Accounting Processby Office of Financial Services (OFS)

What is this and what

do you need to know

about it?

Click on each slide to advance

Use ‘Escape’ key to exit

What are Accounting Codes?

• Accounting codes are identifiers used to capture financial information…

They make sure your purchases

and expenses are identified

correctly and paid from the

right “pot” of funds.

How does this work?

• 1st - Office/Division needs goods/services• Decide type of purchase, who pays, how to code? • Make the purchase or expense• Receive goods/services• Notify OFS

• 2nd - OFS gets bill (from Vendor or Office/Division)

• Record the transaction • Pay the vendor• Get money from source identified by Off/Div• Report how the money was spent

Why is that important?

• If the information is wrong…..– Payment can be delayed– The State could lose Federal funds– People have to do extra work to correct &

reconcile– Accounting records will be wrong

If you don’t have time to do it right the first time,

when will you ever have time to fix it?

What codes are used?(Use the Enter key to see the list)

• Class – A grouping of accounts at the state level • Account – What the money was used for?

– (supplies, travel, etc.)

• OPB Sub Program – The budget category• Department ID – Who spent the money?

– (DFCS, OFS, ORS, etc.)

• Project Code – What area of activity was affected? – (Food Stamp benefits, State, Child Care, etc.)

• Fund Source – Where should the money come from?– (State, ‘08 Energy Assist, ‘09 TANF, etc.)

• Begin & End Dates – When did the expense occur?(End of list – press Enter to go to next screen)

Class & Account

• Where is this located?• OFS Website/Tools

– The Chart of Accounts

• What does it look like?Description Class Account– Regular Salaries 300 501001– Retirement ERS 300 515001– Cost of Goods Sold 301 610001

OPB Subprogram & DepartmentProject & Fund Source

• Where is it located?• OFS Website/Tools

– The Department ID Manual

• What does it look like? OPB

Div/Off Desc. Dept. ID Sub-Pgm Project Fund Source

DFCS OFI-Elig F/S 4276911109 2014001 20106001 20161

DFCS Foster Care 4276702106 2010102 60013001 01

OFS EBT TANF 4275742241 2010103 13919001 10591

How to use the Department ID Manual

• Click on the “down arrow” in Column B to see all “Sections” in the list.

• Uncheck the “Select All” box, click on the box that has the section you need and click “OKAY”.

Div/Off Section Description Dept IDOPB-SubProgram

Project Code

SELECT ALL

LONG TERM CARE

HEALTH CARE

RESIDENTIAL CHILD CARE

OKAY CANCEL

How to use the Department ID Manual (con’t.)

• To further refine your search, using the “Description” column– Check the box(es) for the description within the

“Section” column that you have already selected.

• Uncheck the columns in reverse order.

Div/Off Section Description Dept IDOPB-Subprogram

Project Code

Start Date

End Date

Fund Source

ORS HEALTH CARE Health Care-CLIA 4275734845 2012702 42722119001 10/01/08 09/30/09 11498

ORS HEALTH CAREHealth Care-CLIA-Waiver Project 4275734846 2012702 42722119002 10/01/08 09/30/09 11498

ORS HEALTH CARE Health Care-CLIA-Training 4275734847 2012702 42722119003 10/01/08 09/30/09 11498

Don’t save the Dept. ID Manual to your computer….it is updated frequently.

Error reduction through teamwork!

• Call OFS if you have any questions.

• Use the OFS Contact List on this website to find the appropriate phone number.

SCORE!!!!

THE END

Thank You