SF102-Account Coding

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

10. 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!

14. Exceptions • Revenue • Expenditures • General Ledger

21. Accounting Handbook • Revenue • Expenses • Balance Sheet

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

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

24. 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

25. 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!

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

27. 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.

28. 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

29. Fund/Source of Funds questions?

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

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

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

33. 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)

34. Revenue questions?

35. 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)

36. 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

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

38. 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???

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

40. 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.

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

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

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

44. 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

45. 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)

46. 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).

47. Expenditure Grid

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

49. 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)

50. 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.