Download - Uniform Chart of Accounts An Overview
Uniform Chart of AccountsUniform Chart of AccountsAn OverviewAn Overview
Division of School Business
Who needs to know?Who needs to know? Anyone
responsible for ensuring the proper use of State or Federal Funds.
Anyone who receives state or federal funds.
Why a Uniform Chart?Why a Uniform Chart? General Assembly enacted law in 1975
requiring a uniform system for all local school units, effective July 1, 1976.
Provides the Legislature, general public, and other agencies with a consistent guideline of how funds are used by various groups obtaining public funds (state, federal, local, etc..).
Uniform Education ReportingUniform Education Reporting G.S. 115C-12 (18)(a):
requires local school units “to provide timely, accurate, and complete fiscal and personnel information, including payroll information” to the State Board.
G.S. 115C-12 (18)(b):
requires local school units to comply with the Uniform Education Reporting System (fiscal, personnel, and student data).
Flow of Data from the UnitsFlow of Data from the Units
The Units receive their allotment (gives them the ATD - Authority to Draw cash)
Request the cash 2-3 days prior to writing any checks.
Flow of Data from the UnitsFlow of Data from the Units
Units write the checks for expenditures
ALL Expenditures MUST have the 11-digit account code
DPI pulls in data generated by the unit’s general ledger software (data file)
Flow of Data from the UnitsFlow of Data from the Units
Monthly reports are sent to the unit’s for their review.
Units make any adjustments as needed. Refunds for overspent programs Salary audit exception corrections Coding or keying errors Refunds for mis-use of funds, etc.
Flow of Data from the UnitsFlow of Data from the Units
Quarterly or Monthly reports are sent to the DPI program staff for their review to ensure expenditures are within program guidelines and allowances.
Units and School Business are notified by program staff if any misuse of funding has occurred so the proper action can be taken.
First thing to understand:First thing to understand:
The Uniform The Uniform Chart of AccountsChart of Accounts
The Basic Account StructureThe Basic Account Structure
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FUND CODESFUND CODES The Source of $$$ The Source of $$$
State funds = 1 Local funds = 2 Federal funds = 3 Capital funds = 4 Child Nutrition funds = 5 Others = 6, 7, 8, 9
Building the AccountBuilding the Account
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Function CodesFunction CodesThe purpose the activity existsThe purpose the activity exists
Asset codes (cash, accounts receivable) Liabilities, reserves, and fund balance codes
(accounts payable, payroll taxes payable) Revenue codes (allocations from SPSF,
tuition, etc.) Purpose codes
Purpose CodesPurpose Codes The reason for the expenseThe reason for the expense
5000 - Instructional Programs 6000 - Supporting Services Programs 7000 - Community Services
Programs 8000 - Non-Programmed Charges 9000 - Capital Outlay
Purpose CodesPurpose CodesSpecial differencesSpecial differences
Instructional (5000) vs. Support (6000)
5100 (regular) vs. 5200 (special)
5800 series
Instructional Support - 5800Instructional Support - 5800Major AreasMajor Areas
5810 - Library/Media 5820 - Attendance/Social Worker 5830 - Guidance Services 5840 - Health Services 5850 - Psychological Services
Employee BenefitsEmployee Benefits
5910 = Benefits for salaries paid from 5000 series codes
5920 = Additional Pay
Supporting Services - 6000Supporting Services - 6000Main AreasMain Areas
6320 - Board of Directors 6330 - General Administration 6410 - Office of
Principal/Headmaster
Supporting Services cont.Supporting Services cont.
6520 - Fiscal Services 6540 - Custodial 6550 - Student Transportation 6560 - Child Nutrition 6580 - Maintenance
Building the AccountBuilding the Account
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Program Report CodesProgram Report CodesFunding for ActivitiesFunding for Activities
PRC (program report code) PRC 036 = State Public School Fund
for Charter Schools Various Federal PRCs
PRC - Program Report CodePRC - Program Report Code
A PRC is usually a further designation of funding,
a “pot of money”
Building the AccountBuilding the Account
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Object CodesObject CodesService or Item ObtainedService or Item Obtained
Salaries = 100 series Benefits = 200 series Purchased services = 300 series Supplies and Materials = 400 series Equipment and Capital Outlay = 500
series
Salaries = 100’sSalaries = 100’s 114 = Principal/Headmaster 121 = Teachers 139 = Other Professional Assignments 142 = Teacher Assistants 148 = Other Professional - non-certified 151 = Office Personnel 180 = Overtime 199 = Salary - Other Assignments
Benefits = 200’sBenefits = 200’s
211 = Social Security 229 = Other Retirement 231 = Hospitalization 232 = Workers’ Compensation 234 = Dental 235 = Life 239 = Other Insurance
Purchased Services = 300’sPurchased Services = 300’s
311 = Contracted Services 312 = Workshop Expenses 328 = Energy Costs 332 = Travel 351 = Advertising 362 = Reproduction 371 = Field Trips
Supplies & Materials = 400’sSupplies & Materials = 400’s
411 = Instructional Supplies 412 = Supplies and Materials 421 = Textbooks 431 = Library books 451 = Food Purchase 461 = Non-Capitalized Equipment 462 = Non-Capitalized Computer Equip
Capital Outlay = 500’sCapital Outlay = 500’s
541 = Capitalized Equipment 542 = Capitalized Computer
Equipment 551 = Vehicles
Other Capital codes available for building improvements, etc. (520 series)
Other Object CodesOther Object Codes
620’s = Various Insurance’s 681 = Debt Service - Principal 682 = Debt Service - Interest
700 = Transfers
The Complete AccountThe Complete Account
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3-5200-050-1213-5200-050-121
F - X X X X - Y Y Y -Z Z Z
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A few last thoughts…A few last thoughts…
Every Year the Chart of Every Year the Chart of Accounts is reviewed Accounts is reviewed
and updatedand updated
The Chart of Accounts gives PERMISSION on how the funds may be spent for a program
The Allotment Policy Manual and Single Audit Compliance
supplements also help us ensure the proper use of funds.
The communication of these policies and compliance
guidelines is critical.
Thank you for taking the time today to meet with us
and
THANK YOU For your time and effort in
helping us ensure the proper use of these funds.
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Final Final QUESTIONSQUESTIONS