DATE: November 4, 2014

TO: Marc Czadzeck, Principal

Marice Bright, CSE/CPSE/504 Chairperson

Darrin Jock, Transportation Supervisor

Robbie Cox, Director of Facilities

Scott Spillane/Mary Ellen McKane, Food Service Managers

FROM: Susan M. Perkins

Business Manager

SUBJECT: 2015-16 Budget Preparation

Enclosed please find the St. Regis Falls Central School 2015-16 school year Budget

Preparation Information Booklet.

Please return your budget information by Monday, December 8, 2014.

If you should have any questions regarding this budget document, please feel free to

contact me at 856-9421, Ext#1005 (Tuesday/Friday) or 529-7342, Ext#1103 (all other

days).

SMP/llh

Enclosure

Cc: Alan M. Tessier

Superintendent

St. Regis Falls Central School

2015-2016 School Year

Budget Preparation

Information Booklet

Budget Preparation Information

Index

Introduction

Budget Responsibilities

Instructions

Samples:

Textbooks

Equipment

Conferences

Field Trip – Admissions

Field Trip – Cost of Driver

Memberships

Contractual Services

Computer Supplies/Hardware

Computer Software

Maintenance Request

Maintenance Request (immediately if possible)

Supplies

Introduction

Thank you for taking the time to determine the budget needs of your department or area of

instruction. It is very important that what is budgeted for the 2015-16 budget can be justified.

With the current unknown environment of State Aid and the State Aid received this current year,

we are working to meet the needs of the students within the restriction of a tight budget.

1. Final budgeted amount will reflect the estimated needs of the district. Adjustments

throughout the budgeting and procurement process may require the reallocation of

resources for the greater needs of the District as a whole.

2. Approved budgets are the reflection of the total District expenditures only. They are

not discretionary funds to be used per teacher, staff, or department. As the budget is

an estimate of expenditures, any savings in one area will be used to offset deficits and

cost overruns in others and allow for additional needs or to increase the fund balance

for next year.

3. We will be planning a zero-based budget. This does not mean you get zero for

your budget, what it does mean is that you will tell the District what you need to be

successful. The District is asking that you do a two-phase budget. Phase-one is what

you absolutely need to teach, the must-haves. Phase-two are those things that would

greatly enhance instruction. Please do separate pages for each and mark them clearly.

4. For phase two of your budget, please include documentation of how these additional

materials will provide support in raising the standards of our students. The better the

supporting documentation, the better the District will be able to make a strong case

for the additional materials.

Budget Responsibilities

District Responsibilities in Budgeting:

1. Provide funds for the procurement of District needs and priorities.

2. Adjust budgeted amounts as needed to provide for under-budgeted authorized

purchases, but based on established District needs and priorities.

3. Code expenditures appropriately.

4. Permit District use of all purchases in light of total District needs and priorities.

Principal’s Responsibility in Budgeting:

1. Establishing priorities with department or teams.

2. Providing teachers with all necessary budget data, such as budget schedule

and forms.

3. Reviewing all teacher budget forms for completeness, accuracy and signing

off on requests.

4. Compiling all budget requests and forwarding to the Business Manager.

5. Submit Tally Sheet for each department or grade level along with requests.

6. Meet Budget Deadline (Requests due: 12/15/14 to the Business Office).

7. Explaining the rationale for budget requests.

8. Budgeting for textbooks needed in the district with a plan for replacement.

Teacher’s Responsibility in Budgeting:

1. Taking an accurate inventory of all textbooks, supplies, materials and equipment

before making budget requests.

2. Ascertaining condition of textbooks to determine replacement needs.

3. Establishing program needs and priorities.

4. Preparing program requisitions consistent with district and department goals and

objectives. Refer to Purchasing Exhibit for verbal and/or written quotes. Please

obtain a quote confirmation good through August 31, 2015.

5. Providing a rationale for budget requests.

6. Complete Requisition Summary Sheet and submit with all requests to Principal and

CSE Chairperson.

7. Meet budget deadlines (requests due: 12/8/14).

8. Maintaining copy of requisitions for future needs.

All requests must be submitted to the building administrator for approval, and then forwarded

to the business office for approval and purchasing. No purchasing is allowed without first

obtaining these approvals.

Note: The budget will be frozen on January 1, 2015. Any requisitions received after this

date will be authorized on a case by case basis.

PURCHASING WITHOUT A REQUISITION WILL BE DEEMED AS UNAUTHORIZED

PURCHASING. THE COST WILL BECOME THE EMPLOYEE’S RESPONSIBILITY.

Instructions

The following forms are to be used to help determine the 2015-16 budgets (more forms are

available on the District’s website). Review the purchasing policy to determine methods of

competition to be used for non-bid procurements (see Purchasing Exhibit 6700-E.1).

