in lines B) Examples include - Donor provide $ for building repairs, Parish Collection amounts, Endowment $, Big Shoulders Funds for 17

18 direct support of staff positions (Development Director). C) Please use separate lines for each item. Do not lump them together. Schedule SR-4 Enrollment 1) In the "# of Students - Current Year" Column (Column B, lines 5 8 and lines 11-19) enter the enrollment by grade for the current year. 2) Retention rate (Column D) this refers to the number of students in the previous column (column B) that are returning next year, only at a higher grade level. Enter the estimated percentage of students by grade that will be returning next year. The Retention rate calculation: A) # of returning students from '13-'14 returning in '14-'15 divided by:b) below B) The number of total students from the previous year ('13-'14) for that grade level. For example - if there are 20 students in total and 16 are returning, the calculation would be 16/20 or 80%. Column F will calculate the number of returning students by multiplying the % that was input in Column D times the number of students for that grade in Column B. The result will be down one line from the previous year to represent the students moving to the next grade (e.g. 1 st graders this year will be 2 nd graders next year). 3) New Students (Column I, lines 5 8 and lines 11-19) - this is the number of new enrollments for that grade level in the upcoming (Budget) year. 4) Number of Classrooms (Column B lines 27 36) - This is a summary of the number of rooms devoted to each grade level based on current staffing. 5) Capacity - (Column D lines 27 36) - This is a summary of the maximum number of students that would fill each of those rooms. 18

19 6) 5 Year Enrollment Comparison (Column K lines 29 31) - Data should be input from the October count for the year required. This shows the total enrollment (including 1/2 day students) for the school. Schedule SR-5 Elementary Tuition This schedule summarizes the anticipated collected tuition revenue for the upcoming budget year. Tuition Rates: Note that the calculation methodology in columns C and D is a change from last year. 1) Enter the Current Tuition for each type of tuition rate (ex. Family - 1 student, Parishioner) in Column B as applicable. 2) In Column D enter the new tuition rate for each family type. 3) Column C will calculate the Budgeted tuition rate increase based on your inputs in columns B and D. Rationale for the change: Feedback from parishes was that in most situations, the new Tuition Rate is not determined by a % increase, but rather by a whole dollar amount (e.g. Tuition is now $3,100, want to raise it $100.) This change allows for simply entering the new amount rather working backwards to calculate the % to get to the desired amount. Hopefully this will be a time saver for most. However, for those that prefer entering the % as was done last year, Column C is yellow and therefore considered an input cell. The model allows for overriding the existing formula in Column C. The user would need to input the desired % in Column C and then calculate the end result in Column D. 19

20 # of Families: 1) In Column F enter the number of each type of family that you are budgeting for the year - for example, (25) 1 student parishioner families, (5) 1 student non-parishioner families, etc. 2) Column H displays the current tuition rate from Column D - see explanation above. 3) Column J is the calculation of tuition due based on the number of families (Column F) X the budget rate (Column H). 4) Column L is a calculation of the number of students at each designated budgeted tuition rate - it multiplies the number of families (Column F) X the number of students at each rate. Kindergarten Premium: ( Only use this if you are charging a premium for kindergarten students) 1) The model allows for you to place a premium amount for Kindergarten students. If your school for example charges more tuition (Premium) in addition to your family rates on those families who have kindergarten students, LINE 24 where you would place the premium (i.e. you charge $500 more for a kindergarten student than a 1-8 Student). 2) In Cell B24 enter in your current year premium amount for a single kindergartener. 3) In Cell D24 enter the new kindergarten premium. 4) Cell C24 will calculate the budgeted kindergarten premium rate increase based on your inputs in Cells B24 and D24. 5) In cell F24 place the number of Kindergarten students being budgeted. This number should equal the kindergarten students that are calculated in the enrollment worksheet in cell K11. Family Rate Premium: 1) The family rate premium should be used for those schools who charge a flat amount per student over a certain family size. For example: A) A school charges different rates for 1, 2, and 3 student families - but holds the rate at the 3 student rate for families of 3 or more students. B) The school however charges an additional premium for each additional student in the family - Example $500 20

