demystifying sacs - california school fiscal services sacs-1.pdf · demystifying sacs how to read...
TRANSCRIPT
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Demystifying SACS
How to Read and Really Understand
Your Budget Reports
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2015 CCSA Mobile
Conference App To Download & Launch the App:
• Search “confservices” in the app store on your device • Open the app and enter event code: 2015 Set Up Your Account: • Once you’ve completed the steps above, select “My Account” button to log into the app • Enter your email address and the password “2015” to complete this step
Note: Directions are also listed on pg. 3 of the printed program.
Share Your Experience | #CCSACon | #OMMV
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2015 CCSA Mobile App
Session Evaluations
Share Your Experience | #CCSACon | #OMMV
Provide your feedback on all CCSA breakout sessions directly from the app:
• Select SCHEDULE Button • Tap the strand that corresponds to the session you want to evaluate • Use the arrows on the top to make sure you’re on the correct date • Scroll down until you find the session title • When you are inside a session description, click on the “Complete Session Evaluation”
link under the orange “Resources” header to complete a quick evaluation for that particular session.
Note: Directions are listed on the logistics button of the app.
Thank You!
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What is SACS?
• SACS (standardized account code structure) is an account string containing seven numerically coded fields.
• The fields are used in combination to classify revenues, expenditures, assets, liabilities, and fund balances.
• This information is used to determine and report the
district or charter’s financial position.
62-1100-0-1110-1000-4300-01 Fund Resource Year Goal Function Object Site
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Poll Everywhere
This presentation uses Poll Everywhere.
To get started from your phone:
First, text 37607
Then, text JODYTHULIN
Or from your laptop, respond at:
PollEv.com/jodythulin
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What is SACS?
• The seven fields stay constant but the accounts in the fields are updated as needed to reflect changes in laws, regulations, types of transactions, or accounting principals or practices.
• Six of the seven SACS fields are required to be used when coding transactions.
• The site field is not required. (This field is an easy place
to keep track of LCAP expenditures for single school districts and charters)
62- 1100- 0- 1110- 1000- 4300- 01 Fund Resource Year Goal Function Object Site
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Why Do We Need SACS?
• To establish a uniform chart of accounts throughout the State.
• This improves our financial data collection, reporting, transmission, accuracy, and comparability.
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Why Is My School’s Account Code String Different?
Some districts/charters
didn’t want to change their
account string when SACS
was mandated.
The State still required that
all financial data conform
with SACS standards.
Many financial systems will
convert a district’s data to
match SACS upon exporting
your DAT file.
In the end, all financial data is formatted exactly the same when it is received by CDE.
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The Seven Fields of SACS
62-1100-0-1110-1000-4300-01
Fund Resource Year Goal Function Object Site
• Fund: A fund identifies specific activities or defines certain objectives in accordance with CDE.
• Charters typically use one of the following funds:
01 General Fund
09 Charter School Special Revenue Fund
62 Charter School Enterprise Fund
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62-1100-0-1110-1000-4300-01
Fund Resource Year Goal Function Object Site
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The Seven Fields of SACS
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Fund Resource Year Goal Function Object Site
Year: Identifies the reporting year for a project that has more than one reporting year during the LEA’s fiscal year. If a project’s reporting year is the same throughout the LEA’s fiscal year, the Project Year code is O.
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The Seven Fields of SACS
62-1100-0-1110-1000-4300-01 Fund Resource Year Goal Function Object Site
Site: The site code designates a specific, physical school structure or group of structures that form a campus under a principal’s responsibility.
Consider numbering your school’s LCAP goals and then using that number to track all related expenditures . This will make it simple to report your annual expenditures on your LCAP update.
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62-1100-0-1110-1000-4300-01
Fund Resource Year Goal Function Object Site
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The Seven Fields of SACS
62-1100-0-1110-1000-4300-01
Fund Resource Year Goal Function Object Site
The remaining fields are where it’s all happening!
