Published: 7/1/2019 Local School Accounting & Internal Compliance Chart of Accounts User Guide for Cobb County Employees Created for: The Cobb County School District 514 Glover Street Marietta, GA 30060 (770) 426-3300 Created by: CCSD Financial Services Local School Accounting & Internal Compliance 440 Glover Street Marietta, GA 30060
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Chart of Accounts - cobbk12.org Chart of... · The Chart of Accounts includes a comprehensive list of accounts for all school levels. Depending upon the nature of each individual
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Published: 7/1/2019
Local School Accounting & Internal Compliance
Chart of Accounts User Guide for Cobb County Employees
Created for: The Cobb County School District 514 Glover Street Marietta, GA 30060 (770) 426-3300
Created by: CCSD Financial Services Local School Accounting & Internal Compliance 440 Glover Street Marietta, GA 30060
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REVISION CHART The following chart lists the revisions made to this document. Use this to describe the changes or additions made to the document each time it is re-published (draft or final). The description should summarize the changes as possible.
Date Published By Revision Notes
01/03/2017 Financial Analysis & Training Local School Accounting (LSA) Initial Draft Release.
02/15/2017 Financial Analysis & Training LSA made additions/deletions from Bookkeeper feedback. LSA Finalized & Approved Account Numbers.
03/30/2017 Financial Analysis & Training Receipting/Disbursing Rules Finalized.
04/11/2017 Financial Analysis & Training Additional accounts added.
04/14/2017 Financial Analysis & Training Added transfer language to credit card section.
05/31/2017 Internal Compliance & LSA Updated Receipting/Disbursing Rules for 2017-2018 School Year.
12/19/2017 Internal Compliance & LSA Mid-Year Update to Receipting/Disbursing Rules for 2017-2018 School Year.
07/01/2018 Internal Compliance & LSA Updated Receipting/Disbursing Rules for 2018-2019 School Year
09/21/2018 Internal Compliance & LSA Updated Disbursements Rule for Special Event Accounts
07/1/2019 LSA & Internal Compliance Updated Receipting/Disbursing Rules for 2019-2020 School Year
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Local School Accounting & Internal Compliance .......................................................................................1
Chart of Accounts ........................................................................................................................................4
Summer School Account ....................................................................................................... 23
General Ledger Accounts ...................................................................................................... 23
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Chart of Accounts The Chart of Accounts is a standardized list of accounts, maintained by the Local School Accounting and Internal Compliance Department, created to define the accounting and financial reporting of the local school’s programs and activities. The Chart of Accounts is designed to provide school management with a comprehensive account structure for its internal financial reporting as well as reporting to the Financial Services Division.
The Chart of Accounts includes a comprehensive list of accounts for all school levels. Depending upon the nature of each individual school’s programs and activities, certain account ranges may not be deemed applicable to an individual school. In addition, some accounts are generic and must be identified using the FS-435 A, B or C, Account Mapping document for Elementary, Middle or High School, respectively. A hard copy of this document should be maintained in the Bookkeeper’s office and submitted monthly to Local School Accounting, along with the FS-172, Bookkeeper Month End Report.
The Chart of Accounts includes an Account Range and Account Description. It also provides the specific details concerning allowable receipts, disbursements and transfers for individual accounts in accordance with, and in some cases references to, Cobb County School District (CCSD) Policies and District Administrative Rules and related regulations.
It may be necessary for some accounts to have deficit balances while awaiting collections or reimbursements. All transfers to cover specific disbursements should be made at the time of the disbursement.
Credit Cards It is the goal of CCSD Financial Services Division to continually evaluate processes and identify opportunities for additional programs benefiting the District and the population we serve. The expansion of credit card processing capabilities for local schools is an opportunity to provide parents with optional online payment capabilities.
Throughout the Chart of Accounts, designated credit card accounts are identified in BLUE. These accounts are unique because, in addition to normal daily accounting activity, they will also be used for the processing and systematic posting of credit card payments through MyPaymentsPlus (MPP). Transfers to other accounts to move the credit card revenue to the appropriate account will routinely occur.
Cashless Transactions When a Principal or department makes an internal school purchase a cashless transaction will need to be posted in activity accounting. Examples of internal school purchases include, but are not limited to, school purchases from an approved fundraiser or purchases from one department to another. The cashless transaction is posted in activity accounting by transferring funds from one student activity account to another.