21 per additional student. 2) In Cell B26 enter the current family rate premium. 3) In Cell D26 enter the new family rate premium. 4) Cell C26 will calculate the budgeted family rate premium rate increase based on your inputs in Cells B26 and D26. 5)In cell F26 place the number of additional students you are budgeting for, this number should equal the number of incremental students that are being charged a premium. Manual Tuition Dollar Input: 1) During the creation of the budget work papers it was understood that tuition was derived in many different ways and that the work papers could not possibly accommodate all of these methods. The AOC would like each school to attempt to restructure their tuition to fit into the above methods. In order for each school to be able to use these work papers a line was placed into this worksheet titled Manual Tuition Dollar Input. The following paragraphs will explain how to use an alternate method to accommodate those who cannot use the structure on SR-5. 2) If you find you cannot use worksheet SR-5, an optional worksheet has been provided on the following tab named SR-6 PK 8 Tuition Worksheet. This schedule is a more streamlined version of SR-5, but uses the same thought process. (You will note the tab is colored red which means it is an optional tab). If you choose to use this optional worksheet, take the totals in cells F33 and H33 and place them on tab SR-5, cells J28 and L28 respectively. If you have a custom tuition calculation worksheet that you prefer to use vs. either of the two options provided, that worksheet can be copied and pasted into tab SR-6 PK 8 Tuition Worksheet. To qualify as an acceptable worksheet, it must provide the following: a) All the various tuition rates that are currently charged. b) The % that each rate is budgeted to increase. c) The new calculated rate by type. d) The number of students and families for each applicable rate. e) A summation of total number of students and the total tuition dollars charged. 21

22 Once copied and pasted (OK to paste over the existing worksheet in SR-6) - 3) Place the Tuition Dollars from the supplemental schedule in SR-5 Cell J28 and the Number of Students in Cell L28. Uncollectable Tuition Rate - Cell H36 1) In cell H36 you will need to place the % of tuition that historically has not been able to be collected. This will be subtracted from the calculated total billable tuition in cell J35. Prior Year Tuition- Cell J37 1) In Cell J37 place any prior year tuition that you anticipated will be collected. Please base this on historical experience. Unfunded Financial Aid - Cell D46 1) For scholarship/financial aid purposes on lines 34 thru 44 in columns A and D, you will find the funded (Outside Sources or Fundraising) Scholarship/Financial Aid which is being budgeted. These amounts will be automatically populated and correspond to the amount placed in tab SR-3 Fundraising & Outside Funding in the workbook. These amounts, along with Unfunded Financial Aid, will be subtracted (refer to Cell J38) from the billable tuition calculated in cell J35. 2) Unfunded Aid, by definition is financial aid dollars provided by the school that are straight discounts to tuition and have no funding source associated with them. These are pure tuition discounts. The model accommodates these dollars by providing a place for them in Cell D46. Please place the amount of this unfunded financial aid in Cell D46. 22

