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					                       BUDGET PROCEDURES
                                       INDEX

1. Preparation of Next Year Budget                                   2

2. Budget Terminology                                                4

3. Budget Lines Defined                                              5

4. Budget Forms and Instructions
   4.1. “Budget Line Detail by Department” (form 1)                  8
   4.2. “Activity/Event/Field Trip Detail by Department” (form 2)    9
   4.3. “Summary of Activities by Department” (form 3)              10
   4.4. “Summary of Events by Department” (form 4)                  11
   4.5. “Summary of Field Trips by Department” (form 5)             12
   4.6. “Project Detail by Department” (form 6)                     13
   4.7. “Summary of Projects by Department” (form 7)                14
   4.8. “Summary of Coordination Stipends” (form 8)                 15
   4.9. “Department / Office Budget Request” (form 9)               16
   4.10. "Purchase Requisition" (form 12)                           17

5. School Divisions & Departments                                   18




Revised Oct, 2009
                           BUDGET PROCEDURES
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 - Activity/Event/Field Trip Detail by Department - One form should be
                     filled for each activity/event/field trip including expected revenues /
                     expenses.

            Form 2 - Summary of Activities by Department - List each activity and its net
                     cost.

            Form 3 - Summary of Events by Department - List each event and its net cost.

            Form 4 - Summary of Field Trips by Department - List each field trip and its
                     net cost.

            Form 5 - Project Detail by Department - Detailed description of each project
                     requested.

            Form 6 - Summary of Projects by Department - List each project and its
                    estimated cost.

            Form 7 - Summary of Coordination Stipends - List each coordinator/team
                    leader/department head name and proposed stipend.

            Form 8 - Summary of courses, Conferences, Workshops, Prof development
                     List each course, conference or workshop your teachers are going to
                     participate.

            Form 9 - Memberships - Summary of all memberships you will pay.

            Form 10 – Other expenses - Summary of other expenses you are expecting
                    during school year.
Revised Oct, 2009
            Form 11 – Master Form - Summary of all budget lines for the department.

            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
          spreadsheets and print the division summary or master form.

     1.4. Should a division have stipends for department heads, coordinators or team
          leaders, form 7 should be filled.

     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 spreadsheets.

     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.

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




Revised Oct, 2009
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 $300.00 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 $300.00) 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 ten (10) divisions: Administration, Elementary
                    School, Middle School, High School, Technology, Library,
                    Physical Education, Athletics, Security & Maintenance.

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

Budget Line         A business account.




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Revised Oct, 2009
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 $300.00).

Apartment Maintenance      Other apartment related expenses not classifiable under
                           apartment furnishings. Ex.: furniture, appliances and other
                           movable articles that cost less than $300.00, 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 $300.00). 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


Revised Oct, 2009
                          performance of communications or data-processing functions
                          (unit cost less than $150.00). 2

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 relates 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.



Revised Oct, 2009
Stipend               A fixed and regular payment for special services rendered. 3

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.




Revised Oct, 2009
4     FORMS AND INSTRUCTIONS HOW TO FILL THEM

4.1     ACTIVITY/EVENT/FIELD TRIP DETAIL BY DEPARTMENT (Form 1)

1. DIVISION                               Name of the Division.

2. DEPARTMENT                             Name of the Department.

3. ACTIVITY/EVENT/FIELD TRIP              Name of the activity/event or field trip.

4. EXPECTED REVENUES                      List each expected revenue including unit
                                          value, quantity and total.

5. EXPECTED EXPENSES                      List each expected expense including unit
                                          value, quantity and total.

6. NET BUDGET                             Net of expenses minus revenues.

7. OTHER DETAILS                          Please include any pertinent comment or
                                          detail to help clarify your request.

     Make sure to include costs for transportation, entrance fees, food/beverages,
      overtime/meals for maintenance personnel and extra guards, referees, etc.




Revised Oct, 2009
4.2     SUMMARY OF ACTIVITIES BY DEPARTMENT (Form 2)

1. DIVISION         Name of the Division.

2. DEPARTMENT Name of the Department.

3. ACTIVITY         From each form 2, please name each proposed activity and its total
                    cost (net budget in form 2).




