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Local School Accounting Coding Workshop 1 MONTGOMERY PUBLIC SCHOOLS.

Published byFrederica Shepherd Modified over 9 years ago

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Presentation on theme: "Local School Accounting Coding Workshop 1 MONTGOMERY PUBLIC SCHOOLS."— Presentation transcript:

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2 Local School Accounting Coding Workshop 1 MONTGOMERY PUBLIC SCHOOLS

3 Revenues (Public) Activity Code Activity Code Account Type 4 Account Type 4 Account Code (function) Account Code (function) ACTV FUND C FUNC OBJ CCTR SFnd Y PROG USER AAAA - XX - X - XXXX - XXX - XXXX - XXXX - X - XXXX - XXXX 2MPS

4 Revenues (Public) Activity Code Activity Code Account Type 4 Account Type 4 Account Code (function) Account Code (function) 2990 – Special Legislator 2990 – Special Legislator 6510 – County Commission 6510 – County Commission 6520 – City Council 6520 – City Council These codes are used if the check is NOT an MPS check. Please send a copy of the check. There must be a separate activity code to house this money. Name activity Tax Donations (purpose). ACTV FUND C FUNC OBJ CCTR SFnd Y PROG USER AAAA - XX - X - XXXX - XXX - XXXX - XXXX - X - XXXX - XXXX 3MPS

5 Revenues (Public) Activity Code Activity Code Account Type 4 Account Type 4 Account Code (function) Account Code (function) 6810 – Interest Interest on checking accounts Interest on investment accounts Posted from the monthly statement or periodic statements ACTV FUND C FUNC OBJ CCTR SFnd Y PROG USER AAAA - XX - X - XXXX - XXX - XXXX - XXXX - X - XXXX - XXXX 4MPS

6 Revenues (Public) Activity Code Activity Code Account Type 4 Account Type 4 Account Code (function) Account Code (function) 7110 – Admissions Money generated from public attendance Numbered tickets must be sold ALWAYS public ACTV FUND C FUNC OBJ CCTR SFnd Y PROG USER AAAA - XX - X - XXXX - XXX - XXXX - XXXX - X - XXXX - XXXX 5MPS

7 Revenues (Public) Activity Code Activity Code Account Type 4 Account Type 4 Account Code (function) Account Code (function) 7180 – Concessions Food sold all year Food sold at events (ex. Juice, snacks, vending products) ACTV FUND C FUNC OBJ CCTR SFnd Y PROG USER AAAA - XX - X - XXXX - XXX - XXXX - XXXX - X - XXXX - XXXX 6MPS

8 Revenues (Public) Activity Code Activity Code Account Type 4 Account Type 4 Account Code (function) Account Code (function) 7220 – Commissions Revenue comes in the form of a check as part of proceeds ALWAYS public ACTV FUND C FUNC OBJ CCTR SFnd Y PROG USER AAAA - XX - X - XXXX - XXX - XXXX - XXXX - X - XXXX - XXXX 7MPS

9 Revenues (Public) Activity Code Activity Code Account Type 4 Account Type 4 Account Code (function) Account Code (function) 7260 – Fees Required to support curriculum that is not required for graduation Voted on by MPS committee. No elementary school is authorized to charge a fee. Cannot travel with fee money ACTV FUND C FUNC OBJ CCTR SFnd Y PROG USER AAAA - XX - X - XXXX - XXX - XXXX - XXXX - X - XXXX - XXXX 8MPS

10 Revenues (Public) Activity Code Activity Code Account Type 4 Account Type 4 Account Code (function) Account Code (function) 7300 – Fines and Penalties (ex. Returned library books, state adopted textbooks, parking fines) ACTV FUND C FUNC OBJ CCTR SFnd Y PROG USER AAAA - XX - X - XXXX - XXX - XXXX - XXXX - X - XXXX XXXX 9MPS