Textbooks/Workbooks: Please provide information as requested. Please fill out separate

forms for each vendor (form can also be used for Sheet Music). . All requests, over $1,000

must have 3 quotes or use the state contract. (To obtain State contract price go to

www.ogs.state.ny.us/purchase/Default.asp)

Equipment: Please provide justification for equipment needs. All requests, over $1,000 must

have 3 quotes or use the state contract. (To obtain State contract price go to

www.ogs.state.ny.us/purchase/Default.asp)

Conferences: Please be sure to provide conference cost, hotel cost, mileage cost and

substitute cost if applicable. If conference is not yet determined, please put TBA as vendor

and estimate cost. Please request government rate for lodging and obtain 3 verbal quotes.

Field Trip – Admissions: Use TBA as vendor if unknown, the more information that you

have the better. Estimate cost if unknown (estimate on the high side).

Field Trips – Cost of Driver: Please fill out for all field trips. If the date is unknown please

provide an estimated date, use TBA as vendor if specific destination is unknown. The

approved transportation cost per mile is $4.50.

Memberships: Use for all subscriptions as well as associations. Attach renewal notices if

available.

Contractual Expenses: Provide information as per form.

Computer Supplies/Hardware: All requests will be compiled and reviewed by building

administrator . All requests, over $1,000 must have 3 quotes or use the state contract. (To

obtain State contract price go to www.ogs.state.ny.us/purchase/Default.asp)

Computer Software: All requests must be discussed with building administrator before

submitting an order. All requests, over $1,000 must have 3 quotes or use the state contract.

(To obtain State contract price go to www.ogs.state.ny.us/purchase/Default.asp)

Maintenance Request: Please use Que Centre for requests that need to be completed while

classes are not in session (winter or summer break). Please notify the Maintenance Office

immediately of any emergency requests.

Supplies: Depending on the supplier, we may not have current catalogs. Please do your best

to get up to date prices, if using last years catalog please add 10% to the price. All requests,

over $1,000 must have 3 quotes or use the state contract. (To obtain State contract price go

to www.ogs.state.ny.us/purchase/Default.asp)

Shipping and Handling: Add 20%

***All requests are due back to the principal by: December 8, 2014.***

ST. REGIS FALLS CENTRAL SCHOOL 92 North Main Street

St. Regis Falls, NY 12980

REQUISITION SUMMARY (TOTAL OF EACH CATEGORY IS REPORTED HERE)

TEACHER/EMPLOYEE DATE

GRADE/DEPARTMENT

CATEGORY

TOTALS

TEXTBOOKS/WORKBOOKS/SHEET MUSIC

EQUIPMENT

CONFERENCE

FIELD TRIP-ADMISSIONS

MEMBERSHIPS

CONTRACTUAL SERVICES

COMPUTER SUPPLIES/HARDWARE

COMPUTER SOFTWARE

MAINTENANCE REQUESTS

SUPPLIES

GRAND TOTAL $

Principal's Approval

Superintendent's Approval

ST. REGIS FALLS CENTRAL SCHOOL DISTRICT

ST. REGIS FALLS, NEW YORK

BUDGET REQUEST 2015-16

Budget Code: Textbooks/Workbooks/Sheet Music

Vendor: All information must be filled in.

Requisitioned By:_________________________Date:________ Name:__________________________________________

Dept/Grade/Organization:_______________________________ Address:________________________________________

_______________________________________________

Phone:____________________ Fax:__________________

Website: ________________________________________

Quantity Unit Description (ISBN#, Item #, Model#) Unit Price Total Cost

Sub Total

S/H 20%

Page Total Justification:

___________________________________________________________________________

___________________________________________________________________________

___________________________________________________________________________

(Quotes are required from three different Vendors for all Supplies over $1,000.00)

Price Vendor

Quote# 1

Quote# 2

Quote# 3 State Contract: www.oas.state.nv.us/purchase/Default.asp

Ordered By: ___________________________________________ Date:_________________

Approved By: __________________________________________ Date:_________________

Approved By: __________________________________________ Date:_________________

Budget Code: __________________________________

PND #____________

FOR OFFICE USE

(Administrator/Supervisor)

(Signature)

(Superintendent’s Signature)

)

ST. REGIS FALLS CENTRAL SCHOOL DISTRICT

ST. REGIS FALLS, NEW YORK

BUDGET REQUEST 2015-16

Budget Code: Equipment

Preferred Vendor: All information must be filled in.

