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Budget Training 20082009

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Ashley Sutton, ... If the code is not listed, then that program may not be used ... The Blue Codes must be in compliance with the Uniform Chart. Green are ... – PowerPoint PPT presentation

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Title: Budget Training 20082009


1
Budget Training 2008-2009
Presented by Mary Hazel Small, Chief Financial
Officer Ashley Sutton, Finance Director
2
Chart of Accounts
  • Each State and Federal Program publishes a list
    of approved codes for that program. If the code
    is not listed, then that program may not be used
    for that purpose.
  • It is important to code expenditures to the
    appropriate code so we know how funds were used.
  • Funds may be transferred between line items
    within specific parameters.

3
The Chart of Accounts -Basic Account Structure
  • X.XXXX.XXX.XXX.XXX.xxx.xx
  • FundFunctionProgramObject
    SchoolUse1Use2
  • The Blue Codes must be in compliance with
    the Uniform Chart.
  • Green are for Local Use.

4
Fund Codes
  • Independent fiscal and accounting entity
  • Self Balance Group of Accounts
  • State
  • Local
  • Federal
  • Capital Outlay
  • Child Nutrition
  • Trust Funds
  • Pension Fund

5
Function Purpose or Type of Account
  • Four Types of Function Codes
  • 1000 - Assets
  • 2000 - Liabilities and Reserves
  • 3000 - Revenue (State and Federal)
  • 4000 - Revenue (Local and Other Source)
  • 5000 - Purpose Code
  • All expenditure codes are Purpose Codes, with
    the purpose defining the reason for the expense.

6
Purpose Codes The reason for the expense
  • 5000 - Instructional Programs
  • 6000 - System-Wide Support Services
  • 7000 - Ancillary Services (new)
  • 8000 - Non-Programmed Charges
  • 9000 - Capital Outlay

7
Purpose Codes
2.5400.805.411.304.000.00 School Leadership
Services
8
PRC - Program Report Code A pot of money
  • PRC examples include
  • 061 -Classroom Materials
  • 032 - Exceptional Children (State)
  • 832 - Exceptional Children (Local)
  • 802 - Maintenance
  • 884 - Art

9
Object Codes
  • Object Code Service or Commodity obtained as a
    result of a specific expenditure
  • 100 - Salaries
  • 200 - Benefits
  • 300 - Purchased services
  • 400 - Supplies and Materials
  • 500 - Capital Outlay
  • 600 - Reserved for Future Use
  • 700 - Transfers

10
Object Codes
1.5110.003.162.304.000.00 Substitute Teacher
Regular Teacher Absence 3.5110.103.163.304.000.00
Substitute Teacher - Staff Development Absence
11
Location Codes
  • X.XXXX.XXX.XXX.XXX.xxx.xx

  • School
    Department
  • School Numbers Defined by DPI
  • Department Numbers Only necessary when more
    than one department is allocated funds.

12
Roll-up Codes
  • Reduce number of budget transfers
  • Allow funds to be budgeted in one code and spent
    in related codes without budget transfers
  • The budget is posted to the primary code and
    expenditures can be coded to both primary and
    roll-up codes.
  • Budget manager can see the roll-up (combined)
    remaining balance on any of the related codes
    under F2 Acct Group.

13
Roll-up Codes
  • Example Program 028 Workshop Expenses
  • x.XXXX.028.312.xxx.xxx
  • .163 (Payroll)
  • .166 (Payroll)
  • .2XX (Payroll) Roll to
  • Fringes will match purpose of Sub

14
Roll-up Codes
  • List of PRCs that currently have Roll-up
    function
  • Staff Development (028)
  • Classroom Materials/Instructional
  • Supplies (061)
  • Media Books/Materials (061)
  • School Building Admin (805)

15
Budget Transfers
  • General Rules
  • Not allowable to transfer between Funds
  • Transfers are allowable between object codes
    within a program.
  • X.XXXX.XXX.XXX.XXX.xxx.xx
  • FundFunctionProgramObjectSchoolUse
    1Use2

16
Textbook Code
  • Local PRC 830
  • Not real money
  • Allowable transactions are State Adoption
    Textbook orders and State approved Budget
    Transfers
  • No outside purchase orders on this code - even if
    they are for textbooks
  • Managed at School level
  • Multi-year budget Save money for replacement
    books and expensive adoptions
  • Detailed textbook procedures are on the Finance
    website

17
Printing Allocation
  • Not real money
  • Allocated by Purchasing and used for tracking
    purposes only
  • May transfer in additional money, but may not
    transfer out

18
Funding
  • Spend State First
  • Federal more restrictive - make sure expenditures
    are appropriate for this program

19
Resource Materials
  • On the Finance website under Budget
  • Budget Calendar
  • Budget Process
  • Annual Budget Book
  • Uniform Chart of Accounts

20
New Report Formatting
  • Combined Reports (Schools)
  • View account balances on one report
  • Added percent column to summarize spending
  • Combined Reports (Departments)
  • Currently revising
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