11 Revenues (Public) Activity Code Activity Code Account Type 4 Account Type 4 Account Code (function) Account Code (function) 7340 – Fund Raisers Items sold could be food or non-food. Short term Company is in the business to raise funds for the school ONLY 40%+ profit (will be flagged if under) ACTV FUND C FUNC OBJ CCTR SFnd Y PROG USER AAAA - XX - X - XXXX - XXX - XXXX - XXXX - X - XXXX - XXXX 10MPS

12 Revenues (Public) Activity Code Activity Code Account Type 4 Account Type 4 Account Code (function) Account Code (function) 7380 – Grants 7380 – Grants All grant requests are submitted in writing. All grant requests are submitted in writing. State agency grants require a different code (2990) State agency grants require a different code (2990) ACTV FUND C FUNC OBJ CCTR SFnd Y PROG USER AAAA - XX - X - XXXX - XXX - XXXX - XXXX - X - XXXX - XXXX 11MPS

13 Revenues (Public) Activity Code Activity Code Account Type 4 Account Type 4 Account Code (function) Account Code (function) 7420 – Sales 7420 – Sales All year non-food items ONLY (ex. Car stickers, planners, spirit items, pencils sold separately in the supply store or school store) All year non-food items ONLY (ex. Car stickers, planners, spirit items, pencils sold separately in the supply store or school store) ACTV FUND C FUNC OBJ CCTR SFnd Y PROG USER AAAA - XX - X - XXXX - XXX - XXXX - XXXX - X - XXXX - XXXX 12MPS

14 Revenues (Public) Activity Code Activity Code Account Type 4 Account Type 4 Account Code (function) Account Code (function) – Donations 7430 – Donations Revenue donated to schools for specific purposes from private sources. (ex. Monies coming from parents for field trips, and P.E. uniforms, or monies coming from private organizations). Revenue donated to schools for specific purposes from private sources. (ex. Monies coming from parents for field trips, and P.E. uniforms, or monies coming from private organizations). STRICTLY VOLUNTARY! STRICTLY VOLUNTARY! ACTV FUND C FUNC OBJ CCTR SFnd Y PROG USER AAAA - XX - X - XXXX - XXX - XXXX - XXXX - X - XXXX - XXXX 13MPS

15 Revenues (Public) Activity Code Activity Code Account Type 4 Account Type 4 Account Code (function) Account Code (function) 7440 – Accommodations 7440 – Accommodations USED RARELY! USED RARELY! A school receiving and handling monies from other schools on behalf of MPS (ex. Career Tech Extravaganza) A school receiving and handling monies from other schools on behalf of MPS (ex. Career Tech Extravaganza) ACTV FUND C FUNC OBJ CCTR SFnd Y PROG USER AAAA - XX - X - XXXX - XXX - XXXX - XXXX - X - XXXX - XXXX 14MPS

16 Revenues (Public) Activity Code Activity Code Account Type 4 Account Type 4 Account Code (function) Account Code (function) 7490 – Other 7490 – Other USED RARELY! (ex. Restitution, reimbursing a school for NSF charge) USED RARELY! (ex. Restitution, reimbursing a school for NSF charge) ACTV FUND C FUNC OBJ CCTR SFnd Y PROG USER AAAA - XX - X - XXXX - XXX - XXXX - XXXX - X - XXXX - XXXX 15MPS

17 Revenues (Public) Activity Code Activity Code Account Type 4 Account Type 4 Account Code (function) Account Code (function) 9210 – Internal Transfer 9210 – Internal Transfer Receiving activity from a transfer Receiving activity from a transfer Internal only Internal only ACTV FUND C FUNC OBJ CCTR SFnd Y PROG USER AAAA - XX - X - XXXX - XXX - XXXX - XXXX - X - XXXX - XXXX 16MPS

