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SACSIFIED
Sub-Funding and the
SAN BERNARDINO COUNTY SCHOOLS
Financial System
Exhibit B
Exhibit C Exhibit D
Control Accounts
Establishing the Estimated Beginning Balance Revising the Budget
Exhibit E
Exhibit F Exhibit G Exhibit H Exhibit I Exhibit J
Journal Entries
Accrual Set-Up Closing the General Ledger Automated Asset and Liability Account Roll Corrective Action Example Account Review Checklist
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Asset Accounts
Object Codes 9100 - 9499
Cash
Investments
Accounts Receivables Due from Other Funds
Fixed Assets
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Liabilities
Object Codes 9500 - 9699
Current Liabilities Due to Other Funds
Fund Balance
Reserve Accounts Objects 9700 - 9749
Revolving Cash, Stores, and Prepaid Assets
Legally Restricted
Locally Designated
Normal Values
Assets are Debits Liabilities are Credits
Exhibit List
Sub-Fund / cash transactions are audited Each resource is treated as a separate fund.
Sub-funds must maintain a positive fund balance and a positive cash position at all times.
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Formula
Assets less Liabilities equal Fund Balance
Control Accounts
Daily transactions are booked through the subsidiary ledgers (revenue and expense) leaving a trail of debits and credits in the General Ledger. Revenues are posted to Object 9840
Control Accounts
Budget Appropriations are made in the subsidiary ledgers (revenue and expense).
Revenues are posted to Object 9810
Expenditures are posted to Object 9820 The difference is posted to Object 9799 and to the fund balance objects accounts 9790 ad 9798
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Exhibit
The estimated values from the adopted budget are summarized in Object 9791 (Beginning Balance Entry)
The adjustments for the actual values which are reported on the districts unaudited actuals are summarized in Object 9792 (Asset/Liability Automated Roll) Any Adjustments made by the Auditors are posted to Object 9793 (Budget Transfer Update)
Restatements made by the District are posted to Object 9795 (Budget Transfer Update) AND
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Information Systems launches the job that takes the budget values to the Adopted Status
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Entries are made to the control accounts for total revenue (9810 - debit) and total expense (9820credit), resource by resource. Since the GLD is a balanced set of records values are also posted in a control account 9799 for each resource. This entry to posted as activity as of the date the job is launched.
Revenue (9810) less Expense (9820) Equal Net Change (9799)
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Beginning Balance (9791) Plus Net Change (9799) Equals Ending Fund Balance (9798)
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Exhibit C
Exhibit D
Daily Transactions
Payroll , Accounts Payable, Cash Receipts, and Cash Transfers are programs that create transactions that reflect activity (use) of District assets.
Payroll Wage Payments - Gross Expenditures Fringe Benefit Payroll Mapping Vendor Payments Employee reimbursements Sales Tax Liabilities Capital Outlay Revenue Receipts Interfund transfers Accounts Payable
Control Accounts
Encumbrance (9830)
Pending (9835)
Revenue(9840)
Expenditure (9850)
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Exhibit E
Medicare (MC)
Debit Subsidiary Ledger (3341) Credit Suspense Account (9110) Debit Expenditure Control (9850)
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Interfund Charge/Reimbursement
Debit Subsidiary Ledger (N/A already charged by map) Credit Cash Account (9110) Debit Suspense Account (9564) Debit Cash General Fund (9110) Credit Suspense General Fund (9564)
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Other Funds
Debit Subsidiary Ledger (3801/3802) Credit Suspense Account (9572) Debit Expenditure Control (9850)
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Stores
Some Districts have warehousing facilities in which they purchase goods and hold them in an asset inventory until issued out to a school or program.
Purchase Stock Issue Debit Stores Account (9320) Credit Cash (9110) Debit Subsidiary Ledger Credit Stores Account (9320) Debit Expenditure Control (9850)
Inventory Requisition Evaluation (LIFO) Adjs (9329) Physical Inventory Adjustment (lower value) Debit Subsidiary Ledger Credit Stores Account (9320) Debit Expenditure Control (9850)
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Capital Outlay
Upon purchasing an item of capital outlay (determined by the Districts threshold value) the funds are charged for the cash value paid and the fixed asset programs are updated.
