Budget Instructions 2017-2018
1
HARLINGEN CISD BUDGET CALENDAR2017-20018
SUNDAY
MONDAY
TUESDAY
WEDNESDAY
THURSDAY
1
Feb-17
FRIDAY
SATURDAY
2
Review Staffing
Review Comptroller's
Levels at Depts
Certfired Property
Start looking at
Numbers
3
4
Revenue Projections
5
6
12
13
Look at State
Regular Board
Comp. Numbers
Meeting
19
20
7
8
9
10
11
14
15
16
17
18
22
23
24
25
21
Staffing Levels
Staffing Levels
Staffing Levels
Study
Study
Study
28
Budget Instructions 20172018
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HARLINGEN CISD BUDGET CALENDAR2017-2018
SUNDAY
MONDAY
TUESDAY
WEDNESDAY
THURSDAY
1
Mar-17
FRIDAY
SATURDAY
2
3
4
9
10
11
Budget Process
Outlined to Principals
Directors
5
6
7
8
Regular Board
Meeting
Campus Budget
Campus/Dept Budget
Campus Budget
Campus Budget
Campus Budget
Meetings
Meetings
Meetings
Meetings
Meetings
12
13
S
B
14
p
r
15
r
e
16
i
a
17
n
k
g
19
20
21
22
23
24
26
27
28
29
30
31
Budget Instructions 20172018
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25
3
HARLINGEN CISD BUDGET CALENDAR2017-2018
SUNDAY
MONDAY
TUESDAY
WEDNESDAY
THURSDAY
Apr-17
FRIDAY
SATURDAY
1
2
3
Start Analyzing
4
5
6
7
8
12
17
14
15
19
24
21
22
27
28
29
Budget Workshop
Health Insurance
9
10
11
Senior Staff
Regular Board
Human Resource
Review of
Meeting
Review of
Campus/Dept
New Salary Items
Budget
16
17
23
24
18
District Operations
Secretarial Training
Review of Special
on Purchasing Start
Requests
of Schools Supplies
25
26
Completion of
Special Programs
and Support
Service Budget
30
Budget Instructions 20172018
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HARLINGEN CISD BUDGET CALENDAR2017-2018
May-17
SUNDAY
SATURDAY
MONDAY
TUESDAY
WEDNESDAY
1
7
2
8
Regular Board
Proposed
Meeting
15
5
School Board
at Business Office
Election
12
Project
Review Projected
Revenue Estimates
Preliminary
17/18 ADA
and Special
Values
Pops
17
6
Budgets due
11
Local Property
16
FRIDAY
4
10
Review
Salary Schedule
14
3
9
Review
THURSDAY
18
19
Determine
Budget Review Panel
Salary Increase
Reviews Budget,
Recommendation
District Initiatives &
13
20
Non-allocated Resources
21
22
23
Human Resources
District Operations
Completion of
Complete Prioritization
New Salary Items
of Non-allocated
24
Board Budget
Workshop
(2)
25
26
Completion of
Initiate Dr. Cavazos's
Budget Review by
Review of Preliminary
Budget Review Panel
Budget
27
Requests
28
29
30
Review of Building Complete Superintendent's
Maintenance, Renovation Review of Preliminary
and Future ConstructionDistrict Budget. Personnel
Needs
and Facility Requirements
Budget Instructions 20172018
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HARLINGEN CISD BUDGET CALENDAR2017-2018
SUNDAY
MONDAY
TUESDAY
WEDNESDAY
THURSDAY
Jun-17
FRIDAY
SATURDAY
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
Administrative
Regular Board
Complete First Draft
Dr. Cavazos's
Budget Workshop
Meeting
Of District's Budget
Review of First
Draft
18
19
20
21
22
23
Determine
Finalized Projected
Health Insurance
Revenues
24
Preimiums
25
26
27
28
29
30
Board Budget