All cashless transactions resulting in transfers between student activity accounts must be approved by the Principal and documented on form FS-116, Request for Transfer.
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Reconciling Items Amounts in Account 5118, Op: Reconciling Items, resulting from posting errors are cleared by transferring funds to or from the account the posting error was originally posted, if known, or from another account authorized by the Principal.
Chart of Accounts Reference Guide Account Range Account Description Receipts Disbursements
Field Trip & Activity Accounts
Main FT/ACT Accounts
1000 ES Main FT/ACT Account • Collections or refunds after FT/ACT Account is closed.
• Transfers of balances from FT/ACT accounts after all FT/ACT expenses have been paid.
• Transfers from other accounts.
• Payments to the District for the cost of substitute teachers, transportation services, and other previous year FT/ACT expenses after the FT/ACT account has been closed.
• Refunds and reimbursements.
• Transfers to accounts directly related to FT/ACT including the Performance Contract account.
• Transfers to other FT/ACT accounts to cover deficit balances of FT/ACT.
• Transfers to Unclaimed Funds, per Unclaimed Funds Procedures.
2000 MS Main FT/ACT Account
3000 HS Main FT/ACT Account
Grade Level & Multi-Grade FT/ACT Accounts
See Below • Collections to cover the cost of the FT/ACT including, but not limited to, the cost of admission tickets, meals, T-shirts, transportation (including tips) and substitute teachers for FT/ACT.
• Collections for activities including classroom activities.
• Refunds or reimbursements.
• Transfers from Main FT/ACT account to cover deficit balances of FT/ACT.
• Transfers from other accounts.
• Payments for tickets, meals, transportation (including tips) and other specific trip expenses.
• Payments to the District for the cost of substitute teachers and/or transportation services incurred as part of FT/ACT cost.
• Refunds.
• Reimbursements to chaperones traveling on student field trips for expenses incurred.
• Transfers to other FT/ACT accounts and Performance Contracts.
• Transfers of balance in FT/ACT account to Main FT/ACT account at the conclusion of the FT/ACT and after all expenses have been paid.
• Transfers to Unclaimed Funds, per Unclaimed Funds Procedures.
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Account Range Account Description Receipts Disbursements
Instructional Classroom Accounts
4000 INSTRUCTIONAL • Collection of funds related to the Instructional Classroom account.
• Refunds or rebates.
• Reimbursements received from CCSD for ROTC.
• Reimbursements received from other agencies.
• Transfers from other accounts.
• Payments related to the Instructional Classroom account.
• Refunds.
• Transfers to County Payroll Expense.
• Transfers to Inventoried Property.
• Transfers to Performance Contracts.
• Transfers to other FT/ACT Accounts for expenditures related to the Instructional Classroom account.
• Transfers to other accounts for expenditures related to the Instructional Classroom account.
• Transfers to Unclaimed Funds, per Unclaimed Funds Procedures.
4001 Inst: Art
4002 Inst: Band
4003 Inst: Business
4004 Inst: Chemistry
4005 Inst: Chorus
4006 Inst: Dance
4007 Inst: Drama
4008 Inst: Engineering
4009 Inst: Family & Consmr Sc
4010 Inst: Foreign Language
4011 Inst: Gifted
4012 Inst: Language Arts
4013 Inst: Magnet
4014 Inst: Math
4015 Inst: Music
4016 Inst: Orchestra
4017 Inst: Performing Arts
4018 Inst: Physical Education
4019 Inst: Reading
4020 Inst: ROTC
4021 Inst: Science
4022 Inst: Social Studies
4023 Inst: Special Ed
4024 Inst: Speech
4025 Inst: STEAM
4026 Inst: STEM
4027 Inst: Vocabulary
4028 Inst: Other 1
4029 Inst: Other 2
4030 Inst: Other 3
4031 Inst: Other 4
4032 Inst: Other 5
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Account Range Account Description Receipts Disbursements
Instructional – Special Use Accounts 4100 AGENDAS/PLANNERS • Collections from students for the
purchase or replacement of agendas, planners or workbooks.
• Collections from students for lost or damaged textbooks and workbooks provided by CCSD.
• Refunds or reimbursements.
• Transfers from Textbook Deposits for books on loan that are not returned.
• Transfers from other accounts.
• Payments to purchase or replace agendas, planners or workbooks for student use.
