BUDGET

PREPARATION
MANUAL

City of Pensacola, Florida
Fiscal Year 2017
TABLE OF CONTENTS
PAGE
Memorandum ................................................................................................................ 1
FY 2017 Budget Schedule ............................................................................................ 2
Goal Setting & Performance Measurement Training............................................ 3
Submission Requirements ........................................................................................... 3
Checklist .................................................................................................................. 3
Preparation Guidelines ................................................................................................. 4
Highlights For The Preparation Of The Budget ............................................. 5 - 6
Department/Division Tiers ...................................................................................... 6
Guidelines For Preparing The Budget ............................................................. 7 - 8
Personal Services Worksheet Information .......................................................... 9
Job Codes ...................................................................................................... 10 - 17
Price Guidelines ............................................................................................ 18 - 21
Travel Destination Mileage Guidelines ............................................................... 22
Classification of Expenditures/Expenses By Account Code .................... 23 - 32
Detailed Budget Instructions ............................................................................... 33 - 43
Eden Budget-End User Instructions ............................................................ 33 - 41
Review Budget Requests Prior to Submitting .................................................... 42
Generating Eden Reports ..................................................................................... 43
FY 2017 Budget Forms ......................................................................................... 44 - 60
Vacant Positions (Form AC) ................................................................................... 49
Underfilled Positions (Form AD) ............................................................................ 50
DROP Payouts (Form AE) ...................................................................................... 51
Position Request (Form AF) ............................................................................ 52 - 53
Personal Services Adjustments (Form AG) .......................................................... 54
Position Reclassifications and Upgrades (Form AH) ........................................... 55
Issues (Form DD) .................................................................................................... 56
Revenue Forecast Summary (Form REV-1) ........................................................... 57
Revenue Forecast By Source (Form REV-2) .......................................................... 58
Revenue Forecast By Month (Form REV-3) ........................................................... 59
Fee Summary (Form REV-4) .................................................................................... 60

APPENDIX ................................................................................................................... 61
Top Mistakes Found in Budget Submittals .............................................................. 62
City of Pensacola’s Goals and Objectives for FY 2017 ............................................ 63
Checklist - Items to Be Returned To Budget Office ................................................. 64
MEMORANDUM

TO: Ashton J. Hayward, Mayor
Eric Olson, City Administrator
Vernon Stewart, Public Information Officer
Richard Barker, Jr., Chief Financial Officer
All Department Division/Directors
Departmental Budget Staff
FROM: Yvette McLellan, Budget Manager
DATE: January 4, 2016
SUBJECT: Fiscal Year 2017 Budget Instruction Manual

The fiscal year 2017 budget manual has been designed to assist you in preparing your
budget submittal to the Mayor. Departments/Divisions will enter and submit the majority of their
budget requests electronically using the InForum Gold Budget Preparation Module. Your
department's/division’s final budget requests for fiscal year 2017 should be completed/returned to
the Financial Services Department at the appropriate date found in the FY 2017 Budget Schedule
(see page 2). The Budget is scheduled to be delivered to City Council in July. Therefore, it is
IMPERATIVE that all budget submittals adhere to the due date. After all budget submittals are
consolidated by the Financial Services Department, they will be reviewed by the Mayor’s Office.
The Mayor’s city-wide budget will be prepared and then be presented to City Council. During
subsequent budget workshops which are open to the public, citizens have the opportunity for input
as the City Council reviews the Mayor's proposed budget. In the final step of the budget process,
after two legally required public hearings, Council will adopt a fiscal year 2017 budget.

This year, in an effort to streamline the submittal process and provide larger
department/divisions with additional time to complete their budget submittals, we have implemented
a tier system in which department/divisions submittals will be due at various times depending on
which tier a department/division is in. The levels of tiers are detailed on page 6 of this manual.

The Budget Office has scheduled several goal setting & performance measure training
classes. This training will be most helpful for staff who are involved in setting goals and developing
and measuring performance goals. The dates and times of the trainings are to be determined. Once
the dates and times of the training classes have been confirmed, the departments/divisions will be
notified by e-mail. Please contact the Budget Office for more information.

This manual is being made available to all departments on the “K” drive, K:\Budget 2017\17
Budget Prep Manual.pdf. FY 2017 Department/Division Verbiage and budget forms that may be
required for your budget submittals have also been made available on the “K” drive under the
appropriate departmental/division folder. Initial review of any required budget forms pertinent to the
budget requests will be done by the Budget Office. A final form submission will be requested by the
Budget Office and at that time, all completed required forms can be submitted by the department in
hardcopy and electronic formats.

Gastonia Anderson and I will be available to answer any questions you may have in
completing your department's fiscal year 2017 budget submittal for presentation to the Mayor. We
can be reached at 436-5688 and 435-1820, respectively.

Your suggestions for improving the budget process are incorporated into our procedures
whenever feasible. You are encouraged to continue giving us your ideas and comments.

1
BUDGET SCHEDULE
FY 2017 BUDGET SCHEDULE
(Tentative)

Monday, January 4 Begin accepting Outside Agency Applications for Funding

Monday, January 4 Financial Services Staff distributes Budget Manual and Opens Eden System for Entering

Monday, January 4 Mayor Requests Priorities from City Council

Monday, February 8 Budget submittals to Financial Services and all departments/divisions complete
budget requests complete and submit required forms (Tier I)
Clerk, Council, Financial Services, Legal, Mayor, Planning, Human Resources

Monday, February 8 Council Priorities Due to Mayor's Office

Monday, February 15 Budget submittals to Financial Services and all departments/divisions complete
budget requests complete and submit required forms (Tier II)
CRA, Fire, Inspection, Police, Parks & Recreation, Public Works, Technology Resources

Monday, February 22 Budget submittals to Financial Services and all departments/divisions complete
budget requests complete and submit required forms (Tier III)
Airport, Housing, Pensacola Energy, Port, Sanitation

Monday, March 7 Budget Workbooks delivered to Mayor and City Administrator Staff and
Forward appropriate section of Budget Books to Departments/Divisions

Monday, March 7 Outside Agency Applications Due to Budget Office

Monday, March 21 Public Input Meeting (5:30 p.m. at Sanders Beach/Corrine Jones)

Monday, March 14 thru Mayor, City Administrator Staff and Financial Services Staff meet with each
Friday, March 18 Department/Division to review their Budget

Thursday, March 24 Public Input Meeting (9:00 a.m. at Vickery Center)

Monday, March 28 thru Budget Review by Mayor, City Administrator Staff and Financial Services Staff
Tuesday, March 29

Friday, April 15 Final Decisions By Mayor

Friday, July 1 Property Appraiser Provides Property Valuation Estimates

Friday, July 1 Final Document Sign Off by Mayor

Friday, July 1 Property Appraiser Certifies DR-420 - 1st Day of TRIM

Monday, July 11 Proposed Budget Books Distributed To City Council & Available for Public & Media

Thursday, July 14 TRIM Notice approval by City Council

Monday, July 18 thru Individual Council Budget Briefings
Friday, July 22

Monday, July 25 thru City Council Workshop on Budget
Wednesday, July 27 (Wednesday only if necessary)

Thursday, August 4 Certification of Valuation to Property Appraiser, Tax Collector, & State (TRIM)

Wednesday, September 7 First Public Hearing on the Budget. 5:15 p.m. (tentative)

Saturday, September 10 Millage Advertisement runs in Newspaper

Wednesday, September 14 Final Public Hearing on the Budget. 5:15 p.m. (tentative)

2
BUDGET SCHEDULE
Goal Setting & Performance Measurement Training
The Budget Office has scheduled several goal setting & performance measure training
classes. This training will be most helpful for staff who are involved in setting goals and
developing and measuring performance goals. The dates and times of the trainings are to
be determined. Once the dates and times of the training classes have been confirmed, the
departments/divisions will be notified by e-mail.

SUBMISSION REQUIREMENTS
This year’s budget submittals are due to the Budget Office on varying dates depending on
which Tier (I, II, or II) the department/division is classified as (See page 6).
-
Tier I departments/divisions – budget submittals are due Monday, February 8th
-
Tier II departments/divisions – budget submittals are due Monday, February 15th
-
Tier III departments/divisions – budget submittals are due Monday, February 22nd
Budget forms must be completed using the FY 2017 Budget Forms. We will not accept
Word or other files as substitutes for the PDF forms. All additional supporting
documentation listed on the checklist must also be placed in the respective
department/division folders at the following location: K:\BUDGET 2017\.

Checklist
The following items are to be returned to the Budget Office:
1. Organizational chart with EPS/OPS and underfilled positions indicated with an “*” &
total number of employees in the bottom right corner.
2. Mission Statement Goals/Objectives (Department Verbiage)
3. Performance measurements with actuals for FY 2015 and targets for FY 2016 and
FY 2017 (Department Verbiage)
4. Updated Photos Associated with Program Verbiage (Include Captions)
5. All Required Forms, when applicable
Form AC – Vacant Positions
Form AD – Underfilled Positions
Form AE – DROP Payouts
Form AF – Position Request
Form AG – Personal Services Adjustments
Form AH – Position Reclassification and Upgrade
Form DD – Issues
Form REV1 – Revenue Forecast Summary
Form REV2 – Revenue Forecast By Source
Form REV3 – Revenue Forecast By Month
Form REV4 – Fee Summary
6. Fund Sheets provided by the following departments/divisions: Airport, Inspection
Services, Pensacola Energy, Housing, Port, Public Works, Sanitation, and
Neighborhood Services (Non-General Funds).

3
PREPARATION GUIDELINES

CITY OF PENSACOLA
FY 2017 BUDGET GUIDELINES
I. FY 2017 Personnel Expense - Calculations have been provided on a Budget Summary
Report. The financial accounting system’s budget module has calculated personal
services costs for Fiscal Year 2017. Each department/division is responsible for
reviewing these calculations and verifying the system’s accuracy. If any
corrections to the personal services calculations are deemed necessary, then a
Personal Services Adjustment Form must be submitted to request said changes.
A. No requested reclassifications and/or upgrade calculations should be used when
verifying personal service calculations. Those requests should be submitted
separately on a Position Reclassification and Upgrade Form (Form AH).
B. Each department is required to submit any position changes (additions or
deletions) on a Position Request Form (Form AF) with the position and the
employee occupying each position.
C. NOTE: The Eden System calculates 26 pay periods. The Budget Office
adjusts for the actual number of pay periods. For FY 2017, there will be 26.0
pay periods. The amount that will be entered into the personal services
budget documents will reflect the 26.0 pay periods.
II. FY 2017 Operating Expense - Each department/division will be provided with the same
operating budget as Fiscal Year 2016, less the Technology Resources Cost
Allocation, Liability costs and one-time expenses, in an Eden Budget Document.
No forms will be required for the base operating.
A. Separate Non-Capitalized Asset and Computer & Equipment budget documents
are created and therefore, are not included in your base operating budget
document.
B. Departments/Divisions with same accounts/programs as last year are required to
clean-up line item detail in Column 2 (2017 Department Base).
C. ALL funding changes/enhancements, increases and/or decreases, must be
entered in Column 3 (2017 Department New) with line item detail and a priority
number. Priority numbers are to be in sequential order throughout all combined
budget documents of 91xx & 93xx accounts except for 9370 and 9371.

III. FY 2017 Capital - All departments/divisions requesting capital items will need to submit
their requests in the appropriate Eden Capital Budget document Column 3 (2017
Department New) using line item detail.
A. Vehicle descriptions are required to match fixed assets. Prior to requesting
vehicle replacements, a fixed asset comparison is needed to confirm vehicle’s
description. Description updates can be made by the Budget Office and should be
brought to their attention prior to budget submittal deadlines.
B. All capital items requested must be ranked in sequential order of importance in the
line item detail section for the entire department/division. (i.e. A
department/division has only one #1, only one #2, etc.)

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PREPARATION GUIDELINES
HIGHLIGHTS FOR THE PREPARATION
OF THE FY 2017 BUDGET
Following are highlights for fiscal year 2017 budget preparation:
 All goals and objectives are to tie-in with the ‘City of Pensacola’s Goals and Objectives for FY
2017’. A copy of the ‘Goals and Objectives’ is located in the Appendix section of this
preparation manual. These goals are anticipated to change as we get closer to the finalization
of the budget document. However, the main categories are not anticipated to change.
Therefore, when linking your goals with the Mayor’s goals use one of the six main categories.
 Performance Measures must be assigned to each program/project within a
Department/Division’s budget. In addition, actuals must be indicated for FY 2015, and target
measure must be indicated for fiscal years 2016 and 2017.
 ALL FY 2016 accounts that had requests for the removal of a Budget Block prior to December
1st must be included in the FY 2017 Budget. The Budget Office maintains a listing of these
accounts, and failure to include ALL of these accounts in the FY 2017 Budget will cause
budget requests submittals to be rejected and sent back to the appropriate
department/division for correction.
 Ensure that ALL accounts are correctly budgeted at the project level. This will help prevent
issues associated with insufficient budget balances when attempting to load invoices and
requisitions.
 A Budget Payroll Status report will be provided to each department/division. This report lists
each individual budgeted position, the individual occupying each position and their actual
titles. Each department/division is required to review this report and submit any changes to
their position and the employees occupying each position.
 Departments/Divisions making a request for a new position, deleting a position or requesting a
position to be funded from the Budget Payroll Status report will be required to submit a
Position Request Form (Form AF).
 Departments/Divisions making a request for position reclassifications and upgrades to their
budgeted positions will be required to submit a Position Reclassification and Upgrade Form
(Form AH)
 Extra Personal Services (9125) requests are to be for those temporary employees paid thru
an agency and require the following line item detail - Position/Title; Activity; Number of EPS
positions with how many are less than 6 months AND how many are more than 6 months;
justification for all; full or part time; wages; and other costs.
 Other Personal Services (9135) is to be used for those part-time and temporary employees
paid directly thru the City payroll. The line item detail required for 9135 is the same for 9125
listed above.
 A separate Non-Capitalized Asset (9370) Budget Document for requests has been created.
All other assets from $1,000 to $4,999 are requested in 9370 with the exception of I-Pads,
tablets and computers, printers, facsimile equipment and scanners.
 A new object code (9371) has been created for all Computers and Equipment and a separate
Budget Document for requests in this category has been created. All requests for new I-Pads,
tablets and computers, printers, facsimile equipment and scanners must be entered in this
object code provided that the unit cost is under $5,000. Please make sure to indicate the MIS
Service ID# for all equipment requested to be replaced.
 Departments/Divisions are required to submit capital requests in priority order for the entire
department (not within each program/activity/cost center). (Note: For all rolling stock

5
PREPARATION GUIDELINES
replacements the Central Garage will be making separate recommendations.)
 An Issues Form (Form DD) is required from each department/division to address issues within
their respective areas concerning the Fiscal Year 2017 Budget. These issues will be
submitted for inclusion in the budget message. Note: submitting an issues form does not
equate to requesting funding. If you want to request funding, then you must enter the request
into the Eden System.
 Required Budget Forms for budget submittals can be found in the Budget Forms section of
this manual from pages 49 through 60.

