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SF102-Account Coding

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

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  1. SF102-Account Coding Kelly Hayes, Springdale Public Schools April 11, 2013

  2. SF102 • Coding—Who cares? • Legislators • Joe Taxpayer (District patrons)

  3. Resources • APSCN website • AFRB • Accounting Handbook • Key Commissioner’s memos • Questions and answers • Kathleen Crain • FMS Listserve

  4. 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!

  5. Exceptions • Revenue • Expenditures • General Ledger

  6. Accounting Handbook • Revenue • Expenses • Balance Sheet

  7. Codes: Revenue versus Expenditure versus Balance Sheet • Revenue: • FSOF-Revenue Code • Expenditure: • FSOF-Function-Location-Program-Subject-Object • Balance Sheet: • FSOF-Account

  8. So, all codes (revenue, expenditures, and balance sheet) have what in common? FSOF

  9. 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

  10. 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!

  11. SOF Examples State & Local: • NSLA 281 • ELL 276 • ALE 275 • PD 223 Federal: • Title One 501 • VIB 702

  12. 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.

  13. 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

  14. Fund/Source of Funds questions?

  15. Revenue (five digits) 10000 series-- Local sources 20000 series-- Intermediate sources 30000 series-- State sources 40000 series-- Federal sources 50000 series-- Nonrevenue

  16. Non Revenue Examples • Proceeds from sale of bonds • Fund Transfers • Compensation for Loss of Fixed Assets

  17. Revenue Codes • Revenue codes consist of two sets of numbers: • Fund/Source of Fund • Revenue Code • Example: 2001- 15100 FSOF- Revenue code

  18. 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)

  19. Revenue questions?

  20. 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)

  21. 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

  22. Expenditure Coding---Function • FSOF-Function • Example: 2000-1910

  23. 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???

  24. Expenditure Coding---Location • FSOF-Function-Location • Example: 2000-1910 -050

  25. 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.

  26. Expenditure Coding---Program • FSOF-Function-Location-Program • Example: 2000-1910 -050 -270

  27. Subject (two digits) • Follows Program. • Not required • Default is 00

  28. Expenditure Coding---Subject • FSOF-Function-Location-Program-Subject • Example: 2000-1910 -050 -270 -00 • All of these together are called a Budget Unit.

  29. 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

  30. 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)

  31. 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).

  32. Expenditure Grid

  33. Balance Sheet Accounts • ALWAYS start with a 0 (zero) • 1 & 2- Assets • 4 & 5- Liabilities

  34. 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)

  35. 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.

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