SOLANCO SCHOOL DISTRICT
121 South Hess St., Quarryville, PA 17566
717-786-8401

TO:	Administrators, Lead Teachers and All Other Cost Center Supervisors FROM:  Sandy Tucker, Business Manager
RE:	Budget Forms for 2023-2024     Date:	
The 2023-2024 budget forms and accompanying instructions will soon be available on the District website. The “budget summary” page, “budget submission, page 1” and “budget submission, additional pages” have been updated from last year.  DO NOT USE former versions you may have previously saved on your computer. Use the revised electronic budget forms on the District website, formulas have been inserted in these forms to do the calculations for you. Some reference sheets and examples of the 27 - digit account code configuration is provided for your review. A list of vendors offering discounts is also included. Please take advantage of these discounts whenever possible to get the most for your budget dollar.  If entering orders from Amazon, please include a replacement vendor since Amazon’s inventory changes frequently and the item may not be available from Amazon when the 2023-24 orders are placed. If choosing to use Amazon please be aware not all items budgeted may be available for the first day of school.  Consult Joe Garcia, Purchasing Clerk, for a list of potential vendors, if needed.  The Budget Timeline is attached.

“Simple” examples of completed budget forms are also provided for your review. Please share these examples with your teachers and staff, especially those new to the budget process. If you have any questions or would like to meet to review the budget process or account codes, please feel free to call.

For the 2023-24 budget year, all budget submissions will be electronic.  Budget binders will not be distributed.  Please forward an electronic copy of all your budget forms to Joseph Garcia at:  joseph_garcia@solancosd.org  and copy sandy_tucker@solancosd.org on the transmission.

Please do your best to estimate your classroom or departmental needs based on current information and anticipated trends.  Consider instructional and operational changes impacting your classroom.  Items to consider include:

•	Do you have a current stockpile of supplies that were not fully utilized during the 2022-2023 school year and may not be fully utilized during the 2023-2024 school year?  
•	Has your instructional program changed requiring different supplies and quantities than in the past?
•	If school district revenues are expected to decrease for the 2023-2024, what budget items are necessary for instruction or operations?
•	Has the number of students enrolled in your class changed from prior years?   

Please consider these questions and additional issues as you develop your 2023-2024 budget.   Feel free to contact the Business Office to discuss budget concerns or questions.

													
GENERAL INSTRUCTIONS

1.	Budget requests must be based on actual needs to support the educational program in existence or as planned for the next school year.  

2.	Since funds are always limited, priorities must be established within departments, subject areas, school buildings and on a district-wide basis.

3.	Do not budget items to build an inventory or stockpile.  Requests must be based on updated inventories and projected use.  Building storage space is limited and instructional changes result in obsolete, unusable purchases.

4.	A request that is unusual or particularly costly in nature must be submitted to the Assistant Superintendent in advance of budget submission. All requests for textbooks, computer/technology equipment and calculators must be presented to the Assistant Superintendent in the same manner.

INSTRUCTIONS FOR COMPLETING BUDGET FORMS

1.	Please read these instructions to ensure your requests are processed properly.

2.	Complete requests on appropriate budget forms.  Be sure to include the following:

a)	A brief description of need or purpose;
b)	Signatures/initials of approval as required;
c)	Complete 27- digit account code, including function and object code;
d)	Full name, address, phone and fax numbers (or email addresses) of recommended vendor;
e)	Quantity, Item Description, Item Number, Catalog Number (if applicable) and Page  	Number, etc;
f)	Price of item (actual price, if available, or your best estimate);
g)	**Estimated shipping costs MUST be included in account totals, as well as the Grand Total.**

3.	Cost columns on all forms must be filled in with a grand total cost at the bottom of Page 1.

4.	Submit orders in a legible format so they photocopy well. In most cases, a photocopy or scanned copy of the order form is submitted to the vendor. Contact the technology department, or the Purchasing Clerk, if you need assistance using the electronic form provided on the District website.