23 CY Unfunded Aid - Cell J46 1) Please place into cell J46 the amount of unfunded aid that you have awarded in the current year. For those schools on tuition tracker, you will be able to find this amount on the financial aid tab of that model. By Period Spreading of Tuition Collected - Columns S - AD, lines 10 and 16 1) In order to better understand the cash flow of the school, it is suggested that you budget the % of tuition that is collected in each month. 2) Budget Year Tuition: A) In Cells S10 thru AD10 you will need to place the % of the total budget year tuition that will be collected each month. B) This % should be based on historical trends. C) If the historical trends method is not available, then use the plan that is most often used by your school s parents (e.g. 10 months, 11 months, 12 months, etc.) D) Note that you will receive this file with zero in Cells S10 thru AD10. By definition, this will generate an ERROR message in Cell AE10 if the total % for the 12 months does not add up to 100%. Once the proper percentages are entered into Cells S10 thru AD10 totaling 100%, the ERROR message will go away. 3) Prior Year Tuition: A) In Cells S16 thru AD16 you will need to place the % of the total budget Prior Year tuition that will be collected each month. B) The same thought process for Budget Year Tuition line 10 explained in B), C), and D) above will be used for line 16. NUMBER OF STUDENTS - CHECK: 1) In Cell L32 you will find a check for total number of students. This is the number of K-8 Students budgeted on the SR-4 Enrollment tab (Cell K20). 2) The total amount of K-8 students budgeted in column L should equal the amount on the SR-4 Enrollment tab. 3) If L30 does not equal Cell L32, an ERROR message will 23

24 appear in Cell L33. Please make sure you clear this message before moving on. This can be accomplished by determining which of the two numbers is incorrect. Once determined, correct either the appropriate cells in column F of this worksheet, or correct the appropriate cells on the SR-4 Enrollment tab. Schedule SR-7 Pre-School Tuition This schedule summarizes the anticipated collected tuition revenue for the upcoming budget year. The thought process for this schedule is the same as for the SR-5 Elementary Tuition. Categories of Tuition: 1) Enter your Tuition by type in Column A in the yellow cells provided. 2) You have up to twelve different rates that can be used. Tuition Rates: Note that the calculation methodology in columns C and D is a change from last year. 1) Enter your Current Tuition rate for each type of tuition rate (ex. Family - 1 student, Parishioner) in Column B next to the type that applies. 2) In Column D enter the new tuition rate for each family type. 3) Column C will calculate the Budgeted tuition rate increase based on your inputs in columns B and D. Rationale for the change: Feedback from parishes was that in most situations, the new Tuition Rate is not determined by a % increase, but rather by a whole dollar amount (e.g. Tuition is now $3,100, want to raise it $100.) This change allows for simply entering the new amount rather working backwards to calculate the % to get to the desired amount. Hopefully this will be a time saver for most. However, for those that prefer entering the % as was done last year, Column C is yellow and therefore considered an input cell. The model allows for overriding the existing formula in Column C. The user would need to input the desired % in Column C and then calculate the end result in Column D. 24

25 # of Students: 1) In Column G enter the number of Students that you are budgeting for the year - for example, (10) 3 day 1/2 day students, (5) full day 5 day a week students etc. 2) Column I displays the current tuition rate calculated in column D - see explanation above. 3) Column K is the calculation of tuition due based on the number of Students X the Budget rate. Manual Tuition Dollar Input: 1) During the creation of the budget work papers it was understood that tuition was derived in many different ways and that the work papers could not possibly accommodate all of these methods. The AOC would like each school to attempt to restructure their tuition to fit into the above methods. In order for each school to be able to use these work papers a line was placed into this worksheet titled Manual Tuition Dollar Input. The following paragraphs will explain how to use an alternate method to accommodate those who cannot use the structure on SR-7. 2) If you find you cannot use worksheet SR-7, an optional worksheet has been provided on the following tab named SR-6 PK 8 Tuition Worksheet. This schedule is a more streamlined version of SR-7, but uses the same thought process. (You will note the tab is colored red which means it is an optional tab). If you choose to use this optional worksheet, take the totals in cells F18 and H18 and place them on tab SR-7, cells G23 and K23 respectively. If you have a custom tuition calculation worksheet that you prefer to use vs. either of the two options provided, that worksheet can be copied and pasted into tab SR-6 PK 8 Tuition Worksheet. To qualify as an acceptable worksheet, it must provide the following: a) All the various tuition rates that are currently charged. b) The % that each rate is budgeted to increase. 25

