USFR Chart of Accounts-Part II Funds, Transfers, ExpenditurePrograms & Revenue Objects

presented byAmanda Winn & Roger Walter

February 17, 2011

Questions

FAQs

www.azauditor.gov

USFR Chart of Accounts (COA)

• Based on Federal Chart of Accounts

• National Center for Education Statistics (NCES) Handbook

• Our Office, ADE & SFAC

Funds

Types of Funds• Governmental

• Fiduciary

• Proprietary

Funds

• M&O (001)

• CSF (010 – 013)

• Instructional Improvement (020)

• ELL Funds (071, 072)

Federal & State Grant Funds

• Specifically Assigned

• “Other Federal Projects”– Federal Range = 300-399

– State Range = 465-499

E-Rate Fund(300-399 fund range)

Accounts for grant monies received to reimburse the district for broadband

internet and telecommunications costs

USFR Memo No. 161

Impact Aid Fund(300-399 fund range)

• Deposit impact aid revenue

• Transfer from M&O

• Work Sheet L

Education Jobs Grant(300-399 fund range)

• Allowable uses and restrictions information– http://www.azrecovery.gov/agencies-governor-

EDUJobs.html– Governor’s Office of Economic Recovery– ADE

• E-mail dated 11/23/10

School Plant Funds(500, 505 & 506)

• Lease Over 1 Year (500)– Cell Tower Rental Payments– Facilities Rentals

• Lease 1 Year or Less (505)– Facilities Rental Contracts– Different from Civic Center Rentals

• Sale (506)

Civic Center & Community School(Funds 515 & 520)

• Civic Center– Rentals– Cover costs first– Then use for M&O

or UCO

• Community School– Educational programs

for community– May include:

• Day care programs

• After school programs

• Adult education programs

Auxiliary OperationsFund 525

Revenues include:• Sale or rental of books, supplies, materials• Course fees• Fees for optional, noncredit, education, or

recreational activities• Athletic gate receipts and concession sales• Other miscellaneous receipts

Auxiliary OperationsFund 525

Allowable uses:• Any district purpose• M&O or UCO type expenditures• Public monies• All procurement and gift provisions apply

Use Function 1000

ONLY for instruction portion

of athletics

Auxiliary OperationsFund 525

Coaches

Referees

Equipment

Not Function 1000• Employees taking and selling tickets• Security guards• Athletic equipment managers• Meals purchased for athletic teams traveling

to games• Items purchased for resale (class rings,

yearbooks, bookstore inventory, etc.)

Auxiliary Operations Fund 525

Extracurricular Activities Fees Tax Credit (ECA)

Fund 526

Accounts for monies collected in support of extracurricular activities to be taken as a tax credit by the taxpayer

**Can use Auxiliary Operations Fund for ECA monies

Tax Credit MoniesUpdated Guidance from DOR – January 2011

• School-sponsored?

• Charging a fee?

• For enrolled students?

• Educational, optional, and noncredit?

• Fee adopted by Governing Board?

• Waive all or part of fee due to hardship?• http://www.azdor.gov/TaxCredits/SchoolTaxCreditsfor Individuals.aspx

AdvertisementFund 594

• Revenues from sales of any advertising

• Can be used for any district purpose

Joint Technical Education Fund 596

Adjacent WaysFund 620

Transactions relating to special assessment to finance the improvement of public ways adjacent to school property

(A.R.S. 15-995)

Energy and Water Savings Fund 665

– Transfer from M&O

– Capital Contribution

– Rebates, grants, and bonds

Building Renewal Grant Fund 691

Grant

Approved

Other Postemployment Benefits (800 or 900 Fund Range)

• Deposit monies to fund postemployment benefits

• Use for payment of benefits and related costs

Authorized Transfers

Moving Money

Authorized Transfers

• Fund Transfers - Objects 5200 and 6930

• Indirect Costs - Objects 5200 and 6910

Transfers in and out must balance

Authorized Transfers

Federal Projects (100-399) and Food Service (510) to Indirect Costs (570)

• Administrative costs

• Indirect Cost Rate

Authorized Transfers

• M&O (001) to Energy and Water Savings (665)

• Energy and Water Savings (665) to M&O (001)

• Impact  Aid (3XX) to M&O (001) • Other Postemployment Benefits (9XX) to M&O

(001)

Program Codes

Classify expenditures by area such as Regular Education, Special Education,

Pupil Transportation, Etc.

Account Code FormatExpenditures

Fund Program Function Object Unit

XXX XXX XXXX XXXX XXX

Program Codes

Remember that:

• Required program codes

BOLDED

• Optional program codes

ITALICIZED

Program Codes

100 Regular Education

200 Special Education

300 Special Education Disability ESEA, Title VIII

400 Pupil Transportation

510 Desegregation

520 Special K-3 Program Override

530 Dropout Prevention

540 Joint Career & Tech. Ed & Vocation Ed Center

Program Codes

600 Other Instructional Programs

700 Adult/Continuing Education Programs

800 Community College Education Programs

900 Community Services Programs

M&O Regular Ed Subsection

• Programs– 100– 610– 620– 630– 700-900

Program Codes (Required)

• ARRA SFSF program codes– 199-Regular Education– 299-Special Education– 499-Pupil Transportation– 699-Other Instructional Programs

• See e-mail dated 9/24/09

Program Codes (Required)

Special Education

260─English Language Learners (ELL) Incremental Costs

265─ELL Compensatory Instruction

270─Vocational and Technological Education

Program Codes (Required)

Pupil Transportation

430─ELL Incremental Costs

435─ELL Compensatory Instruction

470─Joint Technological Education District

Revenue Object Codes

• Separates revenues by source– Local - 1000– Intermediate - 2000– State - 3000– Federal - 4000

Account Code FormatRevenues

Fund Program Function Object Unit

XXX 000 0000 XXXX 000

Tuition Revenues(Required)

1310─Individuals1320─Other Arizona Districts1330─Out-of-State Districts1340─Other Private Sources

• Other than Individuals1350─Other Government Sources Within Arizona

• AZ State Schools for Deaf and Blind1360─Other Government Sources Outside Arizona

Transportation Revenues(Required)

1410─Individuals1420─Other Arizona Districts1430─Out-of-State Districts1440─Other Private Sources

• Other than Individuals1450─Other Government Sources Within Arizona

1460─Other Government Sources Outside Arizona

Revenue from Enterprise Activities Object 1750

Revenue from vending machines, school stores, soft drink machines, etc., not related to the regular food service program

Extracurricular Activities Fees Tax Credit – Object 1790

Revenue collected in support of extracurricular activities to be taken as a tax credit by the taxpayer.

Community Services ActivitiesObject 1800

Revenue received from community service activities operated by a district

– daily fee for operation of a swimming pool

– civic center type rentals

Miscellaneous Revenues from Other Districts – Object 1950

Revenue from services provided to other districts other than for tuition and transportation services.

Refund of Prior Year’s Expenditures –Object 1980

Expenditures that occurred last year that are refunded this year.

MiscellaneousObject 1990

• Revenue from local sources not provided for elsewhere– Fingerprinting Fees

– Advertising

Questions

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(602) 553-0333