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Adult Education Financial Matters. Adult Education Financial Matters. Accounting Codes EF-X-132 – Financial Page Budget Approval Process Other Issues Questions. Accounting Codes. Form the backbone of any financial reporting and accountability system

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Adult Education Financial Matters

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Adult education financial matters

Adult Education Financial Matters


Adult education financial matters1

Adult Education Financial Matters

  • Accounting Codes

  • EF-X-132 – Financial Page

  • Budget Approval Process

  • Other Issues

  • Questions


Accounting codes

Accounting Codes

  • Form the backbone of any financial reporting and accountability system

  • This structure gives an entity the ability to accurately and effectively report on its financial activities

  • Provide a uniform means for comparing & evaluating organizations (i.e. School Districts)

  • Maine DOE “Model Chart of Accounts”http://www.maine.gov/education/data/schfindata.htm


Adult education financial matters

http://www.maine.gov/education/data/schfindata.htm


Accounting codes1

Accounting Codes

  • Expenditures use a series of levels in a hierarchy to identify the following:

    • The fund from which the funds are being expended

    • The program that is spending the funds

    • The function for which the funds are being spent

    • The object on which the funds are spent

    • The level of instruction associated with the expenditure (Cost Center)


Accounting codes2

Accounting Codes

  • Further they identify:

    • The project for which funds are being spent

    • The operational unit on which the funds are being spent

    • The subject matter on which the funds are being spent

    • The job class associated with the expenditure


Accounting codes3

Accounting Codes

  • Expenditures use a series of levels in a hierarchy to identify the following:

    • The fundfrom which the funds are being expended

    • The program that is spending the funds

    • The function for which the funds are being spent

    • Theobject on which the funds are spent

    • The level of instruction associated with the expenditure (cost center)


Accounting codes4

Accounting Codes

100 6500 1000 1010 40

  • These are the minimum categories in the State’s Chart of Accounts

  • Additional categories may be added for more local level detail


Accounting codes5

Accounting Codes

The fund from which the funds are being expended

100 6500 1000 1010 40


Accounting codes6

Accounting Codes

Examples of Fund Codes

Fund Code 150 may be used to specifically differentiate Adult Education from other General Fund expenditures if the LEA wishes


Accounting codes7

Accounting Codes

  • The program that is spending the funds

100 6500 1000 1010 40


Accounting codes8

Accounting Codes

Examples of Program Codes(specifically applicable to adult education)

* Summary Code


Accounting codes9

Accounting Codes

  • The function for which the funds are being spent

100 6500 1000 1010 40


Accounting codes10

Accounting Codes

Examples of Function Codes


Accounting codes11

Accounting Codes

  • The object on which the funds are spent

100 6500 1000 1010 40


Accounting codes12

Accounting Codes

Examples of Object Codes


Accounting codes13

Accounting Codes

  • The level of instruction associated with the expenditure (Cost Center)

100 6500 1000 1010 40


Accounting codes14

Accounting Codes

Examples of Cost Center Codes


Accounting codes15

Accounting Codes

  • Handbook - 2R

    • Out of date

  • Chart of Accounts

    • Required for all financial reporting to MDOE


Accounting codes16

Accounting Codes

Can you name these accounts?


Accounting codes17

Accounting Codes

Benefits for the teacher of an adult education CTE course


Accounting codes18

Accounting Codes

Supplies for an adult education high school completion course


Accounting codes19

Accounting Codes

Salary for an adult education teacher of an adult transitions course


Accounting codes20

Accounting Codes

Salary for an adult education Director


Accounting codes21

Accounting Codes

Salary for an adult education teacher of an adult transitions course


Accounting codes22

Accounting Codes

Salary for an adult education teacher of an college transitions course


Program codes

Program Codes

** Subsidizable Category


Special object codes

Special Object Codes


Adult education financial matters

The EFX-132 is the Form for Reporting Your Programs Financial Information and Calculating Subsidy.


