Parents Allied with Children and Teachers

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PACT Charter School
7250 E. Ramsey Parkway
Ramsey, MN 55303

 320_Budget Departments Policy 

 Date created: 

 Committee Approval by: 

 Date Approved:

 2008

 BFC

 20100520

 BRD

 20110217


DEFINITIONS

  1. Abbreviations

    1. PACT committee abbreviations apply, including BFC, ESC, EXC, FRC, PRS, SSC and TRN.
    2. BAS refers to the Business Accounts Specialist
    3. BDT refers to the Board Treasurer (formerly called the CFO)
    4. BRT refers to the Budget Review Team of PACT Charter School
    5. CE and CEs refer to Capital Expenditure(s) (over $1000)
    6. HRFM refers to the Human Resource & Finance Manager
    7. JSC refers to the Joint Steering Committee of PACT Charter School
    8. LIBS refers to Line Item Budget Supervisors. For this document, LIBS include Treasurers.
    9. NCLB refers to the No Child Left Behind Act
    10. SEA refers to the Special Education Advisory team.
    11. SELT refers to the Special Education Lead Teacher
    12. UFARS refers to the Minnesota Uniform Financial Accounting and Reporting Standards
  2. Departments

    1. For budgeting, scope, oversight, and expenditures, the following departments are defined:
      1. Elementary Program
      2. Secondary Program
      3. Special Education
      4. Title Programs
      5. Personnel
      6. Transportation
      7. Building Operations (including Technology)
      8. Administration
      9. Food Service
      10. Designated Funds (includes Fundraising and Extracurricular)
      11. Board
    2. The departmental definitions and descriptions in this document supercede any similar content in policies that incorporate this document by reference.
      1. This document is incorporated by reference in 314 - Annual Budget Process Policy
      2. This document is incorporated by reference in 305 - Spending Authorization Policy

 

DEPARTMENT DESCRIPTIONS

  1. Description Structure

    1. For each defined department, there shall be specified
      1. Oversight (group, committee, or designated staff)
      2. LIBS / Treasurer (person)
      3. Scope (budget and expenditures)
      4. UFARS range (dimension)
      5. Budgeting notes, narrative and comments
    2. For each department, the following is expected
      1. The BAS shall be involved in day-to-day financial matters
      2. The LIBS shall exercise regular oversight over department finances, usually monthly, and may be expected to meet with BFC from time to time.
      3. CE requests (including leasehold improvements) as part of the annual budget process shall be communicated through the LIBS to the BRT
      4. BFC and the BDT shall exercise oversight over all financial matters of all departments
      5. Amounts budgeted within one department cannot be assumed to be available for reallocation for other uses within that same department. Restrictions apply, and the LIBS are responsible for current knowledge of such restrictions.
      6. Budgeted and reallocated amounts shall be specified in whole dollar increments.
      7. BFC and its members, the BDT, the BAS, the HRFM and the Administrator shall be available as resources to clarify issues related to PACT financial policies.
  2. The Following Department Descriptions Apply to all Financial Processes and Procedures at PACT

