sf102-account coding kelly hayes, springdale public schools april 11, 2013
TRANSCRIPT
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SF102-Account CodingSF102-Account Coding
Kelly Hayes, Springdale Public SchoolsApril 11, 2013
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SF102SF102Coding—Who cares?LegislatorsJoe Taxpayer (District patrons)
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ResourcesResourcesAPSCN website
◦AFRB◦Accounting Handbook◦Key Commissioner’s memos◦Questions and answers
Kathleen CrainFMS Listserve
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Financial Accounting Financial Accounting HandbookHandbook
If it’s in BOLD, then you’re not supposed to use it! (Revenue, Function, & Object)
NOTE: You can set it up, but it will just kick out as an exception.
If its got an asterisk (*) beside it, then you’re supposed to use it!
NOTE: If you don’t use the ones that have asterisks, then in some cases you will get an exception!
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ExceptionsExceptionsRevenue
Expenditures
General Ledger
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Accounting HandbookAccounting HandbookRevenue
Expenses
Balance Sheet
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Codes: Revenue versus Codes: Revenue versus Expenditure Expenditure versus versus Balance SheetBalance Sheet
Revenue:FSOF-Revenue Code
Expenditure:FSOF-Function-Location-Program-Subject-
Object
Balance Sheet:FSOF-Account
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So, all codes (revenue, So, all codes (revenue, expenditures, and balance expenditures, and balance sheet) have what in sheet) have what in common?common?
FSOF
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Fund (single digit)Fund (single digit)
Start here.1- Teacher Salary 6- Federal2- Operating 7- Activity3- Building 8- Food Service4- Debt Service 9- Fixed Asset5- Capital Outlay/Dedicated M&O
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Source of Funds (three Source of Funds (three digits)digits)SOF follows the fund number.
000---unrestricted (all funds)001---other general operating fund
(funds 1 & 2)
NOTE: If it has an asterisk (*), then it is required!
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SOF Examples SOF Examples
State & Local:NSLA 281ELL 276ALE 275PD 223
Federal:Title One 501VIB 702
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SOF--District DefinedSOF--District Defined002-099 District DefinedThis means that you can set up a
balance sheet/expenditures/revenues if there is something that you want to track BUT you don’t have an assigned SOF.
Example: QSCBState and local money only-no
Federal.
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How do I know if funds that I How do I know if funds that I receive have a restricted receive have a restricted SOF code?SOF code?
Look on the check stub from ADECall/email ADEAsk other School Business Folks
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Fund/Source of Funds questions?
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Revenue (five digits)Revenue (five digits)
10000 series-- Local sources20000 series-- Intermediate
sources30000 series-- State sources40000 series-- Federal sources50000 series-- Nonrevenue
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Non Revenue ExamplesNon Revenue ExamplesProceeds from sale of bondsFund TransfersCompensation for Loss of Fixed
Assets
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Revenue CodesRevenue CodesRevenue codes consist of two
sets of numbers:◦Fund/Source of Fund◦Revenue Code
Example: 2001- 15100FSOF- Revenue
code
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What’s wrong with these What’s wrong with these revenue codes?revenue codes?
2001-61110 (Revenue codes can’t start with a 6)
2281-01010 (Revenue codes can’t start with a 0)
2000-15100 (Can’t code revenue to fund 2000)
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Revenue questions?
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Expenditure CodesExpenditure CodesComponents
◦Fund (1 digit)◦Source of Funds (3 digits)◦Function (4 digits)◦Location (3 digits)◦Program (3 digits)◦Subject (2 digits)◦Object (5 digits)
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Function (four digits)Function (four digits)Follows Fund/Source of Fund1000 series-- Instruction2000 series--Support Services3000 series--Operation of Non-
Instructional Services4000 series--Facilities Acquisition
and Construction Services
5000 series--Other Uses
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Expenditure Coding---Expenditure Coding---FunctionFunction
FSOF-FunctionExample: 2000-1910
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Location! Location! Location! Location! Location!Location!(three digits)(three digits)Follows Function.This number is typically the LEA
number of the individual school.The following functions require a
location other than 000:1000-1399; 1500-2199; 2400-2499
770-779???
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Expenditure Coding---Expenditure Coding---LocationLocation
FSOF-Function-LocationExample: 2000-1910 -050
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Program (three digits)Program (three digits)Follows Location.Some are required (NSLA, Special Ed,
G/T, athletics, preschool, ALE, ARRA, etc.)