NOTE: Do not reduce fixed expenses such as those listed below in order to balance
your budget.
9345 - Maintenance and Repair of Vehicles
9347 - Utilities
9348 - Fuels and Lubricants

DEPARTMENT/DIVISION TIERS
This year, in an effort to streamline the submittal process and provide larger department/divisions
with additional time to complete their budget submittals, we have implemented a tier system in
which department/divisions submittals will be due at various times depending on which tier a
department/divisions is in. Currently, there are three levels of tiers. The General Fund and smaller
departments/divisions have been assigned to the beginning tier (Tier I) while enterprise and larger
departments/divisions are assigned to the middle and ending tiers (Tier II & III).

Tier I Departments/Divisions: City Clerk
Budget Submittals due: 2-8 City Council
Financial Services
Legal
Mayor
Planning
Human Resources

Tier II Departments/Divisions: CRA
Budget Submittals due: 2-15 Fire
Inspection
Parks & Recreation
Planning
Police
Public Works
Technology Resources

Tier III Departments/Divisions: Airport
Budget Submittals due: 2-22 Housing
Pensacola Energy
Port
Sanitation

6
PREPARATION GUIDELINES

GUIDELINES FOR PREPARING
FY 2017 BUDGET

PERSONAL SERVICES (#100's)
1) All 9112 - Overtime and 9119 - Additional Regular Pay requests are to be
budgeted at the project level. All 9112 and 9119 budget documents created by
the Budget Office used the same project level numbers that were used in the FY
2016 budget. New projects may need new project numbers created within a FY
2017 budget document which will be done by the Budget Office upon request.
UPDATED/NEW DETAIL IS REQUIRED FOR EACH REQUEST.
Personal Services have been calculated and should be checked by the
departments/divisions.
OPERATING BUDGET (#300's)
1) Budget Documents include the maximum allowed for operating expense in
Column 3 (2017 Department New) and Column 2 (2017 Department Base).

2) Most detail in Column 2 (2017 Department Base) was copied from last year
and needs to be reviewed and updated. Change the detail information to make
it applicable to 2017. All line item adjustments from last year should be
removed from detail and budget amounts adjusted accordingly.
Change/update the detail line information/amounts but do not change total
base amount. Column 3 (2017 Department New) and Column 2 (2017
Department Base) totals must equal each other and cannot change. NOTE:
Line items may show zero budget but still have account detail. Check all
accounts for any detail. Reviewing a budget detail report will assist you to
identify which accounts and what updates are necessary. THERE MAY BE
SOME ZERO LINE ITEMS WITH DETAIL – MAKE SURE YOU RUN A
DETAIL REPORT (See page 43).

3) Submit line item budget changes/adjustments in Column 3 (2017 Department
New), with line item detail that describes any changes/adjustments needed, its
impact and a priority number.

4) Using a Non Capitalized Asset budget document, submit all Non-Capitalized
Asset (9370) requests in Column 3 (2017 Department New). Using the detail
window, include number of items requested, unit cost and priority number.
Priority number is created by the department with #1 (one) being the most
important and can only be used once within the same department for non-
capitalized assets. (Only one #1 priority, only one #2 priority, etc. for
department 9370 requests.)
5) Using a Computer & Equipment budget document, submit all Computer &
Equipment (9371) requests in Column 3 (2017 Department New). Using the
detail window, include number of items requested, unit cost and priority
number. Priority number is created by the department with #1 (one) being the
most important and can only be used once within the same department for

7
PREPARATION GUIDELINES
non-capitalized assets. Please make sure to indicate the MIS Service ID# for
all computers/printers requested to be replaced. (Only one #1 priority, only
one #2 priority, etc. for department 9371 requests.)
6) The Budget Office will enter MIS allocation and Liability costs into a separate
budget document, Column 2 (2017 Department Base), at a project level and
with line item detail. DO NOT ADD THESE LINE ITEMS INTO YOUR
BUDGET DOCUMENT. These expenditures are fixed and neither the
amounts nor the detail can be changed. You can run a Department Request
Report (Report #1) to get the total costs for your verbiage numbers.

CAPITAL (#600's)

1) Capital item request entries are to be made in Column 3
(2017 Department New). If requesting new capital items not found in the
budget document, call the Budget Office at 435-1820 to set-up a new capital
budget project number.
a. All capital requests are at the project level.
b. All capital requests are considered one-time and you must select the one-
time box in the detail window.
c. All Capital items requested must be ranked in sequential order of
importance for the entire department. (I.e. only one #1, only one #2, etc.)
Required detail for capital request - (a) Priority Number; (b) Mileage of
Vehicle, if applicable; (c) Total Number of Devices Currently In Dept.; (d)
Total Number of Devices Requested this FY; (e) Brief Explanation and
Justification; (f) Direct Operating Costs or Indirect Operating Costs
associated with request. (Any operating cost that reflects any additional
costs that is necessary or will incur due to the capital expenditure.)
NOTE: Adding these into your budget document will result in those
amount doubling when you run reports.

NOTES:
(1) ROUND ALL BUDGET REQUEST(S) TO THE NEAREST $100.
(2) UPDATE MISSION STATEMENT AND GOALS/OBJECTIVES BASED ON
THE FY 2017 BUDGET FUNDING LEVEL.
(3) CLOSELY REVIEW GOALS AND OBJECTIVES FOR MEASURABILITY.
(4) TIE THE PROGRAM GOALS WITH THE CITY OF PENSACOLA’S
GOALS AND OBJECTIVES.
(5) CLOSELY REVIEW PRIOR YEARS ACTUAL AMOUNTS. BE
PREPARED TO JUSTIFY ANY MAJOR DISCREPANCIES.
(6) ALL ENTERPRISE DEPARTMENTS WILL SUBMIT A REVENUE AND
EXPENSE SHEET (FUND SHEET) AS SHOWN IN THE BUDGET
DOCUMENT.

8
PREPARATION GUIDELINES
PERSONAL SERVICES WORKSHEET
GROUP INSURANCE RATES
EMPLOYEE CITY TOTAL CITY
Type Biweekly Biweekly Biweekly Annually
Health Option HMO Plan 41
Single Health 26.78 10% 247.37 274.15 6,481.09
Family Health 255.60 34% 496.68 752.28 13,013.02
2 Employee Health 212.39 28% 539.89 752.28 14,145.12
Blue Options PPO HSA Plan 1168/1169
Single Health 22.62 10% 208.98 231.60 5,475.28
Family Health 211.61 34% 411.15 622.76 10,772.13
2 Employee Health 175.80 28% 446.96 622.76 11,710.35
Single Dental 6.19 3.56 9.75 93.27
Family Dental 21.02 4.33 25.35 113.45
Life Insurance 2.67 2.67 69.95

Combinations: Annually Annually
HMO/Single Health & Single Dental 6,644.32 HSA/Single Health & Single Dental 5,638.50
HMO/Family Health & Family Dental 13,196.42 HSA/Family Health & Family Dental 10,955.53
HMO/2 Emp Health & Family Dental 14,328.52 HSA/2 Emp Health & Family Dental 11,893.75
HMO/Single Health & Family Dental 6,664.49 HSA/Single Health & Family Dental 5,658.68
HMO/Family Health & Single Dental 13,176.24 HSA/Family Health & Single Dental 10,935.36
HMO/2 Emp Health & Single Dental 14,308.34 HSA/2 Emp Health & Single Dental 11,873.58
HMO/Single Health & No Dental 6,551.05 HSA/Single Health & No Dental 5,545.23
HMO/Family Health & No Dental 13,082.97 HSA/Family Health & No Dental 10,842.08
HMO/2 Emp Health & No Dental 14,215.07 HSA/2 Emp Health & No Dental 11,780.31
No Health & Single Dental 163.23
No Health & Family Dental 183.40
No Health & No Dental 69.95

CITY MATCHING DEFERRED COMPENSATION CONTRIBUTIONS
AMINISTRATIVE CIVIL SERVICE
A – NOT ELIGIBLE PAY PLAN * PAY PLAN **

B - 0-5 YEARS 5.0% 1.5%
C - 5-10 YEARS 7.5% 2.5%
D - 10+ YEARS 10.0% 6.5%

* No new employee is eligible for this plan.

CITY CONTRIBUTIONS
PENSION PLANS:
CITY MATCHING PENSION: Pensions calculated on a dollar amount based on actuary.
FRS PENSION PLAN: Regular: 7.26% Special Risk: 22.04% Elected Officials: 42.27% Sr. Mgmt: 21.43%
DROP: 12.88% Sr. Mgmt. Retired: 17.07% Regular Retired: 4.31% Special Risk Retired: 10.65%

OTHER BENEFIT CONTRIBUTIONS:
SS REPLACEMENT BENEFIT PROGRAM: 3.7%, 4.7% or 5.7% (depending on employee)
SOCIAL SECURITY TAX/FICA: 6.2%
DISABILITY/SURVIVORS INSURANCE: 1.0%
MEDICARE PREMIUM (NEW EMPLOYEES EFF 4/1/86): 1.45%

9
PREPARATION GUIDELINES
CITY OF PENSACOLA
JOB CODES
RANGES EFFECTIVE OCTOBER 1, 2015

JOB TITLE RANGE MIN. MAX.
CODE
4042 Account Data Collector GE-05 $11.13 $18.62
4017 Accountant GE-16 $16.00 $27.34
2085 Accounting Services Manager GE-23 $22.56 $38.53
3003 Administrative Account Clerk GE-05 $11.13 $18.62
1007 Administrative Assistant C-04 $25.02 $48.94
2014 Administrative Officer GE-07 $11.81 $20.90
2010 Administrative Officer I GE-11 $13.36 $22.88
2004 Administrative Officer II GE-15 $15.22 $26.04
2003 Administrative Officer III GE-19 $18.53 $31.68
2001 Administrative Officer IV GE-23 $22.56 $38.53
1029 Administrative Secretary C-01 $11.12 $24.46
1280 Air Service Development Manager C-03 $19.45 $39.78
1176 Air Service & Marketing Assistant C-01 $11.12 $24.46
4096 Airport Administration & Contracts Manager GE-23 $22.56 $38.53
1173 Airport Contract Administrator C-03 $19.45 $39.78
7008 Airport Custodial Worker GE-03 $10.13 $17.33
1014 Airport Director C-05 $30.59 $67.29
2030 Airport Electrical/Mechanical Control Supervisor I GE-17 $16.80 $28.72
4061 Airport Electrical/Mechanical Technician I GE-13 $14.07 $24.08
4060 Airport Electrical/Mechanical Technician II GE-15 $15.22 $26.04
4090 Airport Electrician I GE-14 $14.50 $24.79
4091 Airport Electrician II GE-16 $16.00 $27.34
4092 Airport Electrician III GE-17 $16.80 $28.72
2042 Airport Electronics Technician GE-17 $16.80 $28.72
6002 Airport Equipment Operator GE-06 $11.47 $19.42
2097 Airport Maintenance Supervisor-Electrical GE-18 $17.65 $30.17
2099 Airport Maintenance Supervisor-Technical GE-18 $17.65 $30.17
7014 Airport Maintenance Technician I GE-04 $10.65 $18.21
7012 Airport Maintenance Technician II GE-06 $11.47 $19.42
6034 Airport Maintenance Technician III GE-08 $12.25 $20.64
2043 Airport Maintenance Technician Supervisor GE-13 $14.07 $24.08
1283 Airport Marketing Manager C-03 $19.45 $39.78
4093 Airport Operations Assistant GE-11 $13.36 $22.88
4063 Airport Operations Dispatcher GE-07 $11.81 $20.90
2101 Airport Operations Duty Manager GE-18 $17.65 $30.17
2031 Airport Operations Officer GE-15 $15.22 $26.04
1175 Airport Properties Manager C-02 $13.89 $30.58
4095 Airport Property & Budget Manager GE-23 $22.56 $38.53
5603 Airport Traffic Officer GE-03 $10.13 $17.33

