BUDGET PLAN TEMPLATE INSTRUCTIONS - FY 16

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BUDGET PLAN TEMPLATE INSTRUCTIONS - FY 16 E-mailed Budget Plan Spreadsheet due in Budget Office: March 12, 2015 ~ Help is just a phone call away ~ For questions contact: Phil McGuire at 377-0065

1 BUDGET PLAN TEMPLATE INSTRUCTIONS - FY 16 ed Budget Plan Spreadsheet due in Budget Office: March 12, 2015 ~ Help is just a phone call away ~ For questions contact: Phil McGuire at Siobhan Fox at Enas Khalil at Barb Davis at One-on-one training sessions can be arranged by contacting Barb Davis FY16 BUDGET PLAN INSTRUCTIONS - SCHOOLS.docx Page 1 of 11

2 We recommend you view the How To videos on the Budget Development Resources Web Page first, and use these procedures as a supplemental reference guide. FY16 BUDGET PLAN INSTRUCTIONS - SCHOOLS.docx Page 2 of 11

New enhancements: Training videos with step by step instructions are available at: http://www.collierschools.com/finance/budgetplan manuals.htm 1. Pre-population of suggested budget. 2.

3 New enhancements: Training videos with step by step instructions are available at: manuals.htm 1. Pre-population of suggested budget. 2. Functions in descending order. 3. New Optional tab to assist with department/grade/team budgeting. Overall view of the Budget Entry Tab: Suggested budget amounts customized for each school. 1. You are welcome to make changes to these amounts now, or approve and submit your budget as is and make changes later, using TERMS Panel F607, as the need arises. 2. Most common account strips have been displayed and are listed in descending order by function as it is usual to budget fixed costs and restricted budgets first. (Note: Copier maintenance charges will remain the same in FY16 as long as new copiers have not been purchased nor old ones declared surplus.) FY16 BUDGET PLAN INSTRUCTIONS - SCHOOLS.docx Page 3 of 11

Training videos with step by step instructions are available at: http://www.collierschools.com/finance/budgetplan manuals.htm 3.

4 Training videos with step by step instructions are available at: manuals.htm 3. Overall view of the Department/Grade Allocation Tab: A new, OPTIONAL tool is now available for allocating budget amounts by grades, departments, teams, student/teacher FTE, etc. The spreadsheet shown below will help in calculating the budget allocation breakdown based on criteria you choose to use. Please refer to Appendix A for detailed instructions. FY16 BUDGET PLAN INSTRUCTIONS - SCHOOLS.docx Page 4 of 11

Save the Budget Plan Template in this folder and name it FYXX BUDGET PLAN SPREADSHEET-XXXX.

5 INSTRUCTIONS 1. SAVE FILE: Open the Budget Plan Template and immediately save it to your Home (H:) drive. Create a folder in your (H:) drive and name it FYXX BUDGET DEVELOPMENT. Save the Budget Plan Template in this folder and name it FYXX BUDGET PLAN SPREADSHEET-XXXX. Be sure to put the fiscal year and your four digit cost center in place of the Xs. 2. REVIEW/REVISE: 1. Click on the Enable Content box in the Security Warning bar at the top of the Spreadsheet. FY16 BUDGET PLAN INSTRUCTIONS - SCHOOLS.docx Page 5 of 11

An explanation of the cross check section in the top right hand

Take note of the total budget amount allocated and any recommended or

Input your school s cost center Confirm that the name of your school

each item Recommended or minimum amount that should be allocated for

be budgeted Total of budget already entered Total of budget amounts

and previous FTE information as a guide in estimating your new year

# of FTEs in current and previous two years Projected # of FTEs for

Previous years expenditures are displayed for assistance.

6 2. Put your cost center in cell C4. The name of your school will appear in row An explanation of the cross check section in the top right hand section of the spreadsheet is shown below. Take note of the total budget amount allocated and any recommended or minimum amounts required for your school in the Allocation column. Input your school s cost center Confirm that the name of your school appears here Specific budget items to check Total budget entered for each item Recommended or minimum amount that should be allocated for each item Status of individual budget items Total amount remaining to be budgeted Total of budget already entered Total of budget amounts allocated to your school Status of total budget Refer to the current and previous FTE information as a guide in estimating your new year budget. # of FTEs in current and previous two years Projected # of FTEs for FY16 4. Review/revise your budget in the spreadsheet. Previous years expenditures are displayed for assistance. Be sure to consider any new projects/large purchases you plan to make in the new year and account for them. Conversely, if your school had any projects or large purchases this year that will not FY16 BUDGET PLAN INSTRUCTIONS - SCHOOLS.docx Page 6 of 11

reoccur, be sure not to include them in the FY16 budgets. If you do not wish to make any changes, skip to page 7, Step 3. 5.

You may overwrite the suggested amounts by just clicking on the cell and typing in the new amount in the Budget FY16 column, disregarding

If you choose not use any of the suggested allocations, simply delete all the amounts in the Budget FY16 column and enter your desired

Use this section as a tool to make sure you have not over/under-budgeted any accounts.

order by function. You may not have to enter any additional lines.

A description of the function and object in each row 7.