• Refunds.
• Transfers to other accounts to benefit the Instructional program.
• Transfers to Office/Admin Supplies to pay for envelopes used to mail student report cards.
• Transfers to Postage/Mailing to pay for postage used to mail student report cards.
• Transfers to Student Recognition.
• Transfers to Unclaimed Funds, per Unclaimed Funds Procedures.
• High Schools Only: Transfers to the Instructional program for the purchase of scanner for Textbook Inventory Management System.
4101 LOST/DAMAGED TEXTBOOKS
4102 WORKBOOKS
4103 GradPoint/GaVS • Collections from the High School Computer-Based Programs [GradPoint, Georgia Virtual School (GaVS)].
• Refunds.
• Transfers from other accounts.
• Payments for the cost of the High School Computer-Based Programs [GradPoint, Georgia Virtual School (GaVS)] including supplies, administration and monitoring costs.
• Refunds.
• Transfers to Performance Contracts.
• Transfers to County Payroll Expense.
• Transfers to Unclaimed Funds, per Unclaimed Funds Procedures.
Instructional – Test Accounts
4200 TESTS • Collection of fees from students to cover the cost and administration of tests.
• Refunds or reimbursements.
• Rebates.
• Transfers from other accounts.
• Advanced Placement Tests Only: Payments in accordance with District Administrative Rule IDCE-R, Advanced College Placement.
• Payments for costs of tests and administration of tests.
• Payments in accordance with rebate letter.
• Refunds.
• Transfers to Performance Contracts.
• Transfers to County Payroll Expense.
• Transfers to Travel.
• Transfers to Unclaimed Funds, per Unclaimed Funds Procedures.
4201 TEST: AP
4202 Test: EOCT
4203 Test: Foreign Language
4204 Test: Math
4205 TEST: PSAT
4206 Test: SAT
4207 Test: Other 1
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Account Range Account Description Receipts Disbursements
Vocational Accounts
4300 VOCATIONAL • Revenue from services performed or products sold to further the learning process.
• Refunds or rebates.
• Reimbursements.
• Transfers from other accounts.
• Payments related to the vocational course.
• Refunds.
• Transfers to other accounts for expenditures related to the Vocational account.
• Transfers to Unclaimed Funds, per Unclaimed Funds Procedures.
4301 Voc: Auto Mechanics
4302 Voc: Construction
4303 Voc: Cosmetology
4304 Voc: Culinary Arts
4305 Voc: Drafting
4306 Voc: Graphic Arts
4307 Voc: Horticulture
4308 Voc: Law Enforcement
4309 Voc: Media/Video Prod
4310 Voc: Robotics
4311 Voc: Other 1
4312 Voc: Other 2
4313 Voc: Other 3
4314 Voc: Other 4
4315 Voc: Other 5
Operational Accounts
5000 Op: After Hours Enrichmnt • Collection of funds related to operational account. Exception: Account 5004, Op: Principal Discretion (transfers only).
• Transfers from donation account, if designated use is to benefit operational account.
• Transfers from fundraiser account, if designated use is to benefit operational account.
• Transfers from other accounts.
• Payments related to operational account. Exception: Account 5004, Op: Principal Discretion (transfers only).
• Refunds.
• Transfers to County Payroll Expense.
• Transfers to Inventoried Property.
• Transfers to Performance Contracts.
• Transfers to other accounts for expenditures related to the Operational account.
• Transfers to Unclaimed Funds, per Unclaimed Funds Procedures.
5001 Op: Clinic
5002 Op: Phone Charges
5003 Op: Postage/Mailing
5004 Op: Principal Discretion
5005 Op: Printing/Photo Sup
5006 Op: School Uniforms
5007 Op: Staff Development
5008 Op: STEAM
5009 Op: STEM
5010 Op: Student Needs
5011 Op: Student Recognition
5012 Op: Other 1
5013 Op: Other 2
5014 Op: Other 3
5015 Op: Other 4
5016 Op: Other 5
5017 Op: Other 6
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Account Range Account Description Receipts Disbursements
Operational Accounts - Special Use
5100 Op: Bank Charges • Reversal of bank charges.
• Transfers from Principal’s Discretionary accounts to cover charges not credited by the bank.
• Payments for bank-related expenses and supplies.
• Transfers to Unclaimed Funds, per Unclaimed Funds Procedures.
