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Building a Budget:

for School-Based Staff

A Self-Paced Module

ISC Self-Paced Training Program

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Leadership, Empowerment and Accountability are at the forefront of our organization today.

This Self-Paced Curriculum was developed and designed to empower you to control and manage your learning pace. It challenges you to take the lead in identifying the functional areas that you need to learn more about and it challenges you to take accountability for your learning progress.

If you at any point in time need to review, repeat or move rapidly through any section, you are in control. You determine when you fully understand and have gained the knowledge put forth in each module.Use the navigation buttons at the bottom of the screen to maneuver through the document. They will give you the options available on each page.

ISC Self-Paced Training Program

Welcome to the ISC Self-Paced Training CurriculumFor the Empowered Learner

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Go to Table of Contents

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Building a Budget:

for School-Based Staff

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RegisterProjections

InitialAllocation

OrganizationalChart

Meeting withthe ISC

Tax LevyAllocations

Reimbursables

SAMs

ComprehensiveEducationalPlan (CEP)

Gifts Grants

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The Budget Workplan

Building a Budget: for School Based Staff

Glossary

Gifts & GrantsTax Levy

Meeting with the ISC

Reimbursable

Organizational Chart

Register Projections

ComprehensiveEducational Plan (CEP)

Construction(ISC)

The Bricks(Planning)

The Mortar(Funding Sources)

Click on the Topic below to view the related section

Background(Recent

Changes)

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Helpful Links

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Planning - Background


GoalTo equip and empower school-based personnel with basic, yet, in depth understanding of how New York City public schools are funded, and provide tools to access and effectively navigate the budgeting systems.

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Recent changes to educational budget in NYC

1996 NY State Governance Law-ask that the schools should be

able to do their own budget

1999 Galaxy Training for Community School Districts

2000 5 Community School Districts piloted Galaxy 2000

(phase 1)

2001 9 additional Community School Districts use galaxy

(phase 2). My Galaxy full T.O. web application

2002 9 additional Community School Districts use Galaxy

(phase 3). Galaxy integrates with RMS to streamline hiring

2003 Galaxy is used for HS, ROCs, and Citywide Sp Ed Allocations given directly to

schools for the first time

2004 97% of new teachers paid without delay for the first time

2005 Purchase Order details available in Galaxy

2006 Open Market Transfer Program begins; all transactions

sourced through Galaxy

2006 DOE: All locations and employees in Galaxy.

2008 NYCAPS and Galaxy fully integrate for all administrative

employees


2008 Self-Paced Basic Budget Training Program for School-

Based staff

Planning - Background

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• Initial school allocations are based on register projections.

• Based on the audited October 31st registers for the current year and the school’s enrollment, Office of Student Enrollment Planning and Operations (OSEPO) posts figures for the upcoming fiscal year.

• Once posted, Principals assess projected figures and can either accept or request a review, where they may provide alternate data.

http://www.nycboe.net/AdminOrg/Finance/budget/dbor/dbor_intranet/REGPROJ_INTRANET/Reg_Proj_Default.html

Planning – Register Projections

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Building a Budget: for School Based StaffPlanning – Register Projections

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Organization Chart

Instructional programs can be outlined in the organization sheet.

All staff members and coordinators are listed with assignments and programs.

Helpful for schools to have a tentative organization when consulting with the ISC team at the initial budget meeting.

Building a Budget: for School Based StaffPlanning – Organization Chart

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Comprehensive Educational Plan (CEP)

Allows the School Leadership Team (SLT) an opportunity to assess the effectiveness of the current instructional programs.

The sub-committee of the SLT determines proposed modifications and/or alternatives, develop goals and objectives.

SLT creates action plans that will translate into observable, effective strategies to improve student achievement.

The final plan supports the school’s vision and will assist in shaping the budget.


CEP

Planning – Comprehensive Educational Plan (CEP)

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A school’s initial allocation is based on:

Current Register

The Comprehensive Education PlanRegister Projection

Select the most appropriate answer by clicking on it.

Building a Budget Quiz - Planning


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Go to Next QuestionClick Here

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But apparently you misseda point in the reading.

Click HereGo to Next Question

Initial school allocations are based on register projections.

