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Terence
Washington
Accountability
Manager
Funding and Budget Review
State Charter Schools
Commission of Georgia
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SCSC School Funding Overview
S.M.A.R.T. Budgeting Tips
ITEMS TO BE COVERED
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FUNDING OVERVIEW
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1.State
2.SCSC Supplemental Funding
3.Federal
3 TYPES OF FUNDING
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The Quality Basic Education Act was enacted into law by
the 1985 session of the Georgia General Assembly.
The Act set out the provisions for educational funding for
grades Kindergarten through twelve.
Pre-K is not funded through QBE.
STATE/QBE
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QBE is divided up into two parts
Amounts based on the number and types of students (Grade
specific, Special Education, …)
Training and Experience (T&E) of Staff
QBE
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Georgia utilizes a state funding formula that is based on
the full-time equivalent (FTE) student counts in nineteen
instructional programs.
Cost components are identified for each program.
Programs are weighted to reflect estimated costs
associated with each program.
STATE/QBE (CONT’D)
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Student Counts are submitted by each school district twice a year
October
March
Based on the collected FTE counts, a formula is used to calculate
the amount of funding FTEs (3 Count)
The FTE count records the actual classes the students are attending
for six segments of the school day.
FTEs are then multiplied the QBE funding amount for each QBE
program
This will yield the amount of QBE funds earned for students
Training and Experience is calculated separately and added to the
student portion
QBE
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The QBE Act (as amended) imposes certain requirements on school
systems:
Maximum class sizes
Minimum expenditure levels
Employment requirements for Certificated Staff
Charter schools have the ability to waive these requirements
through specific or broad flexibility waivers.
A charter school may waive most state laws and SBOE rules, with the
exception of those pertaining to health and safety, funding formulas, and
accountability provisions.
WAIVERS
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Components of the QBE Formula
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DIRECT INSTRUCTIONAL COSTS
Include salaries and benefits for Teachers, paraprofessionals (Kindergarten only), Subject
Specialists (Art, Music, Physical Education, Foreign Language),
Counselors, Technology Specialists.
Consumable Materials, Textbooks, Travel, and
Equipment Replacement.
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INDIRECT INSTRUCTIONAL COSTS
Funds for Central Administration.
Funds for School Administration.
Facility Maintenance and
Operations.
Funds for 20 Additional Days of Instruction.
Media
• Media Specialist salary and benefits
• Operations costs
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There are 19 different QBE programs.
Six of these programs are for Exceptional Education
students (Mild Resource, Moderate Resource, Moderate
Self-Contained, Severe Self-Contained, Inclusion, and
Gifted).
QBE is a weighted funded formula based upon cost
differentials for students in each program.
PROGRAMS AND PROGRAM WEIGHTS
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Examples include:
Grades 9-12 is the Base Unit Cost and carries a weight of 1.0000 and a
fully funded rate of $2,430.57.
Kindergarten carries a weight of 1.6508.
Middle School carries a weight of 1.1310.
PROGRAMS AND PROGRAM WEIGHTS
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The formula provides salary funding for a T-4 teacher with
0 years of experience.
T&E funds are provided to compensate for education and
the difference between beginning and experienced
teachers.
The information is obtained from the CPI (Certified
Personnel Information) report submitted to GADOE each
October.
TRAINING AND EXPERIENCE (T&E)
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SCSC Supplemental Funding
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Calculated by the Georgia Department of Education, Finance and
Budget Office.
2 components:
State funds equal to the average amount of local revenue and state equalization grant
funding for the five school districts with the lowest assessed valuation per student, and
The statewide average of total capital revenue per full -t ime equivalent student.
Calculation= (Average Total Revenue of the 5 school districts with
the lowest assessed valuation – state funding of those districts –
federal funding of those districts + state equalization grants of
those districts) + the statewide average of capital revenue per FTE
SCSC SUPPLEMENTAL FUNDING
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What does all this look like?
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http://app3.doe.k12.ga.us/ows-
bin/owa/qbe_reports.public_menu?p_fy=2000
Web site use to access allotment sheets, monthly
QBE Payment Advice, QBE funding formula
information
FINANCIAL REVIEW WEB SITE
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BUDGETING
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Forward Funding is defined as receiving funding for
those items now that will be earned later in the year
earlier.
Only additional grades are forward funded(QBE Only).
The SCSC will collect estimates from all the schools early in
the Fiscal Year.
FORWARD FUNDING
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Current Allotment Sheet
Less: All monthly payments made Y-T-D
Amount of Allotment Sheet left to be paid this FY
Divide by the remaining number of months in the FY
Monthly QBE Payment
MONTHLY QBE PAYMENTS
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Funding is updated for Amended Budget.
The GADOE “3 Count” is used to update FY 2014 funding and to
determine FY2015 funding.
