Spreadsheet: 8cb1e853-e1f7-4a31-bf3c-6da3f34f55c8
Sheet: 1-Instructions-Budget

CDE CHARTER SCHOOL PROGRAM GRANT
COMPUTERIZED/ELECTRONIC BUDGET
(Print a copy of these instructions for easy reference)
ALL applicants are required to use the electronic version of the budget.
Refer to the Request for Proposal (RFP) for a list of non-allowable costs.
YEAR ONE applicants must complete a budget for the full three years of the grant program;
YEAR TWO applicants must complete a budget for two years of the grant;
YEAR THREE applicants must complete a budget for one year.
The budget detail should include hourly/daily rates, costs per item, and/or number of units/kits/classrooms/student/staff, or other detail sufficient to explain how the total line item was reached.  No single line item should exceed $1,000 without proper justification (i.e., a technology line item should be broken down to the number of systems and cost per system).  Line items without proper justification will be denied. The proposed budget should not exceed the amount that can be expended each year.
INSTRUCTIONS/FEATURES OF THE ELECTRONIC BUDGET
The computerized budget allows interaction among worksheets, calculates subtotals and totals automatically, links data from detail sheets and checks for errors.
During the budget process, you will enter data on the 3-Budget Detail Sheet and the 4-Equipment Detail Sheet.  This data will self-populate on the Budget Summary Sheets.
The computerized file contains the following worksheets:
1-Instructions
2-Cover Page
3-Budget Detail
4-Equipment
5a-Budget Summary-Year 1-Projects 1-5
5b-Budget Summary-Year 2-Projects 1-5
5c-Budget Summary-Year 3-Projects 1-5
6-AFR Expenditure Detail
7-AFR Equipment Detail
8-Annual Financial Report
9-Error Checking
GENERAL BUDGET COMMENTS
►This Excel file is protected.
►Enter dollar amounts as whole dollar - Do not enter cents
[NAME] cells can be type in; gray cells cannot or should not be typed in.
►Do not cut and paste cells.  If you need to move cell contents, (1) copy and paste, then (2) delete the original content.  If you cut and paste you will invalidate the program, and you will have to re-enter all your data on a new file.
►Use the ZOOM feature to change the size of the information on the screen.  This will have no effect on the printout
►When working on the budget detail and equipment page, be aware of the Excel row numbers of the left.  The title rows at the top of each worksheet are frozen, sometimes users are working in rows much farther down in the spreadsheet than they realize
►Do not erase a cell entry in any worksheet with the space bar, but instead use the delete key on the keyboard.
►Do not delete lines when making revisions.
►If a cell background turns red, it means something is wrong or incomplete either in the cell or an associated cell.  Do not submit this file if it contains any cells with a red background.  Contact [NAME] (303) 866-6905 or Marti Rodriguez at ([PHONE] for assistance.
2-COVER SHEET
►Enter the name of the Charter School
►Enter the name of the Authorizing District
►Select the Report Type from the Drop Down Menu
►Enter the Revision number-this is applicable only when revisions are submitted
►Enter the Project Name as outlined on the [NAME] being submitted.   [NAME] will be budgeted by Project No/Year
►Enter the information of the person completing this report
►Enter the name of the fiscal contact person
3-BUDGET DETAIL
Entries made on this sheet populate the "5a-Budget Summary-Year 1", "5b-Budget Summary-Year 2" and the "5c-Budget Summary-Year 3"
In applying for a Start-Up Grant, start with Project 1-Year1 and continue through project 5, year 3 (if applicable).
If you are in your Implementation Grant second year, start with Project 1-Year 2.
If you are in your Implementation Grant third years, start with Project 1-Year 3.
For each activity budgeted, enter the appropriate information as per the column headings.
1.  Budget Object - Choose the object from the dropdown which best fits the budgeted item.  Detailed information on the Chart of Accounts may be found at
Chart of Accounts
Instruction = activities dealing directly with the interactions between students and staff
Support = activities which facility and enhance instruction
2.  Project Number & Budget Year - Enter the project number as identified on the narrative and budget year which corresponds to the budget line
3.  Quantity - Enter the # of items being purchased.
4.  Cost -Enter the total cost for the proposed budget item(s)
5.  Description/Narrative -Provide sufficient detail for the budgeted item.  Any line over $1,000 must contain quantity, per unit cost.  Travel items should include # of staff, name of conference or activity, location and other pertinent details to evaluate the necessity of the trip.  [NAME] purchases should include class level, # of students served and cost per classroom.  Purchases services line items should include contractor name (if possible), duration of contract, and brief scope of work.  Equipment purchases should be listed on the "4-Equipment" tab--this includes all computers, Kindles, Netbooks, I-pads.
6.  Expected Date of Completion - Enter an estimate of when the budgeted item will be purchased or the project/contract completed.
4-EQUIPMENT
·   Equipment should be budgeted using the same criteria and detail as the items on 3-Budget Detail
·   The district’s fixed asset policy establishes criteria for when an equipment item must be capitalized and included on the district’s property inventory records.  Usually these criteria require equipment costing above a certain dollar amount to be capitalized.  Equipment that does not meet the criteria for capitalization (usually below a dollar amount requiring capitalization) may be coded as non-capital equipment or supplies.
·   The columns titled Serial Number and Date Acquired are optional fields.   These columns are provided so you can use this worksheet as an inventory document if you wish.
As per the definitions in the Chart of Accounts, typically, supplies are items which are consumable, expire, wear out, or deteriorate.
Examples include workbooks, scientific calculators, software and software licenses, student desks and chairs, and computer low cost computer peripherals such as mice, keyboards, speakers, and in
Points to remember about Equipment:
All equipment items must be listed on the “4-Equipment” sheet.
Examples of equipment include large furniture, fixtures, computers, computer servers, printers costing over $500, computer networking systems, phone systems, and security systems.
Prior approval is required on equipment items over $500.
Because Federal dollars are being used for purchases, “small and attractive” equipment must be listed on the “4-Equipment” sheet, even though the “Chart of Accounts” allows “small and attractive” equipment to be entered as supplies (0600).
Small and attractive items include, but are not limited to, iPods, iPods, graphing calculators, microscopes, projectors, net books, and computer monitors.  These items should be classified on the equipment tab in order to be tracked and inventoried on an individual basis.
Please contact [NAME] at (303) 866-6905 or Marti Rodriguez at (303) 866-6769, if you have any questions about supplies vs. equipment classifications
5a-BUDGET SUMMARY-YEAR 1, 5A-BUDGET SUMMARY-YEAR 2, 5c-BUDGET SUMMARY-YEAR 3
This is a summary sheet of the Budget Detail and Equipment worksheets.  No data will be entered on this worksheet.
If this Summary Sheet contains any RED cells, it will be due to the fact that the expenditure is over/under the allowed 10% variance.  This requires immediate communication with the program manager.  Any changes that are 10%+/- must be submitted for prior approval.