Budget Information

The comparison of the Governor, House and Senate budgets has been posted under “Whats New” Budget Information http://www.ncpublicschools.org/fbs/ .  Updates will be posted as the budget session continues.

Year-End Salary Reminders

As you prepare for year-end, here are few salary related reminders.

Beginning June 13, 2016, DPI will be receiving and processing BUD batches twice a day.  Please receive your BUD files daily and immediately make corrections to any denied batches.

Please be sure that you have reviewed employees whose salary certifies according to Form G Approval.

Please be sure that you have reviewed employees who received a graduate degree during the school year to ensure that the salary has certified correctly (i.e. degree received in December, salary change is effective in December).

Please send all IPC changes through BUD.  This includes removing installment indicators for escrow payments paid out earlier in the year.

When processing negative net gross batches, please be reminded that these batches must be manually processed by the Salary Analyst.  To help identify negative net gross batches, please send an email to Kyshia McIntyre at Kyshia.McIntyre@dpi.nc.gov or Joselito Mangilit  at Joselito.Mangilit@dpi.nc.gov

For example, a subject should be: NEGATIVE NET GROSS, REF#123.

Please send only one transaction per voucher number per day in BUD.  When more than one transaction is requested per voucher per day, the batch will automatically deny.  Salary Administration will try to process any that deny, but this is merely a courtesy.

Please remember to submit to Kyshia or Jesse the contact names/numbers by June 3, 2016 (today), of those employees that will be available on July 1 and 2 should DPI need to contact your LEA during the close-out process regarding salary items.

If you have any year-end salary questions, please contact Kyshia McIntyre at Kyshia.McIntyre@dpi.nc.gov or Joselito Mangilit  at Joselito.Mangilit@dpi.nc.gov.

Year-End Datafile Contacts

Someone MUST be on site at the LEA by 7:00 AM Friday, July 1, 2016, to verify that DPI successfully received all of your data.  Contact information DPI has for each LEA, can be found here: http://www.ncpublicschools.org/docs/fbs/finance/reporting/uers/datafilecontacts.pdf.

If your contact information has changed, please e-mail the name, direct telephone number and e-mail address of the school’s contact person to Gwendolyn Tucker at gwendolyn.tucker@dpi.nc.gov by today, Friday, June 3, 2016.

Closing Procedures for Fiscal Year 2015-16 - Updated

When preparing the closing procedures letter for LEAs, we inadvertently left out PRC 040 from the list of funds that could carry over into 2016-17, pending OSBM approval.  Please see the updated closing procedures letter with this PRC addition on the DPI Website, under “What’s New”: http://www.ncpublicschools.org/fbs/.  If you have any questions, please contact Roxane Bernard at (919) 807-3725.

FY 2016 Close Out Reminders (LEAs Only)

The fiscal year end will arrive very soon, please review the following fiscal year end reminders:

a)      Please review your MFR Error Message and DBS/MFR Match (JHA899EG) reports carefully.  Once DPI closes FY 15-16 (June 30, 2016), School Business cannot key manual 202s for FY 15-16.  Please send your current manual 202s for corrections to Roxane Bernard at roxane.bernard@dpi.nc.gov or Richard Smith at richard.smith@dpi.nc.gov.

b)      If you currently have overages (YTD Expenditures greater than your Current Year Allotment) within your state and federal PRCs, this is the time to reduce your expenditures before we close FY 15-16.  Please review your latest May 2016 monthly reports.

c)      If a LEA is expecting an allocation and it is not on an Allotment Report to date, please contact the Allotment Section at 919-807-3739 or the Program Grant Administrator.

d)      Local PRC 056 Transportation of Pupils has to follow the same account codes as State PRC 056 Transportation of Pupils; if not, please use Local PRC 706.

e)      Cannot record expenditures within the BUD system for State Textbooks (PRC 130) (Expenditures - 1-5110-130-412 and Revenue 1-3211-130-000).  Your LEA will need to record your State Textbook expenditures through journal entries.

f)       State PRC 045 Compensation Bonus (Legislated) - The COA for PRC 045 does not include object code 231 Employer's Hospitalization Insurance Cost.

g)      PRC 035 (School Nutrition) does not have object code 186 Short Term Disability - Beyond 6 Months.  Please use State PRC 009 1-7200-009-186.

h)      Always use purpose code 8100 (Payments to Other Gov. Units) with object code 392 (Indirect Cost).

i)        Always check your Monitoring Letters to see where DPI moved some of your Invalid Account codes.  Some of the corrections may have been moved to valid account codes on DPI books and you will need to make corrections to your general ledger books only.

