BUDGET BASICS BOOT CAMPBASIC TRAINING

Butte County Office of Education

AgendaBasic Training

-Basics of SACS-Break-Budget

Basics of SACSTopics

-What is SACS?-SACS Org Keys and Cost Centers -SACS Resource Codes-Fiscal Year/Project Year-SACS Object Codes-Using SACS

WHAT IS SACS?Basics of SACS

What is SACS?SACS (Standardized Account Code

Structure) is a series of account codes used to easily:

• classify revenues and expenses•keep accounting in regulatory

compliance•facilitate financial reporting

SACS ORG KEYS AND COST CENTERSBasics of SACS

What is an Org Key, basically?-An Org Key is an account number used to pay

for goods and services and accept income

-Each program has it’s own set of Org Keys

-There are different Org Keys used for different type of revenues and expenses

What is an Org Key, specifically?

-An Org Key is a shortcut to a specific combination of SACS

codes

-This SACS code combination is like the DNA of the Org Key, it can

and cannot do specific things because of it’s “DNA”

-Like DNA, every Org Key is unique

What are the SACS codes that makeup the DNA of each Org Key?

What is an Org Key, specifically?Each Org Key contains a combination of these SACS

Codes making up it’s “DNA”:• Fund•Resource•Project Year•Goal •Function•School•Manager

Types of Org KeysDue to the need for different specific SACS code combinations, BCOE has developed four main different types of Org Keys.

They are:1.“Regular” Org Keys

2.“OGA” Org Keys3.“Admin” Org Keys4.“M&O” Org Keys

“Regular” Org KeysA “Regular” Org Key is used for the majority of program expenses, like:

•Books•Salaries and Benefits

•Services•Independent Contractors

•Equipment

“OGA” Org Keys“OGA” stands for “Other General

Administration”. An OGA Org Key is only ever used for two things:

1.Indirect costs

2. Revenues

“Admin” Org Keys“Admin” stands for “Administration”. An

Admin Org Key is used for:

• Administration expenses as defined by your specific program

•Most common example is a school budget with “Site” expenses and “Admin” expenses

“M&O” Org Keys“M&O” stands for “Maintenance and

Operations”. An M&O Org Key is used for:

• Maintenance expenses

•“CU” or Cost Unit costs for pooled maintenance and operations expenses

What is Cost Center?A Cost Center is:

• A group of related Org Keys with the same Resource Code

•A Cost Center generally contains at least one Regular Org Key and one OGA Key.

SACS RESOURCE CODESBasics of SACS

What is a Resource Code?Generically, a Resource Code is the part

of the SACS that:• Classifies specific revenues and

resulting expenditures•Restricted programs generally each

have their own resource code•Reporting is generally done based on

Resource Code

What is a Resource Code?Here are some examples of

Resource Codes at BCOE:•Migrant Education - 3060•Juvenile Court School - 2400

•After School Education and Safety – 6010•Routine Repair and Maintenance - 8100

SACS Resource Code Matrix

Description Resource Code Range

Unrestricted Resources 0000-1999

Restricted Revenue Limit Resources 2000-2999

Federal Restricted Resources 3000-5999

State Restricted Resources 6000-7999

Local Restricted Resources 8000-9999

FISCAL YEAR/PROJECT YEARBasics of SACS

Fiscal YearA fiscal year, in California Schools, is:

• A year that runs 12-months•From July 1 – June 30

Project YearA Project Year:

•Is defined as any span of time•Can last for as many or as few

months required•Is generally used for Federal

programs as their year is 15 months; from July 1 through September 30

Project YearProject Year Org Keys also have a two extra

digits representing the project year at the end of the Org Key

For example:If Org Key 30113 was made into a project year, it

would be 3011314; the 14 represents the year ending in 2013-14.

SACS OBJECT CODESBasics of SACS

What is a SACS Object Code?An Object Code is the part of the SACS

code used for:•Classifying expenditures by the type of

item or services purchased•Classifying revenue by source and type

SACS Object Code MatrixDescription Object Code Range

Certificated Salaries 1000-1999

Classified Salaries 2000-2999

Employee Benefits 3000-3999

Books and Supplies 4000-4999

Services and Other Operating Expenditures 5000-5999

Capital Outlay 6000-6999

Other Outgo 7000-7499

Other Financing Uses 7600-7699

Revenues and Other Financing Sources 8000-8999

Balance Sheet 9000-9999

More on SACS Object CodesThe BCOE Administrative Services

Operating Procedure explains, specifically, which Object Codes are used for which

expenses. To access it, go to the BCOE website, www.bcoe.org, select “Administrative Services”, select “Procedures”, then select “Expenditures”.

USING SACSBasics of SACS

Using SACSEnsuring revenues and expenses are properly coded is not important, it is

mandatory due to the SACS State Reporting Software, which tests for these errors.

Coding ExpensesTo properly code an expense do the

following:1. Select the correct Org Key

2. Select the correct Object Code3. Write them in this manor:

“Org Key-Object Code”For example, 0100007210-4300

ExamplesFor Fiscal Services to purchase copy paper:

0100007210-4300

For Title I, Part A to pay a teacher:2042914-1100

For BTSA to pay for food for trainings:67396-5800

BREAKButte County Office of Education