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Uniform Chart of Accounts An Overview

Uniform Chart of Accounts An Overview. Division of School Business. Who needs to know?. Anyone responsible for ensuring the proper use of State or Federal Funds. Anyone who receives state or federal funds. Why a Uniform Chart?.

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Uniform Chart of Accounts An Overview

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  1. Uniform Chart of AccountsAn Overview Division of School Business

  2. Who needs to know? • Anyone responsible for ensuring the proper use of State or Federal Funds. • Anyone who receives state or federal funds.

  3. Why a Uniform Chart? • General Assembly enacted law in 1975 requiring a uniform system for all local school units, effective July 1, 1976. • Provides the Legislature, general public, and other agencies with a consistent guideline of how funds are used by various groups obtaining public funds (state, federal, local, etc..).

  4. Uniform Education Reporting • G.S. 115C-12 (18)(a): requires local school units “to provide timely, accurate, and complete fiscal and personnel information, including payroll information” to the State Board. • G.S. 115C-12 (18)(b): requires local school units to comply with the Uniform Education Reporting System (fiscal, personnel, and student data).

  5. Flow of Data from the Units • The Units receive their allotment (gives them the ATD - Authority to Draw cash) • Request the cash 2-3 days prior to writing any checks.

  6. Flow of Data from the Units • Units write the checks for expenditures ALL Expenditures MUST have the 11-digit account code • DPI pulls in data generated by the unit’s general ledger software (data file)

  7. Flow of Data from the Units • Monthly reports are sent to the unit’s for their review. • Units make any adjustments as needed. • Refunds for overspent programs • Salary audit exception corrections • Coding or keying errors • Refunds for mis-use of funds, etc.

  8. Flow of Data from the Units • Quarterly or Monthly reports are sent to the DPI program staff for their review to ensure expenditures are within program guidelines and allowances. • Units and School Business are notified by program staff if any misuse of funding has occurred so the proper action can be taken.

  9. First thing to understand:The Uniform Chart of Accounts

  10. The Basic Account Structure

  11. FUND CODES The Source of $$$ • State funds = 1 • Local funds = 2 • Federal funds = 3 • Capital funds = 4 • Child Nutrition funds = 5 • Others = 6, 7, 8, 9

  12. Building the Account

  13. Function CodesThe purpose the activity exists • Asset codes (cash, accounts receivable) • Liabilities, reserves, and fund balance codes (accounts payable, payroll taxes payable) • Revenue codes (allocations from SPSF, tuition, etc.) • Purpose codes

  14. Purpose CodesThe reason for the expense • 5000 - Instructional Programs • 6000 - Supporting Services Programs • 7000 - Community Services Programs • 8000 - Non-Programmed Charges • 9000 - Capital Outlay

  15. Purpose CodesSpecial differences • Instructional (5000) vs. Support (6000) • 5100 (regular) vs. 5200 (special) • 5800 series

  16. Instructional Support - 5800Major Areas • 5810 - Library/Media • 5820 - Attendance/Social Worker • 5830 - Guidance Services • 5840 - Health Services • 5850 - Psychological Services

  17. Employee Benefits • 5910 = Benefits for salaries paid from 5000 series codes • 5920 = Additional Pay

  18. Supporting Services - 6000Main Areas • 6320 - Board of Directors • 6330 - General Administration • 6410 - Office of Principal/Headmaster

  19. Supporting Services cont. • 6520 - Fiscal Services • 6540 - Custodial • 6550 - Student Transportation • 6560 - Child Nutrition • 6580 - Maintenance

  20. Building the Account

  21. Program Report CodesFunding for Activities • PRC (program report code) • PRC 036 = State Public School Fund for Charter Schools • Various Federal PRCs

  22. PRC - Program Report Code A PRC is usually a further designation of funding, a “pot of money”

  23. Building the Account

  24. Object CodesService or Item Obtained • Salaries = 100 series • Benefits = 200 series • Purchased services = 300 series • Supplies and Materials = 400 series • Equipment and Capital Outlay = 500 series

  25. Salaries = 100’s • 114 = Principal/Headmaster • 121 = Teachers • 139 = Other Professional Assignments • 142 = Teacher Assistants • 148 = Other Professional - non-certified • 151 = Office Personnel • 180 = Overtime • 199 = Salary - Other Assignments

  26. Benefits = 200’s • 211 = Social Security • 229 = Other Retirement • 231 = Hospitalization • 232 = Workers’ Compensation • 234 = Dental • 235 = Life • 239 = Other Insurance

  27. Purchased Services = 300’s • 311 = Contracted Services • 312 = Workshop Expenses • 328 = Energy Costs • 332 = Travel • 351 = Advertising • 362 = Reproduction • 371 = Field Trips

  28. Supplies & Materials = 400’s • 411 = Instructional Supplies • 412 = Supplies and Materials • 421 = Textbooks • 431 = Library books • 451 = Food Purchase • 461 = Non-Capitalized Equipment • 462 = Non-Capitalized Computer Equip

  29. Capital Outlay = 500’s • 541 = Capitalized Equipment • 542 = Capitalized Computer Equipment • 551 = Vehicles Other Capital codes available for building improvements, etc. (520 series)

  30. Other Object Codes • 620’s = Various Insurance’s • 681 = Debt Service - Principal • 682 = Debt Service - Interest • 700 = Transfers

  31. The Complete Account

  32. 3-5200-050-121

  33. A few last thoughts…Every Year the Chart of Accounts is reviewed and updated

  34. The Chart of Accounts gives PERMISSION on how the funds may be spent for a program

  35. The Allotment Policy Manual and Single Audit Compliance supplements also help us ensure the proper use of funds. The communication of these policies and compliance guidelines is critical.

  36. Thank you for taking the time today to meet with us and THANK YOU For your time and effort in helping us ensure the proper use of these funds.

  37. ? ?? ? Final QUESTIONS ?? ? ?? ? ? ? ? ? ??? ? ?? ? ?? ? ? ? ? ?

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