Budget Training 20082009

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Budget Training2008-2009
Presented by Mary Hazel Small, Chief Financial
Officer Ashley Sutton, Finance Director
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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.

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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.

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Fund Codes

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

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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.

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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

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Purpose Codes
2.5400.805.411.304.000.00 School Leadership
Services
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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

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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

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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
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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.

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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.

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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

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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)

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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

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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

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Printing Allocation

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

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Funding

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

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Resource Materials

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

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New Report Formatting

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