School Budget Management

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School Budget Management
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K-12 Funding

• Florida is an equal funding state
• Florida Education Finance Program (FEFP)
• Per student allocation formula
• Basic student allocation 3,971.74
• Earmarks (ESE guarantee, SAI, Safe Schools,
  Reading)
• Categoricals (Class Size Reduction, Instructional
  Materials, Transportation, Teacher Lead)
• Total per student 7,241.04

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Funding Sources

• Operating budgets
• State Sales Tax
• Local Property Taxes
• Required local effort 4.898 mills
• Discretionary effort 0.498 mills
• Additional discretionary 0.105 mills
• Capital budgets
• Board levied maximum 1.75 mills

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Current Funding Issues

• Declining state sales tax revenues
• Declining property tax values
• Declining enrollment
• Increasing costs
• Utilities
• Fuel
• Wages

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Budget

• Provides the means to
• Educate students
• Focus resources
• Measure spending
• Remain financially viable
• Retain financial independence

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Budgetary Responsibility

• The Principal is responsible for all financial
  activities of the school.
• Proper use of resources
• What is purchased
• How much is spent
• Maintain reasonable controls

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How can I control spending?

• Actions needed to control budgets
• Budget plan
• Position control
• Monitor budgets

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Why Position Control?

• Employee salary and benefit expense is the
  Districts largest expense (80). Therefore,
  position control is budgetary control.
• Position Control is used to control salary
  expenditures.

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Position Status Report

• Organization of Position Status Report
• Sorted by
• Position status (frozen, vacant, filled)
• Funding ordered by
• Fund
• Award year
• Program
• Function
• Account

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Sample Position Status Report
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Frozen Positions

• Frozen positions occur when a position is cut
  from a schools budget.
• Example Declining enrollment causes a teacher
  position to be cut from the school budget. The
  position is frozen. The person in the position
  must be moved to another allocated, vacant
  position.

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Frozen Positions

• Exception
• Permanent substitute positions

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Vacant Positions

• Vacant positions may be filled as long as there
  are no employees sitting in frozen positions who
  could be moved to the vacancy.

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Overfilled Positions

• Two permanent employees cannot occupy the same
  position.
• Exception
• One employee is on leave the second employee is
  interim.

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Monitoring Non-Salary Budgets

• Non-salary budgets include
• Supplies
• Equipment
• Contracted Services
• Travel
• Training registration

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Other budgets to monitor

• Salary/wage expenditures that must stay within
  budget
• Tutorial salaries and benefits
• Additional time
• Overtime
• Stipends
• Substitutes
• Overdrafts must be covered.

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Where can I view my budget?

• Budget Status Report
• Rolled out to FNPRD People Soft desktop each day
• Organization of report
• Fiscal year
• Fund
• Award year
• Program
• Function
• Account

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Control vs. Detail Budget

• Budgetary control has two levels of control
• Detail Level at which the budget is built and
  expenditures are recorded
• Control Rolled up, consolidated level at which
  spending is stopped if there are insufficient
  funds

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Sample Budget Status Report
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Responsible Spending

• What can you spend budget monies on?
• Expenditures should serve the mission of the
  District to educate students.
• Items not allowed
• Food, unless curriculum related, such as a
  cooking course
• Personal property for staff
• Gift cards for staff

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Categorical Funding

• Monies allocated for specific use.
• Library media program 3070
• Instructional Materials program 305x
• Monies requiring separate accounting.
• School Recognition A - fund 1101
• Summer School fund 1102
• AP/IB funds program 3065
• Magnet funds program 3030

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Grant spending rules

• Grants have their own set of spending rules
• Time deadlines
• Spending directives or restrictions
• Grant managers approval needed
• Budget transfers
• Requisitions

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Proper Use of Allocated Positions

• Cost Report Issue
• Functions
• 5000 Instruction
• 6000 Instructional Support
• 7000 Administration
• Correct job code for class assignment
• Trade off approved by area superintendent and CAO
  required to change use of allocated positions

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Scheduling

• Correct scheduling and coding of students is
  essential to maximize funding.
• ESE, ESOL and Vocational funding is weighted
  heavier than regular basic funding.
• Basic K-3 (1.066) 4-5 (1.000) 9-12 (1.052)
• ESE 254 (3.570) 255 (4.970)
• ESOL (1.119)
• Vocational (1.077)

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Additional Information

• Budget Services website provides
• Allocation formulas
• Average and standard salaries
• Fringe benefit rates
• Fee based revenue reports
• A bonus calculator
• Executive Summary of Adopted Budget

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Budget Services Contacts

• North area Jill Klink px 47406
• Central area Debbie Hardy px 48401
• West area Chris Johnson px 48546
• South area Michele Trout px 48835
• SACC Susan Simcina px 21182
• Alternative Jason Elliott px 47669
• Grants Mary Ussery px 48834
• Departments Stephanie Colodneypx 48836
• Secretary Kelly Matyjasik px 48837
• Managers Greg Ostaffe px 48604 Sam
  Melecio px 48329
• Director Shirley Knox px 48837