Accounting Procedures Handbook

9 BUDGET PROCESS Budget Manager is responsible for performance of the following procedures related to the budget process: B. Operating Budget Development 1. Create Budget Calendar: a. In late August each year, utilizing the prior year budget calendar, establish the new planning year budget calendar, outlining steps for the budget process to coincide with upcoming fiscal year dates and file approved budget calendar in the Budget Prep Book maintained by the Budget Manager. b. Submit to Comptroller for review and then Superintendent. c. Seek Board of Education approval. 2. Develop Request Submission Packets: In October, create budget worksheets for each program/ school utilizing the zero- based budget methodology that uses $0 as a starting point and requires justification for all funding dollars being requested. Add columns for new funding requests/ realignments/ reductions and supporting rationale fields to be completed by those with budget responsibility. Include directions for completion. Submission packets are maintained either in the Budget Manager’s Office or the storage vault in the Finance Department. 3. Update Budget Book Pages: Enter the current ended June 30 actual data for each account into the budget worksheet. 4. Develop Worksheet Files of "New Requests" “Reductions” and “Realignments”: Ongoing - Update new request, reduction and realignment spreadsheets for development of proposed MOE budget from information submitted by those with budget responsibility. Include link for each item to the applicable Master Plan Action Step. 5. Coordinate various meetings with the Comptroller, Assistant Superintendents, Superintendent, Directors and Budget Committee: • Review requests, reductions and realignments, establishing a priority order. Document changes and continue to update information on new request/ reduction/ realignment spreadsheets. Develop report of unfunded requests, if applicable. • Create and maintain spreadsheets of new request, reduction and realignment dollars by Comprehensive Master Plan action steps within strategic priorities. 6. Update Budget Book Pages: Enter proposed requests, reductions and realignments for each account into the budget book worksheet. Continue making adjustments as appropriate for all changes until final approval. 7. Salary Reconciliation: Complete a reconciliation of budgeted full time equivalents (FTEs) and payroll amounts by program to actual payroll file obtained from the BusinessPlus payroll system.