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hello and welcome to ECEAP Operating Budget How To: Completing your 2016-17 Operating Budget. My name is Kelcy Shaffer and I am the Program Planning and Operations Specialist here at the Department of Early Learning. And I am going to take you through today how to complete your operating budget. So, a few questions I want to discuss during our time together are: when is the operating budget due, where can I find the new 2016-17 operating budget, how to fill it out, and who to send it to. So, the first question is when is the operating budget due? The operating budget for this year is due on September 30th. In years past, it has typically been due on September 15th. But because it is a new template we wanted to give contractors a little more time to fill it out. So where can I find the new 2016-17 Operating budget? So, you are going to go to the Department of Early Learning Web page, you are going to click on ECEAP, you are going to scroll down to where it says fiscal resources and click operating budget and open it. Normally, you would save as so you can have your own copy. So, this is what the new operating budget looks like for this year. Now, I would like to go over a few guideline for the operating budget and you will be able to find these actually in the spreadsheet in the operating budget. There are three tabs so one tab has instructions and directions, the second tab has the actual template for the operating budget and the third tab is slot hours and hours of instruction. So there are six categories in this year's operating budget. You want to make sure you are looking at the gold colored cells on the budget. These are the cells that require input from the contractor. The white cells have formulae that are used for analysis and if you would accidently delete one of them it would kind of throw off the rest of the formulae in the budget. So, if that should happen, I would just click your undo button so you can keep the formula in the white cell. Also listed in the spreadsheet are some definitions and instructions and so, it is going to give you definitions for instructional staff, other direct services staff, food service staff, child transportation staff, building/ grounds and maintenance and Janitorial services staff, admin and operations staff. So now that we have kind of gone over the general guidelines and instructions, we are going to go into how to fill it out. So, what I have done is taken an operating budget and I've done a sample operating budget. And so, something to keep in mind is that I think Operating budgets in general for our contractors are going to look different across the board depending upon. if you just have program at your contractor office and maybe you have a contract office and then you have direct service and maybe you just have one then you would just fill in one of these columns but you might have subcontractors so you would need to also be filling in the sections for admin and program under the subcontractor sections as well. So they are going to look different for everybody, I think. Just to go over some different areas of the operating budget and some important parts to make sure that you get filled in first. So, we of course want your contractor name right here in this cell, and the next really important thing to fill out is your ECEAP contract award amount. Because this cell is referenced in various other cells within the document and in order for the budget to balance you need to have the correct amount in this orange cell. So you are going to see the budget this year has six different categories it has staff salaries, employment taxes and benefits, it has contracted services preformed on behalf or in lieu of staff it has equipment and supplies and materials, it has travel expense, excluding child transportations, mortgage, lease and utilities, and indirect costs. And so, the way that I started off was with my staff salaries. I started out with Section A. So it would be really handy if you can take a look at the budget to see all the things you needed and can collect them beforehand so you are not looking around while you are in the midst of trying to do it makes it a little easier and less stressful. Plus you will have all your information gathered before hand. So what I did was I looked at how much I have in my program staff, how much I pay them, my instructional staff, and I just did the same thing down the line. For instructional staff, directs services staff, child transportation staff, and what you'll see is as you fill it out, the white cell will begin to roll up your total at the top of each column. And so I just went down the administrative part of the contractor office and did the same thing. And so, I just kind of went down the line and put in data that I knew for each particular section. And then I did have, you know in Kelcy's child care, had some instructional staff that worked at direct services and then I also had some staff who worked at subcontractors and then just put their salaries in over here. A new column for this year and one that I think is particularly helpful in getting a clearer picture of what it takes to provide ECEAP services is this other funding column. So what this would be useful for is you either have your ECEAP program and you are using your contracted money you get from the Department of Early Learning but you are also using another source of income to support that program. So it might be a subsidy, it might be an in kind payment, maybe you are receiving some support from the school district you're in for grounds and maintenance or maybe janitorial services. So that is where we would want to see those totals in this other funding column. so then after you have completed, after you have completed everything you need to, you have completed the budget you are going to see down here is your indirect rate, which is 14.2 for Kelcy's Child Care. Like I said, they are going to look different, so there are going to be, maybe, some more specific questions but I really do encourage you to direct your questions to either your Pre- K specialist or the ECEAP inbox because we are here to support you through this process. So now that you have submitted your form, completed your form, you can submit it via email to the ECEAP inbox and don't forget to cc your Pre-K specialist so they know it have been received. Like I said if you have any questions at all, please feel free to contract the inbox or you Pre-K specialist and we will get you the answers that you need. Thank you so much for joining me in my webinar today, I hope the rest of your day is wonderful. Thanks so much!