Budget

1. If contacting a local vendor for pricing information, please inform them to hold onto the materials until they receive a PO. Please do not have the vendor send/deliver the materials before clerical can submit a PO; it may result in a duplicate order.

2. All requisitions are processed electronically. 

   • Teachers should forward purchase requests to the building budget coordinator.  

   • The building budget coordinator will forward this request to the person designated to enter purchase orders in your building (lead clerical)--use the Classroom Supplies budget account for your building.  Once the PO is submitted, it gets routed for approval, and then it gets ordered.

   • The building budget coordinator should keep a running total and balance of expense--refer to the budget sheet below to confirm balance.

3. All Trust & Agency requests, including equity travel, will go through the building principal.

4. All purchases, repairs, and piano tuning must be marked "as received" in the purchasing system before payment can be made to the vendor.

   • If items were purchased with a Pcard, building clerical will be able to re-allocate the transaction. Online transactions may take up to 15 days for it to show on the Fine Arts Budget Report.

   • If items were purchased with personal form of tender: cash, credit card, etc, a reimbursement claim will need to be filled out. Contact the Fine Arts clerical for the form. Send the completed form with receipts attached to the Fine Arts clerical.

1. Supply budgets listed below (excluding HS drama) are to cover expenses for vocal music, band, and orchestra.  

2. The building budget coordinator is responsible for overseeing the building music budgets (supplies, repairs, and piano tuning), monitoring expenditures and making sure the building level budget does not exceed the allocated amount. 

3. The number of ensembles and/or the number of students shall determine allocation for each area of the music program.

   • At the high school and middle school level, funds may be dispersed as agreed upon by the music department.  Speak with your colleagues early on how on the department decides to divide/spend funds.  Options include:

     1. Dividing the total allotment by the total number of students in the program and dispersing that per student amount back to each program.  Example: $2,000 total allotment ÷ 325 students (150 band students + 100 choir students + 75 orchestra students) = $6.15/student.  This means that band gets $923, choir $615, and orchestra $461.

     2. Dividing the total allotment equally.  Example: $2,000 total allotment ÷ 3 programs = $667

     3. Dividing the total allotment based on ensembles.  Example: Each large ensemble equals 1 and small ensemble equals 0.50.  $2,000 total allotment ÷ 10.5 ensembles (4.5 band ensembles + 3.5 choir ensembles + 2.5 orchestra ensembles ) = $190/ensemble.  This means that band gets $855, choir $665, and orchestra $475.

   • At the elementary level, funds may be dispersed as building and program needs require.  It is important that all teachers in the building communicate as a team about any planned expenses.  For example, there may be a year that band needs to re-stock additional reeds which may result in "taking away" available funds from vocal music and orchestra; other years, funds may be available March 1st for "wishlist" items.  Speak with your colleagues early on how you would like to divide/spend funds.

4. Building budgets must be spent by March 1st every year. This is to help ensure that back ordered items will be able to arrive before July 1st.

ELEMENTARY SCHOOL

Chorus Accompanist          $100.00 for performance         $30.00 per rehearsal (Not to exceed 3 per concert)

String Contest                      $150.00 for the day Accompanist

Choreographer                    $300.00 per teacher for the entire year

The costs will be paid through building budgets and/or Trust and Agency accounts using a yellow voucher form.

MIDDLE SCHOOL  

Chorus Accompanist          $125.00 for performance/night         $30.00 per rehearsal

(Not to exceed 3 per concert)

String and Band Contest   $200.00 for the day Accompanist

Choreographers                  $400.00 per teacher for the entire year

Set Construction                 $300.00 per musical

The costs will be paid through building budgets and/or Trust and Agency accounts using a yellow voucher form.  

HIGH SCHOOL

Choreographers, flag and drum coordinators, show and score writers and clinicians will continue to be covered by Trust and Agency accounts, Booster Clubs, parent groups and money received from fundraising.  These persons will need to complete a part time hourly form, available from the activities principal.  Background checks may be required.

(rev. 1/2022)