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PREPARATION GUIDELINES
2045 Area Manager GE-23 $22.56 $38.53
1112 Assessment & Development Manager C-03 $19.45 $39.78
1068 Assistant Airport Director for Finance C-03 $19.45 $39.78
1069 Assistant Airport Director for Operations C-04 $25.02 $48.94
1105 Assistant City Administrator N/R
1147 Assistant City Administrator-Operations N/R
1148 Assistant City Administrator-Policy & Support N/R
1023 Assistant City Attorney C-05 $30.59 $67.29
1213 Assistant City Attorney/Special Liaison C-05 $30.59 $67.29
1028 Assistant City Clerk C-01 $11.12 $24.46
1166 Assistant City Nurse C-02 $13.89 $30.58
2111 Assistant Customer Service Manager GE-21 $20.45 $34.95
1104 Assistant Neighborhood Coordinator C-01 $11.12 $24.46
1185 Assistant Planning Administrator C-02 $13.89 $30.58
8032 Assistant Police Chief C-04 $25.02 $48.94
8044 Assistant Purchasing Manager C-02 $13.89 $30.58
2081 Assistant Risk Manager GE-21 $20.45 $34.95
1080 Assistant Sanitation Services/Fleet Mgmt Director C-04 $25.02 $48.94
1211 Assistant to Chief Financial Officer C-02 $13.89 $30.58
6006 Auto Body Fender Painter/Repair Worker GE-06 $11.47 $19.42
6019 Auto Body Fender Painter/Repair Worker II GE-08 $12.25 $20.64
6025 Auto Body Specialist GE-10 $13.00 $21.98
6005 Auto/Equipment Mechanic I GE-06 $11.47 $19.42
6003 Auto/Equipment Mechanic II GE-08 $12.25 $20.64
1131 Battalion Chief C-04 $25.02 $48.94
2090 Benefit Coordinator GE-15 $15.22 $26.04
4011 Budget Analyst GE-09 $12.62 $21.09
1170 Budget Manager C-04 $25.02 $48.94
1154 Building Construction & Facilities Manager C-04 $25.02 $48.94
1123 Business Development Administrator C-04 $25.02 $48.94
1264 Business Development Coordinator C-01 $11.12 $24.46
1263 Business Development Manager C-03 $19.45 $39.78
1255 Business Process Review Manager C-04 $25.02 $48.94
2018 Cargo Operations Superintendent GE-16 $16.00 $27.34
1210 Chief Financial Officer N/R
1242 Chief Information Officer C-04 $25.02 $48.94
1190 Chief of Economic Opportunities & Sustainability N/R
1136 Chief Human Resources Officer C-04 $25.02 $48.94
1220 Chief of Neighborhoods N/R
1209 Chief Operations Officer N/R
1100 City Administrator N/R
1022 City Attorney N/R
1027 City Clerk N/R
1155 City Clerk Aide C-01 $11.12 $24.46
1017 City Engineer C-05 $30.59 $67.29
1165 City Nurse C-03 $19.45 $39.78

11
PREPARATION GUIDELINES
1138 Classification & Compensation Analyst C-03 $19.45 $39.78
1156 Clerk Administrative Assistant C-01 $11.12 $24.46
3008 Clerk I GE-01 $9.18 $15.71
3006 Clerk II GE-02 $9.65 $16.51
3005 Clerk III GE-03 $10.13 $17.33
4070 Code Enforcement Specialist GE-12 $13.71 $23.47
4006 Code Inspector I GE-12 $13.71 $23.47
4004 Code Inspector II GE-14 $14.50 $24.79
3001 Collector GE-07 $11.81 $20.90
1203 Communications Administrator C-04 $25.02 $48.94
1207 Communications Assistant C-02 $13.89 $30.58
4150 Communications Technician II GE-19 $18.53 $31.68
1251 Community Outreach Administrator C-03 $19.45 $39.78
1051 Community Redevelopment Agency Administrator C-04 $25.02 $48.94
4023 Computer Operator GE-05 $11.13 $18.62
1270 Constituent Services Administrator C-03 $19.45 $39.78
1275 Constituent Services Assistant C-02 $13.89 $30.58
4013 Construction Inspector GE-11 $13.36 $22.88
1227 Contract & Lease Counsel C-04 $25.02 $48.94
4067 Corrosion Services Leader GE-16 $16.00 $27.34
4037 Corrosion Technician GE-10 $13.00 $21.98
1215 Council Executive C-04 $25.02 $48.94
1071 Crime Data Analyst I C-01 $11.12 $24.46
1070 Crime Data Analyst II C-01 $11.12 $24.46
4050 Crime Scene Analyst I GE-10 $13.00 $21.98
4051 Crime Scene Analyst II GE-12 $13.71 $23.47
2109 Crime Scene Supervisor GE-21 $20.45 $34.95
1037 Crime Scene Technician C-02 $13.89 $30.58
7006 Custodial Worker I GE-01 $9.18 $15.71
1078 Customer Service Manager C-04 $25.02 $48.94
3016 Customer Service Representative I GE-05 $11.13 $18.62
3015 Customer Service Representative II GE-07 $11.81 $20.90
2129 Damage Prevention Manager GE-19 $18.53 $31.68
4024 Data Processing Operator GE-11 $13.36 $22.88
4043 Data Processing Operator II GE-13 $14.07 $24.08
1132 Deputy Fire Chief C-04 $25.02 $48.94
5001 Deputy Fire Chief (80 hr) F-06 $22.56 $38.53
2065 District Manager GE-21 $20.45 $34.95
4030 Draftsperson GE-04 $10.65 $18.21
4029 Duplicating Equipment Operator GE-06 $11.47 $19.42
1110 Economic Development Coordinator C-02 $13.89 $30.58
1254 Economic Policy Coordinator C-03 $19.45 $39.78
4016 Electrician GE-11 $13.36 $22.88
5509 Enforcement Officer I EO-01 $11.91 $20.36
5510 Enforcement Officer II EO-02 $13.13 $22.46
5513 Enforcement Officer III EO-03 $14.50 $24.79

12
PREPARATION GUIDELINES
5511 Enforcement Officer Supervisor I EO-04 $18.90 $32.31
5512 Enforcement Officer Supervisor II EO-05 $20.85 $35.62
4102 Energy Consultant GE-12 $13.71 $23.47
4103 Energy Specialist GE-16 $16.00 $27.34
4033 Engineering Aide GE-02 $9.65 $16.51
4079 Engineering Services Technician I GE-08 $12.25 $20.64
4078 Engineering Services Technician II GE-13 $14.07 $24.08
1158 Engineering Specialist C-02 $13.89 $30.58
1145 Environmental Administrator C-03 $19.45 $39.78
1018 Environmental Coordinator C-02 $13.89 $30.58
6013 Equipment Operator II GE-05 $11.13 $18.62
6004 Equipment Operator III GE-07 $11.81 $20.90
4055 Evidence Technician GE-06 $11.47 $19.42
1119 Executive Aide to Mayor C-02 $13.89 $30.58
8028 Executive Assistant C-01 $11.12 $24.46
1117 Executive Assistant to Council C-02 $13.89 $30.58
1108 Executive Assistant to Mayor C-02 $13.89 $30.58
3011 Executive Secretary I GE-05 $11.13 $18.62
3009 Executive Secretary II GE-07 $11.81 $20.90
2095 Facilities Operations Supervisor GE-16 $16.00 $27.34
8041 Family Housing Self-Sufficiency Coordinator C-01 $11.12 $24.46
6015 Field Services Leader GE-16 $16.00 $27.34
6060 Field Services Technician GE-10 $13.00 $21.98
7064 Field Services Worker GE-05 $11.13 $18.62
5103 Fire Cadet F-01 $8.68 $11.35
5003 Fire Captain F-04 $19.86 $38.26
1043 Fire Chief C-05 $30.59 $67.29
5004 Fire Lieutenant F-03 $16.86 $28.73
3010 Gas Account Clerk GE-04 $10.65 $18.21
4018 Gas Controller GE-13 $14.07 $24.08
1124 Gas Distribution Engineer C-04 $25.02 $48.94
4022 Gas Industrial Meter Repair Worker GE-15 $15.22 $26.04
4038 Gas Leak Inspector GE-15 $15.22 $26.04
6017 Gas Meter Technician GE-10 $13.00 $21.98
1259 Gas Operations Superintendent C-03 $19.45 $39.78
4012 Gas Pressure Controller GE-15 $15.22 $26.04
1122 Golf Course Greens Superintendent C-02 $13.89 $30.58
1120 Golf Course Manager C-03 $19.45 $39.78
8023 Harbor Master C-02 $13.89 $30.58
4152 Help Desk Technician I GE-11 $13.36 $22.88
1109 Housing Administrator C-04 $25.02 $48.94
1244 Housing Operations Manager C-02 $13.89 $30.58
8024 Housing Rehabilitation Programs Manager C-03 $19.45 $39.78
8025 Housing Rehabilitation Specialist C-02 $13.89 $30.58
8026 Housing Section 8 Finance Specialist C-01 $11.12 $24.46
8027 Housing Section 8 Quality Standards Inspector C-02 $13.89 $30.58

13
PREPARATION GUIDELINES
4025 Housing Specialist GE-09 $12.62 $21.09
1135 Human Resources Administrator C-04 $25.02 $48.94
4047 Human Resources Coordinator GE-13 $14.07 $24.08
1137 Human Resources Manager C-03 $19.45 $39.78
4076 HVAC Technician I GE-10 $13.00 $21.98
4077 HVAC Technician II GE-13 $14.07 $24.08
2015 Identification Supervisor GE-20 $19.47 $33.28
1253 Initiatives Coordinator C-03 $19.45 $39.78
1102 Inspection Services Administrator C-04 $25.02 $48.94
2007 Inspections Supervisor GE-16 $16.00 $27.34
4027 Instrument Technician GE-06 $11.47 $19.42
2006 Instrument/Electrical Control Supervisor GE-15 $15.22 $26.04
4009 Instrument/Electrical Control Technician I GE-11 $13.36 $22.88
4003 Instrument/Electrical Control Technician II GE-13 $14.07 $24.08
7007 Laborer GE-01 $9.18 $15.71
4014 Latent Print Examiner GE-12 $13.71 $23.47
4002 Latent Print Technician GE-16 $16.00 $27.34
6009 Lead Worker GE-09 $12.62 $21.09
1225 Legal Advisor C-05 $30.59 $67.29
1038 Legal Assistant C-03 $19.45 $39.78
2093 Maintenance Manager GE-23 $22.56 $38.53
2047 Maintenance Services Supervisor GE-16 $16.00 $27.34
7004 Maintenance Worker I GE-02 $9.65 $16.51
7002 Maintenance Worker II GE-03 $10.13 $17.33
6010 Maintenance Worker III GE-05 $11.13 $18.62
1053 Manager of Air Service Development & Marketing C-03 $19.45 $39.78
1067 Manager of Airport Planning & Development C-03 $19.45 $39.78
1285 Marketing & Customer Services Coordinator C-01 $11.12 $24.46
4019 Marketing Associate GE-08 $12.25 $20.64
1113 Marketing Manager C-03 $19.45 $39.78
4053 Marketing Representative GE-12 $13.71 $23.47
6118 Master Mechanic GE-11 $13.36 $22.88
6021 Master Mechanic I GE-09 $12.62 $21.09
6022 Master Mechanic II GE-10 $13.00 $21.98
1045 Mayor N/R
4074 Measurement Services Manager GE-19 $18.53 $31.68
6014 Mechanical Service Technician GE-03 $10.13 $17.33
1107 Neighborhood & Economic Development C-04 $25.02 $48.94
Administrator
1074 Neighborhood Enhancement Team Coordinator C-02 $13.89 $30.58
1238 Neighborhood Revitalization Coordinator C-03 $19.45 $39.78
1232 Neighborhood Services Coordinator C-02 $13.89 $30.58
1125 Neighborhood Services Director C-05 $30.59 $67.29
2120 Network Manager GE-23 $22.56 $38.53
2023 Network/Mainframe Administrator GE-23 $22.56 $38.53
2122 Network/System Engineer I GE-15 $15.22 $26.04

14
PREPARATION GUIDELINES
2124 Network/System Engineer II GE-19 $18.53 $31.68
4065 Operations Services Technician GE-11 $13.36 $22.88
2040 Operations Supervisor GE-10 $13.00 $21.98
2009 Operations Supervisor I GE-11 $13.36 $22.88
2008 Operations Supervisor II GE-13 $14.07 $24.08
2027 Operations Supervisor III GE-15 $15.22 $26.04
2066 Operations Support Manager GE-21 $20.45 $34.95
1075 Parks & Recreation Director C-05 $30.59 $67.29
2108 Payroll & Retirement Manager GE-23 $22.56 $38.53
2115 Payroll Specialist GE-15 $15.22 $26.04
1261 Pensacola Energy Administrator of Operations C-04 $25.02 $48.94
1260 Pensacola Energy Director C-05 $30.59 $67.29
3020 Permit Clerk GE-06 $11.47 $19.42
4005 Personnel Officer GE-11 $13.36 $22.88
8029 Personnel Specialist C-02 $13.89 $30.58
4045 Personnel Technician GE-09 $12.62 $21.09
6170 Piping Services Leader GE-16 $16.00 $27.34
4125 Piping Services Manager GE-19 $18.53 $31.68
1180 Planner C-01 $11.12 $24.46
1103 Planning Services Administrator C-04 $25.02 $48.94
4059 Planning Technician GE-11 $13.36 $22.88
2070 Plans Examiner GE-15 $15.22 $26.04
1130 Police Administrative Captain C-04 $25.02 $48.94
8031 Police Budget & Planning Specialist C-03 $19.45 $39.78
5102 Police Cadet P-01 $9.97 $15.96
1044 Police Chief C-05 $30.59 $67.29
5502 Police Lieutenant P-04 $36.52 NO MAX
8033 Police Media Relations Coordinator C-02 $13.89 $30.58
8034 Police Neighborhood Liaison C-02 $13.89 $30.58
5514 Police Officer P-02 $15.85 $29.74
2125 Police Property Management Assistant GE-05 $11.13 $18.62
3025 Police Records Clerk GE-05 $11.13 $18.62
5503 Police Sergeant P-03 $29.61 $34.04
8035 Port Business Development Manager C-03 $19.45 $39.78
1076 Port Director C-05 $30.59 $67.29
2029 Port Maintenance Superintendent GE-16 $16.00 $27.34
5009 Professional Firefighter F-02 $14.44 $24.69
4088 Program Specialist GE-05 $11.13 $18.62
4008 Programmer Analyst GE-10 $13.00 $21.98
1153 Project Engineer C-02 $13.89 $30.58
1151 Project Manager C-04 $25.02 $48.94
1205 Public Information Officer C-03 $19.45 $39.78
1208 Public Records Coordinator C-02 $13.89 $30.58
4057 Public Safety Telecommunicator I GE-07 $11.81 $20.90
4056 Public Safety Telecommunicator II GE-10 $13.00 $21.98
2075 Public Safety Telecommunicator Supervisor GE-13 $14.07 $24.08

