FALL ADJUSTMENTS
What you need to know.
Goals and Objectives
What is Fall Adjustments? What gets adjusted? What can you do to prepare? Completing the forms Completing the HR process
The Budget Cycle
Board Action
September
December
January
February
March
April - June
Key Dates for Fall Adjustments September 4th – Final pupil count is pulled from
Infinite Campus at 5:00pm September 5th – Schools receive their Fall
Adjustment forms September 9th – Fall Adjustment forms are due
back to the budget office ([email protected]) by 5:00pm
September 11th – Budget office notifies Principal’s of approval/denial of requested funding - Newly created positions are posted by the schools through the Teacher Staffing System
What is Fall Adjustments?
Fall Adjustments is a combination of things Budgeted Enrollment Holding Carry Forward School budget adjustment associated with
allocating funding based on actual student enrollment in a school (versus projected enrollment)
Budgeted Enrollment Holding +/- Carry Forward +/- Dollar impact of Enrollment ChangesFALL ADJUSTMENT
What’s getting adjusted?
SBB Base (K-12 with K = .50) Instructional Allocation (K-12 with K = .50) Free and Reduced Lunch Supplemental
Funds (1-12) Mild Moderate
Minimum Required FTE adjustment Additional dollars (K-12 with K = .50)
Student Services Required Student Service Days Additional dollars (K-12 with K = .50)
GT Additional Dollars Based on identified GT population
What’s getting adjusted?
Program Changes ECE and Kinder
Based on information from Early Ed Adjustment to FTE, Para hours and Supplies Informational Only (no further action required)
ESL FTE adjustment Informational Only (no further action required)
Hurdles and Offsets
The following new moneys that result from the pension will be subject to offset [A]:
Additional base dollars for high schools, middle schools and 6-12s Additional per pupil funds to support Gifted and Talented Additional per pupil funds to support Free Lunch students Additional money for expanded Mild Moderate and Specialized Services
The above allocations will decrease to the extent that schools are currently receiving extra allocations in the following areas [B]. These categories below are called hurdles:
Incremental Base per pupil that the K8s receive above all other levels Fiscal Year 2008-2009 Small School Subsidy Extra allocations for magnet programs (ie., Table X) Mild Moderate and Specialized Services funding above per pupil levels
Examples: School 1 School 2
New moneys from pension, before offset [A] $300,000 $100,000
Total amount of hurdle [B] $50,000 $200,000
New moneys from pension, after offset $250,000 $0
Getting Prepared
Review your Enrollment Holding account Cayenta reports are now available
Estimate Carry Forward 07-08 Ledger Mid Year Review
Infinite Campus Enrollment Summaries Run the report daily Understanding the report
08-09 Monthly Trial Balance Identifies available balances to plan in the
event of a reduction
The IC School Membership Summary
K
REMEMBERK=.50 ECE = 0
106
120
98
75
70
87
7
-1
4
-5
8
4
/2
Total Enrollment
Change = 13
Understanding the Forms – Fall Adjustment Tab First Section
Unrestricted Carry Forward Budgeted Enrollment Holding
Second Section Enrollment Numbers Class Size Relief FTE Payback Information
FTEs allocated in the spring as a loan Schools notified in the approval email from
Brett Fuhrman if required to pay back
Understanding the Forms – Fall Adjustment Tab Third Section
Per pupil based adjustments Base Instructional Free & Reduced Lunch Supplemental Funds Mild Moderate Student Services Gifted & Talented
Fourth Section Program based adjustments – adjusted based on
program requirements ELA/ESL ECE Kinder
Understanding the Forms –Distribution Request Form Divided into sections based on category of funding to be
distributed (reduced) Instructional
Increased Instructional dollars must be distributed to Instructional Accounts
Enrollment Holding and Administrative Supplies are only to be used to cover deficits
Mild Moderate Minimum FTE increases or decreases will be pre-populated Increased Mild Moderate Additional Dollars must be distributed to Mild
Moderate Accounts Enrollment Holding and Administrative Supplies are only to be used to
cover deficits Student Service Days
Minimum Student Services Day increases or decreases will be pre-populated
Increased Student Services Additional Dollars must be distributed to Student Services Accounts
Enrollment Holding and Administrative Supplies are only to be used to cover deficits
Understanding the Forms –Distribution Request Form
Gifted & Talented Increased Gifted & Talented Additional Dollars must
be distributed to Gifted & Talented Accounts Enrollment Holding and Administrative Supplies are
only to be used to cover deficits Other Accounts – Discretionary spending
Unrestricted Carry Forward Base Fall Adjustment Free & Reduced Lunch Supplemental Funds Fall
Adjustment Class Size Relief Payback Enrollment Holding Remaining to distribute
Includes all Enrollment Holding not used to cover deficits in other categories
Understanding the Forms –Restricted Carry Forward FYI Only Resources will be returned to the
account from which they came No action needed
Completing the Forms
Fall Adjustment Tab Determine your enrollment change by reviewing
the Variance column in the Second Section Fall adjustment is largely based on Enrollment K-
12 (K=.50) Variance
Review Unrestricted Carry Forward Balance and Budgeted Enrollment Holding
Review the Third Section (enrollment based adjustments) to see the dollar impact of enrollment changes
PROJSEPT. 4TH ACTUAL
VARIANCE
ENROLLMENT K-12 (K=.5) 268 278 10 FREE & REDUCED LUNCH 166 172 6 MILD MODERATE 19 24 5 GIFTED AND TALENTED 15 20 5
Completing the Forms
Distribution Request Form – Allocating to (Reducing) Non-Salary Accounts
Determine which account number you would like to allocate to (use to cover a reduction)
Select account number from the dropdown list If desired number is not available enter the 20 digit Cayenta
account in the “Enter other account” cell Do not include dashes, periods or spaces
Enter the amount to allocate (reduce) in the amount column If covering a deficit enter the amount as a negative number
Once the correct amount has been distributed (reduced) “balance check – Instructional Dollars Remaining” will equal 0 and red error message will disappear
Completing the Forms
Distribution Request Form – Allocating to (Reducing) Salary Accounts
Determine which position you would like to purchase (use to cover a reduction)
Select account number from the dropdown list If desired number is not available enter the 20 digit Cayenta
account in the “Enter other account” cell Do not include dashes, periods or spaces
Select the Job Code associated with the position from Job # drop down list and the average rate w/ benefits will populate
In the FTE/HRS/Days column enter the amount of FTE/HRS/Days you would like to purchase (reduce) If covering a deficit enter the amount as a negative number
Enter the Grade and Course associated with the position you are purchasing (reducing)
Completing the Forms
Complete the same process for each of the funding categories
There should be no red “request total amount” error messages remaining on the form.
All increases must be fully allocated Any remaining funds will be distributed to
supply accounts All reductions must be covered Return forms to [email protected] no
later than 5:00pm on September 9th.
2008 Fall Adjustments – Human Resources
Calendar/Timeline RIB process Questions/Comments/Concerns