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									BUDGET FORM INSTRUCTIONS

General Information: This package provides instructions for completing the
budget forms. Please review them prior to completing the forms.
The budget forms file includes the following four worksheets:

A. Budget Worksheet. This is the main worksheet for calculating all personal
   services and operating expenses. The other sheets in the workbook are linked
   to this sheet to determine the auto-calculation amounts.
B. Benefits Worksheet: Helps to calculate the appropriate benefits for each
   classification of new staffing being requested. Also uses data to auto-calculate
   the Benefits lines of the Budget Worksheet.
C. Itemization List For Objects Of Expenditure: Required when requesting
   additional funding for the following items.
           Minor Equipment
           Minor EDP (Electronic Data Processing) Equipment
           Major Equipment
           Consulting & Professional Expenses (contracts)
           Special Items of Expense (see page C-9 for explanation)
D.     Workload Analysis Worksheet: This is used to calculate the workload for
requested positions. It uses data to auto-calculate the workload.




                                     C- 5
Line-by-Line Instructions
A. Budget Worksheet (page C-1) — Detailed Instructions

1. Court Code: Select the court’s number from the drop down menu. The court
   name will auto-fill all sheets in the workbook.

2. Contact Person: Enter the name of the person who is responsible for
   coordinating the budget forms. Please provide the telephone number and
   extension.

3. Section I – Summary of Personal Services
   Fill out this section for all positions for which you are requesting funding.

   a. Classification Title: Enter the position classification title. Use the
      statewide Model Classification Title from the list provided.

   b. Model Classification Number: Enter the appropriate Model Classification
      Number from the list provided. When you enter this number, it will
      populate the Model Class columns of the Salary Benefit lines in the
      Benefits Worksheet. Be sure the benefits entered on the Benefits Worksheet
      correspond to the correct model classification number shown on the Budget
      Worksheet. Letters have been assigned to each line to help you match them
      correctly. If positions are moved or deleted, be sure the corresponding lines
      on the benefits worksheet also change or the calculations will be incorrect.

   c. No. of Positions: Specify the number of positions requested for each
      classification.

   d. Monthly Salary Range: Enter the monthly salary data for the minimum,
      middle and maximum amounts. Please enter only WHOLE dollars. Do
      not use formulas or cents. For those rare occasions like executive level
      positions where there might not be a range, enter only a single amount in
      the Middle cell. The Middle cells are linked to the “Total Salary” cells for
      calculating the annual cost.

   e. Staff Benefits: These lines are linked from the Benefits Worksheet, and
      will auto-fill once the corresponding cells have been filled-in on that
      worksheet. The amounts represent the combined totals for all positions.

   f. Temporary Help: Enter the dollar amount requested in thousands.

   g. Overtime: Enter the dollar amount requested in thousands.


                                      C- 6
       4. Section II – Summary of Operating Expenses and Equipment
         (Objects of Expenditure)

         a. Standard Complement: New positions receive a standard complement of
            operating expenses and equipment. These columns auto-calculate and fill-
            in, by rounding up to the nearest whole number of total positions
            requested. The standard complement is standardized for all courts and does
            not need to be itemized or justified in the Narrative Questions. The
            standard complement consists of two parts:
             one-time funding to fulfill workspace and computer needs; and,
             ongoing funding for things like general expenses, training and
                communications.

             The standard complement consists of the following amounts:

OE&E Standard     One-    Ongoing Total
Complement        Time    Costs   1st Year
                  Costs           Costs      Examples
Minor Equip                   500     500
Minor EDP Equip     2,000     500 2,500      Computer, monitor, printer, network hardware, etc.
Gen Expense                 1,500 1,500      Office supplies, memberships, resource material, etc.
Printing                      500     500
Communications              1,000 1,000      Line installation, phone, v-mail, etc.
Postage                       500     500
Travel                        500     500
Training                      500     500
Facilities Ops      4,500           4,500    Modular furnishings
Utilities
Cons & Prof
Data Processing             1,000   1,000 Network maintenance, software licensing
Major Equip
Spec. Exp.
Total               6,500   6,500 13,000

             Use the corresponding cells under Additional Items (see below) to request
             additional resources or reduce the standard complement.

         b. Additional Items: All additional items of expense must be justified in the
            narrative questions. Items needed in addition to the standard complement
            should be entered in the one-time and ongoing columns, as appropriate. If
            the amount needed for a new position is less than the standard complement,
            then entering a negative amount in the corresponding cells on the same line



                                             C- 7
         can reduce the standard complement. A reference table with examples of
         where to place commonly requested items follows.

         There are four “objects of expenditure” classifications, along with “special
         items of expense” that must be itemized on the “Itemization List”. These
         items are in bold and italics for easy identification and are linked for ease
         of entry.

This table provides examples for categorizing items by Object of Expenditure.

