2014-2015
BUDGET
PROCEDURES
P R E S E N T E D B Y:
CYNTHIA MEDRANO-RICHARDS
CHIEF FINANCIAL OFFICER
Table of Content
1. Introduction of Staff
2. General Information
2. Budget Tab - Dashboard
3. Look up Accounts
4. Budget Analysis Reports
5. Activity Fund Budget Samples
6. Elementary Campus Activity Funds (9xx)
7. Secondary Campus Activity Funds (9xx)
8. Secondary Student Activity Funds (8xx)
9. Questions
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1. General Information
3
2014-2015 Budget Amendment/Transfer Schedule
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Monthly Budget Reviews
The following is a monthly checklist for review:
1. Amend over-drawn accounts.
2. Payroll accounts need to be projected through 6/30/xx.
Part-Time
Overtime
Fringe Benefits
Worksheet on Dashboard
3. Budget for employee vacancies not rolled by Human Resources as of
7/1/xx.
4. Do not amend out from objects 6119 and 6129 including fringes.
5. Budget for postage (6299) through 6/30/xx.
6. Budget for printing charges (6299) through 6/30/xx.
7. Do not amend out from object 6311.
8. Do not amend out from object 6429.
9. Budget for field trips (6494) through 6/30/xx.
10. Make sure budget amendments/transfers that are not needed are
deleted immediately.
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Business Office Contacts
Cynthia Medrano- Richards
Chief Financial Officer
618-6016
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2. Budget Tab – Dashboard
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Budget Tab-Dashboard
The following is user friendly access to budget
modules and other sources.
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Adding Budget Tab to Dashboard
If you do not see the budget tab on your dashboard,
follow the steps below:
a. Click on Options
b. Click on Preferences
c. Check  Budget and Click on Save
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Budget Tab on Dashboard
The following screen will appear:
d. Click on the Budget Tab
e. The budget dashboard will appear.
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3. Look-Up Account
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Look up Account
There is another option to look up account
numbers within the account number field.
a. Click on the account number field.
b. Click on the three dot radial and click on
Lookup Account (it will list all the accounts
you have access to).
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c. Scroll down to the account number needed.
d. Click on the account number and it will be
highlighted.
e. Click OK button and the account number will
be added.
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4. Budget Analysis Reports
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Budget Analysis ReportsPage 67
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5. Activity Fund Budget Samples
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Revenues/Expenditures
Incoming Money:
= Deposits = Revenues = Object Code 5xxx
Incoming Money:
= Deposits = Due to MISD = Object Code 2xxx
(Amendments/Transfers – Unallowable for Object Code 2xxx)
Outgoing Money:
= Purchase Requisition/Order = Expenses = Object Code
6xxx
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Campus Activity Funds Budget
Samples-Revenue not equal
expenses due to Fund Balance
Revenue not equal expenses:
Revenue
7,485
Expense
7,985
Fund Balance
(500)
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Campus Activity Funds Budget
Samples-Negative Revenue Balance
Note: If the Balance is Negative a budget amendment through GLBUBAAJ is
needed.
+ Revenue (5755)
+ Expenses (6xxx)
414
414
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6. Elementary Campus Activity Funds (9xx)
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Elementary Campus Activity Fund Numbers
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Elementary Campus Activity (9xx)
Budget Amendment (GLBUBAAJ)
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Elementary Campus Activity (9xx) Revenues
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Elementary Campus Activity Funds (9xx) Sub-Objects
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7. Secondary Campus Activity Funds (9xx)
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Secondary Campus Activity Fund Numbers
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Secondary Campus Activity (9xx)
Budget Amendment (GLBUBAAJ)
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Secondary Campus Activity (9xx) Revenues
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Secondary Campus Activity Funds (9xx) Sub-Objects
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8. Secondary Student Activity Funds (8xx)
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Secondary Student Activity Fund Numbers
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Secondary Student Activity (8xx)
Budget Amendment (GLBUBAAJ)
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Secondary Student Activity (8xx) Funds Revenues
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Secondary Student Activity (8xx) Funds Revenues
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Secondary Student Activity (8xx) Funds Sub-Objects
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