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Functional Organization Chart--A list showing the major activities performed by each <br />division in the department. <br />Note: The Budget Office is responsible for updating the financial summary table for the <br />department and service budget view. <br />b. Division Overview -Budget Coordinators edit the following: <br />Organizational Chart--This chart shows the staff positions by job classification for each <br />division. Do not use working titles. The chart must correspond to the FTE summary. <br />Note: The Budget Office is responsible for updating the financial summary table for the <br />division budget view. <br />c. FTE Summarv -The FTE Summary lists existing and proposed staffing levels by job <br />classification for the entire department as of December 31St of the current year and must <br />correspond to the division position organization charts. <br />d. Footnote for Contractual Services and Professional Services and City Attorney Fees - <br />This schedule provides the Budget Committee with a categorical breakdown of the <br />dollars in the three object groups (61739, 61800, 61820). Internal Service payments are <br />also included. <br />This schedule includes proposed appropriations for the operating side of the budget only. <br />No Capital Project Contractual Services or Professional Services are included. All funds <br />.and all divisions within the department will be combined into one schedule. The footnote <br />lists service descriptions and dollar amounts associated with them for the three objects <br />and needs to be updated for each new fiscal year. <br />For budgeting purposes, use the definitions below: <br />• Contractual Services: A binding agreement between two or more parties to provide <br />goods or services evidenced by written or verbal terms and conditions that describe <br />the agreement. <br />• Professional Services: Services provided by a person(s) and/or entities that are <br />characterized by or conforming to the technical or ethical standards of a profession. <br />These include costs associated with accounting, veterinary, medical and other <br />consulting services not performed by City employees. It also includes a separate <br />entry for City Attorney fees. <br />To produce the footnote: <br />• Budget Coordinators will enter data for the new proposed budget into the system. <br />• Budget Coordinators will audit system entries by running a report which details <br />amounts for Contractual Services (61739), City Attorney Fees (61820) and <br />Professional Services (61800) line items by department. <br />• Budget Coordinators will develop the footnote, making sure that the totals match the <br />amounts in the system for Contractual Services and Professional Services. If the <br />amounts change (or need to change) after the system is closed in early January (for <br />example, as part of Executive Manager direction or as part of fund balancing), work <br />with , oy ur department bud eg t analyst to ensure that the footnote gets updated. <br />10/03 Financial Policies and Procedures Manual <br />Page E.12 Tab FPPM for PW <br />Budgeting_Instr.doc <br />