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 Salary6-Federal 2-Operating7-Activity 3-Building8-Food Service 4-Debt Service9-Fixed Asset 5-Capital Outlay/Dedicated M&O

Source of Funds (three digits) SOF follows the fund number unrestricted (all funds) 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 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/ ADE Ask other School Business Folks

Fund/Source of Funds questions?

Revenue (five digits) series--Local sources series--Intermediate sources series--State sources series--Federal sources 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: FSOF-Revenue code

What’s wrong with these revenue codes? (Revenue codes can’t start with a 6) (Revenue codes can’t start with a 0) (Can’t code revenue to fund 2000)

Revenue questions?

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:

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: ; ; ???

Expenditure Coding---Location FSOF-Function-Location Example:

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:

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

Expenditure Coding---Subject FSOF-Function-Location-Program-Subject Example: All of these together are called a Budget Unit.

Object (five digits) Attach to a Budget Unit ALWAYS starts with a 6 (six) ◦ 1Salary ◦ 2Benefits ◦ 3Purchased Professional/Technical Services ◦ 4Purchased Property Services ◦ 5Other Purchased Services ◦ 6Supplies and Materials ◦ 7Property ◦ 8Other Objects ◦ 9Other Uses of Funds

What’s wrong with these expenditure codes? (19900 is a revenue code. Object codes always start with a 6) (Since the function code starts with a 1, you have to have a location code) (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).

Expenditure Grid

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

What’s wrong with these Balance Sheet Accounts? (Balance sheet accts always start with a zero) (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.

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:

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:

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).

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? (?) What is the credit?

A balance sheet account always starts with a ______________. (zero) An object code on an expense will always start with a ______________. (six)

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.2600 B.2601 C.2650 D. Any of the above **Any of these will work because 2600 is not in bold.

What is the code for a pre-K teacher’s salary using ABC funds? (Hint: ABC is state money and the SOF is 365) location How about is the pre-k teacher were paid out of NSLA instead? location

Bus driver drove for a field trip. The costs of the trip were to be paid from fund What is the code to pay the driver? location or ????

The district bought Ipads for all of the High School Department chairs using unrestricted funds. What is the code? location or or 66500