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Budget Revision Guidelines
A budget is an expenditure plan adopted by the Board of Directors no later than August 31 of each fiscal year and revised, as required, usually by December 1. In the following school year, principals and other budget administrators are expected to operate within the constraints and guidelines of their budgets. However, operating needs develop after the budget is adopted requiring subsequent administrative modifications. The following policy guidelines, instructions, and report samples have been provided to assist all budget administrators in completing budget revisions.
1. The principal or other responsible budget administrator can transfer funds between accounts by submitting a budget revision. Each budget administrator must control expenditures for those accounts so as not to exceed the budget level. The Business Office staff monitor budget activity.
2. As a general rule, transfers are not allowed between programs.
3. Appropriate detail line item budget accounts must be established before any expenditures can be charged to the budget. If not established in the adopted budget, the budget administrator should prepare a budget revision to establish the new account.
4. For grants awarded to the District after the budget has been adopted, the program manager must submit a budget revision to the Business Office before expenditures for the grant will be processed. The balancing account to be used on the budget revision is 79-00-27-799-81.
5. When an OSPI budget revision has been approved and it modifies a grant budget already in the system, the program manager must submit a budget revision that will bring the current District budget into conformance with the OSPI budget for the grant award. Please contact Toni Lally at 4926 or by e-mail for assistance.
Click here to obtain a copy of the BUDGET REVISION FORM.
BUDGET REVISION INSTRUCTIONS
1. Account Code - Record the account code from the latest Budget Status Report. At least two accounts must appear on each form: the account which will receive the funds and the account which will lose funds.
2. Current Budget – Record the amount from the budget column as shown on latest Budget Status Report. To create a new account, record a zero in this column.
3. Amount of Change – Record the amount to add to or subtract from the current budget amount. Use whole dollars only. Do not record cents. Show amount to be subtracted in brackets e.g. (500).
4. Budget After Change - Record the sum or difference of items 2 and 3.
5. Totals - Record totals for each column. The total of the current budget column must equal the total of the Budget After Change column. The total Amount of Change in Whole Dollars must equal 0.
6. Explanation - Record specific reason for budget transfer.
7. Administrator- The responsible budget administrator or principal should sign the budget revision.
8. Date – Record the date the budget revision is signed.