15
PREPARATION GUIDELINES
1082 Public Works Director C-05 $30.59 $67.29
8038 Purchasing Manager C-04 $25.02 $48.94
4026 Radio Dispatcher GE-04 $10.65 $18.21
4089 Recreation Assistant Supervisor GE-10 $13.00 $21.98
2089 Recreation Supervisor GE-15 $15.22 $26.04
1139 Recruiting and Training Manager C-03 $19.45 $39.78
1245 Rental Assistance Programs Manager C-03 $19.45 $39.78
2080 Risk Manager GE-23 $22.56 $38.53
2136 Safety & Training Manager GE-23 $22.56 $38.53
6032 Sanitation Equipment Operator I GE-07 $11.81 $20.90
6030 Sanitation Equipment Operator II GE-09 $12.62 $21.09
1077 Sanitation Services/Fleet Management Director C-05 $30.59 $67.29
4066 SCADA Services Leader GE-16 $16.00 $27.34
1066 Seaport Security Administrator C-02 $13.89 $30.58
2020 Senior Administrative Officer I GE-13 $14.07 $24.08
2021 Senior Administrative Officer II GE-17 $16.80 $28.72
2022 Senior Administrative Officer III GE-21 $20.45 $34.95
4052 Senior Marketing Representative GE-16 $16.00 $27.34
2077 Senior Permit Clerk GE-08 $12.25 $20.64
1183 Senior Planner C-02 $13.89 $30.58
2130 Senior Services Program Coordinator GE-19 $18.53 $31.68
4140 Senior Urban Planner GE-19 $18.53 $31.68
2105 Shop Manager GE-17 $16.80 $28.72
6065 Small Engine Mechanic GE-05 $11.13 $18.62
2050 Software Development Manager GE-19 $18.53 $31.68
4087 Special Events Supervisor GE-15 $15.22 $26.04
1127 Special Projects Coordinator C-04 $25.02 $48.94
6035 Street Sweeper Operator GE-07 $11.81 $20.90
8042 Streets Superintendent C-04 $25.02 $48.94
1191 Sustainability Administrator C-04 $25.02 $48.94
2053 System Analyst/Programmer I GE-15 $15.22 $26.04
2054 System Analyst/Programmer II GE-19 $18.53 $31.68
2055 System Analyst/Programmer III GE-21 $20.45 $34.95
4036 Technical Assistant GE-01 $9.18 $15.71
4044 Technical Specialist GE-03 $10.13 $17.33
2135 Technology Manager GE-19 $18.53 $31.68
1241 Technology Resources Administrator C-04 $25.02 $48.94
4158 Technology Resources Supervisor GE-23 $22.56 $38.53
4085 Traffic Engineering Technician GE-09 $12.62 $21.09
2033 Traffic/Electrical Control Supervisor GE-17 $16.80 $28.72
4082 Traffic/Electrical Control Technician I GE-12 $13.71 $23.47
4080 Traffic/Electrical Control Technician II GE-15 $15.22 $26.04
1012 Transportation Engineer C-04 $25.02 $48.94
6008 Tree Trimmer GE-05 $11.13 $18.62
4041 Urban Planner GE-11 $13.36 $22.88
3030 Utility Billing Clerk GE-08 $12.25 $20.64

16
PREPARATION GUIDELINES
6020 Vehicle Procurement Specialist GE-08 $12.25 $20.64
1236 Volunteer & Outdoor Pursuits Coordinator C-02 $13.89 $30.58
1235 Volunteer Coordinator C-02 $13.89 $30.58
4034 Warehouse Operator GE-01 $9.18 $15.71
2057 Webmaster GE-15 $15.22 $26.04

17
PREPARATION GUIDELINES
CITY OF PENSACOLA
DEPARTMENT OF FINANCIAL SERVICES
PRICE GUIDELINES FOR BUDGET PREPARATION
Items listed are representative of equipment and materials you may wish to include in your
FY 2017 budget preparation. Should you need additional pricing information, please call
Purchasing for assistance.
ITEMS
Automobiles (Estimates do not include highly specialized bodies and auxiliary equipment CNG
Powered Vehicles subject to individual vehicle specifications. Pricing estimates for these
vehicles based on information available as of December 2015.

Police Pursuit Vehicle
(Includes ancillary police equipment except laptop pc’s and camera systems) 45,000
Mid-Size Sedan - 4 Dr. (add $15,000 for CNG powered) 22,500
Compact Sedan – 4 Dr. (add $12,500 for CNG powered) 19,500
7 Passenger Economy Van FWD (add $15,000 for CNG powered) 27,500
Compact Cargo Van (add $15,000 for CNG powered) 22,500
Van, 15 Passenger - Large RWD (gas) (add $15,000 for CNG or diesel powered) 29,500
Trucks
Compact Extended Cab Pickup Truck (i.e. Chevrolet Colorado) 27,500
Full Size Pickup Truck (add $14,000 for CNG powered, pending availability) 26,500
Full Size Extended Cab Pickup Truck (add $14,000 for CNG powered) 28,000
Full Size Crew Cab Pickup - gas (add $14,000 for CNG powered) 28,500
NOTE: Add $3,500 for 4-wheel drive option on any pickup truck
Utility Trucks
One Ton Chassis, DRW – (diesel) 38,000
One Ton Chassis, DRW – (gas) (add $15,000 for CNG powered) 29,500
Standard Service Utility Body for One Ton Chassis 8,000
33,000 GVWR Crew Cab Chassis – diesel (add $60,000 for CNG) 90,000
Service Utility Body for 33,000 GVWR chassis 23,500
Sport Utility Vehicles (non police use)
Compact Sport Utility Vehicle (add $15,000 for CNG powered, pending availability) 22,500
Mid Size Sport Utility Vehicle (add $15,000 for CNG powered, pending availability) 27,500
Full Size Sport Utility Vehicle (add $17,500 for CNG powered, pending availability) 33,500
NOTE: Add $4,000 for any SUV equipped with four-wheel drive
Miscellaneous
Please contact Fleet Management for additional pricing information and
assistance.

18
PREPARATION GUIDELINES
Office Furniture
Desk, Premier Dbl Pdstl Executive, 36”Dx72”Wx30”H, Light Oak Veneer 1,500
Desk, Premier Dbl Pdstl Managerial, 30”Dx66”Wx30”H, Light Oak Veneer 1,400
Desk, Premier Dbl Pdstl Standard, 30”Dx60”Wx30”H, Light Oak Veneer 1,400
Desk, Premier Sngl Pdstl w/48”return, 30”Dx66”Wx30”H 1,200
Credenza, Premier Dble Pdstl w/knee space, 72”x30” 1,300
Bi-Level Computer Workstation, 30”x48” 660
Bookcase, 3 Shelves, 2 adjustable, Premier, 12”Dx36”Wx36”H 450
Bookcase, 4 Shelves, 3 adjustable, Premier, 12”Dx36”Wx48”H 500
Desk, Executive, Dble Pdstl, 36”x72”, Steelcase, Walden, Amber on Maple Wood 2,800
Veneer
Desk, Administrative, Dbl Pdstl, 30”Dx66”, Steelcase, Walden, Amber on Maple 2,700
Wood Veneer
Credenza, Executive, Steelcase, Walden, Amber on Maple Wood Veneer, 20”x72” 1,500
(Shell)
Credenza, Administrative, Steelcase, Walden, Amber on Maple Wood Veneer, 1,500
20”x72” (Shell)
Bookcase, 4 Shelves, 3 adjustable, Steelcase, Walden, Amber on Maple Wood 2,000
Veneer, 16”Dx36”Wx71”H
Filing cabinet, Hi Sides, Hon, 4 drawer legal w/lock 350
Filing cabinet, Hi Sides, Hon, 4 drawer letter w/lock 350
Office Equipment
Typewriter, short carriage Brother EM430 500
Typewriter, wide carriage Brother EM530 600
NOTE: When replacing a copier, consider an MFP. One of these devices could take the place of
department printers, fax and scanners. These devices have a total cost of ownership much
lower than a stand-alone printer. A typical maintenance contract has a price set for black and
white printing and color pages are from 5 to 7 cents per page. Permission for color printing
can be controlled. The maintenance contract includes everything except for paper and
staples.
Copier Full Color MFP, 21-30 pages per minute, Sharp 2610N 26PPM 6,500
w/document feeder, duplex, two trays and electronic sorting
Copier Full Color MFP, 31-45 pages per minute, Sharp 3610N 36PPM 7,900
w/document feeder, duplex, two trays and electronic sorting
Copier Full Color MFP, 31-45 Pages Per Minute, Sharp 4111N 41PPM 8,500
w/document feeder, duplex, two trays and electronic sorting
Copier Full Color MFP, 46-55 Pages Per Minute, Sharp 5110N 51 PPM 9,400
w/document feeder, duplex, two trays and electronic sorting

19
PREPARATION GUIDELINES
Calculator, 12 digit, 4 key memory, w/display, Sharp EL2630 PIII 200
Fax Machine – Brother MFC 7000 (Series) 300
The device is also a network B/W printer and B/W scanner
Paper shredder, personal deluxe w/7 gal. basket, 9" opening Intimus #155 400
Paper shredder, Hvy duty, 12" entry, shreds 38 ea. 20lb sheets, Intimus 602 2,200
Computer Equipment
Personal Computer - Personal Computer - Mini Tower, Intel Core I5 Dual 1,400
Core 660 3.33GHz or current Proc., 4.00 GB DDR MEMORY, USB
Entry Keyboard, 22” Flat Panel Display, 250GB SATA Hard Drive,
256MB Graphics Video , Microsoft Windows 7 Professional 32 bit w/CD
Media using NTFS, USB 2 Button Optical mouse, 16x DVD+/- SATA
drive, 1 piece PC Sound Bar Speaker 5 Year Warranty
Options (Director’s Approval Required)
With a dual 20” Flat Panel Monitors 1,500
Notebook Computer (Laptop) Intel Core I5 Duo 520M, 2.4GHZ, 4GB 1,400
Memory, 250GB serial ATA Hard Drive, 8X DVD+/-RW Drive, 14.1"
Widescreen Antiglare Display, Internal English Backlit Keyboard
Windows 7 Professional – 64 bit, Intel 802.11 A/G/N mini Card WLAN,
Integrated 10/100/100 Ethernet Lan, Black Nylon Carrying Case, 5 Year
Warranty.
Lexmark M3150 Monochrome Laser Printer with Extra Paper Tray, Network 699
Ready (Black Only) Paper Size Up to Legal 8 1/2 x 14 (Use for department
printer)
Optional Extra 550 Sheet Paper Tray 177
Full Service all parts, labor drums, toner up to 2000 prints per month 20/month
Lexmark M5155 Laser Printer System 1,049
Network Ready (Used for department printer)
Additional 500 Sheet Paper Tray 249
2,100 Sheet Paper Desk 499
Swivel Cabinet 300
4 Bin Mailbox Unit 299
Full Service all parts, labor drums, toner up to 3000 prints per month 30/month
Hewlett Packard Laser Jet 1000 (Series) Printer, Personal Laserjet (Black 200
Only), 19 PPM print speed, 250 Sheet Input Tray, 10 sheet
Paper/Envelope priority tray, Paper Size Up to Legal 8 1/2 x 14, USB
Connected (Use for an individual printer)
Replacement Black Toner Cartridge (HP LJ 1022), 2,000 pages 100
Scanner – Fujitsu fi6130, Document Feeder Only, Duplex 900
(Paper size up to Legal, 8 1/2” x 14”), 25PPM

20
PREPARATION GUIDELINES
Scanner – Epson 50 (series), Document Feeder Only, Duplex 400
(Paper size up to Legal, 8 1/2” x 14”), 25PPM

NOTE: Contact Technology Resources for pricing on printers and scanners that are
capable of handling paper sizes up to 11” x 17” or larger formats. The number of pages
printed per toner cartridge is only at ¼ page coverage, so the number of total pages
printed could be considerably lower.
Fax Machine – Brother MFC 7000 (Series) 300
The device is also a network B/W printer and B/W scanner
Miscellaneous
Work Uniform - 1 Unit (ALL COTTON) with Flame Retardant Jacket 220
Work Uniform - 1 Unit with Jacket & Coverall 330
Emergency Light & Sound System 3,080
Portable Radio, Public Safety Grade, XTS 2500 Model II Full Feature 1,300
Dash Mount Radio, Public Safety Grade, XTL 2500 Mobile 1,200
Portable Radio, Public Works Grade, XTS 1500 Model 1.5 500
Dash Mount Radio, Public Works Grade, XTL 1500 Mobile 2,100
Air Compressor, Trailer Mounted 15,000
Mower, 26” 2,750
Mower, Walk behind, 36” 2,300
Bushhog Rotary Cutter 5' with Chains 2,700
6' Aerator (attachment) 5,300
Tractor, 85 HP, Diesel 21,200
Tractor, Loader 44,400
Street Sweeper Elgin Pelican (Add $45,000 for CNG powered) (Self 180,000
Propelled)
Street Sweeper Elgin Eagle (Truck Mounted Sweeper) (Add $45,000 for CNG 230,000
powered)
Generator, Natural Gas, 50kW, 50 kVA (Generac) 13,750
Generator, Natural Gas, 80kW, 100 kVA (Generac) 25,000
Backhoe/Loader – Caterpillar 72,500
Backhoe/Loader w/Fork Carriage 84,000
Self-Propelled Articulated Work Platform 69’ 86,500
53,000 GVWR Truck Mounted Log Loader/Grappler 175,000
Trenching Machine, Ditch Witch RT 40 52,500

21
PREPARATION GUIDELINES
CITY OF PENSACOLA
DEPARTMENT OF FINANCIAL SERVICES
TRAVEL DESTINATION MILEAGE GUIDELINE

Round trip mileage from Pensacola to:
In-State Out-of State
Boca Raton ............................... 1280 Ashville, NC ............................... 1084
Daytona Beach ............................ 910 Athens, GA .................................. 800
DeFuniak Springs ........................ 158 Atlanta, GA .................................. 668
Destin ............................................ 96 Birmingham, AL ........................... 522
Fort Lauderdale ........................ 1,296 Charlotte, NC ............................ 1140
Fort Myers ................................ 1,186 Chicago, IL ............................... 1,754
Fort Walton Beach........................ 88 Columbus, OH ........................... 1684
Gainesville ................................... 690 Dallas, TX.................................. 1300
Jacksonville ................................. 720 Eaton, GA.................................... 800
Key West .................................. 1,640 Houston, TX .............................. 1060
Lake Buna Vista .......................... 910 Huntsville, AL .............................. 716
Longboat Key ............................ 1050 Knoxville, TN ............................. 1000
Miami........................................ 1,336 Little Rock, AR .......................... 1094
Ocala ........................................... 758 Los Angeles, CA ...................... 4,182
Orlando ....................................... 914 Louisville, KY ............................. 1234
Panama City ................................ 208 Mobile, AL ................................... 100
Ponte Verde Beach ..................... 760 Montgomery, AL .......................... 165
Sarasota .................................... 1050 Nashville, TN ............................... 884
St Augustine ................................ 804 New Orleans, LA ......................... 408
St Petersburg ............................ 1000 Phoenix, AZ .............................. 3,448
Stuart......................................... 1158 San Antonio, TX ........................ 1452
Tallahassee ................................. 396 Savannah, GA ............................. 495
Tampa ......................................... 938 Washington, DC ....................... 1,952
West Palm Beach ...................... 1220 Williamsburg, VA ....................... 1788

As of January 1, 2016 the City reimburses for the use of a private vehicle @ 54¢/mile.