Object of Expenditure (OE&E) Categories
Minor Equipment (under $5,000 per item)      Items costing less than $5,000 per item excluding
(Requires itemization list.)                 tax (including chairs, desks, credenzas, etc.).
Minor Equipment–EDP (electronic data         Personal computers and peripherals costing less
processing) (under $5,000 per item)          than $5,000 per item excluding tax
(Requires itemization list.)
Other General Expense                        Membership dues, miscellaneous office supplies,
                                             shipping, books and subscriptions, office
                                             equipment rental, maintenance and repairs, etc.
Printing                                     Includes printing, outside copying, book binding,
                                             photocopier paper and supplies, copier rental and
                                             maintenance, forms and stationary
Communications                               Includes teletype, telegraph, interagency
                                             messenger services charges, radio and microwave
                                             systems, telephone and FAX, Centrex, PBX, etc.
Postage                                      Stamps, postcards, pre-cancelled envelopes,
                                             postage meter rental, repair and refill.
Travel                                       Per diem, commercial travel, meals, mileage, etc.
Training                                     Tuition and registration, training media, training
                                             facility rental, training contracts and services.
Facilities Operations                        Security contracts, rentals, janitorial services,
                                             facilities planning, special repairs and deferred
                                             maintenance.
Utilities                                    Electricity, gas, water, etc.
Consultant and Professional Services         Court appointed counsel, agency (county) charges
(Requires itemization list.)                 for administrative services including accounting,
                                             payroll, human resources, legal counsel and other
                                             consultant and professional services. Does not
                                             include county charges for IT support



                                        C- 8
Data Processing                           Maintenance, purchase of mainframes, and EDP
                                          and PC support contracts, including county-
                                          provided IT services.
Major Equipment                           Non-EDP, non-copier equipment purchase,
(Requires itemization list.)              replacement and maintenance.
Special Items of Expense                  As stated in item 600 of the quarterly financial
(Requires itemization list.)              statement instructions, Special Items of Expense
                                          covers debt service; various types of juror
                                          services; judgments, settlements and claims; and
                                          loan repayments.

   c. Offsets: Savings resulting from discontinued contracts with the county,
      private companies, or program changes related to the request, must be
      identified and entered as an offset to the request. Baseline funds currently
      budgeted from temporary help, overtime or other personal services line
      items that will realize a savings to be utilized for the request must also be
      shown as a negative number or “offset” in the “Offset” line on the Budget
      Worksheet.




                                     C- 9
B. Benefits Worksheet (page C-2) — Detailed Instructions

1. Heading Information: All heading information will be automatically
   captured by other worksheets when you complete the Budget Worksheet.
   Model classification numbers will also automatically fill in from the Budget
   Worksheet.

2. Automatic Calculations: The Budget Worksheet will use the information
   entered on the Benefits Worksheet to calculate the total amount of benefits
   based upon the number of positions indicated in the request. The result will be
   displayed in the appropriate cells on both the Benefits Worksheet and the
   Budget Worksheet.

3. Salary Driven Benefits Table: Enter salary driven benefits as a percentage
   (%) representing the rate at which these benefits are calculated. When entering
   percentages, double check that the percentage is entered correctly.

   For example:     Do: Enter 15 or .15 which will convert to 15%.
                    Don’t: Enter 0.15 which will convert to 0.15%

   Please enter the benefit rates for each line (a - g) that has a model class code.
   The benefit rates must be correct for the model class number shown on that
   line. For your convenience, the headings for columns (A) through (G) are pre-
   titled. Additional columns are available to add other types of benefits. Please
   be sure to enter the specific type of benefit for columns (H) through (J).

4. Non-Salary Driven Benefits: Enter the annual dollar amount your court
   system pays for employer paid benefits for each model class code. Columns
   (L) through (O) are pre-titled. Again, all titles can be revised. Additional
   columns are available to add other types of benefits. Please enter the specific
   type of benefit for columns (P) through (U).

5. Examples of Employer Paid Benefits not preprinted on the worksheet, but
   which may be added, include, but are not limited to:
   a. Domestic Partner Benefits (if separate from Medical, Dental, Vision, etc.)
   b. Employee Assistance Plans
   c. Legal Coverage Plans




                                     C- 10
C. Itemization List For Objects Of Expenditure (page C-3) — Detailed
Instructions

1. Heading Information: All heading information will be automatically linked
   from the Budget Worksheet.

2. Extraordinary Items of Expense Details: Itemize expenditures for items
   needed in addition to the standard complement that fall under any of the five
   specified categories. Totals for each category are linked and will automatically
   populate the corresponding cells on the Budget Worksheet. These items are
   highlighted in bold on the Budget Worksheet, in the Operating Expense and
   Equipment section.

         Minor Equipment (Under $5,000)
         Minor EDP Equipment (Under $5000)
         Major Equipment (Over $5,000)
         Consulting and Professional Services (Contracts)
         Special Items of Expense

   Rows may be added to any section of this worksheet to list more items, but if
   done improperly it can impair the auto-calculation.


 D. Workload Analysis (page C-4) — Detailed Instructions

   The Workload Analysis Worksheet is a form used to calculate and describe the
   activities and tasks of positions requested.