5101 Op: Building & Grounds • Refunds or rebates.
• Reimbursements.
• Transfers from other accounts.
• Payments for supplies and maintenance expenses related to the building and grounds.
• Payments for false alarms on building security systems.
• Payments for school emergency kit supplies.
• Transfers to Inventoried Property.
• Transfers to Performance Contracts.
• Transfers to Unclaimed Funds, per Unclaimed Funds Procedures.
5102 Op: Cell Tower Funds Per District Administrative Rule FEAE-R, Construction on District Property Funded by Others, funds are restricted and cannot be used for:
Celebration activities Staff and student incentive programs Activities of a social nature
• Refunds.
• Cell tower proceeds.
• Payments made in accordance with District Administrative Rule FEAE-R (See Section E – Revenues).
• Transfers to Inventoried Property.
• Transfers to Performance Contracts.
• Transfers to County Payroll Expense.
• Transfers to Travel.
• Transfers to Unclaimed Funds, per Unclaimed Funds Procedures.
5103 OP: CERT OF ATTENDANCE
• Collection of fees for certificates of attendance.
• Transfers from other accounts.
• Payments for paper, supplies and equipment to comply with state regulations.
• Payments for expenses related to the maintenance and administration of the attendance office.
• Refunds.
• Transfers to benefit Instructional programs and Student Recognition.
• Transfers to Unclaimed Funds, per Unclaimed Funds Procedures.
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Account Range Account Description Receipts Disbursements
5104 Op: Damaged Rcpts/Checks
• Damaged master receipts which are deemed unusable and no financial information has been recorded.
• Skipped student statement receipts or master receipts and no financial information has been recorded.
• Student statement receipts or master receipts to restore sequential order of receipts, as related to MPP.
• Damaged school checks which are deemed unusable and no financial information has been recorded.
• Skipped school checks and no financial information has been recorded.
5105 Op: Equipment & Furniture
• Transfers from other accounts. • Payments for equipment and furniture which do not meet inventoried property requirements.
• Payments for computer accessories.
• Payments for equipment and furniture repairs.
• Transfers to Unclaimed Funds, per Unclaimed Funds Procedures.
5106 OP: GUIDANCE • Collection of fees for transcripts in accordance with District Administrative Rule JR-R, Student Records, and student IDs.
• Collection of fees for Guidance-related programs.
• Transfers from other accounts.
• Payments for expenses to produce transcripts and student IDs.
• Payments for Guidance-related expenses.
• Payment of expenses for student and parent hospitality food and refreshment items for Guidance/Counseling activities.
• Refunds.
• Transfers to benefit Instructional programs and Student Recognition.
• Transfers to Inventoried Property.
• Transfers to Travel.
• Transfers to other accounts for expenditures related to the Guidance account.
• Transfers to Unclaimed Funds, per Unclaimed Funds Procedures.
5107 Op: Hosp/Non-Staff Non-staff hospitality and recognition may be provided for school support organizations, volunteers and other Cobb County School District employees. • Refunds and reimbursements.
• Transfers from donation accounts.
• Transfers from discretionary accounts.
• Transfers from fundraiser accounts.
• Payment of expenses for dinners, snacks, hospitality food items, and other allowable entertainment and recognition items for non-staff.
• Payment for Principal directed donations.
• Transfers to Unclaimed Funds, per Unclaimed Funds Procedures.
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Account Range Account Description Receipts Disbursements
5108 Op: Hosp/Staff Recog • Refunds and reimbursements.
• Transfers from donation accounts.
• Transfers from discretionary accounts.
• Transfers from fundraiser accounts.
• Payment of expenses for dinners, snacks, hospitality food items, and other allowable entertainment and recognition items for staff.
• Transfers to Unclaimed Funds, per Unclaimed Funds Procedures.
5109 Op: Interest Income • Interest earned and credited on checking, savings and investment accounts.
• Transfers to other accounts at discretion of Principal.
• Transfers, if necessary, to the appropriate scholarship or grant account to properly record the earned interest.
5110 Op: Inventoried Property • Transfers from other accounts. • Payments for the cost of Inventoried Property items. Refer to Property Control Quick Reference Guide.
5111 OP: LOST/DMGD SCH PROP
• Collection as restitution for lost property or damage to school buildings, grounds, buses, equipment or other school property.
