Demystifying SACS

How to Read and Really Understand

Your Budget Reports

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

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!

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.

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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)

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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.

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.

The Seven Fields of SACS

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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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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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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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The remaining fields are where it’s all happening!

1. Resource

2. Goal – Function (think of them as sisters)

3. Object

The Seven Fields of SACS

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• The Difference in Budgeting Revenue

Unrestricted vs. Restricted

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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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Object: The object code classifies revenue by source and expenditures by type of commodity or service.

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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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Fund Resource Year Goal Function Object Site

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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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Most Common Goals

• Regular Education: Goal 1110

• Special Education (RSP): Goal 5770

• Goal not required: Goal 0000

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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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Fund Resource Year Goal Function Object Site

Most Common Functions:

• Instruction: Function 1000 • Special Education: Function 1120 • School Administration: Function 2700 • Maintenance: Function 8100

The Seven Fields of SACS

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“Sister” Combinations

• Regular Education Instruction: 1110-1000

• RSP Instruction: 5770-1120

• School Administration: 0000-2700

• Maintenance: 0000-8100

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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/

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School Services of California Resource Description and Rules

http://www.sscal.com/catwizard/lookup_form.cfm

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Jody Thulin California School Fiscal Services Web: www.cfs-team.com Cell: (949) 910-0498