   Complete only the un-shaded portions of the form. All formulas in the shaded
   areas will automatically calculate.

   A separate worksheet must be prepared for each model classification being
   requested. For example, if a proposal includes two positions (Analyst and
   Secretary) two separate Workload Analysis Worksheets need to be prepared.
   If the request is for two positions of the same classification, only the one sheet
   for that classification needs to be completed.

   For all proposals proposing new positions, include the total current workload
   for all current positions, including temporary help, in your calculations. A
   cell at the bottom of the form is provided to factor out the existing positions to
   provide the net need.




                                      C- 11
1. Heading Information: Keep information consistent for all related forms.

      Trial Court:       Name of the Court.
      Contact Person:    Name of the preparer and/or the fiscal contact.
      Telephone:         Contact Person’s Telephone Number.
      Email Address:     Contact Person’s Email Address.
      Model Class No.
       & Title:           Model class number and title of the position(s) requested
                            (Note: only one model classification per form).

2. Activity Name, Task Descriptions, Annual Hours: (Include as many
   Activities and Tasks as necessary)
   Activity Names are broad descriptions of the duties performed by positions
   (unlike a duty statement, activities describe where additional positions are
   needed, rather than what positions will do). Once all broad activities have
   been identified please include all the separate tasks that make up that activity.
   Please break the tasks into logical steps. Try to minimize the number of tasks
   per line. Instead, use as many lines as is necessary.

   Task Descriptions detail the necessary tasks to complete each portion of an
   activity. For each task, indicate the quantity per year, month, week, day or
   other which needs to be accomplished and the amount of time it takes to
   perform the task in annual hours. (Note: You must enter the words: day, week,
   month or year, for the formula to work properly.)

   Annual Hours is a column that automatically converts the quantity of work
   entered per occurrence from days, weeks, and months to annual hours. The
   worksheet displays a “FALSE” message before data is entered because the
   cells have a formula entered to perform the conversion. If data is entered
   properly the cells will convert the data into an amount. However, if
   information is improperly entered the “FALSE” message will remain. The
   formula was created to help with the conversion of hours, this formula is the
   standard used by the Department of Finance, so please do not make any
   alterations to the formula. An example from the “Sample Workload Analysis
   Worksheet” is described below to illustrate how the information is properly
   displayed and calculated.

   Activity Name:                   Administrative Functions
   Task Descriptions:               Review client mediation and orientation
                                          evaluation forms
   Quantity:                        4


                                      C- 12
   Per Yr/Month/Week/Day:          Day
   Hrs:                            0.25 (15 mins. a day)
   Annual Hours:                   260 (4 per day X 5 days per week X 52 weeks
                                   per year X 0.25 hour each)

3. Number of Positions:
   One full time equivalent (FTE) is equal to 1,778 hours per year. The
   worksheet will automatically calculate the number of FTE positions required to
   complete the total activities and tasks listed. If your court does not have
   anyone currently handling this workload, indicate a “0” in the Currently
   Authorized Positions row. However, if existing staff is assigned in this area,
   enter the number of positions in the Currently Authorized Positions row,
   including any temporary help staff. The worksheet was developed with a
   formula to subtract current positions from the FTE required to determine the
   total number of position(s) to support your court’s request. An example from
   the “Sample Workload Analysis Worksheet” is described below.

       Grand Total Annual Hours:                       7116
       Full Time Equivalents Required to Complete:     4.0 (7116 total hrs/1778)
       Currently Authorized Positions:                 1.0
       Additional Positions Needed:                    3.0
       Number of Positions Being Requested:            3.0

   It will require 4.0 FTE’s to complete the work over a twelve-month period. If
   you do not have anyone currently handling this workload, you will request 4.0
   new positions. If you have staff already accomplishing some of this work, you
   will input the number of current positions in the Currently Authorized
   Positions row and the number of new positions requested will be reduced. In
   this example, you have 1 person already doing the work, you will ask for 3.0
   FTEs.

4. Number of Positions Being Requested:
   In the example above, the Additional Positions Needed (3.0) equals the
   Number of Positions Being Requested (3.0). However, this is not always the
   case. Possibly due to funding caps or limitations, a court may place a limit on
   the number of positions a unit can request in a particular area. Referring again
   to the previous example, the additional positions needed is 3.0; but in another
   example, a court may have some funding limitations and a unit can only
   request 2.0 positions in this area. The Number of Positions Being Requested
   cell is to allow courts to indicate if their court will be requesting a lesser
   amount of positions than was determined in the workload analysis worksheet.




                                     C- 13
  Therefore, because of court limitations a court can request 2.0 positions, while
  demonstrating the need for 3.0.

5. Adding Rows and Modifying the Form:

   Adjust the heights of rows so all information is visible.
   Additional lines can be added to include more tasks, please simply copy
    another row and paste data into the new cells
   If the form was modified, please check all formulas manually to ensure all
    data is properly calculated before submitting. If rows were added, be sure
    the Total Annual Hours cell is picking up the added row.




                                    C- 14

								
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