5.	Use one vendor per order form.  Verify the complete name and address of the recommended vendor is listed and includes the phone and fax numbers (or email addresses).

6.	Multiple account codes may be used for each vendor.  Contact the Assistant Business Manager or the Business Office for guidance with account codes, if needed.

7.	After approval of individual budget submissions and the district-wide budget, the Business Office will process purchase orders, usually after July 1st.

PROCEDURES

1.	In most cases, budget requests will originate with the lead teacher or principal. These orders are to be within the dollar amount assigned to that person/department.

2.	When the budget forms are completed, the lead teacher will schedule a conference with the appropriate principal(s) to obtain approval on items for that building. At this time principal(s) may adjust budget requests in cases deemed justified based on school programs and priorities.  Each lead teacher is responsible for a consolidated budget summary by school and account code for all items (equipment and supplies) requested. Each building principal is responsible for a summary of items requested for their building (or subject area).

3.	Principals and Lead Teachers meetings will be held virtually via ZOOM.  A ZOOM link will be forwarded to staff prior to the scheduled meeting.  A copy of all of your electronic budget forms (excel format) must be forwarded to Joseph Garcia at:  joseph_garcia@solancosd.org at least one week prior to your scheduled meeting for reference during the meeting.  

a.	A copy of your own budget forms and any necessary documentation should be accessible to you during the ZOOM meeting to justify budget requests.  No additional copies are needed.

Assemble the electronic budget file for each building or department as follows:
Section 1 – Budget Summary Sheet(s).

Section 2 – Budget Submission Forms for items that will be ordered later or “as needed” by the building, department or teacher, and where funds are to be held in reserve.

Section 3 – Budget Submission Forms for items that require the Business Office to initiate a purchase order. Please confirm your binder and the Business Office’s binder are assembled in the same consecutive page order for ease of review.

Items requiring follow up will be determined by the Superintendent at the initial meeting.

The mission statement of the Solanco School District is ‘Connecting, Inspiring, Empowering’.  You will be making important decisions relative to the purchasing of textbooks, supplies and equipment. Please make those decisions based on the school district's goals and educational program as outlined in the Solanco Strategic Plan.

SUMMARY OF  BUDGET  TIMELINES
For Budget Year 2023-2024

1.	   Budget Communication via email …………………………………………..	October 3, 2022
2.	IU supply order forms to be distributed electronically.……………………….	October 3, 2022
3.	Requests for “Large Ticket” items, textbooks, technology related items and
      calculators due to Assistant Superintendent……………………………..……	November 7, 2022 4.   All budget requests and IU supply orders due to Lead Teachers……………...	November 7, 2022
5.	 All budget requests and IU supply orders due to Building Principals………..
6.	 Finalized IU supply order forms due in Business Office ……….….…………

November 14, 2022
November 21, 2022

7.	  Virtual budget meetings with Superintendent and Lead Teachers …..………	 November 21, 2022 8.  Budget meetings with Superintendent and Principals……….………….	Nov 29–Dec 2, 2022
9.  If necessary, Superintendent informally meets with Principals and
       Lead Teachers to confirm final purchases…………………………….………	January-June 2023 10. Budget requests reviewed and prices confirmed and updated as necessary…..	April-May 2023

* If requesting supplies from IU 13 bid sources listed below include the estimated or “budgeted” totals on the budget summary sheet for the department or building.

SCHEDULE FOR SUPPLY ORDERS

Following is the IU 13 Collaborative Services Purchasing Program Schedule:

Forms	Due to Lead	Due to	 Due to
IU 13 Commodity	Distributed	   Teacher	Principal	Business  Office

IU Instructional Supplies IU Art Supplies

Oct. 30
Oct. 30

Nov. 7
Nov. 7

Nov. 14
Nov. 14

Nov. 21, 2022
Nov. 21, 2022

IU Technology Educ. Supplies          Oct. 30

Nov. 7

Nov. 14

Nov. 21, 2022

IU Trainer/Medical Supplies              Oct. 30

Nov. 7                Nov. 14

Nov. 21, 2022