Budget Planning      (Non-Negotiated)
1. Know all of the budgets available to you.

2. Know each budget amount and spending restrictions of each.

  • Which ones are for equipment?
  • Which one is for repairs? etc.
  • Which one is for books?
  • Which one if for subscriptions?

3. Determine your needs and wants; write them down on paper.

  • Add computers (why? what kind? what features? what price range?)
  • Improve books on social studies (Which countries?) (Which series are best?)
  • Buy a reading couch (What have others purchased? From what funds?)

4. Prioritize your needs and wants list.

  • Do some homework on your own (Don't turn this over to someone else)
  • Determine minimum specifications to meet your needs / wants.

5. Determine a spending plan.

  • Do your major spending by the end of January
  • Do not order books after the end of February (from current year's budget)
  • Complete spending by mid-March (or school deadline if earlier).
  • Keep needed funds for known expenses at year's end (subscriptions, standing orders etc.)
  • Technology billing takes time. Track your Workorders on the Internet

6. Make purchases using correct procedures.

  • Make sure you follow your school's purchasing procedures and deadlines.
  • Know and follow district procedures (P.O.'s, Requisitions, Purchase Cards, and get appropriate approvals
  • Remember, the Warehouse closes in June for inventory; Warehouse cancels all orders not filled by June 30)

7. Monitor your budget(s) monthly.

  • Keep a ledger or expenses for each budget.
  • Reconcile your ledgers with monthly budget printouts.
  • Keep track of school accounts with help of secretary.

8. Make Purchases locally to finish spending funds.

  • You can make local book purchases at BYU Bookstore, Borders, Barnes and Nobles, Media Play or Deseret Book, etc. or purchase office supplies at a local office supply store. Use all funds before May 1 in order to not loose them.

9. Make sure budgets are cleared by the secretary before you finish work in May/June.

  • Make an appointment in the first part of May with your secretary to clear all budget concerns (do not try to do this the last day or two of school. Plan ahead.)
  • Have you turned all P.O.'s / Invoices / Receipts into the office?
  • Are all orders made complete?
  • Make sure all encumbered monies are cleared. (Call Jim Hansen to make sure encumbered money will carry over to pay for ordered but not yet delivered item(s) when they arrive)

10. Enjoy what you purchase!!!

 

February 1999