Uniform Chart of Accounts An Overview

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Uniform Chart of AccountsAn Overview

• Division of School Business

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Who needs to know?

• Anyone responsible for ensuring the proper use of
  State or Federal Funds.
• Anyone who receives state or federal funds.

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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..).

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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).

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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.

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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 units general
  ledger software (data file)

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Flow of Data from the Units

• Monthly reports are sent to the units 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.

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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.

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First thing to understand The Uniform Chart
of Accounts
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The Basic Account Structure
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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

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Building the Account
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Function CodesThe 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

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Purpose Codes The reason for the expense

• 5000 - Instructional Programs
• 6000 - Supporting Services Programs
• 7000 - Community Services Programs
• 8000 - Non-Programmed Charges
• 9000 - Capital Outlay

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Purpose CodesSpecial differences

• Instructional (5000) vs. Support (6000)
• 5100 (regular) vs. 5200 (special)
• 5800 series

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Instructional Support - 5800Major Areas

• 5810 - Library/Media
• 5820 - Attendance/Social Worker
• 5830 - Guidance Services
• 5840 - Health Services
• 5850 - Psychological Services

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Employee Benefits

• 5910 Benefits for salaries paid from 5000
  series codes
• 5920 Additional Pay

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Supporting Services - 6000Main Areas

• 6320 - Board of Directors
• 6330 - General Administration
• 6410 - Office of Principal/Headmaster

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Supporting Services cont.

• 6520 - Fiscal Services
• 6540 - Custodial
• 6550 - Student Transportation
• 6560 - Child Nutrition
• 6580 - Maintenance

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Building the Account
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Program Report CodesFunding for Activities

• PRC (program report code)
• PRC 036 State Public School Fund for Charter
  Schools
• Various Federal PRCs

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PRC - Program Report Code

• A PRC is usually a further designation of
  funding,
• a pot of money

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Building the Account
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Object CodesService or Item Obtained

• Salaries 100 series
• Benefits 200 series
• Purchased services 300 series
• Supplies and Materials 400 series
• Equipment and Capital Outlay 500 series

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Salaries 100s

• 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

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Benefits 200s

• 211 Social Security
• 229 Other Retirement
• 231 Hospitalization
• 232 Workers Compensation
• 234 Dental
• 235 Life
• 239 Other Insurance

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Purchased Services 300s

• 311 Contracted Services
• 312 Workshop Expenses
• 328 Energy Costs
• 332 Travel
• 351 Advertising
• 362 Reproduction
• 371 Field Trips

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Supplies Materials 400s

• 411 Instructional Supplies
• 412 Supplies and Materials
• 421 Textbooks
• 431 Library books
• 451 Food Purchase
• 461 Non-Capitalized Equipment
• 462 Non-Capitalized Computer Equip

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Capital Outlay 500s

• 541 Capitalized Equipment
• 542 Capitalized Computer Equipment
• 551 Vehicles
• Other Capital codes available for building
  improvements, etc. (520 series)

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Other Object Codes

• 620s Various Insurances
• 681 Debt Service - Principal
• 682 Debt Service - Interest
• 700 Transfers

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The Complete Account
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3-5200-050-121
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A few last thoughtsEvery Year the Chart of
Accounts is reviewed and updated
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• The Chart of Accounts gives PERMISSION on how the
  funds may be spent for a program

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• 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.

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• 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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