Based on the audited October 31st registers for the current year and the school’s enrollment, Office of Student Enrollment Planning and Operations (OSEPO) posts figures for the upcoming fiscal year.

Once posted, Principals assess projected figures and can either accept or request a review, where they may provide alternate data.


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What is the purpose of the CEP when building a budget?

Assess & evaluate all programs

School’s vision for scheduling funds

Strategic plan for student improvement


Building a Budget Quiz - Planning


All of the above

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16


Click HereGo to Next QuestionComprehensive Educational Plan

Allows the School Leadership Team (SLT) an opportunity to assess the effectiveness of the current instructional programs.

The sub-committee of the SLT determines proposed modifications and/or alternatives, develop goals and objectives.

SLT creates action plans that will translate into observable, effective strategies to improve student achievement.

The final plan supports the school’s vision and will assist in shaping the budget.

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OK, at this point you’ve got the bricks to build your budget.

RegisterProjections

InitialAllocation

OrganizationalChart


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Get the funding

(Funding Sources Section)

Stop for now, I’ll come back

later

What would you like to do next?

Go back to the Workplan

(Table ofContents)

Click Here

Click Here

Click Here

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(The Mortar)


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Tax Levy

Reimbursable

Other

DOE receives funds from various sources:

Federal, State, City and Private.

These fund sources are placed into funding categories.

The pie chart shows a graphic representation of the proportions of the three funding sources and varies from school to school.

Building a Budget: for School Based StaffFunding Sources

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Tax Levy

Monies provided by New York City to support educational programs are called Tax Levy funds.

The majority of the monies come from property values and other taxable sources within New York City and New York State.

Tax Levy funds account for a majority of a school’s budget.


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Tax Levy

Tax Levy Funds are the most flexible of all fund sources. These monies can be used to cover all needs of a school building. However, they must be used to cover necessary mandated services first.

Examples of these services are:

Principal

Secretaries

Classroom Teachers

Cluster Teachers

Per Diem Days

Basic Supplies


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Tax Levy AllocationsThe School Allocation Memoranda (SAM) will provide additional information on how Tax Levy funds are

allocated and how the funds can be used.

SAM #1 provides detailed information on the initial funds given to schools.


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Tax Levy SAM # 1


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Tax Levy SAM #1 (con’t)

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Tax Levy SAMMost of the additional funds that are

allocated to schools can be found in the School Allocation Memorandums (SAM):

http://schools.nyc.gov/offices/d_chanc_oper/budget/dbor/allocationmemo/fy08_09/AM_Default.html

Note: The SAM give detailed instructions on why funds are given and how they should be used.


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**This is a short list of some of the SAMs that may be found on the DOE website.


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Tax Levy SAMSchool Allocation Memorandums FY 2008 - 2009

SAM # TITLE DATE 01 Fair Student Funding (FSF) 05-22-0802 Children First Supplemental Allocation 05-22-08 03 Fair Student Funding Legacy Teacher Supplement 05-22-8804 FY'09 Budget Reduction 05-22-0805 FY'08 Surplus Roll 05-22-0806 FY'09 Contract For Excellence 07 Citywide Special Education MIS VI, VII, VIII 05-22-0808 Early Grade Class Size Reduction (EGCSR)09 Summer Instructional Program 05-22-0810 Title I School Allocations 05-22-0811 Parent Coordinator Allocation 05-22-0812 New York State Textbook Law (NYSTL), Library, Computer Software and Hardware Funds 05-22-0813 Success Grant 05-22-0814 Special Education IEP Teacher Allocation 05-22-0815 IEP Paraprofessional16 Mandated Related Services17 Adaptive Physical Education (APE) Allocation 05-22-0818 Autism Spectrum Disorder 05-22-0819 School Allocations, Amendments, and Adjustments, Part I20 TL SLIP 21 YABC Programs 05-22-08

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TL Fair Student Funding (HS)

These are the funds allocated through the new formula that make up a majority of a school’s budget. These funds are all unrestricted and to be used at the principal’s discretion.

TL Fair Student Incremental Funding (HS)

Schools with budgets below their FSF formula will receive their FY 08 incremental allocations.