26 c) The new calculated rate by type. d) The number of students and families that each rate applies to. Once copied and pasted (OK to paste over the existing worksheet in SR-6) 3) Place the number of students from the supplemental schedule in SR-7 Cell G23 and the tuition dollars in Cell K23. Uncollectable Tuition Rate - Cell J32 1) In cell J30 you will need to place the % of tuition that historically has not been able to be collected, this will be subtracted from the calculated total billable tuition in cell K29. Prior Year Tuition- Cell K33 1) In Cell K31 place any prior year tuition that you anticipate will be collected - please base this on historical experience. Unfunded Financial Aid - Cell D40 1) For scholarship/financial aid purposes on lines 32 thru 37 in columns A and D, you will find the funded (Outside sources or fundraising) Scholarship/Financial Aid which is being budgeted. These amounts will be automatically populated and correspond to the amount placed in tab SR-3 Fundraising & Outside Funding in the workbook. These amounts, along with Unfunded Financial Aid, will be subtracted (refer to Cell K32) from the billable tuition calculated in cell K29. 1) Unfunded Aid, by definition is financial aid dollars provided by the school that are straight discounts to tuition and have no funding source associated with them. These are pure tuition discounts. The model accommodates these dollars by providing a place for them in Cell D38, please place the amount of this unfunded financial aid in cell D38. 26

27 CY Unfunded Aid - Cell G40 1) Please place into cell G38 the amount of unfunded aid that you have awarded in the current year - for those schools on tuition tracker you will be able to find this amount on the financial aid tab of that model. By Period Spreading of Tuition Collected - Columns O - Z, lines 11 and 17 1) In order to better understand the cash flow of the school, it is suggested that you budget the % of tuition that is collected in each month. 2) Budget Year Tuition: A) In Cells O11 thru Z11 you will need to place the % of the total budget year tuition that will be collected each month. B) This % should be based on historical trends. C) If the historical trends method is not available, then use the plan that is most often used by your school s parents (e.g. 10 months, 11 months, 12 months, etc.) D) Note that you will receive this file with zero in Cells O11 thru Z11. By definition, this will generate an ERROR message in Cell AA11 if the total % for the 12 months does not add up to 100%. Once the proper percentages are entered into Cells O11 thru Z11 totaling 100%, the ERROR message will go away. 3) Prior Year Tuition: A) In Cells O17 thru Z17 you will need to place the % of the total budget Prior Year tuition that will be collected each month. B) The same thought process for Budget Year Tuition line 11 explained in B), C), and D) above will be used for line

28 NUMBER OF STUDENTS - CHECK: 1) In Cell G27 you will find a check total number of student amount. This amount is equal to the number of PK Students that was budgeted on the SR-4 Enrollment tab (Cell K9). 2) The total number of PK students budgeted in column L should equal the number on the Enrollment tab. 3) If G25 does not equal Cell G27, an ERROR message will appear in cell G28. Please make sure you clear this message before moving on. This can be accomplished by determining which of the two numbers is incorrect. Once determined, correct either the appropriate cells in column G of this worksheet, or correct the appropriate cells on the SR-4 Enrollment tab. Schedule SR-8 Extended Care (Before and After Care) This schedule summarizes the expected tuition revenue to be collected as a result Before School or After School Care programs (Excluding Summer Programs - Schedule SR-9). The schedule is based on the assumption that there are three types of programs. You may be using one type or all three: 1) Care is provided based on a weekly billing rate. 2) Care is provided at a daily billing rate. 3) Care is billed at an hourly rate. Weekly Rate Input - Yellow Cells: 1) In Cell B8 you will need to place in the average number of children per week that will be using the Before care and After care program. 2) In Cell B9 you will need to place in the weekly rate for the program. 3) In Cell B13 you will need to place the number of weeks you will run the program. 4) Cell B14 will show the calculated income for the year based on the inputs from numbers 1, 2 and 3 above. 28