18 Revenues (Public) Activity Code Activity Code Account Type 4 Account Type 4 Account Code (function) Account Code (function) 9230 – External Transfer 9230 – External Transfer Check received from Central Office Check received from Central Office If reimbursed from Board funds, use a different code (varies). Not receipted If reimbursed from Board funds, use a different code (varies). Not receipted User code will always be 0900 User code will always be 0900 ACTV FUND C FUNC OBJ CCTR SFnd Y PROG USER AAAA - XX - X - XXXX - XXX - XXXX - XXXX - X - XXXX - XXXX 17MPS

19 Revenues (Public) Activity Code Activity Code Account Type 4 Account Type 4 Account Code (function) Account Code (function) 9910 – Prior Year Refund 9910 – Prior Year Refund Receiving a refund from monies spent in the prior school year Receiving a refund from monies spent in the prior school year Will be receipted Will be receipted ACTV FUND C FUNC OBJ CCTR SFnd Y PROG USER AAAA - XX - X - XXXX - XXX - XXXX - XXXX - X - XXXX - XXXX 18MPS

20 Revenues (Non-Public) Activity Code Activity Code Account Type 4 Account Type 4 Account Code (function) Account Code (function) ACTV FUND C FUNC OBJ CCTR SFnd Y PROG USER AAAA - XX - X - XXXX - XXX - XXXX - XXXX - X - XXXX - XXXX 19MPS

21 Revenues (Non-Public) Activity Code Activity Code Account Type 4 Account Type 4 Account Code (function) Account Code (function) 7510 – Concessions 7510 – Concessions Same as Public but housed by non-public activity Same as Public but housed by non-public activity ACTV FUND C FUNC OBJ CCTR SFnd Y PROG USER AAAA - XX - X - XXXX - XXX - XXXX - XXXX - X - XXXX - XXXX 20MPS

22 Revenues (Non-Public) Activity Code Activity Code Account Type 4 Account Type 4 Account Code (function) Account Code (function) 7610 – Dues 7610 – Dues Voluntary (not required) Voluntary (not required) Housed by a non-public activity Housed by a non-public activity ACTV FUND C FUNC OBJ CCTR SFnd Y PROG USER AAAA - XX - X - XXXX - XXX - XXXX - XXXX - X - XXXX - XXXX 21MPS

23 Revenues (Non-Public) Activity Code Activity Code Account Type 4 Account Type 4 Account Code (function) Account Code (function) 7710 – Fundraisers 7710 – Fundraisers Same as Public but housed by non-public activity Same as Public but housed by non-public activity ACTV FUND C FUNC OBJ CCTR SFnd Y PROG USER AAAA - XX - X - XXXX - XXX - XXXX - XXXX - X - XXXX - XXXX 22MPS

24 Revenues (Non-Public) Activity Code Activity Code Account Type 4 Account Type 4 Account Code (function) Account Code (function) 7810 – Donations 7810 – Donations Same as Public but housed by non-public activity Same as Public but housed by non-public activity ACTV FUND C FUNC OBJ CCTR SFnd Y PROG USER AAAA - XX - X - XXXX - XXX - XXXX - XXXX - X - XXXX - XXXX 23MPS

25 Revenues (Non-Public) Activity Code Activity Code Account Type 4 Account Type 4 Account Code (function) Account Code (function) 7850 – Accommodations 7850 – Accommodations Revenue for all non-public accommodation activities Revenue for all non-public accommodation activities ACTV FUND C FUNC OBJ CCTR SFnd Y PROG USER AAAA - XX - X - XXXX - XXX - XXXX - XXXX - X - XXXX - XXXX 24MPS

26 Revenues (Non-Public) Activity Code Activity Code Account Type 4 Account Type 4 Account Code (function) Account Code (function) 7910 – Other 7910 – Other Same as Public but housed by non-public activity Same as Public but housed by non-public activity ACTV FUND C FUNC OBJ CCTR SFnd Y PROG USER AAAA - XX - X - XXXX - XXX - XXXX - XXXX - X - XXXX - XXXX 25MPS