Ef x 132 page 1

EF-X-132 – Page 1

  • FTE = Full Time Equivalent (expressed as a decimal)

    • FTE calculation based on a standard 40 hour work week

    • Hours worked = as stipulated in contract or other work agreement

    • Divide hours worked by 40

      • Work 20 hoursFTE = .50

      • Work 32 hoursFTE = .80

      • Work 19 hoursFTE = .48


Ef x 132 page 11

EF-X-132 – Page 1

  • Item #10 – Major Duties

    • These are NON-ADULT EDUCATION duties

      • Examples

        • Alternative Education Director

        • Affirmative Action Officer for district

        • Gifted and Talented Coordinator

      • DO NOT list duties that are part of the Adult Education Director’s job (e.g. intake, testing, designing the course catalogue, registrations, & submitting reports)

      • Being on the District’s Administration Team is considered part of the duties of an Adult Education Director


Ef x 132 financial page

EF-X-132 – Financial Page


Ef x 132 financial page1

EF-X-132 – Financial Page

  • Organization based on the hierarchy of the MDOE “Chart of Accounts”

  • Section A – Instructional Programs

  • Section B – Grants and Contracts (Fund 200)

  • Section C – Administration

  • Additional information and detail

  • Data used to calculate the Adult Education Subsidy (Items marked with an asterisk)


Ef x 132 financial page2

EF-X-132 – Financial Page

* = Subsidizable Expenditure


Ef x 132 financial page3

EF-X-132 – Financial Page


Ef x 132 financial page4

EF-X-132 – Financial Page

1.00

Line 10f on Page 1

Director’s Salary Detail Page 3


Ef x 132 financial page5

EF-X-132 – Financial Page


Ef x 132 financial page6

EF-X-132 – Financial Page


Ef x 132 financial page7

EF-X-132 – Financial Page

Director’s reported salary reduced by the 25% reflecting the percentage of time spent on Alternative Education

1.00


Accounting codes23

Accounting Codes

  • How do your codes stack up?

    • What differences exist

    • What will it take to reconcile those differences

    • What special needs do you have (for codes)

      • Unique programs

      • Local reporting expectations (e.g. multi SAU adult ed programs)

  • Would you be able/feel comfortable having the adult education financial data reported as part of the MDOE Data Warehouse reporting process?

Talk to your Bookkeeper NOW!


Financial reporting

Financial Reporting

  • FY2008

    • Data submitted on the EF-X-132

    • Data also submitted on the MEDMS Financial system

    • Data compared for accuracy and completeness

    • Actual Subsidy will be calculated from the EF-X-132

  • FY2009

    • Financial data submitted on the MEDMS system only


Subsidy calculation worksheet

Subsidy Calculation Worksheet

  • Fill in the amounts from the appropriate cells on the EF-X-132

  • Provides an estimate of your subsidy for the following year.

  • The one unknown is the Prorate


Adult education financial matters

Questions on Financial Reporting


Recent financial issues and changes

Recent Financial IssuesAnd Changes


Recent financial issues

Recent Financial Issues

  • Public Law of 2007 Chapter 131

    • Updated and revised adult education statutes

    • Codified Adult Education Warrant Article language

    • Added Adult Transitions to the subsidy formula

    • Clarified other definitions and processes

  • Revision of the Adult Education Regulation


Recent financial issues1

Recent Financial Issues

  • Public Laws 2008 – Chapter 599

    • Made technical corrections to the warrant language section of the adult education statutes

  • Administrative Letter #38

    • Clarified the School Budget Approval Process for 2008-09 (including adult education)

    • DOE & MAEA issued additional guidance relative to the adult education budget approval process


Recent financial issues2

Recent Financial Issues

  • Adult Education Budget Approval Process

    • Must have a separate warrant article for adult education

    • Warrant article must conform to the language in the statutes (Title 20-A Sec. 8603-a)

    • Warrant article voted on by the “legislative body” for the SAU

    • Adult Education is not part of the EPS cost centers and is therefore not subject to the validation referendum


Adult education financial matters

Questions on Financial/Budget Issues


Got questions

Got Questions?

  • Call - 624-6754

  • Email - [email protected]

  • District level Bookkeeper Contact – [email protected]


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