29 Daily Rate Input - Yellow Cells: 1) In Cell E8 you will need to place in the average number of children per day that will be using the Before care and After care program. 2) In Cell E9 you will need to place in the daily rate for the program. 3) In Cell E10 you will need to place in the days per week you run the program. 4) In Cell E13 you will need to place the number of weeks you will run the program. 5) Cell E14 will show the calculated income for the year based on the inputs from numbers 1 thru4 above. Hourly Rate Input - Yellow Cells: 1) In Cell H8 you will need to place in the average number of children per day that will be using the Before care and After care program. 2) In Cell H9 you will need to place in the average hours spent each day by each child in the program. 3) In Cell H12 you will need to place the hourly rate charged for the program. 4) In Cell H15 you will need to place in the days per week you run the program. 5) In Cell H18 you will need to place the number of weeks you will run the program 6) Cell H19 will show the calculated income for the year based on the inputs from numbers 1 thru 5 above. Extended Care Fees - if there are "flat fees" or registration fees charged for use of these programs on either a per family or per participant basis, those fees should be entered into this area of the work sheet. Per Participant Fees Input - Yellow Cells 1) In Cells A26 thru A29 place the name of the fees charged PER PARTICIPANT. Typical fees include Registration Fees, Material Fees, Snack Fees, etc. 29

30 2) In Column B in the corresponding lines place the total number of participants of the program. 3) In Column D in the corresponding lines place the amount charged for each fee. 4) The total cost by corresponding line item will be calculated and placed in column E. The calculation is based on 1,2 and 3 from above. Per Family Fees Input - Yellow Cells 1) In Cells G26 thru G29 place the name of the fees you charge PER FAMILY. Typical fees include Registration Fees, Material Fees, Snack Fees, etc. 2) In Column H in the corresponding lines place the total number of families in the program. 3) In Column I in the corresponding lines place the amount charged for each fee. 4) The total cost by corresponding line item will be calculated and placed in column J. The calculation is based on 1,2 and 3 from above. By Period Spreading of Tuition Collected - Columns N - Y, lines 10 and 18 1) In order to better understand the cash flow of the school, it is suggested that you budget the % of tuition and fees that is collected in each month from the extended care program. 2) Tuition: A) In Cells N10 thru Y10 you will need to place the number of weeks that the program will be in session. B) The cost will be spread evenly across the weeks and will apply to all three types of programs combined. 3) Fees: A) In Cells N18 thru Y18 you will need to place the % of the fee charged that will be collected each month. B) This % should be based on historical trends. C) An ERROR message will appear in cell Z18 if the total % for the 12 months does not add up to 100%. Since the file is prepopulated 30

31 with zero in each month, the ERROR message is already in the file. The message will go away once the sum in Cell Z18 is equal to 100%. Schedule SR-9 Summer Program - Use class code 51 The worksheet summarizes the revenue to be collected from programs conducted during the summer vacation period. Note: This should be reported in class code 51. Note Summer Program is budgeted for the appropriate number of weeks in June, July, and August only. Weekly Rate Input - Yellow Cells: 1) In Cell B8 place the number of participates by week that will take part in the program. 2) In Cell B9 place the weekly rate for the program. 3) In Cell B13 place the number of weeks you will run the program. 4) Cell B14 will show the calculated income for the year based on the inputs from numbers 1,2 and 3 above. Daily Rate Input - Yellow Cells: 1) In Cell E8 you will need to place in the average number of children per day that will be using the program. 2) In Cell E9 you will need to place in the daily rate for the program. 3) In Cell E10 you will need to place in the days per week you run the program. 4) In Cell E13 you will need to place the number of weeks you will run the program. 5) Cell E14 will show the calculated income for the year based on the inputs from numbers 1,2,3 and 4 above. Hourly Rate Input - Yellow Cells: 1) In Cell H8 you will need to place in the average number of children per day that will be using the program. 2) In Cell H9 you will need to place in the average hours 31