    1. Elementary Program
      1. Oversight is by ESC
      2. The LIBS shall be a Treasurer who is elected annually
      3. Scope includes all elementary educational program expenditures, including library, curriculum development, coaching and teacher training.
      4. UFARS range includes ORG 100 PGM 201/203 CRS 100-199, FIN 000, OBJ 401/430/460.
      5. Comments for Secondary Program ((b)(v) below) regarding JSC and reallocations apply to the Elementary program as well.
    2. Secondary Program
      1. Oversight is by SSC
      2. The LIBS shall be a Treasurer who is elected annually
      3. Scope includes all secondary educational program expenditures, including library, curriculum development, coaching and teacher training.
      4. UFARS range includes ORG 300 PGM 211/212/220-299 CRS 300-399, FIN 000, OBJ 401/430/460.
      5. The Joint Steering Committee (JSC) has no independent budgeting oversight, but may be required to approve decisions made at the subcommittee level. Budgets for curriculum materials, independent study, field trips, and curriculum development are not available for reallocation for other purposes within the secondary program budget.
    3. Special Education
      1. Oversight is by the SELT in collaboration with SEA, and the Administrator.
      2. The LIBS shall be the SELT
      3. Scope includes all Special Education expenditures, including Special Ed transportation.
      4. UFARS range includes ORG 005 PGM 400-420 CRS 000-019 FIN 419/740 OBJ xxx.
      5. Special Ed Expenditures are subject to State and Federal Law.
    4. Title Programs
      1. Oversight is by the Lead Teacher in collaboration with the Administrator.
      2. The Lead Teacher shall be the LIBS
      3. Scope includes all NCLB program and Title expenditures.
      4. UFARS range includes ORG xxx PGM 204/206/207/210/216 CRS 000 FIN 401/414/415/433 OBJ xxx.
      5. Title expenditures are subject to Federal Law.
    5. Personnel
      1. Oversight is by PRS.
      2. The HRFM shall be the LIBS.
      3. Scope includes recommendations regarding the salary schedule, including steps and lanes, and any salary increases. These recommendations shall be communicated to BFC and the Board, utilizing the HRFM and BDT.
      4. UFARS range includes ORG xxx PGM xxx CRS xxx FIN xxx OBJ 100-305.
      5. The Human Resource Department processes and implements approved expenditures related to employee payroll and benefits for all departments, as well as expenditures specific to PRS.
    6. Transportation
      1. Oversight is by TRN.
      2. The Transportation Director shall be the LIBS.
      3. Scope includes expenditures related to student transportation, including field trips and athletic events, but excluding Special Education transportation.
      4. UFARS range includes ORG 005 PGM 760 CRS xxx FIN xxx OBJ xxx
      5. Fuel and maintenance budgets are not available for reallocation without BFC or Board approval.
    7. Facilities
      1. Oversight is by BFC, the BDT, the Administrator, and the Board.
      2. The Facilities Manager shall generally be the LIBS, but this may vary and is an Administrator decision.
      3. Scope includes all aspects of building maintenance, repairs, supplies and equipment replacement.
      4. UFARS range includes ORG xxx PGM 810 CRS xxx FIN xxx OBJ xxx/520/530.
      5. BRT acts as an advisory body to prioritize major expenditures.
    8. Technology
      1. Oversight is by BFC, the BDT, the Administrator, and the Board.
      2. The Technology Coordinator shall generally be the LIBS, but this may vary and is an Administrator decision.
      3. Scope includes all aspects of technology, both educational and non-educational.
      4. UFARS range includes ORG xxx PGM xxx CRS xxx FIN xxx OBJ xxx/555.
      5. BRT acts as an advisory body to prioritize major expenditures.
    9. Administration
      1. Oversight is by the BDT, Administrator, and BFC.
      2. The BAS shall be the LIBS, but the Administrator may act as LIBS for specific line items.
      3. Scope includes, but is not necessarily limited to, expenses of meetings, journals, supplies, training, legal issues, taxes, insurance and accounting.
      4. UFARS range includes ORG 005 PGM 100-110 and 850.
      5. BFC determines the budget for administrative costs based on known (e.g. contractual) costs, past expenses, and recommendations from the Administrator.
    10. Food Service
      1. Oversight is by Administration.
      2. The LIBS is generally the BAS, but this may vary and is an Administrator decision.
      3. Scope includes all expenses involved in delivery of nutrition services to students except personnel expenses.
      4. UFARS range includes FD 02.
      5. BFC determines the budget for food service costs based on known (e.g. contractual) costs, past expenses, and recommendations from the Administrator.
    11. Designated Funds (referred to as "Activity Accounts" in the UFARS system)
      1. Oversight is by FRC, EXC, JSC, and BFC.
      2. The LIBS shall be the Designated Funds Treasurer, generally the BAS, but this may vary and is a BFC decision (see Policy-DesignatedFundsTreasurer-20yymmdd-).
      3. Scope includes athletics, fundraisers, extracurricular, and several miscellaneous accounts.
      4. UFARS range includes CRS 020-099.
      5. There is no designated funds budget, as the intent is for each account to be self-sustaining (see Policy-SpendingAuthorization-20yymmdd-). An oversight committee may reallocate within its scope to resolve deficits or for other purposes.
    12. Board
      1. Oversight is by the Board of Directors of PACT Charter School (the Board)
      2. The LIBS shall be the BDT, although the Board Chair may fill this role.
      3. Scope includes expenses that are not in the scope of any of the above defined budget departments.
      4. UFARS range includes specifically PGM 010, and any UFARS range not encompassed by the above descriptions.
      5. The Board exercises final oversight over all school expenditures. The Board may authorize other individuals to provide financial oversight for limited purposes.