Buncombe County Buncombe County SchoolsSchools
Working Together As A Working Together As A TeamTeam
To Survive The Budget To Survive The Budget Obstacle CourseObstacle Course
Cook ConsultingCook Consulting
• FilteringFiltering– Filter by Fund, then by PRCFilter by Fund, then by PRC
• Fund 1, PRC 061Fund 1, PRC 061
– ““Roll Ups” are in place in all PRC 061 Roll Ups” are in place in all PRC 061 accounts.accounts.• Be aware that your budget at the State Purpose Be aware that your budget at the State Purpose
Function 5110 is for Function 5110 is for allall your State PRC 061 your State PRC 061 accounts and your budget at Local Purpose accounts and your budget at Local Purpose Function 5110 is for Function 5110 is for allall your Local PRC 061 your Local PRC 061 accounts.accounts.
“ “ Roll Up” ExampleRoll Up” Example
Fund 1 & Fund 2Fund 1 & Fund 2State and Local FundsState and Local Funds
• Duplicate School Numbers Duplicate School Numbers • School ReimbursementsSchool Reimbursements• Instructional Supply AccountsInstructional Supply Accounts• Using School Funds to Pay for a Using School Funds to Pay for a
Purchase OrderPurchase Order• New PRC 861New PRC 861• Deadlines for Spending State and Deadlines for Spending State and
Local MoneyLocal Money
Duplicate School Duplicate School NumbersNumbers
• Duplicate school numbers will make it easier Duplicate school numbers will make it easier for schools to monitor budgets. The for schools to monitor budgets. The following PRC’s will have duplicate school following PRC’s will have duplicate school numbers:numbers:– High School Reimbursement PRC 854High School Reimbursement PRC 854– Middle School Reimbursement PRC 855Middle School Reimbursement PRC 855– Elementary School Reimbursement PRC 856Elementary School Reimbursement PRC 856– State And Local PRC 061State And Local PRC 061– Local Athletic Supplies PRC 852Local Athletic Supplies PRC 852– Local Fund 7 PRC 340 Pisgah ForestLocal Fund 7 PRC 340 Pisgah Forest– Local Fund 7 PRC 610 Hominy ValleyLocal Fund 7 PRC 610 Hominy Valley
Duplicate School Duplicate School NumbersNumbers
• User 1 field will now have the school User 1 field will now have the school number as well as the location field.number as well as the location field.
X-XXXX-061-SCH-X-XXXX-061-SCH-SCHSCH-XX-XX
User 1 field
School ReimbursementsSchool Reimbursements
• Please refer to the email that you Please refer to the email that you received on July 13received on July 13thth for directions on for directions on
the new procedures for paying the new procedures for paying additional school personnel with additional school personnel with
school funds.school funds.
• If you did not receive this email, please If you did not receive this email, please let me know and I will send you a copy.let me know and I will send you a copy.
• You will have access to see your You will have access to see your Revenue Codes for these PRC’sRevenue Codes for these PRC’s
School Reimbursement School Reimbursement on Cook on Cook
State & Local PRC 061State & Local PRC 061
• You will need to use duplicate school numbers You will need to use duplicate school numbers on your purchase orders for all State and Local on your purchase orders for all State and Local PRC 061 orders.PRC 061 orders.
• Keep track of your PRC 061 balances. You will Keep track of your PRC 061 balances. You will have a more accurate balance than I will due have a more accurate balance than I will due to warehouse orders and purchase orders in to warehouse orders and purchase orders in process that I may not be aware of. process that I may not be aware of. Communication between Media and Communication between Media and Bookkeepers is important.Bookkeepers is important.
• Be aware of the accounts that “Roll Up” to the Be aware of the accounts that “Roll Up” to the base account. For example:base account. For example:
• Account Number 1-5117-061-411-XXX-XXX-00 will roll up Account Number 1-5117-061-411-XXX-XXX-00 will roll up to 1-5110-061-411-XXX-XXX-00.to 1-5110-061-411-XXX-XXX-00.
““Roll Up” ExampleRoll Up” Example
Using School Funds to Pay Using School Funds to Pay for Suppliesfor Supplies
• If you wish to pay for your purchase If you wish to pay for your purchase order with school funds, please send order with school funds, please send the check the check withwith your purchase order. your purchase order. If it is E-procurement, please send If it is E-procurement, please send the requisition number and vendor the requisition number and vendor number with the check. number with the check. Your Your purchase order will be held for purchase order will be held for approval until the check is received approval until the check is received at the Central Office.at the Central Office.
NEW PRC 861NEW PRC 861
• PRC 861 will be the new PRC that Purchasing PRC 861 will be the new PRC that Purchasing and Accounts Payable will use when you send and Accounts Payable will use when you send a school check to pay for a purchase order.a school check to pay for a purchase order.