32 spent each day by each child in the program. 3) In Cell H12 you will need to place the hourly rate charged for the program. 4) In Cell H15 you will need to place in the days per week you run the program. 5) In Cell H18 you will need to place the number of weeks you will run the program 6) Cell H19 will show the calculated income for the year based on the inputs from numbers 1 thru 5 above. Per Participant Fees Input - Yellow Cells 1) In Cells A26 thru A29 place the name of the fees charged PER PARTICIPANT. Typical fees include Registration Fees, Material Fees, Snack Fees, etc. 2) In Column B in the corresponding lines place the total number of participants of the program. 3) In Column D in the corresponding lines place the amount charged for each fee. 4) The total cost by corresponding line item will be calculated and placed in column E. The calculation is based on 1,2 and 3 from above. Per Family Fees Input - Yellow Cells 1) In Cells G26 thru G29 place the name of the fees you charge PER FAMILY. Typical fees include Registration Fees, Material Fees, Snack Fees, etc. 2) In Column H in the corresponding lines place the total number of families in the program. 3) In Column I in the corresponding lines place the amount charged for each fee. 4) The total cost by corresponding line item will be calculated and placed in column J. The calculation is based on 1,2 and 3 from above. Allocation of Expenses: 1) In Cells N10, O10, and Y10, enter the appropriate number of weeks for which the Summer Program will be offered. The 32

33 formulas on lines 11, 12, & 13 in columns N, O, & Y will calculate the Tuition amount each month based on the numbers input on line 10. 2) Fees: A) In Cells Cells N18, O18 and Y18 you will need to place the % of the fee charged that will be collected each month. B) This % should be based on historical trends. C) An ERROR message will appear in cell Z18 if the total % for all months does not add up to 100%. Since the file is prepopulated with zero in each month, the ERROR message is already in the file. The message will go away once the sum in Cell Z18 is equal to 100%. Schedule SR-10 Fees This schedule summarizes the fees (both refundable and nonrefundable) collected for various programs. K-8 Fees Per Student Fees Input - Yellow Cells 1) In Cells A8 thru A15 place the name of the fees your charge per student - typical fees include Registration Fees, Material Fees, Book Fees, and Tech Fees etc. 2) In Column B in the corresponding lines place the charge per Student. 3) Cell B16 contains the total amount of all Per Student fees charged. 4) Cell B17 contains the number of students - K-8 budgeted. This number comes from the SR-4 Enrollment tab Cell K 20. 5) Cell B18 is the calculated amount of total fees charged to K-8 Students Cell B16 multiplied by Cell B17. 6) Column C Summarizes the fees collected per corresponding line. 33

34 Per Family Fees Input - Yellow Cells 1) In Cells A21 thru A28 place the name of the fees charged per family - typical fees include Registration Fees, Material Fees, Book Fees, and Tech Fees, etc. 2) In Column B in the corresponding lines place the charge per Family. 3) Cell B29 contains the total amount of all Per Family fees charged. 4) In Cell B30 you will need to input the number of K-8 families for which Family Fees are being budgeted. 5) Cell B31 is the calculated amount of total fees charged to K-8 Families - based on a per family rate. 6) Column C Summarizes the fees collected per corresponding line. Pre-School Fees Per Student Fees Input - Yellow Cells 1) In Cells E8 thru E15 place the name of the fees your charge per student - typical fees include Registration Fees, Material Fees, Book Fees, and Tech Fees, etc. 2) In Column F in the corresponding lines place the charge per Student. 3) Cell F16 contains the total amount of all Per Student fees charged. 4) Cell F17 contains the number of Pre-School students that are budgeted. This number comes from the SR-4 Enrollment tab Cell K9. 5) Cell F18 is the calculated amount of total fees charged to Pre-School Students - based on a per student rate. 6) Column G Summarizes the fees collected per corresponding line. Per Family Fees Input - Yellow Cells 1) In Cells E21 thru E28 place the name of the fees charged per family - typical fees include Registration Fees, Material Fees, Book Fees, and Tech Fees, etc. 34