SCSC Schools with FTE gains receive additional funding.
SCSC Schools with declining enrollment DO Not lose QBE Funds in
the Amended Budget (Hold Harmless).
They will loose funding in the following Fiscal Year.
MIDTERM ADJUSTMENT
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A fee of 2% is withheld from all amounts on the allotment sheet
Used only for funding of the Commission
COMMISSION FEE
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Due to the current economic conditions in Georgia an austerity
reduction is included in the calculation of state funds earned by a
school system.
The deduction is approximately 14% of state funds earned by a
school system.
This deduction is identified on the allotment sheets as an amended
formula adjustment.
AUSTERITY CUT
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Operational/Financial Plan
What is a reasonable budget/financial plan?How do we make accurate, conservative revenue estimates?
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REASONABLE FINANCIAL PLAN
Conservative revenue
estimates
Basic Internal Controls
Adequate Cash Flow
Compliance with Charter School Rule
• CFO Requirements
• Annual Audit
• Facilities
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COMMON BUDGET MISTAKES
Overestimating Funding
Underestimating Expenses
Including Competitive Grants
as a Guaranteed Source of Revenue
Budget Deficits w/o Deficit
Reduction Plan
Negative Ending Cash Amounts
Fuzzy Assumptions
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Writing SMART Goals
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Performance Goals
Mission and Vision Statement
Academic, Organizational, and Fiscal Performance
Goals
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• SPECIFICS
• MEASURABLEM
•AMBITIOUS &
ATTAINABLEA• REALISTIC/REFLECTIVE OF
MISSION/RESEARCH-BASED/RIGOROUSR
• TIME-PHASED/TIME-BOUNDT
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SMART GOALS: EXAMPLE 1
SMART
•The CFO and Principal at
Achievement Charter School will
complete a 2-day winter
workshop on Governmental
Accounting by January 31.
Not So SMART
•2 administrative staff
members at Achievement
Charter School will receive
professional development
training.
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SMART GOALS: EXAMPLE 2
SMART
•The unrestricted days
cash available for
Achievement Charter
will increase from 30
days to 60 days by
year end.
Not So SMART
•The leadership at
Achievement Charter
will improve fiscally by
year end.
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SMART GOALS: EXAMPLE 3
SMART
•Achievement Charter
School will reduce the
school’s debt ratio
from 1.0 to .70 by the
end of Q1 in FY16.
Not So Smart
•Achievement Charter
School will transform a
$300,000 fund deficit
to a $6,000,000 fund
balance by year end.
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GROUP ACTIVITY: SMART GOALS
Work as a team to write a SMART goal for your school. (5 min)
2 or 3 groups will share your SMART goal with the whole group. Justify what makes it SMART. (5 min)
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Audit and DE046(GADOE) reports are due on October 1 of each
Fiscal Year.
Audit Reports are due to the Commission and the GADOE Charter School
Division.
You must have a statement in your petition that you will have an independent
external audit performed each year by a Georgia licensed CPA.
FINANCIAL REPORTING
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It is a best practice to establish financial goals so that the school
leadership can gauge performance and fiscal growth.
Examples:
Unrestricted Days Cash= Unrestricted Cash/(Total Expenses/365)
Unrestricted Days Cash>90 days
Current Ratio= Current Assets/Current Liabilities
Current Ratio>1
Debt Ratio= Total Liabilities/Total Assets
Debt Ratio<1
FINANCIAL REVIEW
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Working Capital= Current Assets-Current Liabilities
Working Capital>$0
Efficiency Margin(Profit Margin)= Change in Net Assets/Total
Revenue
Efficiency Margin>0%
FINANCIAL REVIEW(CONT’D)
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BASIC INTERNAL CONTROLS
Performance Reviews
Information Processing
Controls
Physical Controls
Segregation of Duties
Authorization and Document Based Controls
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CFO REQUIREMENT
At the time you submit your petition you should have a highly qualified CFO
Name the person OR provide details of job qualification
and rigorous hiring process
List how their qualifications match state requirements
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CFO REQUIREMENT
State Requirements
Documented experience of ten or more years in the field of business and financial management
A baccalaureate or higher degree in business, accounting, or finance from an accredited college or university and a minimum of four years experience in a field related to business or finance; or
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FACILITIES
Make reasonable rent or mortgage estimates when a facility hasn’t been secured
• Provide documentation to support your estimate
Provide all information requested on the application
• Geographic region
• Facility descriptions
• Permits, Certificate of Occupancy and documents of ownership/lease
• Etc.
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USEFUL LINKS
• http://app3.doe.k12.ga.us/ows-bin/owa/fin_pack_revenue.entry_form
School System Revenues/Expenditures
• http://app3.doe.k12.ga.us/ows-bin/owa/qbe_reports.public_menu?p_fy=2000
QBE Reports
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?
Questions