SF102-Account Coding Kelly Hayes, Springdale Public Schools April 11, 2013.

SF102-Account CodingSF102-Account Coding

Kelly Hayes, Springdale Public SchoolsApril 11, 2013

SF102SF102Coding—Who cares?LegislatorsJoe Taxpayer (District patrons)

ResourcesResourcesAPSCN website

◦AFRB◦Accounting Handbook◦Key Commissioner’s memos◦Questions and answers

Kathleen CrainFMS Listserve

Financial Accounting Financial Accounting HandbookHandbook

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!

ExceptionsExceptionsRevenue

Expenditures

General Ledger

Accounting HandbookAccounting HandbookRevenue

Expenses

Balance Sheet

Codes: Revenue versus Codes: Revenue versus Expenditure Expenditure versus versus Balance SheetBalance Sheet

Revenue:FSOF-Revenue Code

Expenditure:FSOF-Function-Location-Program-Subject-

Object

Balance Sheet:FSOF-Account

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

FSOF

Fund (single digit)Fund (single digit)

Start here.1- Teacher Salary 6- Federal2- Operating 7- Activity3- Building 8- Food Service4- Debt Service 9- Fixed Asset5- Capital Outlay/Dedicated M&O

Source of Funds (three Source of Funds (three digits)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!

SOF Examples SOF Examples

State & Local:NSLA 281ELL 276ALE 275PD 223

Federal:Title One 501VIB 702

SOF--District DefinedSOF--District Defined002-099 District DefinedThis 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: QSCBState and local money only-no

Federal.

How do I know if funds that I How do I know if funds that I receive have a restricted receive have a restricted SOF code?SOF code?

Look on the check stub from ADECall/email ADEAsk other School Business Folks

Fund/Source of Funds questions?

Revenue (five digits)Revenue (five digits)

10000 series-- Local sources20000 series-- Intermediate

sources30000 series-- State sources40000 series-- Federal sources50000 series-- Nonrevenue

Non Revenue ExamplesNon Revenue ExamplesProceeds from sale of bondsFund TransfersCompensation for Loss of Fixed

Assets

Revenue CodesRevenue CodesRevenue codes consist of two

sets of numbers:◦Fund/Source of Fund◦Revenue Code

Example: 2001- 15100FSOF- Revenue

code

What’s wrong with these What’s wrong with these revenue codes?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)

Revenue questions?

Expenditure CodesExpenditure CodesComponents

◦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)Function (four digits)Follows Fund/Source of Fund1000 series-- Instruction2000 series--Support Services3000 series--Operation of Non-

Instructional Services4000 series--Facilities Acquisition

and Construction Services

5000 series--Other Uses

Expenditure Coding---Expenditure Coding---FunctionFunction

FSOF-FunctionExample: 2000-1910

Location! Location! Location! Location! Location!Location!(three digits)(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???

Expenditure Coding---Expenditure Coding---LocationLocation

FSOF-Function-LocationExample: 2000-1910 -050

Program (three digits)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---Expenditure Coding---ProgramProgram

FSOF-Function-Location-Program

Example: 2000-1910 -050 -270

Subject (two digits)Subject (two digits)Follows Program.Not requiredDefault is 00

Expenditure Coding---Expenditure Coding---SubjectSubject

FSOF-Function-Location-Program-Subject

Example: 2000-1910 -050 -270 -

00

All of these together are called a Budget Unit.

Object (five digits)Object (five digits)Attach to a Budget UnitALWAYS 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

What’s wrong with these What’s wrong with these expenditure codes?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)

Balance SheetsBalance SheetsBalance 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 GridExpenditure Grid

Salaries Benefits Prof/Tech Property Other Supplies Property Other Other61000 62000 63000 64000 65000 66000 67000 68000 69000

Instruction 1000Support Services 2000

Operation of Non Instructional Services 3000Facilities Acquistion and Construction Services 4000

Other Uses 5000

Purchased Services

Balance Sheet AccountsBalance Sheet Accounts

ALWAYS start with a 0 (zero)1 & 2- Assets4 & 5- Liabilities

What’s wrong with these What’s wrong with these Balance Sheet Accounts?Balance Sheet Accounts?

2000-66100 (Balance sheet accts always start with a zero)

2223-15100 (Balance sheet accts always start with a zero)

Something to rememberSomething to rememberLast five digits of any financial

code:If it…Starts with a 0-Balance SheetStarts with a 1,2,3,4, or 5-

RevenueStarts with a 6-ExpenditureStarts with a 7,8, or 9-You need a

few days off.

Let’s Code!!!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:1000-1220-040-200-00-611101000-1220-041-200-00-61110

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:

2000-2220-052-000-00-63900

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?6702-01410 (?)What is the credit?6702-45613

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. 2600B. 2601C. 2650D. 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)

1365-1105-location-110-00-61110How about is the pre-k teacher

were paid out of NSLA instead?1281-1105-location-005-00-61110

Bus driver drove for a field trip. The costs of the trip were to be paid from fund 7100. What is the code to pay the driver?

7100-2720-location or 000-000-00-????

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

2000-2230-location or 000-000-00-66100 or 66500