• Collections from returning employees for missing equipment, including but not limited to, laptops, iPads and peripherals.
• Insurance payments for damage.
• Payments to replace missing laptops or peripherals.
• Payments for the cost of repairs to be paid with school funds.
• Reimbursements to CCSD for repairs or replacements that the District makes for lost/damaged property.
• Refunds.
• Transfers to Building & Grounds or Instructional Accounts if restitution is made on school property that will not be replaced.
• Transfers to Unclaimed Funds, per Unclaimed Funds Procedures.
5112 OP: MEDIA • Collections for lost books and late fees for overdue books.
• Refunds or reimbursements.
• Transfers from other accounts.
• Payments for Media-related expenses.
• Payments for student and parent hospitality food and refreshment expenses related to Media Center activities.
• Refunds.
• Transfers to Student Recognition for Media-related activities.
• Transfers to Inventoried Property.
• Transfers to Performance Contracts.
• Transfers to County Payroll Expense.
• Transfers to Travel.
• Transfers to other accounts for expenditures related to the Media account.
• Transfers to Unclaimed Funds, per Unclaimed Funds Procedures.
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Account Range Account Description Receipts Disbursements
5113 Op: Miscellaneous
Use of this account should be limited to transactions that cannot be assigned to another account in the Chart of Accounts.
• Collection of funds not relating to any other account.
• Collections from staff for small amounts of tax charged in error on procurement card purchases.
• Credits received for fraudulent procurement card charges.
• Money found on campus (post to “No Name”). Reverse and correct to appropriate activity account if student name can be determined.
• Transfers from appropriate accounts to cover miscellaneous expenses as they are incurred.
• Payments not relating to other accounts.
• Payments for sales tax charged in error on procurement card.
• Payments to the District for fraudulent procurement card charges.
• Payments for lost or misplaced devices or other items taken up and retained by school staff.
• Refunds.
• Transfers to other accounts.
• Transfers to Unclaimed Funds, per Unclaimed Funds Procedures.
5114 Op: Office/Admin Supplies • Refunds or reimbursements.
• Transfers from other accounts.
• Payments for office/administrative supplies.
• Payments for software and licenses, including school blog accounts.
• Payments for fees for Notary Public certification and seal.
• Transfers to Unclaimed Funds, per Unclaimed Funds Procedures.
5115 OP: PARKING FINES • Collections for parking fines. • Refunds.
• Transfers to other accounts to benefit the Instructional program and Student Recognition.
• Transfers to other accounts for parking-related expenses.
• Transfers to Building & Grounds.
• Transfers to Unclaimed Funds, per Unclaimed Funds Procedures.
5116 Op: Performance Contracts
• Transfers from other accounts.
• Refunds or reimbursements.
• Payments to a non-employee, individual or a business entity contracting with the local school to perform agreed upon services.
• Payments to the District for contracted services.
• Transfers to Unclaimed Funds, per Unclaimed Funds Procedures.
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Account Range Account Description Receipts Disbursements
5117 Op: Prof/Instnl Dues • Refunds or reimbursements.
• Transfers from other accounts.
• Payment of expenses for school or institutional membership dues to professional organizations or institutions.
• Payments for individual memberships in professional organizations when membership is required to allow students to participate in the organization’s instructional-related activities.
• Payments for vendor membership cards.
• Transfers to Unclaimed Funds, per Unclaimed Funds Procedures.
5118 Op: Reconciling Items • Posting error or correction of posting error.
• Transfers from other accounts to clear posting errors.
• Posting error or correction of posting error.
• Transfers to other accounts to clear posting errors.
• Transfer positive balance at year-end to the Instructional account.
5119 Op: Reg Fees Semnrs/Confs • Refunds or reimbursements.
• Transfers from other accounts.
• Payments for school staff member registration fees to seminars or conferences.
• Transfers to Unclaimed Funds, per Unclaimed Funds Procedures.
5120 Op: Travel • Refunds or reimbursements.
• Transfers from other accounts.
• Payments to vendors for employee travel expenses (excluding registration fees) in accordance with CCSD Travel Regulations and Procedures.
• Reimbursements for travel expenses paid from school activity funds.
• Transfers to Unclaimed Funds, per Unclaimed Funds Procedures.
After School Program (ASP) Accounts
5200 ASP Tuition • Collections of ASP tuition.
• Transfers from donation accounts if intent of donation is to supplement tuition.
