Budget Development Instructions

Transcription

1 Development of the county s budget is the responsibility of all agents, the County Extension Council and the Extension District Board (in those counties that have a board). See below for general information regarding the process and detailed instructions for budget development. A. Process Overview: 1. Agent Involvement a. Before January 31st, all agents working together in consultation with the District Director, identify budget needs. These budget needs should include travel, agent and support staff salary adjustments, equipment, supplies, facilities and programs. 2. Council Involvement (KRS (8)) a. Following the agent discussions, preliminary budget discussions need to be held with the County Extension Council. If the county has an Extension District Board, the council should develop budget recommendations to be used by the District Board. If there is an Extension District Board organized without a tax, the County Extension Council and District Board should make plans for obtaining appropriation from the Fiscal Court. The County Cooperative Extension Service Budget Plan should be used to help council and board members understand the budget. b. In counties without a District Board, the County Extension Council should appoint a budget subcommittee to obtain the appropriation from the Fiscal Court. 3. Preparation of County Cooperative Extension Service Budget Plan a. Complete Cooperative Extension Service Budget plan by March 15th and submit it to District Director for his/her review before final discussion with the District Board. This plan sheet is for planning purposes. b. Reserves for Emergency Funds cannot be charged against or expended without action of the Extension District Board. c. County Cooperative Extension Service Budget Plan will transfer the proposed budget figures to the Kentucky Department of Local Government Special District Budget Form. 4. Budget Review by County Extension Council (KRS (8)) a. It is recommended that a budget review should be conducted by the County Extension Council following the approval of the budget by the Fiscal Court or the Extension District Board. The purpose of this review is for the council to completely understand the final budget and disposition of the funds and to determine the board's response to their recommendations. 5. Extension District Boards Filing Budget with Judge Executive (KRS (8)) a. Extension District Boards are required by KRS to file their budget with the County Judge Executive by April 15th of each year, using the Department of Local Government budget forms. If there are circumstances that keep the Board from filing their budget by this date, it should be filed as soon as possible thereafter.

2 B. Detailed Instructions (Excel Template) 1. Schedule of Disbursements a. Values for this form will transfer from the Budget Plan form. b. Select the correct number of installment payments from the drop down menu (Cell E209). This should reflect either an annual payment, bi annual, or quarterly payment for the county. The county should remember that these payments are not invoiced. Payments are due on the following schedule: Annual: July 10 th ; Semi Annual: July 10 th and January 10 th ; and Quarterly: July 10 th, October 10 th, January 10 th, and April 10 th c. In certain situations, adjustments will need to be made on this form. If this seems apparent for a county's situation contact your District Director. 2. Memo DB a. Memorandum of Agreement (MOA) This is essentially the contract between the County District Board and the University of Kentucky. 3. Memo Blank a. This MOA is for counties in special situations (i.e. counties that have income from other sources). This form is essentially a contract between the county Extension Office and that funding source. 4. Budget Plan a. County (1) Select your county from the Dropdown box next to County b. Anticipated Income (1) Real Property Info comes from District Director/District Support Staff and the board meeting that set tax rates this past September/October (a) Assessment Enter the Property Assessment from the DD/DSS (b) Tax Rate Enter the tax rate levied by the District Board at the Sept/Oct Board (2) Personal Property Info comes from District Director/District Support Staff and the board meeting that set tax rates this past September/October (a) Assessment Enter the Property Assessment from the DD/DSS (b) Tax Rate Enter the tax rate levied by the District Board at the Sept/Oct Board (3) Motor Veh./Watercraft Info comes from District Director/District Support Staff and the board meeting that set tax rates this past September/October (a) Motor Vehicle and Watercraft tax was capped in 1983 and cannot exceed the rate of January 1, (b) Assessment Enter the Property Assessment from the DD/DSS (c) Tax Rate Enter the tax rate levied by the District Board at the Sept/Oct Board (4) Anticipated Delinquency (a) See county clerk or county sheriff for average local delinquency rates. (5) Collection (a) If the collecting agency (usually the Sheriff's Department) charges a percentage to collect the taxes, enter that percentage here.