35 2) In Column F in the corresponding lines place the charge per Family. 3) Cell F29 contains the total amount of all Per Family fees charged. 4) In Cell F30 you will need to input the number of Pre-School Families for which Family Fees are being budgeted. 5) Cell F31 is the calculated amount of total fees charged to Pre-School Families - based on a per family rate. 6) Column G Summarizes the fees collected per corresponding line. Misc. Fees - Considered Class Code 50. Refundable Fees You may have certain fees that are refundable based on completion of Volunteer work, etc. Those fees should be reflected under Misc. Fees in the right hand section of the work paper (Columns I & J). You should also input what percentage you anticipate NOT having to refund, based on your previous experience. Refundable Fees Input - Yellow Cells 1) In Cells I8 thru I11 place the name of the REFUNDABLE fees charged per family - typical fees include Volunteer Hrs., Fund Raising, Lunch Room, etc. 2) Cell J12 reflects the total per family for the refundable fees. 3) Cell J14 contains the number of K-8 families that you are budgeting - from cell B30. 4) Cell J15 contains the number of Pre-School families that you are budgeting - from cell F30. 5) In Cell J18 you will need to input the % of families that will not complete their mandatory service - base this on prior experience 6) Cell J19 will calculate the number of families not participating based on the % in put in cell J18 7) Cell J20 calculates the revenue dollars to be budgeted based on inputs from above. 35

36 Other Fees Input - Yellow cells Cells A38 through A46 are some of the most commonly used Other Fees. If your school has a Fee that is not listed, it is OK to substitute that Fee in one of the Fees not being used. It is suggested that you do not substitute in Cell A42 as B42 is a predetermined link. Health/ Other Ins. Fees 1) In Cell B38 input the number of participants in this program. 2) In Cell C38 input the fees charged for the program. 3) Cell E38 is the calculated dollars based on inputs from 1 and 2 above. Athletic Fees 1) In Cell B40 input the number of participants in this program 2) In Cell C40 input the fees charged for the program 3) Cell E40 is the calculated dollars based on inputs from 1 and 2 above. Graduation Fees 1) ) In Cell B42 the number of 8th grade students will populate based on the budgeted enrolled 8th grade students from cell K19 on the SR-4 Enrollment tab. 2) In Cell C42 input the fees charged for the program. 3) Cell E42 is the calculated dollars based on inputs from 1 and 2 above. Field Trip Fees 1) In Cell B44 input the number of participants in this program 2) In Cell C44 input the fees charged for the program 3) Cell E44 is the calculated dollars based on inputs from 1 and 2 above. Note: you can budget field trips either by number of participants or number of trips taken. 36

37 Sacramental Fees 1) In Cell B46 input the number of participants in this program 2) In Cell C46 input the fees charged for the program 3) Cell E46 is the calculated dollars based on inputs from 1 and 2 above. Allocation of Expenses: 1) For All Fees a % allocation by month must be placed in the corresponding line listed below 2) Pre-school fees both Per Student and Family fees will be budgeted to class code 60 - totals by month appear on Line 13 Columns N Y. 3) All Other fees will be Budgeted to class code 50 - totals by month appearing on Line 42 Columns N-Y. 4) An ERROR message will appear in Column Z for each line if the total % by month does not add up to 100%. 5) All lines that are budgeted must have a corresponding % by month entered - the Lines requiring input are: A) Pre-School Fees - Line 12 B) K-8 Registration and Misc. Fees - Line 18 C) Health Ins. Fees - Line 23 D) Athletic Fees - Line 27 E) Graduation Fees - Line 31 F) Field Trip Fees - Line 35 G) Sacramental Fees - Line 39 Schedule SE-1 - Payroll Expense - School SE-1 Payroll Expense - School 1) Only Yellow cells are available for input. Grey cells contain fixed formulas or descriptions and cannot be changed. 37