Q&A on the Districts’ Budget Freeze
What does the state budget crisis mean for the Santa Barbara School Districts?
February 21, 2008
Q.1 Is there a budget freeze on all district expenditures? If so, what is the status of purchase orders have been processed before this happened? What will happen to orders that are not purchase orders yet?
A.1 Purchase requisitions and purchase orders in process as of Monday February 4, 2008, will be reviewed by accounting and then processed by purchasing. The person making the requisition may receive a call requesting more information or asking if the order is essential and/or necessary. Purchase requisitions funded from unrestricted funds, including unrestricted lottery, received after Monday, February 4, will be forwarded to the districts’ interim assistant superintendent for business services for approval. Reminder, please order only things that are essential and/or necessary.
Q.2 What types of unrestricted expenditures are not frozen?
A.2 Unrestricted expenditures that must be made to ensure the health and safety of students and staff, as well necessary school and operational supplies, are not frozen. This includes supplies such as copy paper and toilet paper.
Q.3 Is there a hiring freeze?
A.3 Yes. The Superintendent’s Cabinet has elected not to fill many vacant positions and is only filling new vacancies on the basis of the position being “mission critical” and/or in conformance with collective bargaining agreements and/or state or federal law.
Q.4 Will all categorical funding be frozen?
A.4. No. However, all expenditures will need assistant superintendent approval. Some categorical funding may be frozen. Questions should be directed to the appropriate assistant superintendent.
Q.5 Are travel and conference funds frozen?
A.5 Yes, if the funding is from the unrestricted general fund. No, if funding is from a legitimate categorical expense.
Q.6 Are donation funds frozen?
A.6 No. Donation funds received for a specific purchase/project can be spent on that purchase/project. All other donation funds can be spent but staff member should prioritize their needs and spend wisely.
Q.7 If a field trip has been planned and approved, can staff move forward with the trip?
A.7 Yes, if a field trip was approved prior to Monday, February 4. For future requests, approval by the assistant superintendent will be required. If a staff member has any specific questions, please check with the respective elementary or secondary assistant superintendent.
Q.8 Is justification needed on all new requisitions?
A.8 Yes, justification is needed for all requisitions, purchasing, and personnel. If appropriate justification is given, it will reduce the number of calls from the District Office to the site and the length of time to go through the approval process.
Q.9 Does the expenditure freeze affect all departments?
A.9 Yes. All departments and sites are affected by this freeze. Cabinet, finance, and purchasing will be reviewing all expenditures to approve only those essential and/or necessary.
Q.10 Use of procurement cards (district credit cards) is not allowed. What if we have an emergency?
A.10 Credit cards should only be used with prior approval of an assistant superintendent. Credit card holders will need to contact the Purchasing Department for guidance on approved expenditures.