Slide 1 Welcome to Budget Tool Important Highlights. Slide 2 This tutorial is designed to provide guidance in addition to the first two CSP Grant Budget Tool tutorials titled What is the Charter Schools Grant (CSP) Budget Tool? and How to Use the Charter Schools Grant (CSP) Budget Tool. If you have not viewed these two tutorials, please do so prior to viewing the rest of this video. To enhance your experience, it is encouraged you take a few minutes to review the Terms document that accompanies this video. When you have reviewed all of the terms, navigate to the next slide. Slide 3 Throughout the tutorial we will discuss the following topics: Differences between the Budget Narrative Form DOE 101S and the Budget Tool, reporting expenditures as they occur, editing quantities purchased, and reporting overspending and underspending. Let us begin with the first one- Differences between the Budget Narrative Form DOE 101S and the Budget Tool. Slide 4 When comparing the Budget Narrative Form DOE101s submitted by the CSP sub-recipient to the department, with the budget as entered into the system by the program office, you may notice a few differences in the information presented. In this example, the object code in column 2 and Account Title from column 3 of the budget narrative form are combined in the Budget Tool to form the Object Code. The narrative that the school supplied in column 3, is separated out as just “Narrative” in the budget tool and may be truncated for conciseness by the program office. Slide 5 Objective 2: Reporting Expenditures as they Occur. It is best practice for CSP sub-recipients to submit expenditures as they occur. However, you must only submit your monthly report through the Budget Tool once per month. When you’re ready to submit your expenditure report, click the “Submit for review” button. Note though, once you have clicked “Submit for review”, you can no longer make changes to that month’s expenditures until your next report is due. Slide 6 Objective 3: Editing Quantity Purchased. Quantity purchased must not exceed the original quantity approved in your budget narrative. In this example, the school has planned for the expenses of training four governing board members. One has been reported and now the final three need to be entered. To do this, click on the Report expenditure button. Slide 7 Once you have clicked on the “Report expenditure” button, you can change the Quantity Purchased to “4”. You do not need to change the Expended Amount Per Item, as the math is done for you. When you are done, click the Save button and you will be returned to the report page. Slide 8 If you change the quantity purchased to more than you specified in your budget narrative you will notice the “Remaining balance” and “Current expenditure” will display in red. This is to bring to your attention that you are above the budget amount approved in your budget narrative. If this was an accident, you can click on the Report expenditure button and correct the Quantity Purchased. Remember to click the save button again. Slide 9 In this example, the school went over the approved budget. They reported four registration fees for the Florida Charter School Conference, when they planned for only one (note the Quantity vs. Quantity Purchased). Notice the red text calling attention to the discrepancy. Slide 10 The Budget Tool is programed to highlight entries that exceed the approved budget narrative line item totals by 10%.  Notice that the remaining balance and current expenditure for the approved professional fees are in red text. Although the current expenditure and budget amount are an exact match, the text will appear in red if there is an error with another approved budget line item with the same function code. This alerts you to review the approved budget.  Notice here that the CSP sub-recipient has an approved registration fee expense within the 7100 function code that is $3,750.00 over the approved budget line item. Until all budget line items with the same function code are corrected, all budget line items within the same function code will have red text. This occurs because function codes are grouped together within the Budget Tool. Use these indicators to find and fix the item in error, or determine if a budget amendment is required. Slide 11 In this example, the school planned to use $4,250 on direct mail expense, but only reported $2,000. If this is a mistake, you should correct the Expended Amount Per Item category to reflect the full amount of $4,250. However, if you are spending less on an approved budget item than planned for, and you have unused funds, you may be able to reallocate those funds to a different item. The rule of thumb is that with prior approval, a sub-recipient may be able to use unused funds within another approved budget line item as long as the items or amount are within the same Function Code (as demonstrated in the previous example).  Please contact your CSP Grant Team to confirm what your options are. Slide 12 By now we have reviewed all five objectives. These topics included: Differences between the Budget Narrative Form and the Budget Tool, reporting expenditures as they occur, editing quantities purchased, and reporting overspending and underspending. Slide 13 Thank you for viewing this tutorial. We hope you found the information helpful and informative. If you still have questions regarding the budget tool, please contact your CSP Grant Team. Slide 14 www.fldoe.org