Udget Guidelines And Electronic Data Collection Manual 2020-21

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Budget Guidelines and Electronic DataCollection Manual2020-21 Budget StatementDivision of FinanceOffice of Fiscal Policy and Planning

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Table of ContentsBudget Guidelines and Electronic Data Collection Manual . 1Section I - Introduction5A. Changes For 2020-21 .5B.C.Software Screen Changes:. 5Other Information: . 6i.ii.iii.i.ii.iii.Introduction .7Purpose of This Manual . 7Schedule for Submission of Budget Forms . 8Public Notice and Inspection . 9Responsibilities.10District Responsibilities . 10Responsibilities of the Executive County Superintendent . 13County Review Checklist . 15Section II – Accessing the Program from the Web16A. Hardware and Software Requirements .16B. Conventions .16C. Accessing the System .17D.E.Order in which to access screens: . 18Automatic Logoff .21Logging Out of the System .22Note for multiple sessions open on the same computer: . 22Note for County-level Users: . 22Section III – Entering the District Budget23A. General Overview for Budget Completion.23B. The “Home” Tab .24C. Completing the “Budget” Tab .24D.E.i.ii.iii.iv.v.vi.vii.viii.ix.Revenues . 24Appropriations. 36Recapitulation of Balances . 81Preschool Education Aid (PEA) . 103Capital Projects and Reserve . 109Appropriation Of Excess Surplus . 114Special Education Medicaid Initiative (SEMI) . 118School Based Budget . 121School Based Summary Report . 138i.ii.iii.SFRA Calculations . 138Estimated Tuition Calculations . 158Maximum Permitted Net Budget Worksheet (County Special Services Districts Only) . 162i.ii.iii.iv.v.vi.Completing the “Calculations” tab. 138Completing the Supporting Documentation Tab . 163District Statement Of Priorities And New Jersey Student Learning Standards (NJSLS). 163Contract Information For Select Staff . 165Per Pupil Cost Calculations . 177Administrative Cost Limit . 179Employee Benefits . 184Shared Services. 1853

F.G.H.I.vii. Unusual Revenues and Appropriations . 187viii.Equipment . 189i.ii.Completing the Enrollment Tab . 191Completing the Tax Levy Certification Tab . 199A4F . 199Estimated Tax Rate Information. 206Completing the Edit Report Tab. 208Completing the County Review and Approval Tab . 209Screen 1 – Section 1: For Advertising or Board of School Estimate . 209Screen 2 – Section 2: After Board of School Estimate . 211Screen 2 – Section 3: Results of Public Hearing . 212Screen 3 – Section 4: For April Election Districts, Changes for Defeated Budgets or SeparateQuestions . 214Screen 3 – Section 5: For November Election Districts, Changes for Separate Questions . 216Section IV – UFB/Advertised File218A. User-Friendly Budget (UFB) . 218B.Contractual Salary and Benefits Summary Form . 219Advertised File for Newspapers . 221Creating the Advertised File with the Budget Software . 222Section V - Printing223Detailed Budget Report Printable PDF . 223Section VI – Miscellaneous Sample Reports224A. Sample of District Budget Statement Certifications . 224B.2020-2021 District Budget . 224Statement of Certification - Separate Proposal(s) . 224Sample Ballot Questions . 225Regular General Fund Levy - Base Budget . 225Separate Proposal for Additional Funds . 225C. Sample Statement of Purpose for Capital Reserve Withdrawals/ Deposits for ExcessCosts and Other Capital Projects (Non- Referendum Projects). 225Capital Reserve Withdrawal - Excess Costs . 226Capital Reserve Withdrawal - Other Capital Projects . 226Capital Reserve Deposit . 226D. Sample Advertised Statement for Use of Surplus, Capital Reserve, and/or Tax Levy forApproved Referendum Project(s) . 226Capital Reserve Funds . 227Surplus . 227Tax Levy . 227Section VII – Defeated / Reduced Budget Procedures Overview228Proposed base budgets over the expected local levy . 228Proposed base budgets at or below the expected local levy . 228Decisions on defeated separate proposals. 229Defeated Budget Information . 2294

