Chart of Accounts - Descriptions. Revenues and Expenditures. For School Divisions

Transcription

1 Chart of Accounts - Descriptions Revenues and Expenditures For School Divisions Saskatchewan Association of School Business Officials SASBO, Finance Committee Ministry of Education: Education Funding Branch Last Updated:

2 Table of Contents REVENUES PROPERTY TAXATION ( xxx-xxx)... 1 GRANTS ( xxx-xxx)... 3 TUITION AND RELATED FEES ( xxx-xxx)... 5 SCHOOL GENERATED FUNDS ( xxx-xxx)... 8 OTHER REVENUE ( xxx-xxx) COMPLEMENTARY SERVICES ( xxx-xxx) EXTERNAL SERVICES ( xxx-xxx) EXPENDITURES GOVERNANCE ( xxx-xxx) ADMINISTRATION ( xxx-xxx) INSTRUCTION ( xxx-xxx) PLANT OPERATION AND MAINTENANCE ( xxx-xxx) STUDENT TRANSPORTATION ( xxx-xxx) TUITION AND RELATED FEES ( xxx-xxx) SCHOOL GENERATED FUNDS ( xxx-xxx) OTHER EXPENSES ( xxx-xxx) COMPLEMENTARY SERVICES ( xxx-xxx) EXTERNAL SERVICES ( xxx-xxx)... 95

3 PROPERTY TAXATION ( xxx-xxx) This section describes the various types of tax revenues received by the school division. It is recommended that separate accounts (Program/Location codes) be set up for each municipality to facilitate an efficient property tax reconciliation process. Total Tax Levy ( xxx-xxx) This group details the tax levies placed on properties by municipalities. Rural Levy ( xxx-xxx) Report the gross taxes levied by each rural municipality on behalf of the school division. Urban Levy ( xxx-xxx) Report the gross taxes levied by each urban municipality on behalf of the school division. Supplemental Levy ( xxx-xxx) Report the gross taxes levied by each municipality for supplemental levy, unless the levy has already been included in the rural levy or urban levy. Grants in Lieu of Taxes ( xxx-xxx) This group details the grants paid in lieu of taxes by the federal government, provincial government, railways and other exempt properties. Federal Government ( xxx-xxx) Report the total revenue that the school division receives as a grant in lieu of taxes on exempt federal assessment such as post offices, research stations, federal land, etc. Provincial Government ( xxx-xxx) Report the total revenue that the school division receives as a grant in lieu of taxes on exempt provincial assessment such as SaskTel, Sask Power, Sask Energy, provincial buildings and land, etc. Railways ( xxx-xxx) Report the total revenue that the school division receives as a grant in lieu of taxes on exempt railway assessment Other ( xxx-xxx) Report the total revenue for any other grant in lieu of taxes received by the school division on Housing Authority and other exempt properties. page 1

4 Treaty Land Entitlement TLE ( xxx-xxx) This group details the annual revenues recognized from treaty land entitlement settlements. The revenue is to be recognized on the same basis as the local revenue recognition for Operating Grants. Urban/Rural Non-Tax Loss Compensation Fund ( xxx-xxx) Report the recognized revenue for the current year from any treaty land entitlement settlement that is not paid out of the provincial School Division Tax Loss Compensation Fund. These would be urban and northern treaty land entitlement settlement agreements negotiated directly with the Indian Band by the school division. Rural Tax Loss Compensation Fund ( xxx-xxx) Report the recognized revenue for the current year from any treaty land entitlement settlements paid to the school division out of the provincial School Division Tax Loss Compensation Fund. These would be rural treaty land entitlement settlements for which the school division receives its compensation from the province, rather than from the Indian Band. House Trailer Fees ( xxx-xxx) This group details the revenue received from municipalities as a result of levying a license fee on house trailers located in trailer or mobile home parks in the municipality. Other ( xxx-xxx) Report the total revenue for house trailer fees. Additions to Levy ( xxx-xxx) This group details amounts that are assessed for tax penalties and other miscellaneous tax related revenues for which there is not otherwise a more appropriate category. Penalties ( xxx-xxx) Report the total amount of penalties assessed in the current year for late payments and tax arrears. Other ( xxx-xxx) Report the amount of any other tax-related additions that are not otherwise to be included in another category. Do not include any amounts or adjustments (e.g. corrections to prior years) related to tax levy, grants in lieu, treaty land entitlement, house trailer fees, or any item for which there is a specific category. Those adjustments made in the current year to correct amounts reported in prior years are to be made to the same category as where the item was initially reported. page 2

