Harlingen CISD Budget Preparation Budget Instructions 2015-2016 1

Harlingen CISDBudget Preparation

Budget Instructions 2015-2016 1


HARLINGEN CISD BUDGET CALENDAR2015-2016 Feb-15SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY

Review Staffing Review Comptroller's

Levels at Depts Certfired Property

Start looking at Numbers

Revenue Projections

1 2 3 4 5 6 7

Budget Process

Review of Budget

Approved by Calendar with

Dr. Cavazos Board

8 9 10 11 12 13 14

Look at State Regular Board

Comp. Numbers Meeting

15 16 17 18 19 20 21

Budget Process Beginning of Review of

Outlined to Principals Campus Budget Staffing levels

Directors Preparation At Campuses

22 23 24 25 26 27 28

Training for Staff on

Budget

Prepartion


HARLINGEN CISD BUDGET CALENDAR2015-2016 Apr-15SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY

1 2 3 4

5 6 7 8 9 10 11

Start Analyzing Campus/Dept

Health Insurance Budget due to

Senior Staff

12 13 14 15 17 17 18

Senior Staff Regular Board Human Resource Budgets due

Review of Meeting Review of at Business Office

Campus/Dept New Salary Items

Budget

19 20 21 22 24 24 25

Business Office District Operations Secretarial Training

Review of Review of Special on Purchasing Start

Budgets Requests of Schools Supplies

26 27 28 29 30

Completion of

Special Programs

and Support

Service Budget


HARLINGEN CISD BUDGET CALENDAR2015-2016 May-15SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY

1 2

3 4 5 6 7 8 9

Review Review Project Review Projected School Board

Proposed Preliminary 15/16 ADA Revenue Estimates Election

Salary Schedule Local Property and Special

Values Pops

10 11 12 13 14 15 16

Regular Board Determine Budget Review Panel

Meeting Salary Increase Reviews Budget,

Recommendation District Initiatives &

Non-allocated

Resources

17 18 19 20 21 22 23

Human Resources District Operations Board Budget Completion of Initiate Dr. Cavazos's

Completion of Complete

Prioritization Workshop Budget Review by Review of Preliminary

New Salary Items of Non-allocated (1) Budget Review Panel Budget

Requests

24 25 26 27 28 28 30

Review of Building Complete

Superintendent's

Maintenance, Renovation Review of Preliminary

and Future

Construction District Budget.

Personnel

Needs and Facility

Requirements

31


HARLINGEN CISD BUDGET CALENDAR2014-2015 Jun-14

SUNDAY MONDAY TUESDAYWEDNESDA

Y THURSDAY FRIDAY SATURDAY

1 2 3 4 5 6 7 Administrative

Budget Workshop

8 9 10 11 12 13 14

Regular Board Meeting

Complete First Draft

Dr. Cavazos's

Of District's Budget

Review of First

Draft

15 16 17 18 19 20 21

22 23 24 25 26 27 28

Determine

Finalized Projected

Health Insurance Revenues

Preimiums

29 30 Board Budget

Workshop

(2)


HARLINGEN CISD BUDGET CALENDAR2015-2016 Jun-15

SUNDAY MONDAY TUESDAYWEDNESDA

Y THURSDAY FRIDAY SATURDAY

1 2 3 4 5 6

Administrative

Budget Workshop

7 8 9 10 11 12 13

Regular Board Complete First

Draft Dr. Cavazos's

Meeting Of District's Budget Review of First

Draft

14 15 16 17 18 19 20

21 22 23 24 25 26 27

Determine Finalized Projected

Health Insurance Revenues

Preimiums

28 29 30

Board Budget

Workshop

(2)


HARLINGEN CISD BUDGET CALENDAR2015-2016 Jul-15SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY

1 2 3 4

5 6 7 8 9 10 11

12 13 14 15 16 17 18

Regular Board

Meeting

19 20 21 22 23 24 25

COMPLETE COMPLETE

FINAL BUDGET DR. CAVAZOS'S

DRAFT REVIEW OF FINAL

DRAFT

26 27 28 29 30 31

FINAL BUDGET

WORKSHOP

FOR BOARD

(3)


HARLINGEN CISD BUDGET CALENDAR2015-2016 Aug-15SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY

