BUDGET

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TABLE OF CONTENTS

WHAT FUNDING DOES THE BUDGET TEAM MANAGE?

PS (PERSONAL SERVICES)

The Budget Team is responsible for managing the Central Other Than Personnel (OTPS), Personnel Services (PS), and Per Session budgets of the division, and manages some of the state grant application and claiming processes (Universal Pre-K and Statewide Universal Full-Day Pre-K). They are the main liaison between Operations Points and Central Finance for OTPS and Per Session related needs. They are also responsible for building out and managing several key technology components DECE relies upon such as the Team SharePoint and Weekly Report, Ed Consultant Timekeeping App, HR Ticketing System, and Event Requests.

WHAT FUNDING DOES THE BUDGET TEAM MANAGE?

The Central Budget consists of three distinct portions, OTPS, PS, and Per Session. OTPS is used to procure goods and services (including consultants) that the Division needs. PS consists of the Central positions/headcount, and their associated funding. Per Session dollars are used to fund events for Teachers, Social Workers, Instructional Coordinators/Reading Coaches, and other school based staff that occur outside of normal working hours.

The Budget Team manages all three of these portions to ensure there is enough funding for all of the Division’s needs, and liaises with Central Finance to ensure that the funding is coded appropriately and considered permissible within the DOE’s spending guidelines.

BUDGET CYCLE

New York City’s fiscal year runs from July to June. In an ordinary year, the available budget that DECE has to work with is released by the Office of Management and Budget (OMB) during the Adopted Budget, which usually occurs in June. Throughout the year, the city’s budget is consistently refined, and amendments to the existing budget are made to address various city-wide needs:

BUDGET AT DECE

Requests for specific needs for a new fiscal year are collected towards the end of the current fiscal year (usually around June). Once all requests are submitted, the Operations Team, in conjunction with Senior Leadership and Operation Points, determine if enough funding exists. If it doesn’t, then everyone is consulted to determine what takes priority, and what doesn’t.

OTPS

If asked for a code against which to charge expenses, the code should be given as follows:

District – Location – Quick Code – Activity Code

EXAMPLE: 45 – M10R – 094917 – ABCD

PS (PERSONAL SERVICES)

The PS Budget consists of all the Central Headcount, including Field Staff and Borough Staff, but not Schools, Pre-K Centers, or contracted vendors. Each team is given a weekly report which lists all of their staff, their salaries, and the vacant positions they have on their team.

Senior Leadership and the Talent & Culture team work together to fill vacant positions, promote/give raises, and discuss other issues which affect the number of staff on their teams, and how much they make. The Budget Team merely manages the funds and ensures that enough funding exists to accomplish what the Division needs.

Due to employees departing and applicants being hired throughout the year, PS can be entered into Galaxy at any time. There are no modification windows for PS.

PER SESSION

Per Session funds are used to are used to fund events for Teachers, Social Workers, Instructional Coordinators/Reading Coaches, and other school-based staff that occur outside of normal working hours. Staff must be nominated by the Talent & Culture team in order to perform Per Session.

Since Per Session events happen throughout the year, codes to fund these events can be created and increased at any time throughout the year. Per Session is treated similarly to PS.

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