1. Resource
2. Goal – Function (think of them as sisters)
3. Object
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The Seven Fields of SACS
62-1100-0-1110-1000-4300-01
Fund Resource Year Goal Function Object Site
• The Difference in Budgeting Revenue
Unrestricted vs. Restricted
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The Seven Fields of SACS
62-1100-0-1110-1000-4300-01
Fund Resource Year Goal Function Object Site
Resource: The resource code is used to classify revenue and expenditures that have special accounting or reporting requirements or that are legally restricted.
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62-1100-0-1110-1000-4300-01
Fund Resource Year Goal Function Object Site
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62-1100-0-1110-1000-4300-01
Fund Resource Year Goal Function Object Site
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62-1100-0-1110-1000-4300-01
Fund Resource Year Goal Function Object Site
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The Seven Fields of SACS
62-1100-0-1110-1000-4300-01
Fund Resource Year Goal Function Object Site
Object: The object code classifies revenue by source and expenditures by type of commodity or service.
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62-1100-0-1110-1000-4300-01
Fund Resource Year Goal Function Object Site
Books and Supplies
Range: 4000-4999
4100 Approved Textbooks
4200 Books & Other Ref. Materials
4300 Materials and Supplies
4400 Non-Capitalized Equip.
4700 Food
What are Locally Defined Codes?
CDE Requires: My school needs:
Books and Supplies
4310 Copy Paper
4320 Gas
4330 Cleaning Supplies
Locally-defined codes must “roll-up” to the CDE required codes when sending your data.
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62-1100-0-1110-1000-4300-01
Fund Resource Year Goal Function Object Site
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62-1100-0-1110-1000-4300-01
Fund Resource Year Goal Function Object Site
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62-1100-0-1110-1000-4300-01
Fund Resource Year Goal Function Object Site
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62-1100-0-1110-1000-4300-01
Fund Resource Year Goal Function Object Site
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62-1100-0-1110-1000-4300-01
Fund Resource Year Goal Function Object Site
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The Seven Fields of SACS
62-1100-0-1110-1000-4300-01
Fund Resource Year Goal Function Object Site
Goal: The goal identifies the instructional goals and objectives. It groups costs by population, setting, and/or educational mode.
The Goal defines the “who”
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The Seven Fields of SACS
62-1100-0-1110-1000-4300-01
Fund Resource Year Goal Function Object Site
Most Common Goals
• Regular Education: Goal 1110
• Special Education (RSP): Goal 5770
• Goal not required: Goal 0000
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The Seven Fields of SACS
62-1100-0-1110-1000-4300-01
Fund Resource Year Goal Function Object Site
Function: The function identifies activities or services performed to support or accomplish one or more goals or objectives.
The Function defines the “what”
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The Seven Fields of SACS
62-1100-0-1110-1000-4300-01
Fund Resource Year Goal Function Object Site
Most Common Functions:
• Instruction: Function 1000 • Special Education: Function 1120 • School Administration: Function 2700 • Maintenance: Function 8100
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The Seven Fields of SACS
62-1100-0-1110-1000-4300-01
Fund Resource Year Goal Function Object Site
“Sister” Combinations
• Regular Education Instruction: 1110-1000
• RSP Instruction: 5770-1120
• School Administration: 0000-2700
• Maintenance: 0000-8100
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62-1100-0-1110-1000-4300-01
Fund Resource Year Goal Function Object Site
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62-1100-0-1110-1000-4300-01
Fund Resource Year Goal Function Object Site
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Resources that you just have to use!
California School Accounting Manual (CSAM): Procedures 305-330
http://www.cde.ca.gov/fg/ac/sa/
The Seven Fields of SACS 62-1100-0-1110-1000-4300-01
Fund Resource Year Goal Function Object Site
School Services of California Resource Description and Rules
http://www.sscal.com/catwizard/lookup_form.cfm
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The Seven Fields of SACS 62-1100-0-1110-1000-4300-01
Fund Resource Year Goal Function Object Site
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The Seven Fields of SACS
62-1100-0-1110-1000-4300-01
Fund Resource Year Goal Function Object Site
Jody Thulin California School Fiscal Services Web: www.cfs-team.com Cell: (949) 910-0498