Requisitioned By:_________________________Date:________ Name:__________________________________________

Dept/Grade/Organization:_______________________________ Address:________________________________________

Approved:_______________________________Date:________ _______________________________________________

Phone:____________________ Fax:__________________

Website: ________________________________________

Quantity Unit Description (ISBN#, Item #, Model#) Unit Price Total Cost

Sub Total

S/H 20%

Page Total Justification:

___________________________________________________________________________

___________________________________________________________________________

___________________________________________________________________________

(Quotes are required from three different Vendors for all Equipment over $1,000.00)

Price Vendor

Quote# 1

Quote# 2

Quote# 3 State Contract: www.oas.state.nv.us/purchase/Default.asp

Ordered By: ___________________________________________ Date:_________________

Approved By: __________________________________________ Date:_________________

Approved By: __________________________________________ Date:_________________

Budget Code: __________________________________

PND #____________

FOR OFFICE USE

(Administrator/Supervisor)

(Signature)

(Superintendent’s Signature)

)

ST. REGIS FALLS CENTRAL SCHOOL DISTRICT

ST. REGIS FALLS, NEW YORK

BUDGET REQUEST 2015-16

Budget Code: Conferences

Vendor: All information must be filled in.

Requisitioned By:_________________________Date:________ Name:__________________________________________

Dept/Grade/Organization:_______________________________ Address:________________________________________

_______________________________________________

Phone:____________________ Fax:__________________

Website: ________________________________________

Quantity Description Price Additional

Expenses

Total

Cost

Total

Justification:

___________________________________________________________________________

___________________________________________________________________________

___________________________________________________________________________

___________________________________________________________________________

___________________________________________________________________________

Ordered By: ___________________________________________ Date:_________________

Approved By: __________________________________________ Date:_________________

Approved By: __________________________________________ Date:_________________

Budget Code: __________________________________

PND #____________

FOR OFFICE USE

(Administrator/Supervisor)

(Signature)

(Superintendent’s Signature)

)

ST. REGIS FALLS CENTRAL SCHOOL DISTRICT

ST. REGIS FALLS, NEW YORK

BUDGET REQUEST 2015-16

Budget Code: Field Trip - Admissions

Vendor: All information must be filled in.

Requisitioned By:_________________________Date:________ Name:__________________________________________

Dept/Grade/Organization:_______________________________ Address:________________________________________

_______________________________________________

Phone:____________________ Fax:__________________

Website: ________________________________________

Number Destination Admission

Cost

Extra

Cost

Total

Cost

Total

Cost of Driver

Date Destination Approximate

Time Away

Hrs x $12 =

Total

Estimated

Mileage

Miles x $4.5

= Total

Total

Cost

Total

Ordered By: ___________________________________________ Date:_________________

Approved By: __________________________________________ Date:_________________

Approved By: __________________________________________ Date:_________________

Budget Code: __________________________________

PND #____________

FOR OFFICE USE

(Administrator/Supervisor)

(Signature)

(Superintendent’s Signature)

)

ST. REGIS FALLS CENTRAL SCHOOL DISTRICT

ST. REGIS FALLS, NEW YORK

BUDGET REQUEST 2015-16

Budget Code: Membership – (Attach Renewal Notice)

Vendor: All information must be filled in.

Requisitioned By:_________________________Date:________ Name:__________________________________________

Dept/Grade/Organization:_______________________________ Address:________________________________________

_______________________________________________

Phone:____________________ Fax:__________________

Website: ________________________________________

Description Total Amount

Justification:

___________________________________________________________________________

___________________________________________________________________________

___________________________________________________________________________

___________________________________________________________________________

___________________________________________________________________________

Ordered By: ___________________________________________ Date:_________________

Approved By: __________________________________________ Date:_________________

Approved By: __________________________________________ Date:_________________

Budget Code: __________________________________

PND #____________

FOR OFFICE USE

(Administrator/Supervisor)

(Signature)

(Superintendent’s Signature)

)

ST. REGIS FALLS CENTRAL SCHOOL DISTRICT

ST. REGIS FALLS, NEW YORK

BUDGET REQUEST 2015-16

Budget Code: Contractual Services

Vendor: All information must be filled in.

Requisitioned By:_________________________Date:________ Name:__________________________________________

Dept/Grade/Organization:_______________________________ Address:________________________________________

_______________________________________________

Phone:____________________ Fax:__________________

Website: ________________________________________

Quantity Unit Description (ISBN#, Item #, Model#) Unit Price Total Cost

Sub Total

S/H

Page Total Justification:

___________________________________________________________________________

___________________________________________________________________________

___________________________________________________________________________

(Quotes are required from three different Vendors for all Services over $1,000.00)

Price Vendor

Quote# 1

Quote# 2

Quote# 3 State Contract: www.oas.state.nv.us/purchase/Default.asp

Ordered By: ___________________________________________ Date:_________________

Approved By: __________________________________________ Date:_________________

Approved By: __________________________________________ Date:_________________

Budget Code: __________________________________

PND #____________

FOR OFFICE USE

(Administrator/Supervisor)

(Signature)

(Superintendent’s Signature)

)

ST. REGIS FALLS CENTRAL SCHOOL DISTRICT

ST. REGIS FALLS, NEW YORK

BUDGET REQUEST 2015-16

Budget Code: Computer Supplies and Hardware

Vendor: All information must be filled in.

