Chart of Accounts TrainingJuly 2014

Why a Uniform Chart?

Provides the Legislature, general public, and other agencies with a consistent guideline of how funds are used.

Each element of the code is defined to provide guidance on how to code expenditures.

Each State and Federal Program publishes a list of approved codes for that program. If the code is not listed, then that program may not be used for that purpose.

It is important to code expenditures to the appropriate code so we know how funds were used.

Funds may be transferred between line items within specific parameters.

Chart of Accounts

The Chart of Accounts -Basic Account Structure

X.XXXX.XXX.XXX.XXX.xxx.xx Fund|Function|Program|Object|School|Use1|Use2

The Blue Codes must be in compliance with the Uniform Chart.

light blue are for Local Use.

Fund Codes

Independent fiscal and accounting entitySelf Balance Group of Accounts

1 State 2 Local 3 Federal4 Capital Outlay5 Child Nutrition 6 Trust Funds7 Pension Fund

Four Types of Function Codes:

1000 - Assets

2000 - Liabilities and Reserves

3000 - Revenue

4000 – 5000 - Purposes Code

All expenditure codes are Purpose Codes, with the purpose defining the reason for the expense.

Function Purpose or Type of Account

Purpose Codes The reason for the expense

5000 - Instructional Programs

6000 - System-Wide Support Services

7000 - Ancillary Services (new)

8000 - Non-Programmed Charges

9000 - Capital Outlay

2.5400.005.411.304.000.00

School Leadership Services

Purpose Codes

PRC - Program Report Code A “pot of money”

PRC examples include: 061 -Classroom Materials 032 - Exceptional Children801 - Maintenance809 – Health and PE

Object Codes

Object Code – Service or Commodity obtained as a result of a specific expenditure

100 - Salaries 200 - Benefits 300 - Purchased services400 - Supplies and Materials500 - Capital Outlay600 - Reserved for Future Use700 - Transfers

1.5110.003.162.304.000.00

Substitute Teacher – Regular Teacher Absence

3.5110.103.163.304.000.00

Substitute Teacher - Staff Development Absence

Object Codes

Location Codes

School Numbers – Defined by DPI

Budget Transfers

General RulesNot between Funds Allowable between object codes within a

program.

Funding

Federal more restrictive - make sure expenditures are appropriate for this program

*Spend State first!

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