Purchase Debit Subsidiary Ledger (6410) Credit Cash (9110)_ Debit Expenditure Control (9850) Debit Fixed Asset Account (9440) Credit Investment (9990)
Fixed Asset
AS items are used (depreciated) the Fixed Asset Program records and accumulates the depreciation.
Prepaid Expense
Some Districts enter into obligations that have an advance payment due before the use of the item. At fiscal year end goods or services paid but not used for the accounting period should be recognized as a prepaid asset. The asset should then be expensed when used.
Purchase Debit Prepaid Expense (9130) Credit Cash (9110) Expensed upon use in next accounting period Debit Subsidiary Ledger Credit Prepaid Expense Account (9130) Debit Expenditure Control (9850) Note: Grants cannot have prepaids
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Annual Adjustments
California Schools System operate on a modified accrual basis. At year end Districts are required to book accrual entries for liabilities for goods and services received before June 30 but not paid. Also receivables must be recognized for funds due that will be received within 60-days of the fiscal year end or certified in the annual State apportionment Receivables
SET-UP Receipt Credit to Subsidiary Ledger Debit to Receivable Asset Account Credit to Receivable Asset Account Debit to Cash Debit to Subsidiary Ledger Credit to Liability Account Debit to Liability Account Credit to Cash 28
Payables
SET-UP Receipt
Exhibit F
YEAR-END CLOSING
Budgetary and operating accounts are closed leaving only the asset, liability, and fund balance accounts open. Procedure
accounts that need to be closed out.
501 of the California School Accounting Manual identifies the general ledger operating
Budgetary
Revenue (9810) Expenditure (9820)
Operating Accounts
Revenue (9840) Expenditure (9850)
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Exhibit G
Establishing Accruals
Accruals are entered in using the receivables and current liability program.
Receivables
Revenues and Abatements (1000-8899) Set-up Control
9229
(9229, 9299,9319)
Current Liabilities
Revenues Refunds and Expenditures (1000-8899) Set-up Control
9529
Establishing Accruals
Limitations currently exist to appropriately classify Accruals for the Annual Financial Balance Sheet and are adjusted using Journal entries.
Due From
Set-up Control
9229 Credit Due From Account 9319 Debit 9529 Debit Due t To Account 9619 Credit
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Due To
Set-up Control
Exhibit H
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Fund Balance How much is left? Displays the value of the school districts assets less liabilities for a given period.
Payables
Balance
Cash
A/R
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Journal Entries
Correct Activity within same resource
ADJUST A FUND BALANCE ACCOUNT 97XX BUDGET TRANSFERS MAKE REVISIONS TO BEGINNING OR ENDING FUND BALANCES Exhibit I
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Check List
Review Batch List to see if activity has been posted or distributed. Validate Working Budget represents current plan (Grants & Entitlements normally treated as 100% expended No Fund Balance) Contributions, State Aid Transfers, Interprogram, and Interfund transfers are in balance.
TIP
GLD 115 GLD 410 FAR 311
Exhibit J
DESCRIPTION NET CHANGE IN FUND BALANCE TOTAL ASSETS TOTAL LIABILITIES NET ASSETS AND LIABILITIES
FUND BALANCE COMPONENTS 9711 RESERVE FOR REVOLVING CASH 9712 RESERVE FOR STORES 9713 RSRVE FOR PREPAID EXPENDITURES 9740 LEGALLY RESTRICTED BALANCE 9770 DESIGNATED FOR ECON UNCERTAIN 9790 UNDESIGNATED/UNAPPROPRIATED TOTAL FUND BALANCE
2,500.007,717.001,219.00115,456.5356,264.00453,298.53 270,142.00
10,000.0092,717.001,219.00115,456.53688,961.00344,961.471,253,315.00-
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Ledger
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