Section I - IntroductionA. Changes For 2020-21Software Screen Changes:SFRA CalculationsThe health care cost adjustment has been updated to reflect the State Health BenefitsPlan (SHBP) decrease of 4.5 percent. Since the health care cost is limited to any increase inthe SHBP, there will be no cap adjustments for health care costs in 2020-21 budget.Budget TabThere is one new revenue line in 2020-21 budget. Line number 503, account number10-3256, entitled “State Reimbursements from Securing our Children’s Future Bond Act”is used to record reimbursements under the Bond Act for prior year capital projectexpenditures, and to record current year capital outlay (fund 12) project funding. If theproceeds from the Bond Act are used to fund new school facility projects in fund 30, thenthe district will record the Bond Act revenue on line 30-3256.County Review and ApprovalA new line has been added to the county review and approval screen, for districts toindicate the election calendar that will be followed for the 2020-21 budget.Advertised File for NewspapersThe advertised file for newspapers will include the separate proposals summary.User-Friendly Budget fileThe User-Friendly Budget file that is created by the budget software, for posting ondistrict websites, has been updated for accessibility for users with disabilities.Consumer Price Index (CPI):The CPI applicable for the 2020-21 budget year is 1.70 percent. The rate is calculatedpursuant to the definition in N.J.S.A. 18A:7F-45. CPI is used in the following calculations inthe budget software: In the estimated tuition calculations, the Rate for All Programs inflates currentyear appropriations by the greater of CPI or 2.5 percent, pursuant to N.J.A.C.6A:23A-17.1; and In the administrative cost limit calculations, district requests to increase basecurrent-year costs pursuant to N.J.A.C. 6A:23A-8.3, subsection c, are limited to 2.5percent or CPI.5

Other Information:New Jersey Administrative Code Update:References to N.J.A.C. 6A:23A of the New Jersey Administrative Code are current as of thepublication date of these guidelines (January 22, 2020). Any subsequent revisions to theAdministrative Code are not reflected in these guidelines.Moving Date of Type II School District Annual School Election from November Back toApril:Districts should refer to N.J.S.A. 19:60-1.1 and consult the board attorney whenconsidering changing the election date between April and November.Lead Testing of Drinking Water:Pursuant to N.J.A.C. 6A:26-12.4 subsection (g), all district boards of education mustannually submit to the NJDOE a statement of assurance that testing for lead in drinkingwater has been completed. Districts should refer to the NJDOE lead testing website formore information.6

B. Introductioni.Purpose of This ManualThis manual provides a broad technical overview of the information necessary to utilizethe web-based budget program and detailed budget preparation information, includingrelevant law and code citations. This manual was prepared for use by all school districts- regular, county vocational, county special services, educational service commissions,and non-operating districts. Instructions for all district types are incorporated into thesebudget guidelines. All districts are encouraged to read this document thoroughly toensure that they enter their budget information completely and correctly.Section I of this manual describes the reporting requirements and responsibilities forbudgeting. The guidelines are primarily for the use of local school districts and countyoffices.Part A presents the changes for 2020-21.Part B presents the purpose of the manual and the schedule for submitting budgetdocuments.Part C describes the major responsibilities of boards of education and the ExecutiveCounty Superintendent regarding budget preparation, submission, and review.Section II provides instructions for accessing the budget software.Section III contains detailed instructions for the data entry screens of the budgetsoftware.Section IV describes the requirements for, and creation of, the User-Friendly Budget Fileand the Advertised File for Newspapers.Section V contains instructions for printing from the budget software.Section VI includes samples of the worksheets and reports used by districts for ballotquestions and statements of purpose.Section VII contains procedures to be followed in the event of a voter defeat or board ofschool estimate reductions to the proposed budget.Appendices are explanatory notes and are in separate files: Appendix A details the advertised per pupil cost calculations; Appendix B contains explanatory notes for the edit messages; Appendix C lists the minimum chart of account descriptions for expenditures byprogram/function; and Appendix D contains a county review checklist for the budget.7

