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Gena Groce, Accounting Supervisor

Madison County Schools

Budget and Budget Process

Break

Budget Input Process in the Nextgen Software

What is a budget?A budget is a tool.

Why we budget?Provides an accounting tool to assist in achieving goals.Point A Point B

What is the budget process?

Budget

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The budget involves a TEAM of people.

Administrators Counselors

Teachers ParentsSupport Staff

Remember that when a team of people are working together to prepare a budget, one key ingredient must be present.

That key ingredient is COMMUNICATION!

Unclear Instructions Detailed Instructions

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BUDGET CHECKLIST

April ____ Send a memo to all those involved in the budget process just as a reminder that the budget is coming up.

April ____ Print next year budget worksheet (do not suppress zeros).April ____ Review next year budget worksheet and mark through all inactive and bad journal numbers.April ____ Meet with the teachers, coaches or sponsors and discuss the budget worksheet.April ____ Worksheet should be completed, signed and returned to the bookkeeper.May ____ The bookkeeper should carefully examine each worksheet and direct the teacher, coach or sponsor to

make necessary corrections. When the bookkeeper deems the budget acceptable she should enter it into the computer.

May ____ The bookkeeper must have received, reviewed and requested necessary changes for all budgets.May ____ A next year budget worksheet should be printed after the budgets have been entered into the computer,

and checked against the hand written budgets for accuracy. The worksheet may be printed as many times as necessary to ensure accuracy.

May ____ A print out of the next year budget worksheet should be sent to the local school accounting office (do not suppress the zeros, page break between activities). Be sure to send to the local school account office by May 9th.

May ____ A copy of the additional budget reports should be sent to the local school accounting office by May 9th.June ____ You will receive an email from the local school accounting office with any changes that will need to be

made.June ____ Once all changes have been made, notify the local school accounting office so the budgets can be

uploaded to the Central Office.June ____ The hand written budgets, a complete next year budget worksheet, the annual budget report and the

extraction report should be retained by the bookkeeper.

BUDGETS SHOULD NOT BE UPDATED UNTIL INSTRUCTED TO DO SO!

Let everyone know that budget time is fast approaching.

Ask appropriate personnel to start thinking about next year and their program plans.

Some things to include in the memo:

◦ Athletics – are more or less home games scheduled.

◦ Revenues – Donations/Fundraisers

◦ Purchases – Computer, Equipment, Supplies, Furniture, Etc

◦ Field Trips/Professional Development

◦ Give a timeframe to stop by and discuss the upcoming budget.

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Review needs and requests.

Talk about fundraisers.

Talk about items that he/she may have promised a teacher.

Talk about equipment and furniture purchases.

This must be done before beginning the budget process!

General Ledger

GL Year End

Create New GL Year Table New Fiscal Year: This should be the year you want to create---“New Fiscal Year 2017”

Check Box Create New Year

Click Save

This can also be found under:

General Ledger

GL Budget Maintenance

Create New GL Year Table

Start a Notebook◦ Coding Guidance

◦ List of Bad Journal Numbers

◦ Common Code Combinations for Local Schools

◦ List of Activities

◦ Budget Checklist

◦ Transfer Reconciliation Sheet

◦ Next Year Budget Worksheet

◦ Allocations from Central Office

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Function Codes: 4-6940 – invalid5-2210 – invalid5-4910 – invalid5-9800 – must be used with program 9600

Object Codes: 312 – must be used with function 2215 and program 8220325 – invalid 391 – must be used with function 4150 and program 8410 or

must be used with function 9130 and program 4800392 – must be used with function 4150 and program 8410 or

must be used with function 9130 and program 4800393 – must be used with function 2190 and program 8210 or

must be used with function 9130 and program 4800411 – must be used with function 1100 or 9130412 – must be used with function 2215 and program 8220413 – must be used with function 2190 and program 8210415 – must be used with function 1100 and program 4500 athletics

program 1100, 1200, 1500 for physical ed422 – must be used with function 2220 and program 8220431-439 – invalid478 – must be used with function 9800 and program 9600491-499 – individual item price must be less than $5000500-599 – individual item price must be at least $5000511-519 – must be used with function 7200 and program 9100496 – must be used with function 2220 and program 8220546 – invalid559 – invalid561 – invalid563 – invalid611 – invalid

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BUDGET CHECKLIST

April ____ Send a memo to all those involved in the budget process just as a reminder that the budget is coming up.

April ____ Print next year budget worksheet (do not suppress zeros).April ____ Review next year budget worksheet and mark through all inactive and bad journal numbers.April ____ Meet with the teachers, coaches or sponsors and discuss the budget worksheet.April ____ Worksheet should be completed, signed and returned to the bookkeeper.May ____ The bookkeeper should carefully examine each worksheet and direct the teacher, coach or sponsor to

make necessary corrections. When the bookkeeper deems the budget acceptable she should enter it into the computer.

May ____ The bookkeeper must have received, reviewed and requested necessary changes for all budgets.May ____ A next year budget worksheet should be printed after the budgets have been entered into the computer,

and checked against the hand written budgets for accuracy. The worksheet may be printed as many times as necessary to ensure accuracy.

May ____ A print out of the next year budget worksheet should be sent to the local school accounting office (do not suppress the zeros, page break between activities). Be sure to send to the local school account office by May 9th.

May ____ A copy of the additional budget reports should be sent to the local school accounting office by May 9th.June ____ You will receive an email from the local school accounting office with any changes that will need to be

made.June ____ Once all changes have been made, notify the local school accounting office so the budgets can be

uploaded to the Central Office.June ____ The hand written budgets, a complete next year budget worksheet, the annual budget report and the

extraction report should be retained by the bookkeeper.

BUDGETS SHOULD NOT BE UPDATED UNTIL INSTRUCTED TO DO SO!

Printing Next Year Budget Worksheet:

oGeneral LedgeroGL Budget MaintenanceoBudget Analysis Report

oSelect by GL Component Component Name – Activity Sort Order - 1

Add ItemAccept Selection Criteria

oSelect Internal DescriptionoSelect Double Space Report BoxoSelect Page Break by Primary ComponentoSelect Next Year Budget WorksheetoClick Enter

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Review the next year budget worksheet together and explain it line by line.

Ask questions◦ What are your needs?

◦ What do you have planned?

Make notes on the budget worksheet

Account Type 3

Equity

Account Type 4

Revenues

Transfers in

Account Type 5

Expenditures

Transfers Out

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Fiscal Year 2017

Entering Budget Amounts in Nextgen: General Ledger GL Budget Maintenance Budget Input Select the Fiscal Year **Very Important Default is to current year – must select the year in

which you are budgeting** (2017) Select to Sort By Activity

At the end of entering the budget amounts for one activity you will need to hit save before going to the next activity.

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Once you have entered all budgets numbers into Nextgen, you will need to do edit checks to make sure that

you did not overlook a coding error.

Print Budget Analysis by Activity

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Compare previous years to budget

Define large increases/decreases

Glance at Fundraisers

Make sure no negative balances

Check with Principal for last minute changes

YOU play an important role in the Local School Budget.

Be Proactive

Be Helpful

Be A Team Player

Be Available

Congratulations!

You have completed your school’s budget.