22
PREPARATION GUIDELINES
CITY OF PENSACOLA
DEPARTMENT OF FINANCIAL SERVICES
CLASSIFICATION OF EXPENDITURES/EXPENSES BY ACCOUNT CODE

9100 PERSONAL SERVICES

Expenses for salaries, wages and related employee benefits provided for all persons
employed by the City whether on full-time, part-time, temporary or seasonal basis.
Employee benefits include employer contributions to a retirement system, insurance,
deferred compensation plans and similar direct benefits as well as other costs.

9111 SALARIES - Used for budgeted positions. Includes salaries and wages
for the statutory work week as defined by the Fair Labor Standards Act,
special duty pay and field training pay. Also includes scheduled overtime
for Firefighters (six hours per pay period).

9112 OVERTIME - Wages for hours worked over Fair Labor Standards Act
minimum work week. Calculated at one and one-half times the
employee's regular rate. Unless otherwise stated in collective bargaining
agreements.

9114 GENERAL PENSION CONTRIBUTIONS - As required by State law, the
City contribution is based on the recommendation of the actuary for the
General Pension Fund and is calculated at a set dollar amount which is
paid by the city on 10/1 of each year. (Employee contribution is 5.5%.)
Generally, employees hired after 6/18/07 will be members of the FRS Plan
and vacant positions should be budgeted under the FRS. Vacant Police
and Fire Cadet positions should be budgeted under the Florida Retirement
System (FRS). Vacant sworn officer positions in all departments (Police
Officers, Airport Police Officers and Enforcement Officers) should be
budgeted under the Florida Retirement System (FRS). Fire Apprentice
Firefighter vacancies and fire suppression vacancies are budgeted under
Fire Pension. (Plan closed to new participants effective June 18, 2007.)

9115 FIRE PENSION CONTRIBUTIONS - As required by State law, the City
contribution is based on the recommendation of the actuary for the Fire
Pension Fund and is calculated at a set dollar amount which is paid by the
city on 10/1 of each year. (Employee contribution is 11%.)

9116 POLICE PENSION CONTRIBUTIONS - As required by State law, the City
contribution is based on the recommendation of the actuary for the Police
Pension Fund and is calculated at a set dollar amount which is paid by the
city on 10/1 of each year. (Employee contribution is 5.2%.)

23
PREPARATION GUIDELINES
9118 MEDICARE PREMIUM - The charge for the Medicare portion of social
security. All employees hired after March 1, 1986 are covered by
Medicare and those employees who were hired before March 1, 1986
who joined the Florida Retirement System (FRS) on June 18, 2007. The
current Medicare tax rate is 1.45% for City and employee.

9119 ADDITIONAL REGULAR PAY - Payment at regular rate for additional
hours worked over the statutory work week that were not deemed to be
overtime because the employee's work week included leave hours such
as annual leave or personal holiday which the City does not consider as
time worked. (Sick leave is considered as time worked.)

9120 SOCIAL SECURITY – Used for compensation withholdings of each
general employee in the Florida Retirement System for employee Federal
Social Security tax contributions.

9121 GROUP INSURANCE – Fringe benefits for health, dental and life
insurance for all full-time permanent employees.

9122 REPLACEMENT BENEFIT PROGRAM - The Internal Revenue Code
Section 457 nonqualified pension program which replaced social security
on January 1, 1982. Full-time permanent employees, except those
covered by the Fire Pension Plan, Florida Retirement System (FRS) and
other employees who were not covered by social security at the time of
conversion, are members of the replacement program. Employees
choose to defer one of three fixed percentages, 4.7%, 5.7%, or 6.7%,
which the City matches. The employee may also defer additional amounts
as allowed by law with no City match. A portion of the City contribution to
the replacement benefit program goes to fund premiums for
survivor/disability insurance. General employees hired after June 18,
2007 are not eligible for this plan. (See account 9123.)

9123 DISABILITY/SURVIVORS INSURANCE - Part of the social security
replacement program (see 9122 above). According to the City Code, the
City is required first to fund the disability/survivors portion of the program;
the remaining City contribution goes to the Section 457 deferred
compensation plan. Also covered are employees who were part of the
plan on June 18, 2007 and chose to join FRS. General employees hired
after June 18, 2007 are not eligible for this plan.

9124 DEFERRED COMPENSATION - An Internal Revenue Code Section
401(a) qualified pension plan for non-civil service employees. Beginning
with 5% at the employee's hire date, the City's contribution increases to
7.5% at five years of service and caps at 10% with ten years of service.
Employees hired after 10/06/97 are not eligible for this plan.

9125 EXTRA PERSONAL SERVICES - Used for temporary non-budgeted
positions paid through an outside employment agency when services are
provided by temporary (full and part-time) employees.

24
PREPARATION GUIDELINES
9126 INCENTIVE PAY - Used to pay fire and police educational incentive pay.

9128 DIFFERENTIAL PAY - Used for paying shift differential.

9129 DEFERRED COMPENSATION PENSION PLAN - An Internal Revenue
Code Section 457 nonqualified pension program which replaced the
General Pension Plan. Beginning with 1.5% at the employee's hire date,
the City's contribution increases to 2.5% with five years of service and
caps at 6.5% with ten years of service. Employee contribution is a fixed
5.5% with an option to defer additional amounts as allowed by law.
Employees hired after 10/06/97 are not eligible for this plan with the
exception of Police Officers who on 9/30/02 opted not to allow their
deferred compensation deduction to be placed in the Police Pension Plan.

9130 WORKER'S COMPENSATION - Effective FY92, premiums and benefits
paid for Worker's Compensation.

9131 UNEMPLOYMENT COMPENSATION - Effective FY92, amounts paid for
unemployment compensation benefits.

9133 FLORIDA RETIREMENT SYSTEM (FRS) – Effective June 18, 2007,
amounts paid on behalf of the general employees covered under the
agreement with Florida Retirement System as a Florida Retirement
System employer. Effective July 1, 2011, employees are required to
contribute 3% towards the Florida Retirement System.
9135 OTHER PERSONAL SERVICES - Used for temporary non-budgeted
positions for services provided by temporary (full and part-time)
employees and is paid through the City payroll. Social Security, Medicare
Tax and Florida Retirement System (if applicable) are the only benefits
approved by City Council to be paid to other personal services employees.
Other personal services employees paid through City payroll whose
position is established for longer than six (6) months are required to be in
FRS and social security.

9300 OPERATING EXPENSES

Includes expenditures for goods and services that primarily benefit the current period and
are not defined as personal services or capital outlays.

9330 RECREATION SUPPLIES - Cost of athletic and playground supplies and
equipment with a unit cost of under $1,000. Supplies and equipment
costing between $1,000 and $4,999 should be charged to Non-Capitalized
Assets (9370); items costing $5,000 or more with a useful life of more than
one year should be charged to the Capital Outlay account codes (966x).
EXAMPLES: Trophies, balls, bats, nets, games and other items used
for recreation.

9331 OFFICE SUPPLIES - Expenses necessary for the operation of an office.

25
PREPARATION GUIDELINES
EXAMPLES: Drafting supplies, maps, blank envelopes, small office
supplies such as staplers and letter trays, blank computer disks, and
all miscellaneous office needs.

9332 OPERATING SUPPLIES - Supplies consumed in the conduct of
operations.
EXAMPLES: Wax, paper towels, toilet tissue, brooms, mops, soap,
rags, trash cans, liners, cups, flags, film, film developing, batteries
(e.g. flashlight, camera, etc.), printer cartridges (ink & toner), and
insect spray.

9333 REPAIRS AND MAINTENANCE - Cost of replacement parts and supplies
required for maintenance and repair of buildings, real property, streets,
facilities and machinery including oil, Freon, and other machinery
lubricants. All repair and maintenance contracts.
EXAMPLES: Repairs to machinery and equipment batteries for traffic
signals, road signs, office furniture and equipment, central air
conditioning and heating systems, boilers, wiring systems, sidewalks,
street lights, swimming pools, parks, playgrounds, sweepers, dozers,
draglines, generators, lawn mowers, leafloaders, chippers, val-all,
regulator stations, window glass, floor covers, plumbing, lumber, paint,
wire waste containers, forklift, light bulbs and keys. Maintenance
agreements for owned (not rented) copiers/business machines,
elevators and fire alarms/extinguishers, carpet cleaning, lawn/grounds
landscape.
NOTE: Equipment repaired at the Central Garage should be
charged to Maintenance and Repair of Vehicles, account code
9345.
NOTE: Fuel and lubricants for automobiles, trucks and any
motorized vehicles should be charged to Fuels and Lubricants,
account code 9348.

9334 SMALL TOOLS AND MINOR EQUIPMENT - Items in this classification
are of a unit value less than $1,000 and are subject to rapid deterioration
or loss. Items costing between $1,000 and $4,999 should be charged to
Non-Capitalized Assets (9370) or Computers & Equipment (9371). Items
costing $5,000 or more with a useful life of more than one year should be
charged to the Capital Outlay account codes (966x).
EXAMPLES: All hand tools used by carpenters, plumbers,
electricians, mechanics, laborers, surveyors, draftspersons,
engineers. Include tool boxes, office fans, heaters, clothes racks,
desks, chairs, calculators, computer software/hardware, Dictaphone
recorder/transcribers, paper shredders, Venetian blinds, turn-out gear,
fire hoses, nozzles, air cylinders, rescue equipment, new signs (safety
& directional), K9 dogs, guns, etc.

26
PREPARATION GUIDELINES
NOTE: I-Pads/Tablets/Computers less than $1,000 should be
charged to Computers and Equipment (9371) and must be
approved by Technology Resources
9335 PROFESSIONAL SERVICES - Costs of services procured by the City as
independent professional assistance, as well as City Engineering &
Construction charges.
EXAMPLES: Consulting fees charged by legal firms, accounting and
auditing firms, engineering and architectural firms, appraisals, badges,
court costs, abstracts, recording fees, title searches (except
demolitions), background checks and health exams.
9336 COMMUNICATIONS - All costs related to various communications
systems and Technology Resources direct charges. All communication
charges should be at the following project codes:
000103 – Voice Communications
000104 – Data Communications (Including Data Plans for I-
Pads/Tablets)
000105 – Communication Repairs and Maintenance
000106 – Equipment Purchases under $1,000 (i.e. smartphones)
000107 – Contract Maintenance
000198 – WAN Maintenance
EXAMPLES: Telemeter, telephone, modems, pagers, facsimiles,
radios and related repairs and maintenance cost.

NOTE: All line items for 9336 must be in line with prior year
actuals and current year projections.

9337 TRANSPORTATION - Travel expenses.
EXAMPLES: All transportation costs associated with traveling to and
from seminars and/or conferences including bridge tolls and parking
fees; use of commercial or private vehicle in performance of official
duties.

9338 ADVERTISING - All costs of advertising.
EXAMPLES: Classified or legal advertising, publication of public
notices, ordinances, bid invitations and promotional advertising on
behalf of the City.

9339 POSTAGE - Costs of all postal services including mail room overhead
charges.

9340 PRINTING AND BINDING - Cost of all printing services includes copy
paper, printed stationery and printed envelopes.

27
PREPARATION GUIDELINES
9341 RENTALS - All costs of machinery, equipment and business machine
rentals including the charge for copies over the allowable limit and Section
8 Housing Assistance Payments. By agreement, a rental/lease fee will
typically include a maintenance fee. The entire cost of the agreement is
charged to 9341.

9342 TRAINING - Approved education expenses; all training expenses
approved in the departmental budget except travel which is charged to
9337 and ALL food items.

EXAMPLES: Tuition, lodging, meals, training meeting refreshments,
snacks/candy/treats and bingo food supplies.

9343 DUES, SUBSCRIPTIONS AND MEMBERSHIPS - Memberships in
professional organizations (i.e. AICPA, Notary license, etc.), subscriptions
and purchase of books with a unit value less than $1,000. Books with a
unit value of between $1,000 and $4,999 should be charged to Non-
Capitalized Assets (9370); books costing $5,000 or more with a useful life
of more than one year should be charged to the Capital Outlay account
codes (966x).
NOTE: All books, regardless of cost, purchased for the City
Attorney for their law library should be charged to 9668.

9344 AUTO ALLOWANCE - Used only with the approval of the Mayor or City
Administrator.

9345 MAINTENANCE AND REPAIR OF VEHICLES - All costs associated with
maintaining the City fleet; cost of vehicle tag and title; charges for
equipment repaired by the Central Garage; and Central Garage overhead
charges.
NOTE: All repairs made at the Central Garage should be charged
to this account code.

9346 LIABILITY INSURANCE - Insurance carried for the protection of the City
and Risk Management Services direct charges.
EXAMPLES: Fire, theft, casualty, general and professional liability,
auto coverage, surety bonds, etc.
NOTE: Workers' compensation is charged to account code 9130;
unemployment compensation is charged to account code 9131.