Key changes and expanded information in the 2020-21 guidelines are preceded with theword “new” and are also highlighted in grey. Minor changes to dates and othersentences are not highlighted. District personnel who work with the budget areencouraged to read the entire guidelines for the most comprehensive understanding.The software is web-based and accessed through the Homeroom portal. The districtbudget data will be transmitted directly to the New Jersey Department of Education(NJDOE) database. This will enable users to work on the budget from a variety of localesand allow multiple users in the system simultaneously. The county office can review thedistrict progress and assist in questions by directly viewing the entered data.The district-certified audited data from the Audsum program from school year 2018-19will be available in the revenue, appropriation and recapitulation of balances sections.The budgeted data from school year 2019-20 will also be seen in the revenue,appropriation and recapitulation of balances sections. The total amount of un-liquidatedpurchase orders from the prior year will be seen in account 10-754, line number 710. Inorder to balance the budget, adjustments will need to be made in each of theappropriation lines where these orders are charged. Any additional changes made to thebudget after it was approved and prior to February 1 will also need to be made.After the Governor’s budget address, state aid numbers will be added to the district’sbudget file directly by the NJDOE. Any temporary numbers that users may have enteredwill be erased in these fields and the fields will be locked to prevent any further entry bythe district. Note that the Preschool Education Aid in special revenue fund must beentered by the district. Please see section III.C.iv for more detailed instructionsregarding the data entry for Preschool Education Aid.Once state aid is released, the user-friendly budget, remaining SFRA calculations, theexport of certification of school taxes, and the option to prepare the advertised budgetwill be available. The program will be updated without overwriting any data that waspreviously keyed using the initial program.ii.Schedule for Submission of Budget FormsThe district budget submission will be electronic, and the district will submit a copy ofthe district’s position control roster and any other supporting information required forthe county office review, such as additional supporting information for SEMI alternaterevenue projections, and additional supporting information for districts requestingautomatic cap adjustments, if applicable. See Appendix D for the budget submission list.The budget statement certification must be completed in the budget software, on theCounty Review and Approval tab (screen two), within two days after the public hearing.It should be noted that there may be as many as four budget submissions to the countyoffice, depending on the need for revisions. These submissions are as follows:1) Preliminary/Initial submission;8

2) Following changes from county office review for approval for advertising;3) Following changes at public hearing and prior to submission for the ballot (regulartype II districts);4) For certification of taxes:a) For districts with an April election, after a separate proposal is passed by thevoters, or as of the certification of taxes by a municipal governing body wheresettlement has been reached following a budget defeat or upon reductionsmade by the board of school estimate in the adoption and certification of regulartype I, county vocational, and county special services school districts;b) For districts with a November election, after a separate proposal is passed by thevoters.The procedures related to submission of the final budget data differ based on theoutcome of the election. Section VII should be referenced for the procedures to befollowed in the event of a voter defeat of or board of school estimate reductions to theproposed budget.iii.Public Notice and InspectionPursuant to N.J.A.C. 6A:23A-8.2, once a district submits the budget application to theExecutive County Superintendent for approval, or by the statutory due date if thatdate is earlier, the district must make available for public inspection all budget andsupporting documentation contained in the budget application and all otherdocuments listed in N.J.A.C. 6A:23A-8.1.Any district which proposes a base budget that contains general fund tax levy andequaliz

This manual provides a broad technical overview of the information necessary to utilize the web-based budget program and detailed budget preparation information, including relevant law and code citations. This manual was prepared for use by all school districts - regular, county vocational, county special services, educational service commissions,

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