– EXAMPLE: 2-5XXX-861-411-SCH-SCH-XX will EXAMPLE: 2-5XXX-861-411-SCH-SCH-XX will be how the purchase order is codedbe how the purchase order is coded
• You will be able to view the expense and You will be able to view the expense and revenue for PRC 861 on Cook because it will revenue for PRC 861 on Cook because it will have the duplicate school number in the have the duplicate school number in the account code. Filter by Fund and by PRC in account code. Filter by Fund and by PRC in Cook to look at your PRC 861 balance.Cook to look at your PRC 861 balance.
DeadlinesDeadlines
• All All State FundsState Funds & & Federal FundsFederal Funds must be must be encumbered by December 18encumbered by December 18thth 2009. Blue 2009. Blue P.O. copies will be due by January 29P.O. copies will be due by January 29thth 2010. 2010.
• Local Current Expense FundsLocal Current Expense Funds must be must be encumbered by April 1encumbered by April 1stst 2010. Blue P.O. 2010. Blue P.O. copies will be due by May 3copies will be due by May 3rdrd 2010. 2010.
BUDGET…?BUDGET…?
• Local Instructional Supply budget has been Local Instructional Supply budget has been posted. You will see your school budget posted. You will see your school budget when you log into Cook. As soon as we have when you log into Cook. As soon as we have State budget information we will post your State budget information we will post your budgets and notify you by email. At this budgets and notify you by email. At this time, do not spend any State Instructional time, do not spend any State Instructional Supply.Supply.
• Textbook transfers need to be done only Textbook transfers need to be done only when ABSOLUTELY NECESSARY until when ABSOLUTELY NECESSARY until more information is available from the more information is available from the State.State.
• School Allotment Checks will be coming School Allotment Checks will be coming soonsoon
We are here to help!We are here to help!
• State (Fund 1) & Local State (Fund 1) & Local (Fund 2):(Fund 2):– Jessica MartinJessica Martin– 828-350-2287828-350-2287– [email protected]@bcsemail.o
rgrg
I can run hard copy (blue bar) I can run hard copy (blue bar) reports…how often?reports…how often?
• Federal (Fund 3) & Local Federal (Fund 3) & Local Fund 7Fund 7– Nilda HillhouseNilda Hillhouse– 828-255-5887828-255-5887– [email protected]@bscemail.o
rgrg• Capital Outlay (Fund 4) Capital Outlay (Fund 4)
– Bernie SochiaBernie Sochia– 828-255-5907828-255-5907– [email protected]@bscemail.org
Fund 3 & Fund 7Fund 3 & Fund 7
• Grants budgeted at school levelGrants budgeted at school level
• Duplicate school numbers for:Duplicate school numbers for:– PRC 340 Pisgah ForestPRC 340 Pisgah Forest– PRC 610 Hominy ValleyPRC 610 Hominy Valley
• Revenue code budgets will not show Revenue code budgets will not show until they are reappropriated.until they are reappropriated.
Fund 4 – Capital OutlayFund 4 – Capital Outlay
• New budget code format similar to New budget code format similar to funds 1 & 2funds 1 & 2
• 4-5110-077-541-SSS-SSS4-5110-077-541-SSS-SSS– Duplicate school numbers replace tag Duplicate school numbers replace tag
codescodes
• Budget rollup still at 541 object codeBudget rollup still at 541 object code• Allotment categories unchangedAllotment categories unchanged• Budget control now at school Budget control now at school
– Reduces need for split coded PO’sReduces need for split coded PO’s
Purchasing: Purchasing: Sloppin’ Through the Sloppin’ Through the
Budget DeficitBudget Deficit
Denise McLemore, Internal AuditorDenise McLemore, Internal Auditor828-350-2293828-350-2293
[email protected]@bscemail.org
• Please check the employee website (the blue and Please check the employee website (the blue and green link on the main BCS website) for Finance Fast green link on the main BCS website) for Finance Fast Facts and the Bookkeepers Manual. The updated Facts and the Bookkeepers Manual. The updated manual will be available later today for downloading manual will be available later today for downloading and printing.and printing.– For Finance Fast Facts: Log in and go to > Employee For Finance Fast Facts: Log in and go to > Employee
Relations > Finance > Finance Fast FactsRelations > Finance > Finance Fast Facts– For the Bookkeeper’s Manual: Log in and go to > Downloads For the Bookkeeper’s Manual: Log in and go to > Downloads
> Finance > Finance Forms> Finance > Finance Forms
Please send the “Report of Tickets Please send the “Report of Tickets Sold” form for any and all events to Diane Sold” form for any and all events to Diane
Rumbough once a week.Rumbough once a week.
Questions?Questions?
Suggestions?