TL Children’s First Funding

These are funds devolved from regional and central offices to principals. These funds are to be used by schools to purchase their School Support Organization for next year. Any remaining funds can be used at the principal’s discretion to best meet the needs of their students.

TL Children’s First Inquiry Team

Inquiry Team process is geared to assist schools in data driven decision making by integrating the components of the Accountability Initiative into the life of the school.

Allowable expenditures: per session, per diem and prep coverage

TL FSF General Hold Harmless (HS)

Schools with budgets above their FSF formula level will be “held harmless” compared to the funding they would have received before Fair Student Funding.

Most Common Tax Levy (TL) Allocations:


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TL Parent Coordinator

This allocation provides tax levy funds for each school to support a parent coordinator position.

TL Summer Provides resources for Summer Instructional Programs.

TL Mandated Counseling/Speech

This allocation provides resources for speech teachers and counselors to provide Individualized Education Program (IEP) Mandated Related Services programs.

TL NYSTL (Hardware, Software, Library and Textbooks

This allocation provides resources provided by the state for textbooks, library books, computer software and computer hardware.

Funds are automatically scheduled into the appropriate object codes for textbooks (337), library (338), computer software (199) and computer hardware (300).

Most Common Tax Levy (TL) Allocations (Cont):


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Tax Levy Funds come from which sources?

NYC Property Tax

Federal Grants

Other taxable sources in NYC


Building a Budget Quiz – Tax Levy


Property Tax and other taxable sources in NYC

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Click HereGo to Next QuestionTax Levy

Monies provided by New York City to support educational programs are called Tax Levy funds.

The majority of the monies come from property values and other taxable sources within New York City and New York State.

Tax Levy funds account for a majority of a school’s budget.

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Which of the following cannot be paid for with tax levy money?

Textbooks

Per Session

New Handicap Ramp


Building a Budget Quiz – Tax Levy


Professional Development

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Tax Levy

Tax Levy Funds are the most flexible of all fund sources. These monies can be used to cover all needs of a school building. However, they must be used to cover necessary mandated services first.

Examples of these services are:

Principal

Secretaries

Classroom Teachers

Cluster Teachers

Per Diem Days

Basic Supplies

36

RegisterProjections

InitialAllocation

OrganizationalChart


OK, at this point you’ve got the Tax Levy piece of your budget.

Tax LevyAllocations

SAMs

37

Get the Reimbursables(Funding Sources

Section)


later



(Table ofContents)

Click Here

Click Here

Click Here

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Reimbursable Funding

Reimbursable funding represents the portion of the school allocation derived from specific state, federal and private fund sources.

Reimbursable funding must be used to provide additional instructional services that are over and above the basic instructional services.

Funding is determined by eligible student population. Poverty Rate English Language Learners (ELL) Special Education At-Risk Students Attendance Rate

Note: Funds are directed to the school from the city. Upon review of usage, the state reimburses the city for the expenses.


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Reimbursable Funding (Cont)

Supplement not supplant!

Reimbursable funding is used to implement academic intervention services (AIS), as described in the CEP.

Misuse of reimbursable funds will lead to disallowances.

See below website for School Allocation Memorandum.

http://schools.nyc.gov/offices/d_chanc_oper/budget/dbor/allocationmemo/fy08_09/AM_Default.html


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Title 1 School Wide Projects (SWP)

Designed collaboratively at the school level to improve instruction. In addition to challenging content, the plan incorporates intensive professional development for staff and parents and collaboration, where appropriate, with community organizations to strengthen the school's program.

Title 1 Targeted Assistance

To provide instruction to the at-risk student.

Attendance Improvement Dropout Prevention

To provide opportunities for students at risk for dropping out of school to improve their attendance and academic performance. Programs should be based on a comprehensive review and assessment of the academic and social needs of the students and families.

Early Grade Class Size Reduction (EGCR State/Federal)

To reduce class size for kindergarten through grade three to improve student academic performance.

Title III LEP (Limited English Proficient)

Provides supplementary funding to enhance services to LEP/ELL students, including LEP/ELL immigrant students in the areas of, English language acquisition and content area improvement. It is also intended to increase access of LEP/ELL students to educational technology.