27 Revenues (Non-Public) Activity Code Activity Code Account Type 4 Account Type 4 Account Code (function) Account Code (function) 9210 – Internal Transfer 9210 – Internal Transfer Same as Public but housed by non-public activity Same as Public but housed by non-public activity ACTV FUND C FUNC OBJ CCTR SFnd Y PROG USER AAAA - XX - X - XXXX - XXX - XXXX - XXXX - X - XXXX - XXXX 26MPS

28 Revenues (Non-Public) Activity Code Activity Code Account Type 4 Account Type 4 Account Code (function) Account Code (function) 9230 – External Transfer 9230 – External Transfer Same as Public but housed by non-public activity Same as Public but housed by non-public activity ACTV FUND C FUNC OBJ CCTR SFnd Y PROG USER AAAA - XX - X - XXXX - XXX - XXXX - XXXX - X - XXXX - XXXX 27MPS

29 Revenues (Non-Public) Activity Code Activity Code Account Type 4 Account Type 4 Account Code (function) Account Code (function) 9910 – Prior Year Refund 9910 – Prior Year Refund Same as Public but housed by non-public activity Same as Public but housed by non-public activity ACTV FUND C FUNC OBJ CCTR SFnd Y PROG USER AAAA - XX - X - XXXX - XXX - XXXX - XXXX - X - XXXX - XXXX 28MPS

30 Expenditures Activity Code Activity Code Account Type 5 Account Type 5 Account Code (function) Account Code (function) Object Object Program Program ACTV FUND C FUNC OBJ CCTR SFnd Y PROG USER AAAA - XX - X - XXXX - XXX - XXXX - XXXX - X - XXXX - XXXX 29MPS

31 Expenditures Activity Code Activity Code Account Type 5 Account Type 5 Account Code (function) Account Code (function) Object Object Program Program 310 – Professional Educational Services 310 – Professional Educational Services Admission fee paid on a field trip Admission fee paid on a field trip Charge for pubic speaker Charge for pubic speaker Charge for a performer Charge for a performer 5-1100-310-1200 5-1100-310-1200 5-1100-310-1500 5-1100-310-1500 5-2190-310-4400 5-2190-310-4400 ACTV FUND C FUNC OBJ CCTR SFnd Y PROG USER AAAA - XX - X - XXXX - XXX - XXXX - XXXX - X - XXXX - XXXX 30MPS

32 Expenditures Activity Code Activity Code Account Type 5 Account Type 5 Account Code (function) Account Code (function) Object Object Program Program 340 – Property Services 340 – Property Services Maintenance Agreements Repair/Rental of equipment Tuning musical instrument Aquarium Care Exterminator Keys made/locks serviced 1100-340-1200 1100-340-1500 2310-340-8230 3200-340-8300 ACTV FUND C FUNC OBJ CCTR SFnd Y PROG USER AAAA - XX - X - XXXX - XXX - XXXX - XXXX - X - XXXX - XXXX

33 Expenditures Activity Code Activity Code Account Type 5 Account Type 5 Account Code (function) Account Code (function) Object Object Program Program 360 – Communications 360 – Communications Cellular phone bills Postage stamps/metered mail Ad in the newspaper Announcement aired over the radio or TV 1100-360-1200 1100-360-1500 2310-360-8230 2190-360-4400 ACTV FUND C FUNC OBJ CCTR SFnd Y PROG USER AAAA - XX - X - XXXX - XXX - XXXX - XXXX - X - XXXX - XXXX

34 Expenditures Activity Code Activity Code Account Type 5 Account Type 5 Account Code (function) Account Code (function) Object Object Program Program 380 – Travel & Training 380 – Travel & Training Reimbursement for mileage in/out state Reimbursement for lodging/valet charges Reimbursement for meals 1100-380-1200 1100-380-1500 2310-380-8230 PLEASE INCLUDE APPROPRIATE DOCUMENTATION ACTV FUND C FUNC OBJ CCTR SFnd Y PROG USER AAAA - XX - X - XXXX - XXX - XXXX - XXXX - X - XXXX - XXXX