NOTE: NSLA trumps. If it’s SPECIAL ED NSLA, then you
have to replace the first number (0) with a 2. Example: Instead of 007 for NSLA Teacher’s Aide, you would use 207 for NSLA Special Education Teacher’s Aide.
Talk about State Academic Facilities Funding Program Codes.
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Expenditure Coding---Expenditure Coding---ProgramProgram
FSOF-Function-Location-Program
Example: 2000-1910 -050 -270
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Subject (two digits)Subject (two digits)Follows Program.Not requiredDefault is 00
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Expenditure Coding---Expenditure Coding---SubjectSubject
FSOF-Function-Location-Program-Subject
Example: 2000-1910 -050 -270 -
00
All of these together are called a Budget Unit.
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Object (five digits)Object (five digits)Attach to a Budget UnitALWAYS starts with a 6 (six)
◦1 Salary◦2 Benefits◦3 Purchased Professional/Technical
Services◦4 Purchased Property Services◦5 Other Purchased Services◦6 Supplies and Materials◦7 Property◦8 Other Objects◦9 Other Uses of Funds
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What’s wrong with these What’s wrong with these expenditure codes?expenditure codes?2000-5200-000-000-00-19900
(19900 is a revenue code. Object codes always start with a 6)
6501-1120-000-000-00-66100(Since the function code starts with a 1, you have to have a location code)
2281-2134-012-000-00-61120(must have a program code is paying from fund 2281—NSLA)
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Balance SheetsBalance SheetsBalance sheet codes consist of
two sets of numbers:◦Fund/Source of Fund◦Balance Sheet Account
Balance Sheet Accounts always start with a 0 (zero).
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Expenditure GridExpenditure Grid
Salaries Benefits Prof/Tech Property Other Supplies Property Other Other61000 62000 63000 64000 65000 66000 67000 68000 69000
Instruction 1000Support Services 2000
Operation of Non Instructional Services 3000Facilities Acquistion and Construction Services 4000
Other Uses 5000
Purchased Services
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Balance Sheet AccountsBalance Sheet Accounts
ALWAYS start with a 0 (zero)1 & 2- Assets4 & 5- Liabilities
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What’s wrong with these What’s wrong with these Balance Sheet Accounts?Balance Sheet Accounts?
2000-66100 (Balance sheet accts always start with a zero)
2223-15100 (Balance sheet accts always start with a zero)
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Something to rememberSomething to rememberLast five digits of any financial
code:If it…Starts with a 0-Balance SheetStarts with a 1,2,3,4, or 5-
RevenueStarts with a 6-ExpenditureStarts with a 7,8, or 9-You need a
few days off.
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Let’s Code!!!Let’s Code!!!You have a resource teacher that
works half time each at locations 040 and 041 and is paid with unrestricted funds. What is his/her salary code:
Answer:1000-1220-040-200-00-611101000-1220-041-200-00-61110
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The library media specialist at location 52 wants to hire a local artist to paint a mural on the wall of her library using unrestricted funds. What is the code:
2000-2220-052-000-00-63900
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You accidentally paid a Title One invoice twice in the last fiscal year. The company has just sent you a refund check for the duplicate payment. What is the code?
Answer: You have to code it to an expenditure code. You cannot code it as a revenue (the Feds won’t let us).
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It’s the end of the fiscal year. You need to book the money that is due back to you from the ADE for VIB.
What is the debit?6702-01410 (?)What is the credit?6702-45613
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A balance sheet account always starts with a ______________ . (zero)
An object code on an expense will always start with a ______________ . (six)
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The maintenance supervisor had a wreck (his fault) and the school’s maintenance truck was damaged. What function do you charge the repair to get the truck fixed to?
A. 2600B. 2601C. 2650D. Any of the above **Any of these
will work because 2600 is not in bold.
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What is the code for a pre-K teacher’s salary using ABC funds? (Hint: ABC is state money and the SOF is 365)
1365-1105-location-110-00-61110How about is the pre-k teacher
were paid out of NSLA instead?1281-1105-location-005-00-61110
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Bus driver drove for a field trip. The costs of the trip were to be paid from fund 7100. What is the code to pay the driver?
7100-2720-location or 000-000-00-????
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The district bought Ipads for all of the High School Department chairs using unrestricted funds. What is the code?
2000-2230-location or 000-000-00-66100 or 66500