Spending Media Money

 by Lisa Delgado, April 2008
Still ok in April 2009, although there's little hope of $18 per student for next year

Expenditures are based on the media plan

Develop media plan based on estimated FTE x $ set by your school system
This may not be the amount you see approved by the legislature.
(sometimes more; sometimes less)

Our county $18 per FTE for this year and next year
(includes books, periodicals, av equipment checked out from MC, av materials)

legislators FY08 media allotment $15.31 for elementary
and $13.03 for middle and high
http://public.doe.k12.ga.us/fbo_budget.aspx Click on QBE allotments on right

You may be required to tell someone how much to $ put in each category of the budget
based on your media plan:

[numbers are called object codes]
610 Supplies
611 Supplies - Technology Related
612 Computer Software
615 Expendable Equipment
616 Expendable Computer Equipment
642 Books (Other than textbooks) and Periodicals

 

Projected Budget for FY2008 Media Funds $18 x 580 students = $10,440
Category	Cost
61000 supplies	$500
61200 computer software	$0
61500 expendable equipment (<$1000)	$4000
64200 books and periodicals	$5940
Total	$10,440

 

 

 

 

 

 

 

 

 

 

During the summer or first of the year, you should receive your actual budget amount. If not, ask!

 

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Determine what you plan to buy with input from media committee, faculty, staff, and students

 

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Create Purchase Orders

Each school system and sometimes each school will have a different set of procedures for submitting purchase orders.

Some in our school system have the book keeper enter their Purchase Orders.
Most media specialists in my county enter their own.

 

 

Tip for lengthy orders - attach list printed from vendor website.

 

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Budget codes are tagged to each item purchased
MAF's note: don't worry if this is hard to understand; you're not expected to begin the job with this level of arcane local knowledge. 

100-8-2220-___.00-1310-06-0-000000

2220 = Educational Media Services
____ is for the Object code e.g. 642
1310 = Media Centers
8 = Fiscal Year

2220 Educational Media Services is defined as: Activities concerned with directing, managing and operating educational media centers. Included are school libraries, audio-visual services and educational television.

[FYI: 100= General funds - 8= fiscal year - 2220= Educational Media Services - ___= object (see 610-642) - 1310= Program code for Media Centers - 06= school number - 0= building - 000000= additional code as needed]

http://public.doe.k12.ga.us/fbo_financial.aspx?PageReq=FBOFinRevCOAB

Here's a copy of the object code descriptions. This is the part of the budget code you have to change the most.

610 Supplies
611 Supplies - Technology Related
612 Computer Software
615 Expendable Equipment
616 Expendable Computer Equipment
642 Books (Other than textbooks) and Periodicals

 

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Keep careful records of what you have spent

I like to keep up with this in an Excel spreadsheet, but I check it with the Purchasing Application.

 

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What to do when purchases come in

Check contents of boxes against your purchase orders and their packing slip or invoice.
If all contents have been sent for a purchase order, notify County Office that invoice can be paid.

If there are problems, contact the company. Tell them what you want them to do.
Take name of person you talked to, date, time, and what they promised to do. Keep a record!

Update Excel spreadsheet or other accounting system to show items received. Check Purchasing Application once invoice has been paid to know the final cost.

Process book as required by your system or school.
[open books for spine protection, stamp ownership, attach labels if full processing not purchased, upload MARC records, promote new books]

If I need to upload MARC records before I am ready to circulate an item, I check out the books to a patron named "Processing Box".

 

 

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Enjoy your new books, periodicals, videos, cds, equipment, etc.!

CoolCLIPS.com

 

 

Media Specialists --- What other steps do you have to do that were not mentioned above?

 

 

Discussion Points:

• overall budgeting as outlined here
• stretching
  
• stewardship
• another topic: fundraising
  

 Supplemental Readings:

• MAF's slides: in WebCT/Resources: Budgeting
  
• MAF's bookmarks: budgeting;  fundraising
• Wetzel's Cheapies: in WebCT/Resources
  

 

 

 

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