Workshop
(3)
Budget Instructions 20172018
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HARLINGEN CISD BUDGET CALENDAR2017-2018
SUNDAY
MONDAY
TUESDAY
WEDNESDAY
THURSDAY
Jul-17
FRIDAY
SATURDAY
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
18
19
20
21
22
27
28
29
Regular Board
Meeting
16
17
COMPLETE
COMPLETE
FINAL BUDGET
DR. CAVAZOS'S
DRAFT
REVIEW OF FINAL
DRAFT
23
24
25
26
FINAL BUDGET
WORKSHOP
FOR BOARD
(4)
30
31
Budget Instructions 20172018
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HARLINGEN CISD BUDGET CALENDAR2017-2018
Aug-17
SUNDAY
SATURDAY
MONDAY
TUESDAY
WEDNESDAY
1
THURSDAY
2
FRIDAY
3
4
5
Notice of Public
Budget Hearing should
Be done by this day
(10 days prior to Meet)
6
7
8
9
10
11
12
Business Office
Federal Programs
Internal Audit
Training Updates
13
14
15
16
17
18
19
25
26
Regualr Board
Meeting
20
21
22
23
24
27
28
29
30
31
Official Public Hearing
Budget and Tax Rate
Adopted by
Board
Budget Instructions 2017-2018
Budget must be
Adopted by the
31st
8
Introduction
 The District’s budgeting process is based under a Site
Based Management philosophy
 Site-Based Management allows the principals an
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 May 5, 2017 to the Business
Office at [email protected]
Budget Instructions 20172018
9
Budget Allocation
 Campus budget must agree to your
allocation
SCHOOL NUMBER
SCHOOL NAME
555
FY 2017-2018
ADA/FTE
RATE
LOCAL FUNDING:
REGULAR
ELEM
MIDDLE SCHOOL
HIGH SCHOOL
LIBRARY
ELEM
MIDDLE SCHOOL
HIGH SCHOOL
LIBRARY BUDGET:
199812xxx99 6239000
199812xxx99 6329000
199812xxx99 6399000
199812xxx99 6399000
199812xxx99 6398000
BILINGUAL
GIFTED/TALENTED
SPECIAL ED
VOCATIONAL
AT RISK
TITLE 1, PART A
TITLE 1, PART C
BAND-H S
BAND-MS
CHOIR-H S
CHOIR-MS
ELEM MUSIC
Total
Federal
LOCAL FUNDING:
CAMPUS
1,890
80.00 Add(Replace Title I)
110.00
135.00
17.75
20.55
23.45
Ida Ambriz:
campus enrollment as
of PEIMS snapshot
date
Ida Ambriz: 5,859
Special POP enrollment
4,631
#'s are based on PEIMS
Snapshot date 2,835
Ida Ambriz:
District rate for each
Special POP (this is
then mulitplied by
your POP #'s)
30.00
50.00
75.00
200.00
15.00
20.00
35.00
400/200
200/100
300/150
150/75.
3.80
$255,150.00 (Campus enrollment x school rate)
either Elem or MS or HS
96
69
198
431
996
0
94
158
5,670
25,515.00
2,880.00
3,450.00
14,850.00
86,200.00
14,940.00
0.00
3,290.00
63,200.00
48
14,400.00
$502,869.50 Total campus budget
$3,290.00 Budget funded from federal grants, i.e. 211, 212
$499,579.50 Local budget funded from 199
Budget Instructions 2017-2018
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Campus Allocation
 Fund 199 Function 12 – Should agree to
your Library allocation
 Fund 199 Program 21 – Should agree to
your GT allocation
 Fund 199 Program 22 – Should agree to
your Vocational allocation (secondary
campuses only)
 Fund 199 Program 23 – Should agree to
your Special Ed allocation
Budget Instructions 2017-2018
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Campus Allocation- cont.
 Fund 199 Program 24, 26, 28, 29, 30 –







