Accounting Process by Office of Financial Services (OFS)

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Accounting Processby Office of Financial
Services (OFS)

• What is this and what
• do you need to know
• about it?
• Click on each slide to advance
• Use Escape key to exit

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What are Accounting Codes?

• Accounting codes are identifiers used to capture
  financial information
• They make sure your purchases
• and expenses are
  identified
• correctly and paid from
  the
• right pot of funds.

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How does this work?

• 1st - Office/Division needs goods/services
• Decide type of purchase, who pays, how to code?
• Make the purchase or expense
• Receive goods/services
• Notify OFS
• 2nd - OFS gets bill (from Vendor or
  Office/Division)
• Record the transaction
• Pay the vendor
• Get money from source identified by Off/Div
• Report how the money was spent

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Why is that important?

• If the information is wrong..
• Payment can be delayed
• The State could lose Federal funds
• People have to do extra work to correct
  reconcile
• Accounting records will be wrong
• If you dont have time to do it right the first
  time,
• when will you ever have time to fix it?

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What codes are used?(Use the Enter key to see
the list)

• Class A grouping of accounts at the state level
  
• Account What the money was used for?
• (supplies, travel, etc.)
• OPB Sub Program The budget category
• Department ID Who spent the money?
• (DFCS, OFS, ORS, etc.)
• Project Code What area of activity was
  affected?
• (Food Stamp benefits, State, Child Care, etc.)
• Fund Source Where should the money come from?
• (State, 08 Energy Assist, 09 TANF, etc.)
• Begin End Dates When did the expense occur?
• (End of list press Enter to go to next screen)

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Class Account

• Where is this located?
• OFS Website/Tools
• The Chart of Accounts
• What does it look like?
• Description Class Account
• Regular Salaries 300 501001
• Retirement ERS 300 515001
• Cost of Goods Sold 301 610001

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OPB Subprogram DepartmentProject Fund Source

• Where is it located?
• OFS Website/Tools
• The Department ID Manual
• What does it look like?
• 
  OPB
• Div/Off Desc. Dept. ID
  Sub-Pgm Project Fund Source
• DFCS OFI-Elig F/S 4276911109
  2014001 20106001 20161
• DFCS Foster Care 4276702106
  2010102 60013001 01
• OFS EBT TANF 4275742241
  2010103 13919001 10591

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How to use the Department ID Manual

• Click on the down arrow in Column B to see all
  Sections in the list.
• Uncheck the Select All box, click on the box
  that has the section you need and click OKAY.

Div/Off Section Description Dept ID OPB-Sub Program Project Code
SELECT ALL LONG TERM
CARE HEALTH CARE
RESIDENTIAL CHILD CARE
OKAY
CANCEL
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How to use the Department ID Manual (cont.)

• To further refine your search, using the
  Description column
• Check the box(es) for the description within the
  Section column that you have already selected.
• Uncheck the columns in reverse order.

Div/Off Section Description Dept ID OPB-Sub program Project Code Start Date End Date Fund Source
ORS HEALTH CARE Health Care-CLIA 4275734845 2012702 42722119001 10/01/08 09/30/09 11498
ORS HEALTH CARE Health Care-CLIA-Waiver Project 4275734846 2012702 42722119002 10/01/08 09/30/09 11498
ORS HEALTH CARE Health Care-CLIA-Training 4275734847 2012702 42722119003 10/01/08 09/30/09 11498
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• Dont save the Dept. ID Manual to your
  computer.it is updated frequently.

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Error reduction through teamwork!

• SCORE!!!!

• Call OFS if you have any questions.
• Use the OFS Contact List on this website to find
  the appropriate phone number.

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THE END

• Thank You