Requisitioned By:_________________________Date:________ Name:__________________________________________

Dept/Grade/Organization:_______________________________ Address:________________________________________

_______________________________________________

Phone:____________________ Fax:__________________

Website: ________________________________________

Quantity Unit Description (ISBN#, Item #, Model#) Unit Price Total Cost

Sub Total

S/H 20%

Page Total Justification:

___________________________________________________________________________

___________________________________________________________________________

___________________________________________________________________________

(Quotes are required from three different Vendors for all Supplies over $1,000.00)

Price Vendor

Quote# 1

Quote# 2

Quote# 3 State Contract: www.oas.state.nv.us/purchase/Default.asp

Ordered By: ___________________________________________ Date:_________________

Approved By: __________________________________________ Date:_________________

Approved By: __________________________________________ Date:_________________

Budget Code: __________________________________

PND #____________

FOR OFFICE USE

(Administrator/Supervisor)

(Signature)

(Superintendent’s Signature)

)

ST. REGIS FALLS CENTRAL SCHOOL DISTRICT

ST. REGIS FALLS, NEW YORK

BUDGET REQUEST 2015-16

Budget Code: Computer Software

Vendor: All information must be filled in.

Requisitioned By:_________________________Date:________ Name:__________________________________________

Dept/Grade/Organization:_______________________________ Address:________________________________________

_______________________________________________

Phone:____________________ Fax:__________________

Website: ________________________________________

Quantity Unit Description (ISBN#, Item #, Model#) Unit Price Total Cost

Sub Total

S/H 20%

Page Total Justification:

___________________________________________________________________________

___________________________________________________________________________

___________________________________________________________________________

(Quotes are required from three different Vendors for all Software over $1,000.00)

Price Vendor

Quote# 1

Quote# 2

Quote# 3 State Contract: www.oas.state.nv.us/purchase/Default.asp

Ordered By: ___________________________________________ Date:_________________

Approved By: __________________________________________ Date:_________________

Approved By: __________________________________________ Date:_________________

Budget Code: __________________________________

PND #____________

FOR OFFICE USE

(Administrator/Supervisor)

(Signature)

(Superintendent’s Signature)

)

ST. REGIS FALLS CENTRAL SCHOOL DISTRICT

ST. REGIS FALLS, NEW YORK

BUDGET REQUEST 2015-16

Budget Code: Maintenance Requests – Please post through Que Centre

Requisitioned By:_________________________Date:________

Dept/Grade/Organization:_______________________________

Description of Work Required

Justification:

___________________________________________________________________________

___________________________________________________________________________

___________________________________________________________________________

___________________________________________________________________________

___________________________________________________________________________

Ordered By: ___________________________________________ Date:_________________

Approved By: __________________________________________ Date:_________________

Approved By: __________________________________________ Date:_________________

Budget Code: __________________________________

PND #____________

FOR OFFICE USE

(Administrator/Supervisor)

(Signature)

(Superintendent’s Signature)

)

ST. REGIS FALLS CENTRAL SCHOOL DISTRICT

ST. REGIS FALLS, NEW YORK

BUDGET REQUEST 2015-16

Budget Code: Supplies

Vendor: All information must be filled in.

Requisitioned By:_________________________Date:________ Name:__________________________________________

Dept/Grade/Organization:_______________________________ Address:________________________________________

_______________________________________________

Phone:____________________ Fax:__________________

Website: ________________________________________

Quantity Unit Description (ISBN#, Item #, Model#) Unit Price Total Cost

Sub Total

S/H 20%

Page Total Justification:

___________________________________________________________________________

___________________________________________________________________________

___________________________________________________________________________

(Quotes are required from three different Vendors for all Supplies over $1,000.00)

Price Vendor

Quote# 1

Quote# 2

Quote# 3 State Contract: www.oas.state.nv.us/purchase/Default.asp

Ordered By: ___________________________________________ Date:_________________

Approved By: __________________________________________ Date:_________________

Approved By: __________________________________________ Date:_________________

Budget Code: __________________________________

PND #____________

FOR OFFICE USE

(Administrator/Supervisor)

(Signature)

(Superintendent’s Signature)

)