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SF102-Account Coding. Kelly Hayes, Springdale Public Schools April 11, 2013. SF102. Coding—Who cares? Legislators Joe Taxpayer (District patrons). Resources. APSCN website AFRB Accounting Handbook Key Commissioner’s memos Questions and answers Kathleen Crain FMS Listserve.
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SF102-Account Coding Kelly Hayes, Springdale Public Schools April 11, 2013
SF102 • Coding—Who cares? • Legislators • Joe Taxpayer (District patrons)
Resources • APSCN website • AFRB • Accounting Handbook • Key Commissioner’s memos • Questions and answers • Kathleen Crain • FMS Listserve
Financial Accounting Handbook • 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!
Exceptions • Revenue • Expenditures • General Ledger
Accounting Handbook • Revenue • Expenses • Balance Sheet
Codes: Revenue versus Expenditure versus Balance Sheet • Revenue: • FSOF-Revenue Code • Expenditure: • FSOF-Function-Location-Program-Subject-Object • Balance Sheet: • FSOF-Account
So, all codes (revenue, expenditures, and balance sheet) have what in common? FSOF
Fund (single digit) • Start here. 1- Teacher Salary 6- Federal 2- Operating 7- Activity 3- Building 8- Food Service 4- Debt Service 9- Fixed Asset 5- Capital Outlay/Dedicated M&O
Source of Funds (three 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!
SOF Examples State & Local: • NSLA 281 • ELL 276 • ALE 275 • PD 223 Federal: • Title One 501 • VIB 702
SOF--District Defined • 002-099 District Defined • This 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: QSCB • State and local money only-no Federal.
How do I know if funds that I receive have a restricted SOF code? • Look on the check stub from ADE • Call/email ADE • Ask other School Business Folks
Revenue (five digits) 10000 series-- Local sources 20000 series-- Intermediate sources 30000 series-- State sources 40000 series-- Federal sources 50000 series-- Nonrevenue
Non Revenue Examples • Proceeds from sale of bonds • Fund Transfers • Compensation for Loss of Fixed Assets
Revenue Codes • Revenue codes consist of two sets of numbers: • Fund/Source of Fund • Revenue Code • Example: 2001- 15100 FSOF- Revenue code
What’s wrong with these 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)
Expenditure Codes • Components • Fund (1 digit) • Source of Funds (3 digits) • Function (4 digits) • Location (3 digits) • Program (3 digits) • Subject (2 digits) • Object (5 digits)
Function (four digits) • Follows Fund/Source of Fund • 1000 series-- Instruction • 2000 series-- Support Services • 3000 series-- Operation of Non- Instructional Services • 4000 series-- Facilities Acquisition and Construction Services • 5000 series-- Other Uses
Expenditure Coding---Function • FSOF-Function • Example: 2000-1910
Location! Location! Location!(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???
Expenditure Coding---Location • FSOF-Function-Location • Example: 2000-1910 -050
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.
Expenditure Coding---Program • FSOF-Function-Location-Program • Example: 2000-1910 -050 -270
Subject (two digits) • Follows Program. • Not required • Default is 00
Expenditure Coding---Subject • FSOF-Function-Location-Program-Subject • Example: 2000-1910 -050 -270 -00 • All of these together are called a Budget Unit.
Object (five digits) • Attach to a Budget Unit • ALWAYS 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
What’s wrong with these 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)
Balance Sheets • Balance sheet codes consist of two sets of numbers: • Fund/Source of Fund • Balance Sheet Account Balance Sheet Accounts always start with a 0 (zero).
Balance Sheet Accounts • ALWAYS start with a 0 (zero) • 1 & 2- Assets • 4 & 5- Liabilities
What’s wrong with these Balance Sheet Accounts? • 2000-66100 (Balance sheet accts always start with a zero) • 2223-15100 (Balance sheet accts always start with a zero)
Something to remember • Last five digits of any financial code: • If it… • Starts with a 0-Balance Sheet • Starts with a 1,2,3,4, or 5-Revenue • Starts with a 6-Expenditure • Starts with a 7,8, or 9-You need a few days off.