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SF102-Account Coding. Kelly Hayes, Springdale Public Schools April 11, 2013. SF102. Coding—Who cares? Legislators Joe Taxpayer (District patrons). Resources. APSCN website AFRB Accounting Handbook Key Commissioner’s memos Questions and answers Kathleen Crain FMS Listserve.

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Sf102 account coding

SF102-Account Coding

Kelly Hayes, Springdale Public Schools

April 11, 2013


Sf102
SF102

  • Coding—Who cares?

  • Legislators

  • Joe Taxpayer (District patrons)


Resources
Resources

  • APSCN website

    • AFRB

    • Accounting Handbook

    • Key Commissioner’s memos

    • Questions and answers

  • Kathleen Crain

  • FMS Listserve


Financial accounting handbook
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!


Exceptions
Exceptions

  • Revenue

  • Expenditures

  • General Ledger


Accounting handbook
Accounting Handbook

  • Revenue

  • Expenses

  • Balance Sheet


Codes revenue versus expenditure versus balance sheet
Codes: Revenue versus Expenditure versus Balance Sheet

  • Revenue:

  • FSOF-Revenue Code

  • Expenditure:

  • FSOF-Function-Location-Program-Subject-Object

  • Balance Sheet:

  • FSOF-Account



Fund single digit
Fund (single digit) have what in common?

  • 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


Source of funds three digits
Source of Funds (three digits) have what in common?

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 have what in common?

State & Local:

  • NSLA 281

  • ELL 276

  • ALE 275

  • PD 223

    Federal:

  • Title One 501

  • VIB 702


Sof district defined
SOF--District Defined have what in common?

  • 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.


How do i know if funds that i receive have a restricted sof code
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



Revenue five digits
Revenue (five digits) code?

10000 series-- Local sources

20000 series-- Intermediate sources

30000 series-- State sources

40000 series-- Federal sources

50000 series-- Nonrevenue


Non revenue examples
Non Revenue Examples code?

  • Proceeds from sale of bonds

  • Fund Transfers

  • Compensation for Loss of Fixed Assets


Revenue codes
Revenue Codes code?

  • Revenue codes consist of two sets of numbers:

    • Fund/Source of Fund

    • Revenue Code

  • Example: 2001- 15100

    FSOF- Revenue code


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

  • 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)



Expenditure codes
Expenditure Codes code?

  • Components

    • 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) code?

  • 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


Expenditure coding function
Expenditure Coding---Function code?

  • FSOF-Function

  • Example:

    2000-1910


Location location location three digits
Location! Location! Location! code?(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 location
Expenditure Coding---Location code?

  • FSOF-Function-Location

  • Example:

    2000-1910 -050


Program three digits
Program (three digits) code?

  • 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 program
Expenditure Coding---Program code?

  • FSOF-Function-Location-Program

  • Example:

    2000-1910 -050 -270


Subject two digits
Subject (two digits) code?

  • Follows Program.

  • Not required

  • Default is 00


Expenditure coding subject
Expenditure Coding---Subject code?

  • 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) code?

  • 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


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

  • 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 sheets
Balance Sheets code?

  • 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).



Balance sheet accounts
Balance Sheet Accounts code?

  • ALWAYS start with a 0 (zero)

  • 1 & 2- Assets

  • 4 & 5- Liabilities


What s wrong with these balance sheet accounts
What’s wrong with these Balance Sheet Accounts? code?

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

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


Something to remember
Something to remember code?

  • 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.


Let s code
Let’s Code!!! 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:

  • 1000-1220-040-200-00-61110

  • 1000-1220-041-200-00-61110








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-????



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