Most Common Reimbursable Funding Allocations


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School Reimbursable Funding is for:

Additional instructional services

Basic supplies

Implementation of academic intervention services


Building a Budget Quiz – Reimbursable Funds


Implementation of academic intervention services and additional instructional services

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Reimbursable Funding

Reimbursable funding represents the portion of the school allocation derived from specific state, federal and private fund sources.

Reimbursable funding must be used to provide additional instructional services that are over and above the basic instructional services.


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Reimbursable funds cannot pay for:

Internal Services

After-School Programs

Parent Involvement



Internal Services and After-School Programs

Building a Budget Quiz – Reimbursable Funds

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Click HereGo to Next QuestionReimbursable Funding

Supplement not supplant!


Misuse of reimbursable funds will lead to disallowances.

See below website for School Allocation Memorandum.

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RegisterProjections

InitialAllocation

OrganizationalChart


OK, at this point you’ve got the Tax Levy and Reimbursable pieces of your budget.

Tax LevyAllocations

SAMs

Reimbursables

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Get Giftsand Grants

(Funding Sources Section)


later



(Table ofContents)

Click Here

Click Here

Click Here

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GIFT – A donation rendered via check, goods,

or services from a private institution, corporation or not for profit institution (i.e. PTA donation, local bank donation, etc)

GRANT – An award based on approval of a written

proposal that is transmitted by the sponsoring Agency to the Senior Grants Officer at the ISC. (i.e. 21 Century Community Learning Center, Teaching American History, Learning Technology, etc)

Building a Budget: for School Based StaffGifts and Grants

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For Monetary Gifts up to $9,999 School receives letter and check from donor specifying the nature of the gift and guidelines for the use of these funds.

These funds must be recorded through the “School Based Gifts and Grants Reporting System” which is located on the DOE Intranet.

If funds will only be used for OTPS funds can be deposited in the school’s general fund.

If funds will be used for personnel (per diem, per session, trainee) then the original check should be sent to the Senior Grants Officer (SGO).

All documentation including the “School Based Gifts and Grants Reporting System” must be kept at the school.

http://nycboe.net/schools/giftsgrants


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Monetary and Non-monetary Gifts of $10,000 and moreSchool receives a letter from the donor with the value of the gift or a check including requirements for the use of these funds.

Copies of documentation are kept at the school

School completed the required School Based Gifts and Grants form on the DOE Intranet.

The original check and copy of letter with guidelines of use is sent to the SGO located at the ISC.

SGO will reach out to the Division of Contracts and Purchasing and the Division of Budget Operations and Review (DBOR) to ensure that the funds are placed in Galaxy for use.


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GrantsSchool completes form on the “School Based Gifts and Grants Reporting System”.

School forwards a copy of the grant award letter along with the school’s proposal to the Senior Grants Officer.

The Senior Grants Officer enters the grant on the Division of Contracts and Purchasing website.

DBOR enters funds into Galaxy for use of funds.

Principal and SGO work together to ensure that funds are being used appropriately according to the approved grant.


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Acquiring Gifts and Grants

Many Corporations and Institutions have resources allocated towards Education and School Improvement. This information can be obtained directly from their website or through a designated contact.

Contact the Senior Grants Officer (SGO) at the Integrated Service Center for more information regarding acquiring grants for your school.


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For funds given under $10,000, where can funds be placed?

School Account

Galaxy

DBOR


Building a Budget Quiz – Gifts and Grants

None of the above


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For Monetary Gifts up to $9,999 These funds must be recorded through the “School Based Gifts and Grants Reporting System” which is located on the DOE Intranet:

If funds will only be used for OTPS funds can be deposit in the school’s general fund.

If funds will be used for personnel (per diem, per session, trainee) then the original check should be sent to the Senior Grants Officer (SGO)

All documentation including the “School Based Gifts and Grants Reporting System” must be kept at the school.

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Grant Funds can be found in:

Galaxy

School Account

Checking Account


Building a Budget Quiz – Gifts and Grants


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GrantsSchool completes form on the “School Based Gifts and Grants Reporting System”.