9347 UTILITIES - Costs of electricity, gas, water, waste disposal and other
public utility services.

28
PREPARATION GUIDELINES
9348 FUELS AND LUBRICANTS - Costs of fuel and lubricants for automobiles,
trucks, and any motorized vehicles.
EXAMPLES: Gasoline, diesel fuel, kerosene oil used in cars,
transmission fluid, brake fluid, differential lubricant, hydraulic fluid and
anti-freeze.
NOTE: Transportation fuel is charged to account code 9337.
NOTE: Fuels and lubricants for repairs or maintenance of
buildings, real property, streets, facilities and machinery are
charged to Repairs and Maintenance, account code 9333.

9349 CLOTHING SUPPLIES - Costs of clothing and clothing allowances.
EXAMPLES: Shoes, uniforms, hats, raincoats, boots, gloves,
goggles, badges, belts, patches, turnout clothing, safety vests, etc.
NOTE: Clothing given away as promotional items should be
charged to Advertising, account code 9338.
9350 INVENTORIES OF STORES FOR RESALE - Resalable items.
EXAMPLES: Code books, natural gas, matrix copies, food and food
supplies, drinks, etc.

9351 MEDICAL AND FIRST AID SUPPLIES - Medications and first aid supplies
including examination gloves and masks.

9352 METER PARTS AND SUPPLIES - Parts and supplies used in repair and
maintenance of meters.

9353 PIPE FITTINGS - Costs of pipe, meters, fittings and valves including
freight charges.

9354 CHEMICAL SUPPLIES - Chemicals used in warehouses.

9355 AGRICULTURAL SUPPLIES - All costs of agricultural supplies.
EXAMPLES: Fertilizers, insecticides, seed, trees, plants, top soil, etc.

9357 OTHER CONTRACTUAL SERVICES - Cost of services procured
independently by written contractual agreement with persons, firms or
corporations; including, but not limited to, the DIB, NMTC, ECUA, and
WWTP. Contracts may or may not go to City Council and may be lump-
sum or multiple payments. Also, includes payment made on contractual
obligations that do not otherwise fit into another classification.
EXAMPLES: Pest control, custodial, janitorial, ecological,
license/support service agreements/contracts for hardware and
software, and linen service.
NOTE: All communication-related expenses and projects should
be charged to 9336 and project coded.

29
PREPARATION GUIDELINES
9358 REBATES – Pensacola Energy rebates to customers and builders as an
incentive to use natural gas.
NOTE: All rebate charges require a project code.

9360 MISCELLANEOUS – City stormwater fees are charged to this account
and other items approved by the Chief Financial Officer.

9361 UNCLASSIFIED – Florida Public Service Commission regulatory fees,
credit card merchant fees and unusual expenses as identified and
approved by the Financial Services Department.

9364 SERVICE AWARDS - Purchase of materials and supplies used for
employee recognition awards or any other cost relating to an award of the
City of Pensacola or its citizens.

9365 LANDFILL FEES - Charges for disposal at the sanitary landfill.

9370 NON-CAPITALIZED ASSETS - Capital type assets (i.e. land, buildings,
improvements, machinery and equipment, office equipment, road
equipment, books) other than electronic equipment that cost between
$1,000 and $4,999 and therefore do not meet the capitalization threshold
for Capital Accounts (966x). The threshold should be applied to the cost
of individual items (unit cost) rather than to groups of similar items (i.e.
desks and tables).
EXAMPLES: Playground and workout equipment, walk-behind and
push mowers, radios and defibrillators. Also, Police motorcycle leases
should be charged here.

9371 COMPUTERS & EQUIPMENT – Electronic type assets that cost between
$1 and $4,999 and therefore do not meet the capitalization threshold for
Capital Accounts (966x). These assets are tracked by Technology
Resources and will receive a MIS tag. The threshold should be applied to
the cost of individual items (unit cost) rather than to groups of similar items
EXAMPLES: Computers, computer software/hardware, laptops,
tablets, servers, printers, facsimile equipment, scanners.

NOTE: I-Pads/Tablets/Computers less than $1,000 should also be
charged here and must be approved by Technology Resources.
Items with a unit cost of $5,000 or more must be requested as a
Capital item.

30
PREPARATION GUIDELINES
9600 CAPITAL OUTLAY

Capital outlay purchases include the acquisition cost of all assets used in operations which
have a value of $5,000 or more and a useful life of more than one (1) year. The
capitalization threshold should be applied to individual items (unit cost) rather than to
groups of similar items (i.e. desks, tables)

9661 LAND - Includes the cost of the land, closing costs, property taxes due,
legal and title fees, and the cost of preparing the land for its intended use.

9662 BUILDING - Purchase of permanent structure intended to house people or
inventories. Also includes additions to existing buildings and re-roofing,
renovations, warehouse/permanent exterior doors, picnic shelters and
attached awnings.

9663 IMPROVEMENTS OTHER THAN BUILDINGS - Permanent (i.e. non-
detachable) improvements that add value to land and are not included in
land or buildings (i.e. fences, retaining walls, sprinkler systems, barrier
gates). This classification is used by proprietary funds only (Gas,
Sanitation, Port, Airport, Garage, Risk Management and Central
Services).
NOTE: Projects that qualify as improvements that will not be
completed in one fiscal year or that have multiple vendors or
multiple partial payments should be charged to account code
9669, Construction In Progress, so that appropriate costs can be
accumulated.

9664 INFRASTRUCTURE - Includes roads, bridges, curbs, gutters, streets,
sidewalks, signs, drainage systems, lighting systems, landscaping,
parking, sprinkler systems, fences around retention ponds, backstops and
similar assets that are immovable. This classification is used by general
fund departments only.
NOTE: Enterprise and Internal Service funds should charge
items of this nature to either 9663 or 9669 as appropriate.
NOTE: Projects that qualify as infrastructure that will not be
completed in one fiscal year or that have multiple vendors or
multiple partial payments should be charged to account code
9669, Construction In Progress, so that appropriate costs can be
accumulated.

9665 MACHINERY AND EQUIPMENT - Purchase of operational and
construction equipment.
EXAMPLES: Generators, pumps, graders, dragline, tractors, forklifts,
riding lawn mowers, guns, air handlers, all terrain vehicles and four-
wheelers.

31
PREPARATION GUIDELINES
9666 OFFICE EQUIPMENT - Purchase of office furniture and equipment.
EXAMPLES: Copier machines, computers used as servers, computer
software, and security systems.

9667 ROAD EQUIPMENT - Purchase of equipment designed to travel upon
streets and highways. Equipment in this category must have a registered
tag. Includes cars, trucks, sweepers and marine vehicles.

9668 BOOKS - Includes books and publications, regardless of value, purchased
by the City Attorney for the law library. Also includes all other
departments' book purchases exceeding $5,000 unit value and a useful
life of more than one year.

9669 CONSTRUCTION IN PROGRESS - To accumulate the cost of projects
which will not be completed in one fiscal year or projects completed within
a year that will have multiple vendors or multiple partial pays.

9700 DEBT SERVICE

9771 PRINCIPAL - Payment of debt principal.
9772 INTEREST - Interest expense on debt.

9800 GRANTS AND AIDS

9881 AID TO GOVERNMENT AGENCIES - Includes all grants, subsidies and
contributions to other governmental units.
9882 AID TO PRIVATE AGENCIES - Includes all grants, subsidies and
contributions to private organizations.
9883 OTHER GRANTS AND AIDS - All other grants and aids.

9900 OTHER

9991 TRANSFERS - Includes all transfers between City funds which do not
represent operating expenditures.
9992 ALLOCATED OVERHEAD/(COST RECOVERY) - Reimbursement for
services from a fund responsible for particular expenses to a fund that
initially paid for them. Therefore, Allocated Overhead/(Cost Recovery) is
treated as a decrease in expense, (Cost Recovery), for the departments
providing the service and an increase in expense, Allocated Overhead, to
the departments receiving the service.
9993 RESERVED – Used only for Budget, no expenditures are charged in this
account.
9999 OTHER NON-OPERATING – Includes Citywide insurance and claims
expenses in the Insurance Retention Fund.

32
DETAILED BUDGET INSTRUCTIONS
EDEN BUDGET END-USER TRAINING

INTRODUCTION

The Fiscal Year 2017 Budget process has the same set-up as last year.
Departments/Divisions will enter and submit the majority of their budget requests
electronically using InForum Gold’s Budget Preparation Module found in the General
Ledger folder. In the Budget Preparation Module, you will use the budget document form to
maintain, calculate, and enter their budget requests. Budget requests will be made using
Budget Documents.

The Budget Office has defined the budget preparation levels in the Budget Document
columns. All Budget Documents have the same columns but different account
pattern/accounts to update. All departments/divisions have more than one Budget
Document which is grouped by accounts and/or cost centers. An example of one
department’s/division’s budget documents for FY 2017 is provided below.

If you have questions and/or need assistance during your budget preparation, call the
Budget Office to speak with Gastonia Anderson or Yvette McLellan at 436-5688 or 435-
1820, respectively.

Open/Select EDENLaunch - Click shortcut on your desktop (if available) or Click ‘Start’
(bottom left corner of screen).
At Eden System Logon: Check User Name (your name)/Enter Password (your
password)/Check Database alias (GoldStandard [server])
NOTE: The EDEN (Module View) menu screen displays the active database in the bottom
left corner.

33
DETAILED BUDGET INSTRUCTIONS
FINDING BUDGET DOCUMENTS:
1. Select the General Ledger Folder
(Single click plus sign or double click the folder)
2. Select Budget Preparation
(Single click plus sign or double click the folder)
3. Select Budget Document
(double click icon or title)
4. Select QBE
(Single click funnel w/document icon or press ‘Ctrl+Q’)
On the Budget Documents Find (QBE) you will see the following fields:
Reference #, Description; Date, Group, Fiscal Year; Account Class; and Account to update.
All of these fields are above the row of Columns.

5. Select Group
Use the Tab key or click group window.
6. Select Department/Division
Open the drop down window with the left mouse button or use the down and/or up arrow
keys on your keyboard.
7. Select ‘run query’ icon or press keys ‘Ctrl+Enter’

(Sample view of steps 5 – 7)

34
DETAILED BUDGET INSTRUCTIONS
NOTE: The Budget Office created Budget Documents for the following budget areas:
Operating (9300’s excluding 9346), Non-Capitalized Assets (9370), Computers and
Equipment (9371), Capital (9600’s), Other Grants and Aids (9800’s), Overtime (9112),
Additional Regular Pay (9119), Extra Personal Services (EPS) (9125 & 9135) and
Unemployment (9131) for all City Departments when applicable.
Once Step 7 is completed, all Budget Documents created by the Budget Office for your use will
be available. Since more than one budget document was created for each Department/Division,
the Next Page icon and the Last Page icon located on the toolbar will be activated (activated
icons are shaded blue). See sample Budget Document below.
Take a moment to view the budget documents created for your department. The Next Page icon
and Last Page icon have a red circle around them. When you’re done previewing your budget
documents, find a capital budget document and bring that up onto your screen.
To see all budget documents for your Department select the browse icon to the right of the last
page icon or press Ctrl+B. This will display the Budget Documents Browse. This Browse lists all
Budget documents for that document Group.
To (Go to next page)

One of the positive aspects to this system is that fewer forms are required because the form
information will be entered as account detail in the budget document.
If you find that you do not have a budget document for a specific cost center, fund, or account
that you need to complete your budget process, contact the Budget Office.

35
DETAILED BUDGET INSTRUCTIONS
INPUT BUDGET REQUESTS/DOCUMENT
 Column 2 (2017 Department Base) Input
8. Select Budget Documents Browse
(Single click spreadsheet icon or press ‘ctrl+b’) Notice:
NOTE: To print this browse table - single click the printer icon Prep level is
or press ‘Alt+t’. Department Base
(column2)
9. Find the desired budget document and select
(Double Click row)
10. Select edit
(Single click right arrowhead w/pencil icon or press ‘F2’)
11. Go to the document’s grid area and place cursor in the Column 2 amount row. The cell
will be shaded grey and will not allow input entries without the next step. ALL
accounts are required to have current detail included with budget request(s).
12. Select the magnify icon on the grid’s left.
(Single click the magnifying glass w/red x)

(Sample view of steps 11 & 12.)
13. A Budget Preparation Detail form appears. Here the amount requested and description
detail is copied from Column 1. It is your responsibility to adjust the copied detail for each
request every new fiscal year. Requests may be 1 or more line numbers. Every ‘Line #”
represents a grid on this form. When you’ve completed entering and/or updating your
detail information, select the ‘Close’ icon in the upper right corner of the form. NOTE:
You can tab or use your mouse to move from section to section within the detail window.

36
DETAILED BUDGET INSTRUCTIONS
**Object code (i.e. 9331) amounts in Column 2 MUST EQUAL the amount in
Column 1 of the same object code (i.e. 9331).
A Budget Preparation Detail form’s grid section includes:
 Line # - assigned by system
 Quantity – required for some accounts but not all. Is required when using Unit
Cost. Remember – requests are rounded to nearest $100.
 Unit – NOT USED.
 Unit Cost – requires quantity to be entered. Not used without Quantity entered.
Remember – requests are rounded to nearest $100.
 Amount – manually insert amount requested OR automatic calculation is entered
when using quantity & unit cost windows.
Remember: Budget request amounts are rounded to the nearest $100.
 One-Time – required for all one time expenses. Single click box with mouse if
applicable. A one time expenses occurs in this budget year only and does not
automatically need to be included into next year’s budget. Specific detail is required
for all One-Time requests. Required for account 9370, 9371 and all capital
equipment accounts.
 Description Box – located below grid row (line #). All accounts must have detailed
description typed into this box. The Budget Office requires specific detail on some
accounts and these accounts are listed on page 40 & 41. All other accounts require
detail as specified by your department/division. NOTE: It’s your responsibility to
adjust/update the detail information for each budget request.
Example of a standard detailed account (9331) shown below.

37
DETAILED BUDGET INSTRUCTIONS
Example of a required detailed account (9370) shown below.

14. Repeat step 13 for each account in Column 2 with a dollar amount showing.
Verify that the Total of Column 1 and Column 2 equal each other.

