1. PREPARATION OF NEXT YEAR BUDGET

Annually, the Director of Support Services shall issue a budget timetable to all administrators, including updated procedures and forms. Then, each administrator shall request their coordinators/department heads to follow all budget preparation procedures and timeline, thus completing their share in the budget process.

All amounts requested for each budget line should be expressed in U.S. dollars and include both imported and local goods.


1.1. The process begins when the division heads request their department heads/coordinators to discuss, within their departments, budget needs for each applicable budget line for the following year, in accordance with established replacement cycles. Department heads should fill the following forms:

Form 1 - Budget Line Detail by Department – Two forms are to be filled for each budget line, one for local items and one for imported items. Activities, events, field trips and projects have different forms.

Form 2 - Activity/Event/Field Trip Detail by Department - One form should be filled for each activity/event/field trip including expected revenues / expenses.

Form 3 - Summary of Activities by Department - List each activity and its net cost.

Form 4 - Summary of Events by Department - List each event and its net cost.

Form 5 - Summary of Field Trips by Department - List each field trip and its net cost.

Form 6 - Project Detail by Department - Detailed description of each project requested.

Form 7 - Summary of Projects by Department - List each project and its estimated cost.

Form 9 - Department Budget Request - Summary of all budget lines for the department.

Form 12- Imported Purchase Requisition – To be prepared using the network ordering system.




1.2. Next, department heads meet with their division head to present the department budget proposal (submit all forms under item 1.1 above).

1.3. Once all budget requests have been received from department heads/coordinators, the division head should have the data for each department entered into the Budget Management System and print the division summary.

1.4. Should a division have stipends for department heads, coordinators or team leaders, form 8 should be filled.

Form 8 - Summary of Coordination Stipends - List each coordinator/team leader/department head name and proposed stipend.

1.5. Division heads should then meet with the superintendent and present their division budget requests for approval. If necessary, update budget information on the Budget Management System.

1.6. Once the draft of the consolidated budget is ready, the director of support services submits it to the superintendent for revision. Revisions will be made if necessary.

1.7. The budget draft is then presented to the various committees (Education, Facilities and Human Resources and lastly, Finance).

1.8. Following Committee approval, all overseas purchase orders are prepared by the purchasing office and immediately delivered.

1.9. The proposed budget is presented to the Board for approval.

1.10. Finally, the Budget Management System is updated to reflect the approved budget and becomes available for peruse.



2. BUDGET TERMINOLOGY

Budget: An itemized summary of probable expenditures and income for a given period.

Capitalize: To include expenses in business accounts as assets instead of expenses. Such expenses are called “capital expenses”. Except for books and computer software, two conditions apply to capitalize: first, the goods being acquired must have a useful life of one year or more; second, the unit cost must be $150.00 or higher.

Operating Budget: A budget that considers all probable expenditures and income necessary to carry on a company’s operations. Example: salaries and benefits, general supplies, maintenance expenses, rents, taxes, etc.

Capital Budget: Also called Investment Budget, is a budget that considers all capital expenditures and income necessary to fulfill a company’s investment plan. Example: acquisition (unit cost higher than $150.00) of land, buildings, hardware, software, overhead projectors, camcorders, automobiles, furnishings, constructions, renovations, etc.

Division: An area of business activity organized as an administrative or functional unit. For budgetary purposes the school was separated into nine (9) divisions: Administration, Elementary School, Middle School, High School, Technology, Library, Physical Education, Athletics, and Operations & Maintenance.

Department: Organizational units within a division dealing with a particular field of knowledge or executing specific functions.

Budget Line: A business account.


3. BUDGET LINES DEFINED

Activity: A specified form of supervised action that occurs in a pre-established frequency.

Apartment Furnishings: The furniture, appliances, and other movable articles in a home (unit cost higher than $150.00).