School forwards a copy of the grant award letter along with the school’s proposal to the Senior Grants Officer.

The Senior Grants Officer enters the grant on the Division of Contracts and Purchasing website.

DBOR enters funds into galaxy for use of funds.

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RegisterProjections

InitialAllocation

OrganizationalChart


OK, at this point you’ve got Tax Levy, Reimbursables and Gifts & Grants for your budget.

Tax LevyAllocations

SAMs

Reimbursables

Gifts Grants

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Meet with the ISC


later



(Table ofContents)

Click Here

Click Here

Click Here

62

Building a Budget: for School Based StaffMeeting with the ISC

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Prepare for the initial budget meeting at the ISC.

Things to consider when you go for your meeting:

Instructional Goals and Objectives for the 2008-2009 school year

What SSO have you selected

Bring the tentative Organization Table

Per Session programs

AIS Programs

Project Arts Programs

Once you and the SLT discuss the updated CEP and meet with the ISC team, the vision of the school will come together.

Building a Budget: for School Based StaffMeeting with the ISC

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RegisterProjections

InitialAllocation

OrganizationalChart


OK, you’ve gathered your information, secured your funding and met with the ISC. . .

Tax LevyAllocations

SAMs

Reimbursables

Gifts Grants

Meeting withthe ISC

65

RegisterProjections

InitialAllocation

OrganizationalChart


. . . You’re ready to open the school.

Tax LevyAllocations

SAMs

Reimbursables

Gifts Grants

Meeting withthe ISC

66

Look at the Glossary


later



(Table ofContents)

Click Here

Click Here

Click Here

Check out Helpful LinksClick Here

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GlossaryAIS - Academic Intervention ServicesCEP – Comprehensive Educational PlanDBOR – Division of Budget, Operation and ReviewGalaxy – Budget SystemNYSTL – New York State Tax LevyOTPS – Other Than Personnel ServicesTax Levy - Monies provided by New York City to support educational

programs are called Tax Levy fundsReimbursable – other than Tax Levy funds (to support, not supplant)SAM – outlines for school allocation for a particular initiative or fund sourceSLT – School Leadership TeamTL FSF – Tax Levy Fair Student Funding


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Principal’s Portalhttp://intranet.nycboe.net/DOEPortal/Principals/default.htm

Famis Portal https://dfoforms.nycenet.edu/FamisPortal

My Galaxyhttp://mygalaxy.nycenet.edu/

School Allocation Memorandumhttp://schools.nyc.gov/offices/d_chanc_oper/budget/dbor/allocationmemo/fy08_09/AM_Default.html

Standard Operating Procedures http://schools.nyc.gov/NR/rdonlyres/39CF59B6-89F5-4ACB-A859-FBF1CB2C227C/0/otpspurchasesMarch06.pdf

Reimbursable Handbookhttp://schools.nyc.gov/NR/rdonlyres/55FEA275-257C-407F-B6E2-757C751C334C/36608/Reimbursablehandbook408b.pdf

School Based Gifts and Grants Reporting System http://nycboe.net/schools/giftsgrants

Helpful Links


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Resource Guide to School Budgets

http://schools.nyc.gov/Documents/FSF/NYC_FSF%20Guide_052208.pdf

Craft Budgeting Toolhttp://schools.nyc.gov/Documents/FSF/CRAFT%20FY%2009_DRAFT_5-27-08.ppt

School Budget Overviewhttp://schools.nyc.gov/AboutUs/BudgetsFairStudentFunding/YourSchoolBudget/default.htm

FY 08 and FY 09 Funding Stream Comparisonhttp://schools.nyc.gov/AboutUs/BudgetsFairStudentFunding/YourSchoolBudget/AllocationComparison.htm

Division of Budget and Operations & Review (DBOR):http://schools.nyc.gov/offices/d_chanc_oper/budget/dbor/

DBOR Intra-net Website: http://www.nycboe.net/AdminOrg/Finance/budget/dbor/dbor_intranet/

Division of Financial Operations-Payroll Memoranda:http://schools.nyc.gov/Offices/DFO/PayrollAdministration/MostPopularClicks/PayrollMemoranda.htm


Helpful Links


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