 Column 3 – (2017 Department New) Input
15. Column 3 is for all changes, enhancements, new requests, Non-Capitalized Assets (9370),
and Capital (9600’s) requests. Requests whether it’s an improvement/increase or
decrease, Non-Capitalized, Computers & Equipment, or Capital is inputted in column 3,
2017 Department New. All entries in column 3 require specific information/detail
and an assigned priority number.
A. Priority numbers are used once (one time) within a department’s/division’s budget
submittal for all…
(1) operating (9100’s and 9300’s) budgets,
(2) Non-Capitalized Assets (9370’s) budgets
(3) Computers & Equipment (9371’s) budgets and
(4) Capital (9600’s) budgets.
(I.e. Financial Services can only use one Priority 1, one Priority 2, etc. for all Column 3 –
Department New operating requests; only one Priority 1, one Priority 2, etc. for all Non-
Capitalized Assets requests; only one Priority 1, one Priority 2, etc. for all Computer &
Equipment requests; only one Priority 1, one Priority 2, etc. for all capital requests in the
budget document detail.)
NOTE: When a new request affects multiple accounts, detailed information and
priority number can and should be repeated on each affected account that
request. (i.e. Transportation &Training.)
16. For each new request in column 3, click amount row of desired account grid. Repeat
steps 12 and 13. Complete entries in Column 3 and proceed to next step.
 Exiting Budget Document
17. Select Accept/Save
(Single click the green circled checkmark icon in the top left corner or press
‘Ctrl+Enter’)

38
DETAILED BUDGET INSTRUCTIONS

 Changing Budget Documents/Completing Budget Documents
18. If continuing to enter request(s) into a different Budget Document, select Budget
Documents Browse (see step 8).
Select the Budget Document you need; double click its row (see step 9).
Repeat steps 10 – 17 (beginning on page 37).

19. When finished inputting request(s) into Budget Documents and entries are accepted and
saved, close program, (top right screen corner, click ‘X’ box).

20. Have Department/Division Head and/or your Budget Staff send an email notifying the
City’s Budget Office that your Budget Documents are completed and ready. The
budget forms are available at the following location: K:\Budget 2017\BUDGET-FORMS
The Budget Office will review your Budget Documents and will email you …
A. Errors were found, and corrections needed.
OR
B. All request(s) are entered correctly and your Budget Documents will be locked.
No further changes can be made by End-Users once a Budget Document is
locked.

NOTE: Preview/Review all department budget documents for current account
information.
Contact the Budget Office for the following reasons:
 If you see accounts that are old and not being used or equipment that you don’t have
anymore, send the information to the Budget Office. Old project account numbers and
non-existing equipment accounts can be coded to not show on future budget
documents.
 If you are requesting a totally new capital item, call for a new project number.
ALL CAPITAL IS BUDGETED AT THE PROJECT LEVEL
 If the description for a particular item has changed, contact us with the appropriate
needed title changes.

39
DETAILED BUDGET INSTRUCTIONS

EXPENDITURES/EXPENSES BY ACCOUNT NUMBERS REQUIRING SPECIFIC DETAIL
All Budget Document accounts require detail of some kind; but, there are several accounts
that require specific detail. These accounts are those that previously required a form
submitted with your budget package (i.e. Forms like Form BB – Overtime/Additional Reg.
Pay, Form CC – Dues, Subscription and Memberships, etc.).
Below is a listing of accounts/object codes that require specific detail within your budget
document requests.
All Personal Services budget documents
9112 – Overtime, project coded and includes the following detail: Title/Position,
justification, est. hours, amount or hourly Rate.
9119 – Additional Regular Pay, project coded and includes the following detail:
Title/Position, justification, estimated hours, amount or hourly rate.
9125 – Extra Personal Services (EPS) paid through an agency detail requirement is
necessary
The following format is used for EPS detail:
 Position/Title -
 Number of EPS -
 Number Less than 6 Mos.
 Number More than 6 Mos.
 Justification -
 Full Time/ Part Time -
 Wages -
 Other Costs –
9135 – Other Personal Services (OPS) paid directly through City Payroll detail
requirement is necessary for Florida Retirement System reporting.
The following format is used for EPS detail:
 Position/Title -
 Number of EPS -
 Number Less than 6 Mos.
 Number More than 6 Mos.
 Justification -
 Full Time/ Part Time -
 Wages -
 Other Costs (i.e. Medicare, Social Security, FRS) –
Operating Expenses
9335 – Professional Services detail requirement is service description and justification.
Each service has its own entry.
9336 – Communications, project coded and detail requirements for each expense.
Each expense has its own line entry with Company name and description of
service.
9337 – Transportation detail requirement is name & title of person attending, name of
conference, destination, date, # of days.
Different conferences, destinations, dates, and # of days require
separate/different line entries.
9338 - Advertising detail requirement is to include the amount, type of expenditure
(i.e. new hire classification ads, billboards, TV, magazine, etc) and if an outside
advertising agency is to be used, provide the name of agency (if known),and
type of service they will be performing.

40
DETAILED BUDGET INSTRUCTIONS
9342 – Training detail requirement is name & title of person attending, name of
conference, tuition, books & other, registration, lodging, meals, justification &
benefits to the City. (Remember to take into consideration the new
travel/training policy guidelines.)
9343 – Dues, Subscription and Memberships detail requirement is name & title of
person, membership/publication, justification, new/renewal, professional or
service, # of copies or members.
Different dues, subscriptions and memberships require separate/different line
entries.
9357 – Other Contractual Services detail requirement is a description and justification.
Each service has its own entry.
9370 – Non-Capitalized Asset detail requirement is an item description, total number
of devices currently in Department, total number of devices requested for new
budget year, and a department’s sequential priority number. Request must
be rounded to $100.
Each item has its own entry with quantity and unit cost included in detail and
the one-time box should be checked.
9371 – Computers and Equipment detail requirement is an item description, total
number of devices currently in Department, total number of devices requested
for new budget year, and a department’s sequential priority number. Request
must be rounded to $100.
Each item has its own entry with quantity and unit cost included in detail and
the one-time box should be checked. Requests should also detail the item’s
MIS Service ID#.

Capital Outlay
REQUIREMENTS: All Capital is entered to the project number level with descriptive detail
and priority number. Each item within an account/object code is required to have its own line
entry in the detail form of the budget document.
All detail form lines require the one-time expense box checked.
9667 – Road Equipment must include mileage of vehicle, total number of devices
currently in department/division, total number of devices requested for new budget
year, and vehicle description. Each vehicle is required to have its own line entry.
Vehicles cannot be joined together.

NOTE: Vehicle descriptions are required to match fixed assets. Prior to
requesting vehicle replacements, a fixed asset comparison is needed to
confirm vehicle’s description. Description updates can be made by the
Budget Office and should be brought to their attention prior to budget
submittal deadlines.

41
DETAILED BUDGET INSTRUCTIONS
Review Budget Requests Prior to Submitting
In order to reduce the number of erroneous entries in the budget requests, the Budget Office
strongly recommends that you complete the four steps detailed below before submitting your
budget requests to the Budget Office for approval. Completing this process will allow for the
opportunity to thoroughly review the data contained in your requests, correct any mistakes you
may discover, and avoid any omissions in your FY 2017 budget; therefore, ensuring a speedy
transition thorough the FY 2017 Budget Submittal Process.

1. Generate the Base Budget Report (Report A) to confirm that there is no variance between
the recommended base and department base. The Difference Column of this report must
reflect zeros (0) in all line items. If a number other than zero is reflected in the difference
column, you must go back to the line item detail and correct the amounts in FY 2017.
(See page 43 for help on how to generate reports)

2. Generate the Department Request Detail Report (Report #2) to confirm that you have not
inadvertently requested changes to your budget in Column 1 (FY 2017 Base Budget). All
requested changes to your budget must be reflected in Column 2 (FY 2017 New Detail).
In addition, all of those requested changes must be prioritized within the
department/division. Remember, there can only be one priority (i.e. #1) assigned to an
item in each department/division unless the same number of priorities equal “0” (such as
shifting between various line items and the end result = 0).

Check to confirm that Column 1 (FY 2017 Base Budget) and Column 2 (FY 2017 New
Detail) equal Column 3 (FY 2017 Total Budget) and that the line item verbiage in Column
1 (FY 2017 Base Budget) is cleaned up from FY 2016.

3. Generate the Capital Detail Report (Report #3) to confirm that all items budgeted in the
Capital section are $5,000 each or more and that all items are prioritized within the
department/division. Remember, items between $1,000 and $4,999 are budgeted in the
Non-Capitalized section or Computer and Equipment section of the budget. In addition,
check to confirm that all budgeted vehicles reflect the year and mileage of the vehicle.

4. Generate the Non-Capitalized Assets Report (Report #6a) to make sure that all items
budgeted in this section are between $1,000 and $4,999 per unit and that all items are
prioritized. Remember, if items are less than $1,000 per unit, they must be budgeted in
the Small Tools and Minor Equipment (9334) line item.

5. Generate the Computers & Equipment (Report #6b) to make sure that all items budgeted
in this section are between $1,000 and $4,999 per unit and that all items are prioritized.
Remember, if items are less than $1,000 per unit, they must be budgeted in the Small
Tools and Minor Equipment (9334) line item. In addition, check to confirm the following:

 All Non-Capitalized Asset and Computers and Equipment items have a one-time
check beside the item
 All Non-Capitalized Asset items are prioritized.
 All Computer and Equipment items are prioritized.
 All budgeted vehicles reflect the year and mileage of the vehicle.

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DETAILED BUDGET INSTRUCTIONS
 All Capital, Non-Capitalized, and Computer and Equipment items must have a unit
and a per unit cost number
 All Computer and Equipment item requests are associated with an MIS Service
ID#.

Generating Eden Reports

See below for instructions on how to generate the Base Budget Report (Report A), Department
Request Detail Report (Report #2), Capital Detail Report (Report #3), Non-Capitalized Assets
Report (Report #6a), and the Computer & Equipment (Report #6b):

A. In Eden, go to “Budget Documents”
B. Click on “Reports” at the top of the screen
C. Select the appropriate report and wait for the “Linked Reports Runner” window to
popup.
D. On the Linked Reports Runner, click the “Display Report” icon and wait for the
“Enter Parameter Values” window to popup.
E. Enter your department/division criteria into the “Enter Parameter Values”.

F. After entering the appropriate criteria, select the “OK” button and wait for the
appropriate report to pop up.

STEP B STEP C

STEP D STEPS E & F

43
FY 2017 BUDGET FORMS
The FY 2017 Budget Forms will be completed electronically as separate forms. These forms are
available at the following location: K:\Budget 2017\BUDGET-FORMS\ and are due to the Budget
Office on the appropriate deadline date

The process for completing the FY 2017 Budget Forms has been split into two sections: (1)
complete and submit the appropriate budget forms and (2) copy the required files and
documentation in your department/divisions respective folders at: K:\BUDGET 2017\. Fields
highlighted in light gray indicate that formulas are embedded and will be used to calculate
answers. The FY 2017 Budget Forms include the following:

Vacant Positions (Form AC)
Form AC will be required for all Departments/Divisions with vacant positions. All vacant positions
at the time of submission should be listed.
 Department – Select a department/division for the vacant budgeted position.
 Fund & Cost Center/Activity – Select one or multiple fund and cost center activity(ies)
for the vacant budgeted position
 Job Code/Position Title/Range - Select the job code/position title/range for the
vacant budgeted position.
 Number of Vacant Budgeted Positions - Enter number of vacant budgeted positions.
 EPS Filled – Select ‘Yes’ if position is filled by EPS or ‘No’ if unfilled.
 Amount - Enter total (salary and fringe benefits) expenditure for the vacant budgeted
position. NOTE: The amount(s) should agree with the sum of all line items for that vacant
position(s) listed on the Position Budget Summary Report.

Underfilled Positions (Form AD)
Form AD will be required for all Departments/Divisions having any positions filled with a lower
range position.
 Fund & Cost Center/Activity – Select one or multiple fund and cost center activity(ies)
for the budgeted position
 Budgeted Job Code/Position Title/Range - Select the job code/position title/range for
the budgeted position.
 Filled Job Code/Position Title/Range - Select the job code/position title/range for the
actual position filling the budgeted position.
 Justification – Enter the justification for filling position at a lower level.
NOTE: Identify these positions on the organization chart with an asterisk (*).

DROP Payouts (Form AE)
Form AE will be required for all Departments/Divisions having any positions filled with employees
in the DROP program that will be required to vacate their positions during Fiscal Year 2017.
Each department/division with such employees will receive a listing in their budget package and
will enter the information as appropriate.
 Fund & Cost Center/Activity – Select one or multiple fund and cost center activity(ies)
for the budgeted position
 Budgeted Job Code/Position Title - Select the job code/position title for the
 budgeted position.

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FY 2017 BUDGET FORMS
 Employee’s Name - Enter name of employee in the DROP program that will be vacating
their position during Fiscal Year 2017.
 Date Leaving - Select the date that the employee will be leaving.
 Drop Type - Select the type pension that the employee is enrolled in: General, Fire,
Police, FRS – Regular (FRS-Reg), FRS – Senior Management (FRS-SMgt), FRS –
Special Risk (FRS-Spec).
 Column A: PTO Hours - Enter the number of PTO hours that the employee is anticipated
to have at the time of their departure. NOTE: General Employees and
Police/Sergeants/Lieutenants cannot exceed the maximum of 500 hours. Fire employees
cannot exceed the maximum of 720 hours.
 Column B: Aux PTO Hours – (Police Officers ONLY) Enter the number of Auxiliary PTO
hours that the employee currently has.
 Column C: Total PTO Hours – Calculated by adding columns A & B to get the total
number of PTO hours.
 Column D: % of PTO Paid – (Police Officers ONLY) Compare the amount from Column
C to the schedule below to determine the percentage of PTO that will be paid.
 Column E: PTO Hours Paid – Calculated by multiplying columns A & D to get the total
number of PTO Hours to be paid. NOTE: This cannot exceed the maximum number of
hours as outlined in the table below.
 Column F: Hourly Rate - Enter the employee’s hourly rate of pay.
 Column G: Salary Payout – Calculated by multiplying Columns E or C by Column F to
determine the base salary payout.
 Column H: Medicare Payout – Calculated by multiplying column G by 1.45% which
represents the Medicare Premium paid for this employee. Applies to employees hired
after 03/01/1986. Deselect the checkbox on the top of the calculated number if this
calculation is not needed.
 Column I: SS Repl or Soc. Sec. Payout – Calculated by multiplying column G and the
appropriate percentage for General Pension (5.7%) or FRS Pension (6.2%) which
represents the Social Security Benefits paid for this employee. Deselect the checkbox on
the top of the calculated number if this calculation is not needed.
 Column J: FRS Payout - Calculated by multiplying column G by the specified percentage
that represents the employee’s FRS classification. Regular class (RCL) employees by
7.26% or senior management (SMgt) by 21.43% or special risk (SpR) by 22.04% which
represents the FRS Benefits paid for this employee.
 Column K: Total Payout –Calculated by adding Columns G, H, I & J to determine the
total payout for the employee.