35 Expenditures Activity Code Account Type 5 Account Code (function) Object Program 390 390 – Other Purchased Serviced Commercial bus for field trips Motel expense on field trips Food purchased on a field trip Food purchased for refreshments Athletic officials service Security Printing/binding 1100-390-1200 1100-390-1500 2310-390-8230 2190-390-4400 ACTV FUND C FUNC OBJ CCTR SFnd Y PROG USER AAAA - XX - X - XXXX - XXX - XXXX - XXXX - X - XXXX - XXXX

36 Expenditures Activity Code Account Type 5 Account Code (function) Object Program 391 391 – Trans. – Alabama Public Schools Field trip using (MPS) school bus 4150-391-4400 4150-391-4500 THESE CODES ARE FOR THE MILEAGE PORTION ONLY ACTV FUND C FUNC OBJ CCTR SFnd Y PROG USER AAAA - XX - X - XXXX - XXX - XXXX - XXXX - X - XXXX - XXXX

37 Expenditures Activity Code Account Type 5 Account Code (function) Object Program 410 410 – Instructional Supplies Workbooks Athletic/P.E. Supplies Sheet Music Flasks, test tubes 1100-410-1200 1100-410-1500 ANY SUPPLIES NEEDED FOR THE CLASSROOM ACTV FUND C FUNC OBJ CCTR SFnd Y PROG USER AAAA - XX - X - XXXX - XXX - XXXX - XXXX - X - XXXX - XXXX

38 Expenditures Activity Code Account Type 5 Account Code (function) Object Program 420 – Books and Periodicals Magazine subscriptions Newspaper subscriptions Reference books SUPPLIES NEEDED FOR MEDIA ONLY 1100-420-1200 1100-420-1500 ACTV FUND C FUNC OBJ CCTR SFnd Y PROG USER AAAA - XX - X - XXXX - XXX - XXXX - XXXX - X - XXXX - XXXX

39 Expenditures Activity Code Account Type 5 Account Code (function) Object Program 440 – Maintenance and Operations Paper towels Soaps/cleaners Gasoline for lawnmowers Paint 3200-440-8300 ACTV FUND C FUNC OBJ CCTR SFnd Y PROG USER AAAA - XX - X - XXXX - XXX - XXXX - XXXX - X - XXXX - XXXX 38 MPS

40 Expenditures Activity Code Account Type 5 Account Code (function) Object Program 478 – Items for Resale Juice Snacks Soft drinks Supplies for supply store ALL FUNDRAISING ITEMS 9800-478-9600 ACTV FUND C FUNC OBJ CCTR SFnd Y PROG USER AAAA - XX - X - XXXX - XXX - XXXX - XXXX - X - XXXX - XXXX

41 Expenditures Activity Code Account Type 5 Account Code (function) Object Program 480 – Other Non-Instructional Supplies Office supplies Other general supplies Health supplies for nurses Club supplies 2310-480-8230 2190-480-4400 2140-480-1200 2140-480-1500 ACTV FUND C FUNC OBJ CCTR SFnd Y PROG USER AAAA - XX - X - XXXX - XXX - XXXX - XXXX - X - XXXX - XXXX

42 Expenditures Activity Code Account Type 5 Account Code (function) Object Program 491- 498 – Non-Capitalized Equipment Less than $5,000 1100-491-1200 (Inst. Equip.) 1100-491-1500(Inst. Equip.) 1100-492-1200(Furniture/Fixtures) 1100-492-1500(Furniture/Fixtures 2310-492-8230(Furniture/Fixtures) 2310-493-8230(Non-Inst. Equip.) 3200-493-8300(Non-Inst. Equip.) 2190-493-4400(Non-Inst. Equip.) 1100-494-1200(Audio/Video) 1100-494-1500(Audio/Video) 1100-495-1200(Computer Hardware) 1100-495-1500(Computer Hardware) 2310-495-8230(Computer Hardware) 1100-496-1200(Library/Media) 1100-496-1500(Library/Media) 1100-497-1500(Laboratory) 1100-498-4500(Athletics/Physical Education) ACTV FUND C FUNC OBJ CCTR SFnd Y PROG USER AAAA - XX - X - XXXX - XXX - XXXX - XXXX - X - XXXX - XXXX