1

Notice of Public

Budget Hearing should

Be done by this day

(10 days prior to Meet)

2 3 4 5 6 7 8

Business Office

Federal Programs

Internal Audit

Training Updates

9 10 11 12 13 14 15

Regualr Board

Meeting

16 17 18 19 20 21 22

Official Public Hearing

Budget and Tax Rate

Adopted by

Board

23 24 25 26 27 28 29

Budget must be

Adopted by the

31st

30 31

Allocations for Campuses


SCHOOL NUMBER SCHOOL NAME RATE LOCAL FUNDING: REGULAR 18,259 1,789,125 ELEM 85.00 MIDDLE SCHOOL 115.00 HIGH SCHOOL 140.00 LIBRARY 0 ELEM 17.75 MIDDLE SCHOOL 20.55 HIGH SCHOOL 23.45 LIBRARY BUDGET: 199612xxx99 6239000 50,985199612xxx99 6329000 27,908

199612xxx99 6399000 26,494199612xxx99 6395000 41,713199612xxx99 6398000 186,968BILINGUAL 30.00 2,754 82,620GIFTED/TALENTED 50.00 1,075 53,750SPECIAL ED 75.00 1,438 107,850VOCATIONAL 155.00 803 124,465AT RISK 15.00 9,360 140,400TITLE 1, PART A 20.00 13,279 265,520TITLE 1, PART C 35.00 1,063 37,205BAND-H S 400/200 262 104,800BAND-MS 200/100 1,183 168,300CHOIR-H S 300/150 103 30,900CHOIR-MS 150/75. 625 82,725ELEM MUSIC 4.00 9,272 37,088Total 3,358,816Federal 302,725LOCAL FUNDING: 3,056,091

All departments will be allocated the same amounts as last year.

All campuses budgets at 100%


Allocations for Departments

The District’s budgeting process is based under a Site Based Management philosophy Site-Based Management allows the principals

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 to your Senior Staff

Director On April 12, 2015 Budgets are due April 17, 2015 to the

Business Office.


Introduction

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 after staffing requirements have been determined. We take care of 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. It will be routed to the Business Office once approved. We will go over those forms later.

Payroll Costs that will be funded through the campus allocation must be submitted on Form #6 which will be completed online through Eduphoria.

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 Misc repairs for office equipment. Replacement Computers


Preparation

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 #3. This form will be forwarded to the Asst. Superintendent for District Operations. Use Form #3-”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 emailed to your office

after a decision has been made by Mr. Tapia.


Preparation – cont.

Your campus budget will be submitted based on a per student allocation as follows: Elementary-$85.00 per student Middle School-$115.00 per student High School-$140.00 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 12-6239 Region One $3.00 $3.00 $3.00 12-6329 Periodicals $1.25 $1.80 $2.45 12-6399 Library Supplies $1.50 $1.75 $1.50 12-6395 Programed AV Mat $2.00 $3.00 $3.00 12-6398 Library Books $10.00 11.00 $13.50

Your campus allocations for library will cover the above costs.


Allocations

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 $155.00 Title I Part A $20.00 Migrant $35.00

These are supplemental dollars to be used in those programs.


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-199623XXX99 6307727.

You can use this account when needed.


Allocations-Continue

Budget Form#1 Budget Form #1–Summary recap form must be

completed by the Principal/Budget Secretary to summarize the requested items from the departments’ Form #2.

Budget Form #2 Please issue this Form to your departments to

gather their budget items. This will be your supporting details for Form #1.

Please summarize all Form #2’s onto one Form #1 which is include in the Ultimate File to be emailed to [email protected].

Requests for Projects-District Operations Form #3

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 #4 This form will be combined with Form #8 onto one

form. It will also be completed in your Budget Workbook.


FORMS

Request for 2014-2015 Salary Budgeted Items-Form #6 Payroll costs that will be funded through

campus allocations I.E. summer students Coop Students This will be completed and submitted online

through Eduphoria.

Additional Items Form # 7 Use this form to submit any additional items

that you need that were not included in your budget.

We will review and fund those if monies are available.

Personnel Action Form #4 – (Was Form #8) This will be done online and will be combined with

Form # 4 on Eduphoria.


Forms-cont’d




Documents

Harlingen CISD Budget Preparation Budget Instructions 2015-2016 1