Apartment Maintenance: Other apartment related expenses not classifiable under apartment furnishings. Ex.: furniture, appliances and other movable articles that cost less than $150.00, replacement parts, fumigation, food bought to a new teacher, etc.

Audio-Visual Equipments: Machines and other physical devices construed to present information in audible and/or visible form (unit cost higher than $150.00). Ex.: overhead projector, television, VCR, camcorder, etc.

Audio-Visual Materials: Other audio-visual related expenses not classifiable under audio-visual equipment. Ex.: overhead projector, television, VCR, camcorder costing less than $150.00, VCR tapes, audio tapes, CD's, etc.

Books: Any other book not classifiable as E.R.C. book, textbook or workbook.

Calculators: Sold Calculators bought by the HS Math department and sold to students.

Computer Hardware: A computer and the associated physical equipment directly involved in the performance of communications or data-processing functions (unit cost higher than $150.00).

Computer Maintenance: Parts and labor necessary for repairs.

Computer Service: Hardware maintenance contracts, network support contracts, Contracts annual software subscription fees, etc. (Ex. Follet library annual fee).

Computer Software: Written or printed data, such as programs, routines, and symbolic languages, essential to the operation of computers.

Computer Supplies: Computer materials or provisions stored and dispensed when needed. Consumables. Ex.: ribbons, toner, ink for printers, cables, diskettes, materials, provisions, etc. Computers and associated physical equipment directly involved in the performance of communications or data-processing functions (unit cost less than $150.00).

E.R.C.: Books Education Resource Collection. Used by Elementary School to support curriculum.

Equipments: Machines and other physical devices construed for a particular purpose. Ex.: photo camera, scale, calculator, etc. (unit cost higher than $150.00).

Event: A significant occurrence or happening. One of the items in a program of sports.

Field Trip: A group excursion.

Furnishings: The furniture, appliances, and other movable articles in a classroom or office (unit cost higher than $150.00).

Graduation Line: to record expenses related to graduation.

Instrument: A device for producing music (unit cost higher than $150.00).

Internet Connection: Line to record expenses related to Internet connection.

Mail & Courier Services: Line to record expenses related to postal stamps and courier services.

Membership: Costs related to belonging to a group or organization.

Miscellaneous: Diverse and minor expense items.

Printed Materials: Work produced by students or staff to be printed at a printing shop.

Project: An undertaking requiring concerted effort. Anything that is built. Purchased items are not considered projects, although materials must be bought to execute a project. Projects are subdivided into renovation and expansion. Renovation projects overhaul existing facilities. Expansion projects relate to additions to facilities.

Publications/Magazines: Subscriptions to periodicals and other publications.

Standardized Testing: Standard tests produced by external companies such as SAT, IB, Advance Placement, etc.

Stipend: A fixed and regular payment for special services rendered.

Substitutes: Line to record expenses related to teacher substitution.

Supplies: Materials or provisions intended for use in classrooms, office and maintenance. Consumables. Ex.: construction paper, pens, pencils, erasers, art supplies, science supplies, custodial supplies, paper clips, materials, provisions, etc. Equipments, furnishings and instruments with a unit cost less than $150.00.

Supply Room: Consumables usually provided by the supply room.

Teacher Incidentals: Allowance per teacher to cover for minor items not included in other budget lines. The allowance is $100 per teacher. Teachers should purchase directly any items needed and apply for reimbursement.

Telephone: Line to record expenses related to long distance, international and cellular phone calls.

Temporary Staff: Temporary personnel who work over a limited period of time paid as a consultant on a hourly basis or per day. Ex.: students hired over the summer to work in offices, library or tech department.

Textbooks: A book used as a standard work for the formal study of a particular subject. School property. Not given to students.

Vehicle: A device, such as a car, truck or bus, for carrying passengers, goods, or equipment.

Workbooks: A booklet containing problems and exercises in which a student may directly write or calculate.

Yearbook: Line to record expenses related to producing the yearbook.