43 Expenditures Activity Code Account Type 5 Account Code (function) Object Program 540 – Capital Equipment Over $5,000 1100-540-1200 1100-540-1500 3200-540-8300 ACTV FUND C FUNC OBJ CCTR SFnd Y PROG USER AAAA - XX - X - XXXX - XXX - XXXX - XXXX - X - XXXX - XXXX 42MPS

44 Expenditures Activity Code Account Type 5 Account Code (function) Object Program 620 – Dues/Fees/Registration Registration for professional development Registration for competitions Association fees 2310-620-8230 1100-620-1500 2190-620-4400 ACTV FUND C FUNC OBJ CCTR SFnd Y PROG USER AAAA - XX - X - XXXX - XXX - XXXX - XXXX - X - XXXX - XXXX

45 Expenditures Activity Code Account Type 5 Account Code (function) Object Program 628 – Bank Service Charge ALL BANK CHARGES FOR (NSF) CHECKS OR OTHER FEES CHARGED BY THE BANK 2310-628-8230 ACTV FUND C FUNC OBJ CCTR SFnd Y PROG USER AAAA - XX - X - XXXX - XXX - XXXX - XXXX - X - XXXX - XXXX 44MPS

46 Expenditures Activity Code Account Type 5 Account Code (function) Object Program 699 – Other Objects ONLY TO BE USED FOR VARIOUS ACCOMMODATION ACTIVITY EXPENDITURES 9800-699-9600 ACTV FUND C FUNC OBJ CCTR SFnd Y PROG USER AAAA - XX - X - XXXX - XXX - XXXX - XXXX - X - XXXX - XXXX 45MPS

47 Expenditures Activity Code Account Type 5 Account Code (function) Object Program 703 – Exhaustible Land Improvements Less than $50,000 Playground Equipment 3300-703-8300 ACTV FUND C FUNC OBJ CCTR SFnd Y PROG USER AAAA - XX - X - XXXX - XXX - XXXX - XXXX - X - XXXX - XXXX 46MPS

48 Expenditures Activity Code Account Type 5 Account Code (function) Object Program 704 – Building Improvements Less than $50,000 Marques Canopies 3200-704-8300 ACTV FUND C FUNC OBJ CCTR SFnd Y PROG USER AAAA - XX - X - XXXX - XXX - XXXX - XXXX - X - XXXX - XXXX 47MONTGOMERY PUBLIC SCHOOLS

49 Expenditures Activity Code Account Type 5 Account Code (function) Object Program 920 – Operating Transfers Out (Internal) Giving activity from a transfer Internal transfer only Transfers from Juice to Principal Account in May 9910-920-9700 ACTV FUND C FUNC OBJ CCTR SFnd Y PROG USER AAAA - XX - X - XXXX - XXX - XXXX - XXXX - X - XXXX - XXXX

50 Expenditures Activity Code Account Type 5 Account Code (function) Object Program 923 – Operating Transfers Out (External) Writing a check to the Central Office User code will be 0900 9910-923-9700-0900 ACTV FUND C FUNC OBJ CCTR SFnd Y PROG USER AAAA - XX - X - XXXX - XXX - XXXX - XXXX - X - XXXX - XXXX 49 MPS

51 Expenditures Activity Code Account Type 5 Account Code (function) Object Program 959 – Other Refunds Funds receipted in prior year Reimbursement for found textbook Reimbursement for found library book Reimbursement for cancelled field trip 9800-959-9600 ACTV FUND C FUNC OBJ CCTR SFnd Y PROG USER AAAA - XX - X - XXXX - XXX - XXXX - XXXX - X - XXXX - XXXX

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