• Transfers from Scholarship accounts.
• Remittance of collections to the District.
• Payments to the school lunchroom for payments made in error to the ASP program.
• Refunds to parents/guardians for student tuition.
• Transfers to Reconciling Items.
• Transfers to Unclaimed Funds, per Unclaimed Funds Procedures.
5201 ASP Operational Account • Collection of funds relating to ASP operational account.
• Transfer from discretionary accounts.
• Transfers from donation account, if designated use is to benefit ASP operational account.
• Transfers from fundraiser account, if designated use is to benefit ASP operational account.
• Payments for expenses related to the ASP, including snacks and supplies.
• Payments for costs related to the ASP operational account.
• Transfers to ASP Tuition account.
• Transfers to County Payroll Expense.
• Transfers to Inventoried Property.
• Transfers to Performance Contracts.
• Refunds.
• Transfers to Unclaimed Funds, per Unclaimed Funds Procedures.
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Account Range Account Description Receipts Disbursements
Class Accounts
Balances are established as each freshman class enters high school. These balances are carried forward each year until graduation. Management of Class Accounts should be maintained in accordance with District Administrative Rule JHC-R, School Clubs and Student Organizations.
6000 Senior Class Prior Year • Collections for class dues.
• Transfers from other accounts.
• Payments for expenses directly under the sponsorship, direction and control of the school.
• Refunds.
• Transfers to other accounts directly under the sponsorship, direction and control of the school, utilizing form FS-116, Request for Transfer.
• Transfers to Unclaimed Funds, per Unclaimed Funds Procedures.
6001 SR CLASS CURRENT YEAR
6002 JUNIOR CLASS
6003 SOPHOMORE CLASS
6004 FRESHMAN CLASS
Club Accounts
Management of Club Accounts should be maintained in accordance with District Administrative Rule JHC-R, School Clubs and Student Organizations.
See Below • Collection of club dues.
• Collection of funds related to Club account.
• Refunds or reimbursements.
• Transfers from other accounts.
• Remittance of state and national dues.
• Payments for expenses directly under the sponsorship, direction and control of the school.
• Refunds.
• Transfers to other accounts directly under the sponsorship, direction and control of the school, utilizing form FS-116, Request for Transfer.
• Transfers to Unclaimed Funds, per Unclaimed Funds Procedures.
Local School Accounting & Internal Compliance July 1, 2019
8150 Ath: Concessions • Collections from concession stand sales.
• Refunds or reimbursements.
• Payments for the cost of items sold at concession stands.
• Payments to parent support organizations at the discretion of the Principal.
• Transfers to other accounts to benefit school programs and student recognition.
• Transfers to Unclaimed Funds, per Unclaimed Funds Procedures.
8151 Ath: Conc - Baseball
8152 Ath: Conc - Basketball
8153 Ath: Conc - Cheerleading
8154 Ath: Conc - Football
8155 Ath: Conc - Lacrosse
8156 Ath: Conc - Soccer
8157 Ath: Conc - Softball/FP
8158 Ath: Conc - Track
8159 Ath: Conc – Volleyball
8160 Ath: Conc - Wrestling
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Account Range Account Description Receipts Disbursements
Clearing Accounts
8200 County Payroll Expense • Reimbursements from the District.
• Transfers from other accounts.
• Payments to the District for payroll expenditures. Payroll expenses related to field trip/activities are paid directly from the FT/ACT account.
8201 County Reimbursements Note: This account should be used on a limited basis.
• Reimbursements from the District for purchases originally made from local school funds, including but not limited to ASP expenses.
• Refunds.
• Limited transfers from other accounts to cover expenses not eligible for reimbursement, including but not limited to, sales tax.
• Payments for purchases, including but not limited to ASP expenses, for which District funds are available.
• Transfers to Unclaimed Funds, per Unclaimed Funds Procedures.
8202 PERFORMING ARTS REVENUE
• Collections of student donations for Performing Arts.
• Remittance of collections to the District by the date specified in the instructions from the Performing Arts Department.
• Refunds.
• Transfers to Unclaimed Funds, per Unclaimed Funds Procedures.
8203 Teacher Laptops • Collections from employees for missing equipment, including but not limited to, laptops, iPads and peripherals.
• Transfers from other accounts.
• Remittance of collections to the District by year end.