Revised Oct, 2009
4.3     SUMMARY OF EVENTS BY DEPARTMENT (Form 3)

1. DIVISION         Name of the Division.

2. DEPARTMENT Name of the Department.

3. EVENT            From each form 2, please name each proposed event and its total
                    cost (net budget in form 2).

4. Budget column    Where applicable, please include prior year's budget figures.




Revised Oct, 2009
4.4     SUMMARY OF FIELD TRIPS BY DEPARTMENT (Form 4)

1. DIVISION         Name of the Division.

2. DEPARTMENT Name of the Department.

3. FIELD TRIP       From each form 2, please name each proposed field trip and its total
                    cost (net budget in form 2).

4. Budget column    Where applicable, please include prior year's budget figures.




Revised Oct, 2009
4.5     PROJECT DETAIL BY DEPARTMENT (Form 5)

1. DIVISION                  Name of the Division.

2. DEPARTMENT                Name of the Department.

3. PROJECT NAME              Name of the project.

4. LOCATION                  Include the exact location within the school where the
                             proposed project is to be executed. Ex.: wall of
                             second floor hallway, one meter to the right of room
                             211 door.

5. JUSTIFICATION             Rationale why the project is important. Please answer
                             the following questions: a) what is the current
                             problem we solve with this project? b) In what way
                             this project contributes with the development of the
                             subject area? c) How it is related to the school wide
                             goals?

6. DETAILED DESCRIPTION      Fully detail the project, including all measurements,
                             material specification, color(s), etc. Remember that
                             other people will have to interpret your request either
                             to approve or to execute, so, please be specific! Ex.:
                             measurements: 5mm thick, 1.5m tall, 2.5m wide. 2”
                             wide pine wood frame. One meter to the right of
                             room 211 door, 30cm from floor. Material: cork.
                             Frame color: natural wood, no paint.

7. PRELIMINARY COST          An idea of how much the project will cost. It doesn’t
   ESTIMATE                  need to be accurate. To be used as a guideline


8. OTHER DETAILS             Please include any pertinent comment or detail to
                             help clarify your request.

     SKETCHES:              Please, make sure to include rough sketches of the
                             project. This will help other people to understand
                             exactly what you mean.

     MEASUREMENTS           Our maintenance staff can assist you with project
                             specifications, measurements, sketches, and cost
                             estimates. For assistance call Jose Miguel Zapata.

Revised Oct, 2009
     If space is not sufficient, use as much additional blank paper as necessary. The
      important is to fully convey what your project is all about.



4.6     SUMMARY OF PROJECTS BY DEPARTMENT (Form 6)

1. DIVISION            Name of the Division.

2. DEPARTMENT Name of the Department.

3. PROJECT             From each form 5, please name each proposed project and its total
                       cost (preliminary cost estimate in form 5).

4. TOTAL               Please include total figures for proposed budget and prior year.




Revised Oct, 2009
Revised Oct, 2009
4.7     SUMMARY OF COORDINATION STIPENDS (Form 7)

1. DIVISION         Name of the Division.

2. FUNCTION         List each coordination/department head position receiving stipend.

3. NAME             Name each coordinator/department head.

4. AMOUNTS          Indicate stipend amount for each semester for proposed budget.




Revised Oct, 2009
4.8. Summary of courses, Conferences, Workshops, Prof Development (FORM 8)
1. DIVISION         Name of the Division.

2. COURSE -Workshop         List each course, conference or workshop teachers are going
   to participate.

3. # of teachers    Indicate estimated numbers of teachers to be participating.

4. AMOUNTS          Estimate the approximately cost of the event.




Revised Oct, 2009
4.9. DEPARTMENT MASTER FORM (Form 10)

1. DIVISION           Name of the Division.

2. DEPARTMENT         Name of the Department.

3. AMOUNTS            Please translate totals for each budget line into form 10.

                      For activities, events, field trips, projects and stipends translate the
                      total from forms 3, 4, 5, 7 and 8.


    FREIGHT – Make sure to include shipping and handling costs to Miami for each
     budget line.




Revised Oct, 2009
4.10      PURCHASE REQUISITION

    The network ordering system will produce this form.

    In order to simplify the ordering process, purchase requests under $100 will not be
     processed. Teachers should obtain Principal’s approval to purchase directly and then
     apply for reimbursement.




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Revised Oct, 2009

				
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