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