3 c. Source of Income (1) Ext. District Tax Will populate from information entered in the Anticipated Income (2) Other Ext Dist. Taxes Funds generated by other taxes such as Franchise Tax or Coal Severance Tax. (a) You can change these titles to reflect the source of income (3) Co. Gen Fund for counties that receive appropriations directly from Fiscal Court. (4) User Defined these two available lines are for monies received from sources other than taxes or Fiscal Court. Examples would be local school board, UK Refund, or United Way. You can change the title to reflect that source. (5) Interest this is the amount of interest anticipated on all funds held by the Extension District for the upcoming fiscal year. (6) Reserve Any funds held in reserve such as savings accounts or CD's. All monies held by the District Board should be accounted for in the budget. No council funds need to be reported. (7) Capital Improvement Fund Any reserve funds held for specific capital improvement expenditures. (8) Equipment Fund Any reserve funds held for specific equipment expenditures. (9) Anticipated Carryover Estimated balance of funds on June 30th of current year. (Excludes Reserves, Capital Improvement Fund, and Equipment Fund.) d. Anticipated Expenditures (1) Salary: Support Staff; Full Time; Partial Benefit Support (a) Enter the person's UK id (do not enter employee name) (b) Enter proposed hourly rate (c) Enter hours worked per week. (d) Salary, benefits and amount will be figured automatically (e) Overtime hours for staff can be placed in these lines. Place the Staff ID number and overtimes details in a separate line. Please contact your District Director and Extension Financial Operations for assistance. (2) Salary Professional Staff (a) Agent Compensation Base Agent Compensation From the dropdown box select the appropriate Base Agent Compensation Rate that applies to your county. See Budget Guidelines document for details (b) Agent 4th and Up at Benefit Rate of 38% Enter the person's UK id and salary. Benefits and amount will be figured automatically. County Manager salaries should be placed in this section. (do not enter employee name) (c) Stop Gap Funded Agent Positions enter the person's UK id and appropriate salary amount (benefits and amount will be figured automatically) (do not use these lines) (d) Student Intern Position Estimate salary for interns as appropriate (benefits and amount will be figured automatically). Facilitator Stipend This spot will be used to enter the stipend for a facilitator if the county has one (stipend amounts will not change from last year). (3) Travel (a) Enter employees name (include all staff with budgeted travel) (b) Enter amount to be budgeted (c) Ensure equity of amounts among employee groups (Agents; Assistants; Support Staff) (d) Remember mileage rates increased to $.58 per mile, effective January 1 st. Take this into account when planning.

4 (4) Professional improvement (a) Enter employee name (include all staff with budgeted PI) (b) Enter amount to be budgeted (c) Maximum Agent limit $3,500; Additional $1,000 for ESP (d) Suggested limit for Support Staff $1,500 (e) Remember all other budgeted needs should be met before budgeting for PI (5) Base Program Support (a) Number of professional Staff Select from the drop down menu (cell E164) either 2 agent or 3 agent (this also includes funding for one staff support position). Then select from the drop down menu (cell F164) corresponding value according to the Guidelines for County Program Cost Share. See FY Budget Guidelines for details (b) Additional Operational Costs (per person) enter the number of additional staff in accordance with Guidelines for County program Cost Share. See FY Budget Guidelines for details (6) Optional County Support Costs: (a) Postage Counties wanting to send money to UK for extra penalty mail cost enter budgeted amount here (b) Publications/Order Entry Counties wanting to send money to UK for publication cost enter budgeted amount here (7) Office Operations (a) Enter office operations items in the appropriate category. (b) There are a few changes from the previous year forms. The old lines for Telephone and ISP Provider and now rolled into (cell F179) Utilities. e. Reserve For Emergency Items in these lines require board action to be spent (1) Capital Improvements Fund Enter the amount to be budgeted for Capital Improvements (2) Equipment Fund Enter amount to be budgeted for the Equipment fund (3) Reserve This cell is the budget balancer. The amount is automatically calculated for this budget sheet. If the amount appears in parenthesis, you have overspent your funds. 5. Budget Amend a. This tab functions are the same as the budget plan. Utilize this tab if any budget changes are made throughout the year. Changes made in this tab will be reflected in the SPGE summary form for reporting purposes at the end of the year. 6. Actual Income & Expenditures a. After the fiscal year has ended (June 30), enter all actual expenditures in this tab in the appropriate categories. This tab will also feed the SPGE Summary form for reporting purposes. 7. Program Support Budgets a. Each agent and assistant (any staff member with program support funds) must have a program support budget completed. Copy these tabs as necessary for your county and personnel. These should be completed and signed by the DB Chair and submitted along with the budget to the DD. b. Agents and Program Assistants must submit actual expenses for the fiscal year by July 15. Submit actuals to District Director and/or District Support Staff.

5 8. 5 Year & 10 Year Financial Plans a. County Extension District Boards can have up to one year's worth of operating budget in a reserve account for emergencies. This may be in the form or forms of Capital Improvement Funds, Equipment fund and/or reserves. All Extension District Boards must develop written plans for the expenditure of all reserve funds. These plans would include a 5 year plan and a 10 year plan. These written short (5 year) and long (10 year) range plans should include input from the County Extension Council. Plans for large equipment, capital expenses (buildings, property, additions, etc.) and emergency (disaster) plans are to be included in the plans. b. Written plans must be recorded in the minutes of the District Board and copies sent to the District Director. Updated plans are to be submitted each year with county budgets. 9. SPGE Summary Instructions a. This tab contains the link to the DLG website. Once you get your budget completed, click on this tab, and log in to the DLG site (financial disclosure section). Use the next tab (summary) to enter the appropriate information. Counties should postpone entering the budget into the DLG website until the budget is Final. 10. Summary a. Use this page when on the DLG site, to enter the budget information before July 15th (at the beginning of the fiscal year). b. Use this page when on the DLG site to enter the Budget Amendment information before June 30th (at the end of the fiscal year). c. Use this page when on the DLG site to enter the Year End Actual before September 1 (after the fiscal year is over). d. The Administration and Capital Outlay lines have changed to exclude reserves as per DLG requirements. The DLG uses this section to determine the tiers for audit and registration purposes. Reserve funds overstated expenditures and has thus been removed. e. Per the DLG, a balanced budget means that our Total Appropriations are less than, or equal to, Total Available.