• Refunds.
• Transfers to Unclaimed Funds, per Unclaimed Funds Procedures.
8204 Textbook Deposits • Deposits for textbooks on loan. • Refunds.
• Transfers to Lost/Damaged Textbooks, for books on loan that are not returned.
• Transfers to Unclaimed Funds, per Unclaimed Funds Procedures.
8250 PARKING • Collection of funds related to the Parking account.
• Transfers from other accounts.
• Remittance of collections to the District within ten business days of semester end.
• Refunds.
• Transfers to Unclaimed Funds, per Unclaimed Funds Procedures.
8251 Parking: One Day Decals
8252 PARKING: SECOND CAR DECAL
8253 PARKING: SEMESTER FEES
8254 Parking: Staff Tags
Miscellaneous Clearing Accounts
In most instances, the balance in a Miscellaneous Clearing account should be zero by the end of the fiscal year. 8300 MISCELLANEOUS CLEARING • Collections for events or purchases in
which the school is acting as the fiduciary of the funds for organizations or individuals, including but not limited to, book clubs and Community Fund Drives approved in accordance with District Administrative Rule, JHA-R, Student Activity Fundraising.
• Transfers from other accounts.
• Payments to the organization or individuals for which funds were collected.
• Payments for Relay for Life purchases for which funds were collected.
• Refunds.
• Transfers to Instructional Accounts.
• Transfers to Unclaimed Funds, per Unclaimed Funds Procedures.
8301 MC: Book Clubs 8302 MC: Gimme 5 8303 MC: Principal Area Fund 8304 MC: Relay 4 Life 8305 MC: United Way 8306 MC: Other 1 8307 MC: Other 2 8308 MC: Other 3 8309 MC: Other 4 8310 MC: Other 5
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Account Range Account Description Receipts Disbursements
Unclaimed Funds
Refer to the Unclaimed Funds/Outstanding Checks section of the Local School Accounting Standard Operating Procedures.
8400 Unclaimed Funds • Transfers from an account in which the original disbursement is over 6 months old and voided.
• Payments issued to vendors for replacement checks.
• Remittance to the District in accordance with Local School Accounting Standard Operating Procedures.
• Transfers to other accounts as designated by donor or to Principal’s Discretion if not designated by donor.
Adult Education Accounts
8500 ADULT EDUCATION • Collection of funds related to the Adult Education program.
• Refunds or reimbursements.
• Remittance of collections to the District.
• Refunds.
• Transfers to Unclaimed Funds, per Unclaimed Funds Procedures.
8501 Adult Ed: Book Deposits 8502 Adult Ed: GED
8503 Adult Ed: Registration
Summer School Account
8600 SUMMER SCHOOL • Collection of funds related to the Summer School program.
• Transfers from other accounts.
• Refunds or reimbursements
• Remittance to the District for County Payroll Expenses.
• Remittance to the District for the District Summer School Program.
• Refunds.
• Transfers to other Instructional accounts.
• Transfers to Unclaimed Funds, per Unclaimed Funds Procedures.
General Ledger Accounts
9901 GL: Cash on Hand • Collections received daily for deposit into the school’s checking account.
• Transfers to the general ledger checking account to reflect daily deposits.
9902 GL: Checking Account Main • Transfers from Cash On Hand to reflect daily deposits.
• Interest and credits reflected on the monthly bank statement.
• Transfers from Returned Checks account.
• Transfers from investment accounts.
• Disbursements for school checks issued.
• Bank charges and debits reflected on the monthly bank statement.
• Transfers to Returned Checks account.
• Transfers to investment accounts.
9903 GL: Checking Account 2
9904 GL: Savings Account 1 • Funds deposited to a savings account.
• Interest income credited to a savings account.
• Transfers from general ledger checking account.
• Transfer of savings account funds to other general ledger accounts.
9905 GL: Savings Account 2
Local School Accounting & Internal Compliance July 1, 2019
Cobb County School District Page 24 of 24
Account Range Account Description Receipts Disbursements
9906 GL: Central Investment • Funds deposited to investment accounts.
• Interest income credited to investment accounts.
• Transfers from general ledger checking account.
• Transfer of investment account funds to other general ledger accounts.
9907 GL: Investment Account 1
9908 GL: Investment Account 2
9920 GL: Returned Checks • Transfers from general ledger checking account to reflect returned checks.