7 reoccur, be sure not to include them in the FY16 budgets. If you do not wish to make any changes, skip to page 7, Step All data entry will be in the green shaded cells Remember green means go! You may overwrite the suggested amounts by just clicking on the cell and typing in the new amount in the Budget FY16 column, disregarding the formulas in these cells. If you choose not use any of the suggested allocations, simply delete all the amounts in the Budget FY16 column and enter your desired amounts. 6. As you make changes, the amounts will be reflected in the top section of the spreadsheet. Use this section as a tool to make sure you have not over/under-budgeted any accounts. Previous two years Expenses Current year Expenses as of 1/30/15 Most commonly used lines are predetermined and appear here in descending order by function. You may not have to enter any additional lines. Review and decide whether to keep or revise the dollar amount in the green shaded cell for each account strip. A description of the function and object in each row 7. If you want to budget an account strip that is not already included in the spreadsheet, you can add lines starting with row 95. There will be drop down menus in the Function and Object fields to assist you in finding the coding you want to use. X As functions and object codes are added, a description of each will populate to the right of each row. 8. When you have finished reviewing/revising your budget, cell I11 in the top section of the spreadsheet should reflect that your budget, in total, is OK. In addition, cell C9 should not show any amount left to FY16 BUDGET PLAN INSTRUCTIONS - SCHOOLS.docx Page 7 of 11

spreadsheet. There should be no amount remaining in this cell.

This is the recommended amount. You can budget more or less.

budgeted. This is a check to make sure Postage costs were budgeted in 7300-370.

This tells you that in total, your budget is OK. 3.

8 be budgeted. If any amount is left over, an explanation must be provided, via , with the submission of the spreadsheet. There should be no amount remaining in this cell. If any amount is left over, an explanation must be provided. This is the minimum amount you can budget. This is the recommended amount. You can budget more or less. If you budgeted less than the recommended amount, Under Recommended reminds you to make sure you have budgeted enough. This is a check to make sure Activity Travel budget, if allocated to your school, was entirely budgeted. This is a check to make sure Postage costs were budgeted in No minimum or maximum required. There should be nothing budgeted in This tells you that in total, your budget is OK. 3. When Complete: Send your Budget Plan Spreadsheet as an attachment by March 12, 2015 to Budgetdepartment@collierschools.com. Be sure to copy your principal on the as this will serve as his/her approval. You may also ask the principal to send the directly. Any budget spreadsheets received from someone other than the principal, without a copy to the principal will not be considered final. FY16 BUDGET PLAN INSTRUCTIONS - SCHOOLS.docx Page 8 of 11

APPENDIX A: INSTRUCTIONS FOR USING THE OPTIONAL DEPARTMENT/GRADE ALLOCATION TAB: 1.

Department or Grade, and the person responsible for their budget.

Columns O and P include a listing of functions and their descriptions for reference.

9 APPENDIX A: INSTRUCTIONS FOR USING THE OPTIONAL DEPARTMENT/GRADE ALLOCATION TAB: 1. Information will be entered only in the green shaded cells: In columns A and B, enter the Department or Grade, and the person responsible for their budget. In column C, enter the Function, either by typing it or by using the drop down menu. Columns O and P include a listing of functions and their descriptions for reference. Once the function is entered in column C, its description will appear in column D. FY16 BUDGET PLAN INSTRUCTIONS - SCHOOLS.docx Page 9 of 11

Now enter the number of shares for each group in Column G. This will be based on how the groups are defined: either by FTE, number of teachers, number of classrooms, etc.

10 2. Enter the total amount you wish to allocate between these departments and grades in cell L1. 3. Enter any special requests or amounts that the principal wants to hold in a discretionary account in Column E. Column F is available to enter any notes. 4. Now enter the number of shares for each group in Column G. This will be based on how the groups are defined: either by FTE, number of teachers, number of classrooms, etc... As you enter these numbers, the budgets will be determined by formula as displayed in Column L. Column I will reflect the total budget allocated for each department/grade, including any special allocations. Enter any special requests or amounts that the principal wants to hold in a discretionary account in Column E. Column F is available to enter any notes. Enter the number of shares for each group in Column G. This will be based on how the groups are defined: either by FTE, number of teachers, number of classrooms, etc. Column H will reflect the budget amount calculated based on the # of shares and amount per share. FY16 BUDGET PLAN INSTRUCTIONS - SCHOOLS.docx Page 10 of 11

Cell L4 is a calculation of the amount per share, prorated based on the total amount to be shared and the total number of

Cell L2 contains a running balance of the total of the special allocations in column E.

This will be the amount divided among the various teams depending on their number of shares. 5.

among the desired objects in each function.

Helpful Hint: If you are happy with the budget in the non-instructional and instructional support functions (6XXX, 7XXX and

11 Cell L4 is a calculation of the amount per share, prorated based on the total amount to be shared and the total number of shares allotted. This number will be updated with each entry. Cell L2 contains a running balance of the total of the special allocations in column E. Cell L3 is a calculation of the total amount available less any special allocations. This will be the amount divided among the various teams depending on their number of shares. 5. Once you have completed the allocations, go back to the Budget Entry tab and enter these amounts, being sure to divide them among the desired objects in each function. Many may want to place the full amount in Supplies (object 510) and move them later if the need arises. Helpful Hint: If you are happy with the budget in the non-instructional and instructional support functions (6XXX, 7XXX and 8XXX), but want to use the optional Department/Grade Allocation tab to realign the budgets in the Instructional functions (5XXX), you can filter to get a total amount to realign. Click on the Filter button in the Function cell and deselect all of the non 5XXX functions. Click on OK XX Once you have filtered, highlight and delete the amounts in the Budget FY16 column. X FY16 BUDGET PLAN INSTRUCTIONS - SCHOOLS.docx Page 11 of 11

SCHOOL BUDGET PLANNING

2015-2016 SCHOOL BUDGET PLANNING New Year Budget Plan Spreadsheet, Procedures, Training Videos and this manual can be found on our website: http://www.collierschools.com/finance/budgetplanmanuals.htm E-mailed