Charter Schools: Be eMpowered
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January 1

Receive 4th NYC DOE per-pupil allocation

January 31

Send 1099s to appropriate vendors

Distribute W2s

If you have placed a FAMIS order, submit a copy of the Spending Plan Inquiry

February 15

Statement of Activities due for new NYSED schools (planning period schools only)

Quarterly Reports due for SUNY schools

990 extension requests due

March 1

Receive 5th NYC DOE per-pupil allocation and IDEA payment

Projected enrollment due to OCS for NYC schools

March 31

Deadline to distribute ACA Reports to employees and covered individuals

Sheryl Gomez

Sheryl first joined CSBM as an Accounting Intern for Team Experience and proved to be so invaluable that she was offered a permanent position as a Financial Consultant.  Always willing to lend a helping hand and learn new things, Sheryl efficiently handles all of her clients’ needs with a positive attitude and a smile!

New Heights Academy students, parents and teachers fed over 100 people in need during the holidays.

Democracy Prep (DP) students met Michelle Obama and South Korean President Park Geun-hye.

NYSED named La Cima, Bronx Arts, Bronx Better Learning, Voice, Central Queens Academy, DP Endurance, DP Harlem, Harlem Prep, Invictus Preparatory and South Bronx Classical as Reward Schools. 

We love to hear amazing success stories from our clients…keep them coming!

We asked our chief expert, Raj Thakkar: Where should school leaders focus their attention during the first quarter?

The first quarter of every year is the time for budgeting.  
Spend January in reflection reviewing and evaluating the overall program and staffing plan with the goal of answering the following questions:

  • Which staff members will be invited back for 2016-17?
  • Which positions will need to be filled?
  • Which new vacancies will be created due to planned growth?
  • Which positions, if any, will be eliminated?
  • How effective were this year’s programs?
    • Example:  Did students enrolled in the afterschool/Saturday/Summer program improve at the levels expected?  Should this program be maintained, scaled back, or expanded?  How will this affect the 2016-17 budget?
Spend February in projection, estimation and decision.  Building off of your reflection, make preliminary decisions for 2016-17 with the input of key staff and the board, when necessary, to build out the first draft of the budget.  We recommend matching decisions to actions, including inviting selected staff to return and beginning recruitment for expected vacancies.  At the same time, build out the budget by filling in numbers for predictable revenues and expenses such as facility payments and per-pupil revenue.  Create a "ceiling" and "floor" for numbers of students per grade level that results in a balanced budget, knowing several iterations will occur.  Reach out to vendors and even other schools to gather quotes and conduct research to make educated estimates for all unknowns.  Don’t forget to build in a conservative cushion should actual expenses prove to be higher. 

Spend March/April second guessing all assumptions.  Circulate the draft budget among key staff, get their feedback and test whether assumptions match their planned needs.  Have discussions to gain a deeper understanding of what variables could impact the numbers and then make updates accordingly.  Once you have fully tested the draft, it’s now ready for review and approval by the finance committee and board in May/June.  

Got a question? Ask our experts. Submit it here.

We will publish the answer to one question each quarter.

Monthly Best Practices


» Post the Annual Report to the school's website.
» Ensure new hires and employees with wage changes have completed the wage and theft forms.  Returning employees with flat wages are no longer required to fill these out annually.
» Review and update school passwords, policies and personnel files and post appropriate workplace posters.
» Ensure that payroll certifications are being properly signed and filed for all staff being paid by a federal or state grants.
» Review your grants finance reports on NYSED's website to ensure that they match your records.  NYSED is now requiring a DUNS number on file in order to pay out Title I grants.  If you have not received funding yet, please call Grants Finance to inquire if this is the reason.


» Begin preparing Affordable Care Act Reports.  If needed, ask your payroll provider for guidance.
» Ensure student files are in great shape.  


» Prepare for initial audit testing by conducting an internal audit of HR and finance files. 

 Quarterly Reminders

Title I Final allocations are released in January/February.  Submit budget amendments as needed.
If your school is eligible, begin planning now for the highly competitive State Stimulus Fund grant.

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Reach out to your CSBM consultant team or email us.
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October 2015 CSBeMpowered

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