Should agree to your State Comp
allocation
24 is for 001 and 002 campus
26 is for 003 campus
28 & 29 is for campus 118
29 is for campus 121
30 is for all other campuses
Fund 199 Program 25 – Should agree to
your Bilingual allocation
Fund 199 Subobj 310 –Should agree to your
Elem. Choir allocation
Budget Instructions 2017-2018
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Allocations for Campus & Departments
 All departments will be allocated 5 % less than prior
year to help anticipate state funding decreases.
 All campus budgets are based on student allocations.
 Student enrollment numbers are based on last Fall’s
PEIMS submission.
 The following slides will include the various cost
allocations per student.
Budget Instructions 20172018
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Preparation
 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, paraprofessionals, 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. These forms will be
prepared and submitted online through Applitrack.
Human Services will go over the instructions on that
process next.
Payroll Costs that will be funded through the campus
allocation must be submitted on Form 006 which
will be completed on your Budget Workbook.
 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
Replacement Computers
Budget Instructions 20172018
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Preparation – cont.
 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 003. This form is also
created on your Budget Workbook. The Asst.
Superintendent for District Operations will review all
submitted forms.




Use Form 003 -”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.
Budget Instructions 20172018
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Allocations
 Your campus budget will be submitted based on a per
student allocation as follows:
 Elementary-$82.50 per student
 Middle School-$112.50 per student
 High School-$137.50 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:

 12-6239
 12-6329
 12-6399
 12-6399
 12-6398
Elem M.S. High School
Region One
$3.00 $3.00 $3.00
Periodicals
$1.25 $1.80 $2.45
Library Supplies
$1.50 $1.75 $1.50
Programed AV Mat $2.00 $3.00 $3.00
Library Books
$10.00 11.00 $13.50
 Your campus allocations for library will cover the above
costs.
Budget Instructions 20172018
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Allocations-Continue
 In addition to the previously mentioned allocations,
principals receive monies for their special
populations as follows:
 Bilingual
 Special Education
 At Risk
 Gifted and Talented
 Vocational
 Title I Part A
 Migrant
$30.00
$75.00
$15.00
$50.00
$200.00
$20.00
$35.00
 These are supplemental dollars to be used in those
programs.
Budget Instructions 20172018
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Allocations-Continue
 Administrative Technology-The business office will
budget monies for each campus for the replacement of
Campus Administrative Computers as follows:



Elementary
Middle Schools
High Schools
$1,000
$2,000
$4,000
 The monies will be budgeted in the following accounts-
199823XXX99 6309727.
 You can use this account when needed.
Budget Instructions 20172018
18
FORMS
Budget Form – BD-001
 Budget Form #1–Summary recap form must be completed
by the Principal/Budget Secretary to summarize the
requested items from the departments’ staff.
Budget Form – BD-002
 No Longer Necessary
Requests for Projects-District Operations Form BD-003
 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 BD-004
 This form will be completed and submitted online through
Applitrack.
 It will NOT be completed in your Budget Workbook.
Budget Form – BD-005
 No Longer Necessary
Budget Instructions 20172018
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Forms-cont’d
 Request for 2017-2018 Salary Budgeted Items-Form
BD-006
 Payroll costs that will be funded through campus
allocations



I.E. summer students
Coop Students
This will be completed in your Budget Workbook.
 Additional Items Needed - Form BD-007
 Use this form to submit any additional items that you
need that were not included in your budget.
 We will review and fund those items, if monies are
available.
 Human Service Personnel Forms – BD-008 and 009
 These will be done online through Applitrack. Separate
instruction will follow from Human Services on this process.
 They will not be created on the Budget Workbook.
Budget Instructions 20172018
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Budget Instructions 20172018
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Budget Instructions 2017-2018
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Budget Instructions 2017-2018
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Budget Instructions 2017-2018
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If you have any questions, please call:
•Elena Mata – 430.9772
•Ida Ambriz – 430.9737
Budget Instructions 2017-2018
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