Transcript Training - North Carolina Public Schools

Uniform Chart of Accounts
An Overview
Division of School Business
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?
 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 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 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 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 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 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:
The Uniform
Chart of Accounts
The Basic Account Structure
Fund
Program
Report Code
3 - 5850 - 050 - 311
Function
Object
FUND CODES
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 Account
Fund
Program
Report Code
3 - 5850 - 050 - 311
Function
Object
Function Codes
The 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 Codes
The reason for the expense
 5000
 6000  7000  8000  9000 -
Instructional Programs
Supporting Services Programs
Community Services Programs
Non-Programmed Charges
Capital Outlay
Purpose Codes
Special differences
Instructional
(5000) vs.
Support (6000)
5100 (regular) vs. 5200
(special)
5800 series
Instructional Support - 5800
Major Areas
5810
5820 5830 5840 5850 -
Library/Media
Attendance/Social Worker
Guidance Services
Health Services
Psychological Services
Employee Benefits
 5910
= Benefits for salaries paid from
5000 series codes
 5920 = Additional Pay
Supporting Services - 6000
Main Areas
6320
- Board of Directors
6330 - General Administration
6410 - Office of
Principal/Headmaster
Supporting Services cont.
6520
6540 6550 6560 6580 -
Fiscal Services
Custodial
Student Transportation
Child Nutrition
Maintenance
Building the Account
Fund
Program
Report Code
3 - 5850 - 050 - 311
Function
Object
Program Report Codes
Funding for Activities
PRC
(program report code)
PRC 036 = State Public School Fund
for Charter Schools
Various Federal PRCs
PRC - Program Report Code
A PRC is usually
a further
designation of
funding,
a “pot of money”
Building the Account
Fund
Program
Report Code
3 - 5850 - 050 - 311
Function
Object
Object Codes
Service 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’s
 114
=
 121 =
 139 =
 142 =
 148 =
 151 =
 180 =
 199 =
Principal/Headmaster
Teachers
Other Professional Assignments
Teacher Assistants
Other Professional - non-certified
Office Personnel
Overtime
Salary - Other Assignments
Benefits = 200’s
 211
=
 229 =
 231 =
 232 =
 234 =
 235 =
 239 =
Social Security
Other Retirement
Hospitalization
Workers’ Compensation
Dental
Life
Other Insurance
Purchased Services = 300’s
 311
=
 312 =
 328 =
 332 =
 351 =
 362 =
 371 =
Contracted Services
Workshop Expenses
Energy Costs
Travel
Advertising
Reproduction
Field Trips
Supplies & Materials = 400’s
 411
=
 412 =
 421 =
 431 =
 451 =
 461 =
 462 =
Instructional Supplies
Supplies and Materials
Textbooks
Library books
Food Purchase
Non-Capitalized Equipment
Non-Capitalized Computer Equip
Capital Outlay = 500’s
 541
=
 542 =
 551 =
Capitalized Equipment
Capitalized Computer Equipment
Vehicles
Other Capital codes available for building
improvements, etc. (520 series)
Other Object Codes
 620’s
= Various Insurance’s
 681 =
Debt Service - Principal
 682 =
Debt Service - Interest
 700
=
Transfers
The Complete Account
Fund
Program
Report Code
3 - 5850 - 050 - 311
Function
Object
3-5200-050-121
Fund
Program
Report Code
F - XXXX - YYY -ZZZ
Function
Object
A few last thoughts…
Every Year the Chart of
Accounts is reviewed
and 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
QUESTIONS
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