FY 2016 Close Out Reminders (Charter Schools Only)

 The fiscal year end will arrive very soon, please review the following fiscal year end reminders:

a)      Please correct all invalid account codes before your charter school transmits your June 2016 data files. 

b)      Please review all of your state and federal programs (PRCs).  If any of your expenditures exceed your allotment balances (you have overspent the program), please adjust your expenditures and move the expenditures that are over to your local funds.

c)      If a Charter School is expecting an allocation and it is not on an Allotment Report to date, please contact the Allotment Section at 919-807-3739 or the Program Grant Administrator.

d)      If your charter school does not have any more state funds available to spend, please code your expenditures to local funding or eligible federal funding.

e)      Please remember once DPI closes the month of June 2016, no more adjustments can be made for fiscal year 2015-16 on DPI books.  Please code your local, state and federal expenditures accurately.  Your "Per Pupil" calculations for the 2016 NC Report Card will be based upon your expenditures from the FY 15-16 JHA705EG Budget Balance Reconciliation Report.

If you have any questions, please contact Roxane Bernard at 919-807-3725 or roxane.bernard@dpi.nc.gov or Richard Smith at 919-807-3729 or richard.smith@dpi.nc.gov.

Transportation Allotments for 2016-2017

While the year is not quite over, it is looking like the actual cost of fuel for 2015-2016  will settle out at about $0.90 per gallon lower than the $2.33 average cost for 2014-2015. The appropriation for PRC 056 Transportation anticipates a lower fuel cost and DPI will apply the $1.43 average cost to 2015-2016 expenditures when calculating the funding base for 2016-17.  Each county LEA should anticipate a lower funding base for 2016-2017 as a result.  54 cents per gallon was reduced already, shown on line 11 of the Transportation Funding sheet sent to transportation directors and finance officers on November 5, 2015.  The remaining 36 cents will be reduced from the funding base in calculating 2016-17 allotments. To estimate this additional amount, divide the “line 11 amount” by 54 and multiply by 36. Questions should be directed to DPI Transportation Services at 919.807.3570.

Charter Schools Only: Charter School ADM Projection System

The Charter School ADM (Average Daily Membership) Projection System: CSADM is an online system designed to assist each charter school with improving the accuracy of key components in the budgeting process. This online system is comprised of three phases, each phase has a specific collection period established by the Department of Public Instruction:

-  Phase 0, Material Increase in ADM or Grade Expansion

-  Phase I, Initial Submission for the ADM Projection

-  Phase II, Final Verification: Initial ADM

ACTION REQUIRED NOW:
CSADM is now accepting submission for Phase II, Final Verification: Initial ADM for school year 2016-17 beginning Wednesday, June 1, 2016 through Wednesday, June 15, 2016.

Phase II submission is required from all Charter Schools, including new Charter Schools approved by the State Board of Education to open July 1, 2016.

This final verification of the initial ADM submission, Phase II, will be used for the first installment of the annual allotment and will be the maximum actual ADM that the charter school may be funded on for 2016-17.  As this impacts your schools’ funding, we will only accept information submitted by the Executive Director. However, other charter school personnel assisting with the budget process may access and view data within CSADM.

The following links provide guidance for accessing the CSADM:

How to subscribe to the CSADM Projection System (pdf, 231kb)   

Access the CSADM Projection System

Use your NCID to access the CSADM. If you have questions about NCID, please contact your NCID Administrator: www.ncid.its.state.nc.us/LEADetails.asp?name=Charter Schools 000.

If you have questions about the CSADM, please contact Angela Harrison, 919.807.3734 or angela.harrison@dpi.nc.gov.

Transportation Parts Inventory

The physical inventory of all transportation inventory parts, fuel, etc.  must be completed before the end of the fiscal year June 30th. Instructions for how to navigate the BSIP side of the process are located on this page under Annual Physical Inventory: http://www.ncbussafety.org/BSIP/TransactionProcedures.html

Note that these processes – involving a blind count - must be followed for the main inventory. It is not sufficient to count from a list of parts and make manual adjustments to items that are wrong. Creation of documents, entry, and posting of counts provides the electronic records that the count has been performed, when it was performed, and what counts were found for each item at the time of inventory.

A PowerPoint presentation is available on this page: http://www.ncbussafety.org/BSIP/Resources.html

Questions should be directed to Kevin.Harrison@dpi.nc.gov  (919/807-3579).