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FY 2017 BUDGET FORMS
Position Request (Form AF) *Round numbers to the nearest hundred
Form AF will be required for all Departments/Divisions requesting a new position, deleting an old
position or requesting the funding of a currently unfunded position.
 Description of Service Level RED/IMPR – Describe service level changes due to
position request of either a reduction (RED) or an improvement (IMPR)
 Impact of Red. or Justification of Service Level Improvement – Explain the impact of
service level reduction or justification for service level improvement associated with this
position request and any benefits expected to be derived from request.
 Personal Services – Enter object code, account title and cost (including detail fringe
benefits) that will be impacted by position request. NOTE: Do NOT include
Reclassifications or upgrades on this form.
 Operating Expenses – Enter object code, account title and cost of estimated impact to
 operating expenses due to the position request.
 Capital Costs – Enter object code, account title and cost of additional capital impact due
to position request.
 Total Costs – Calculated by summing total personal services, operating expenses and
capital outlay requests and enter here.

Personal Services Adjustments (Form AG) *Round numbers to the nearest hundred
Form AG is required for all Departments/Divisions that request changes to the personal services
calculations provided on their Budget Summary Report. The only time this form should be used is
when an error has been found in the Eden calculation, or changes have occurred since the report
was prepared such as the hiring, promotion, or resignation of an employee.
 Explanation of Personal Service Adjustment – Explain the adjustment and its
justification.
 Personal Services – Enter the object code, account title and cost adjustment amount.
 Total Personal Services Adjustment – Enter the requested total adjustment.

Position Reclassification and Upgrade (Form AH) *Round numbers to the nearest hundred
Form AH is required for all Departments/Divisions that request position reclassifications and
upgrades to their budgeted positions.
 FROM: (Job Code/Position Title/Range) – Select the position to reclassify or upgrade
 TO: (Job Code/Position Title/Range) – Select the position to reclassify or upgrade to.
 Description of Service Level RED/IMPR – Describe service level changes due to a
position reclassification or upgrade of either a reduction (RED) or an improvement
(IMPR).
 Impact of Red. or Justification of Service Level Improvement – Explain the impact of
the reclassification/upgrade or justification for service level improvement associated with
this position request and any benefits expected to be derived from request.
 Personal Services – Enter object code, account title and cost (including detail fringe
benefits) that will be impacted by position request.
 Total Personal Services – Calculated by summing total personal services.

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FY 2017 BUDGET FORMS
Issues (Form DD)
Form DD will be required for all Departments/Divisions to provide Management with any issues
facing them in FY 2017. The information provided will be reviewed and will be considered for
inclusion in the “Issues” section of the Budget Message.
 Issue – Enter the title of the issue.
 Description – Enter any background information and detailed description information.
 Financial Impact – Enter estimated financial impacts, if any.
 Note: This does not replace requests for funding. All funding requests must be entered in
Eden.

Revenue Forecast Summary (Form REV-1)
Form REV-1, as well as the Revenue Forecast Form REV-2, is for all revenue generating
activities. All sources of revenue, including proposed grants should be projected. A separate
revenue forecast form REV-2 is required for each source of revenue listed on the revenue
forecast summary form.
 Source of Revenue - List specific source of funds. Transfer to Form REV-2.
 FY 2017 Projection - Enter anticipated revenue for FY 2017.
 FY 2018 Projection - Enter anticipated revenue from the source for FY 2018.
 FY 2019 Projection - Enter anticipated revenue from the source for FY 2019.

Revenue Forecast By Source (Form REV-2)
Form REV-2 is for all revenue generating activities. A separate revenue forecast form REV-2 is
required for each source of revenue listed on the revenue forecast summary form.
 Source of Revenue - Transfer from Form REV-1 the specific source of funds.
 Revenue Account Number – Select the revenue account number of the specific source
of funds.
 Assumptions - Explain the assumptions used in determining revenue estimates. Explain
the criteria used in building the assumptions.
 Critical Issues Affecting Revenue - Describe critical factors that might, over the next
fiscal year, affect the revenue being forecasted. EXAMPLES: New programs that
generate additional revenue; a major fee structure revision; new City, State or Federal
legislation creating a new revenue source.
 Pattern of Revenue and Any Trends - Explain previous fluctuations over the past few
years and anticipated fluctuations. Describe what the trend has been for this revenue (i.e.,
increasing, decreasing, or stable) and what is expected in the year ahead.
 Revenue Usage Restrictions - List restrictions on the usage of this revenue, if known;
otherwise leave blank.

Revenue Forecast By Month (Form REV-3)
Estimate revenues from all available sources by month and list on Form REV-3.
 Month - The month under consideration.
 FY 2017 Projection - Enter anticipated monthly revenue for FY 2017.
 FY 2018 Projection - Enter anticipated monthly revenue for FY 2018.
 FY 2019 Projection - Enter anticipated monthly revenue for FY 2019.

47
FY 2017 BUDGET FORMS
NOTE: Total should balance with the total on Form REV-1.

Fee Summary (Form REV-4)
All fees charged must be listed on Form REV-4. Any fee increases recommended will be
included on this form as well as a justification for those increases.
 Fee – Enter the name of the fee.
 Current Charge - Enter the current amount of the fee.
 Total Revenue Generated – Enter the total amount of revenue generated from the fee.
 Recommended Increase - Enter the recommended increase (if any) of the fee. This
should be entered in a percentage format. If no increase in fee is warranted, enter 0%.
 New Estimated Revenue – Calculated as the total amount of revenue estimated after a
fee increase.
 Justification – List the justification for either increasing or maintaining the fee.

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FY 2017 BUDGET FORMS

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APPENDIX

61
APPENDIX
Top Mistakes Found in Budget Submittals
In preparing/reviewing the submittals, the Budget Office compiled a list of the commonly made mistakes with budget
submittals. Please review this list and pay special attention to these common mistakes in order to avoid them in
preparing the FY 2017 Budget.

1. Base Detail Not Properly Cleaned Up – make sure the Budget Preparation Manual to determine what each
detail listed makes sense and is applicable to the fiscal employee’s maximum pay out amount will be.
year for which you are requesting funds. It is your 10. Organizational charts must have Extra & Other
responsibility to ensure that the detail is current Personal Services (EPS/OPS) employees shown and
information and is coherent. Reviewing detail by must indicate all underfilled positions with an asterisk.
running a detailed budget report is recommended.
11. Most of the time budget input and its information gets
2. All items in the New Column must have priority changed; therefore, it would be best to wait and send
numbers, regardless of whether it’s an increase or a all electronic files once your budget has passed
decrease. the review process from the Budget Office.
3. Between the 9100 and 9300 accounts (excluding 9370 12. We also don’t need for you to printout reports from the
& 9371) all numbering in the New Column must be in Eden System and submit them to us. Same as in #10,
priority number with only one #1, one #2, etc. most of the time the information changes or gets
Therefore, you might have a priority #1 in Extra corrected and we end up not using these reports. The
Personal Services and then your second priority might Budget Office will print those reports out at the end,
be in Utilities. The only exception to this rule is if you once review process is complete.
are requesting a new program that would have multiple
account numbers associated with it. For instance, if a 13. Make sure that you are looking at your prior year
department were to request a new division within their information on all accounts to make sure that you can
department that consisted of new positions, additional justify any major changes. For instance, if a line item
operating expenses associated with the creation of the has historically had low expenses and you have
new program, then all increases associated with that historically kept the budget the same, you will need to
one program would be assigned the same priority either reduce that line item budget or make sure you
number. Also, if you were moving budgets from one are ready to explain why you need to keep the
line item to another, then both the increase and additional amount. On the other side, if you are
decrease would be the same priority number since they consistently spending in a certain account and you
are dealing with the same issue. either don’t have any budget or your budget is too low,
you will need to either request funding for that line item
4. Non-Capitalized Assets (9370) has its own priority or be ready to explain why you are not budgeting
numbering and must be marked one-time. Additionally, adequately for that account.
these items must be detailed with the quantity, unit cost
and must be in the Department New Column. 14. One-time expenses – Please make sure that if
something is a one-time purchase, then it’s marked
5. Computers and Equipment (9371) has its own priority correctly in the detail box. This is not only for
numbering and must be marked one-time. Additionally, equipment purchases, but also one-time services, such
these items must be detailed with the quantity, unit cost as a repair project that is one-time or a study that
and must be in the Department New Column. Make would only be conducted once. It’s imperative that we
sure to indicate the MIS Service ID# for all be able to capture what is truly a one-time event versus
computers/printers requested to be replaced. an on-going expense when we are preparing the
6. Capital Requests (9600’s) have their own priority budget.
numbering and must be marked one-time. These 15. Fund Sheets (Revenue and Expense Sheets) – This
items should also be put in the Department New applies mainly to Enterprise Departments. Please
Column. make sure that your current Budget Year and your
7. Capital Requests (9600’s) must be budgeted at the Proposed Budget Year revenue and expense
project level. If a project doesn’t exist on your budget balances. In some instances, these were submitted to
document, don’t use the 000000 level. Call the Budget us unbalanced.
Office and one can be created for you and added to 16. With the decentralization of RP’s it is evident that the
your budget document. budget must be placed in the same account where the
8. Extra Personal Services (EPS – 9125) information was charge will be entered. Make sure you have adequately
not complete. Please make sure all lines are budgeted at the appropriate project level to ensure you
completed so that we can ensure proper reporting for will not be blocked from entering an invoice or
FRS purposes. requisition on October 1st.
9. DROP Form – The number of hours paying out cannot
exceed the maximum allowed to pay out. Even though
a general employee may have over 500 hours, for
general employees, the maximum amount that the City
will pay out is 500 hours. That is the maximum amount
to calculate on the form. Each class has its own
maximum amount to pay out. Please refer to the

62
APPENDIX

CITY OF PENSACOLA GOALS AND OBJECTIVES
MAYOR ASHTON HAYWARD
MAYOR HAYWARD’S STANDING GOALS AND STRATEGIC DIRECTION
The purpose of the Mayor’s Standing Goals and Strategic Direction is to articulate key policy and service
priorities that will ensure that Pensacola remains an attractive, vibrant and inviting place to live, work and visit.
The goals guide the allocation of resources through the budget and capital improvement program to assure that
departmental work plans and projects are developed that move the City forward. The goals are long term in
nature and the City’s ability to make progress towards their achievement is based on the availability of resources
at any given time. Nevertheless the strategic direction is clear – core services will be delivered in a manner that
optimizes the limited financial resources so that Pensacola will be a city that is:

Safe
Everyone who spends time in the city, not just residents, will not only be safe, but feel that they are personally
safe and so is their property. The City will be prepared for disasters and provide for the protection of life and
property in such event.

Attractive
Public streets, parks, rights-of-way and other public facilities will be maintained in a manner that is consistent with
the level of maintenance our citizens provide to their private property.

Fiscally Responsible
City assets will be managed and safeguarded through reasonable internal controls, policies and systems that
ensure legal compliance and fiscal stability in order to provide the highest quality municipal services, consistent
with the resources available to us.

Efficient
Core City services will be delivered in a manner that maximizes the taxpayers’ return on investment.

Accountable
Financial resources will be aligned with goals that reflect citizen priorities and the public will be able to measure
progress towards those goals.

Transparent
The public will be well-informed and able to fully access City services and participate in local government.

96
APPENDIX
FY 2017 BUDGET SUBMITTAL CHECKLIST

The following items are to be returned to the Budget Office:

1. ____ Organizational Chart with EPS/OPS and underfilled positions indicated with an “*”
& total number of employees in the bottom right corner
(Hard Copy and after review process, placed in departmental folder located at
K:\Budget 2017)
2. ____ Mission Statement Goals/Objectives (Department/Division Verbiage)
(Hard Copy and after review process, placed in departmental folder located
at K:\Budget 2017)
3. ____ Performance Measures with actuals for FY 2015 and targets for FY 2016 and
FY 2017 (Department/Division Verbiage)
(Hard Copy and after review process, placed in departmental folder located
at K:\Budget 2017)
4. ____ Updated Photos Associated with Program Verbiage (Include Captions)
(Place in departmental folder located at K:\Budget 2017\Photos)
5. ____ All Required Forms, when applicable
(Hard Copy and after review process, placed in departmental folder located
at K:\Budget 2017)
Form AC – Vacant Positions
Form AD – Underfilled Positions
Form AE – DROP Payouts
Form AF – Position Request
Form AG – Personal Services Adjustments
Form AH – Position Reclassifications and Upgrades
Form DD – Issues
Form REV1 – Revenue Forecast Summary
Form REV2 – Revenue Forecast By Source
Form REV3 – Revenue Forecast By Month
Form REV4 – Fee Summary
6. ____ Fund Sheets by the following departments/divisions:
Airport, Inspection Services, Pensacola Energy, Housing, Port,
Public Works, Sanitation, and Neighborhood Services (Non-General Funds).
(Hard Copy and after review process, placed in departmental folder located at
K:\Budget 2017)

NOTE: ALL Line item Budget Document requests should be rounded to the
nearest $100. Make sure that positions in the organizational chart are the
same positions listed in the Position Budget Summary Report.

64

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