5 Note: because of the limited use of this category, it should only be used in those rare situations where it is not appropriate to make an adjustment to a more specific tax revenue account. Deletions from Levy ( xxx-xxx) This group details amounts deleted by discounts, cancellations, etc. Cancellations ( xxx-xxx) Report the amount of cancellations deducted from the tax levies by the municipalities. Other ( xxx-xxx) Report any other deletions from the tax levies that are not otherwise to be included in another category. Do not include any amounts or adjustments (e.g. corrections to prior years) related to tax levy, grants in lieu, treaty land entitlement, house trailer fees, or any item for which there is a specific category. Those adjustments made in the current year to correct amounts reported in prior years are to be made to the same category as where the item was initially reported. GRANTS ( xxx-xxx) This section describes the various grants received by the school division from external parties to support the operating and capital activities of the school division. Ministry of Education Grants ( xxx-xxx) Operating Grant ( xxx-xxx) Report all amounts received from the Ministry of Education that are included in the monthly operating grant, except as outlined in the note below. This includes both the amounts coming from the Funding Distribution Model components as well as monthly grant adjustments (i.e. new principal and interest payments) and reimbursements (i.e. Supplementary Employment Benefit (SEB) and internship) included in the monthly operating grant. Note: Exceptions to the above include amounts in the Distribution Funding model that are conditional in nature and thus, are reported separately within the financial statements. These include: Complementary Services (Pre-K funding) ( xxx-xxx) and External Services (Associated schools) ( xxx-xxx). page 3

6 Capital Grants ( xxx-xxx) Report all grants received or receivable for the province s contribution to capital projects or other capital expenditures. Preventative, maintenance and renewal (PMR) funding is also reported in this account. Grants for capital projects are to be reported as revenue in the same year the transfer is authorized, all eligibility criteria have been met, the amount can be estimated and collection is reasonably assured except when, and to the extent, stipulations by the transferor give rise to an obligation that meets the definition of a liability. Other ( xxx-xxx) Report all other grants that are not included in the operating grants account ( xxx-xxx) and are received from Ministry of Education to support the school division s operations. Other Provincial Grants ( xxx-xxx) Capital Grants ( xxx-xxx) Report any capital grants received from other organizations within the Government of Saskatchewan reporting entity that are consolidated into the Summary Financial Statements. This would include such organization as: Other government ministries (e.g. Social Services, Justice, etc.) School Divisions Health Regions Regional Colleges Government Boards and Agencies Note: This does not include crown corporations, which are included in Grants from Others. Non Capital Grants ( xxx-xxx) Report any operating grants received from other organizations within the Government of Saskatchewan reporting entity that are consolidated into the Summary Financial Statements. This would include such organization as: Other government ministries (e.g. Social Services, Justice, etc.) School Divisions Health Regions Regional Colleges Government Boards and Agencies Note: This does not include crown corporations, which are included in Grants from Others. page 4

7 Federal Grants ( xxx-xxx) Federal Capital Grants ( xxx-xxx) Report any grants received from the federal government for capital purposes. Do not include the capital portion of Federal/First Nations tuition fees. The capital portion of these fees is to be reported in the Tuition and Related Fees revenue section. Federal Non Capital Grants ( xxx-xxx) Report any grants received from the federal government to support the school division s operations. Do not include any tuition and related fees received from the federal government for First Nations Indian Band students. These fees are to be reported in the Tuition and Related Fees revenue section. Grants from Others ( xxx-xxx) Capital Grants ( xxx-xxx) Report any grants received from other external parties (e.g. crown corporations, municipal governments, non-profit organizations, etc.) for capital purposes. Others ( xxx-xxx) Report any grants received from other external parties (e.g. crown corporations, municipal governments, non-profit organizations, etc.) to support the school division s general operations. TUITION AND RELATED FEES ( xxx-xxx) This section includes the fees received by the school division to provide education and related services to students who are not residents of the school division, such as students who reside in other school divisions, First Nations students, foreign students, etc. Tuition Fees ( xxx-xxx) This category includes the fees received for providing basic education and support services (e.g. special education) to students who are not residents of the school division. School Divisions ( xxx-xxx) Report the tuition fees received from other school divisions. page 5

8 Federal Government ( xxx-xxx) Report the tuition fees received from the federal government. Do not include tuition fees that are paid by the federal government on behalf of First Nation students. These fees should be included in the Tuition Fees First Nations category. Do not include the capital portion of tuition fees. The capital portion is to be reported as revenue in account xxx-xxx. First Nations ( xxx-xxx) Report the tuition fees received from First Nations Indian Bands, including tuition fees that are paid by the federal government on behalf of First Nation students. Do not include the capital portion of tuition fees. The capital portion is to be reported as revenue in account xxx-xxx. Individuals & Others Parties ( xxx-xxx) Report the tuition fees received from individuals and other parties. Transportation Fees ( xxx-xxx) This category includes the fees received for providing transportation services to students who are not residents of the school division. School Divisions ( xxx-xxx) Report the transportation fees received from other school divisions. Federal Government ( xxx-xxx) Report the transportation fees received from the federal government. Do not include transportation fees that are paid by the federal government on behalf of First Nation students. These fees should be included in the Transportation Fees First Nations category. First Nations ( xxx-xxx) Report the transportation fees received from First Nations Indian Bands, including transportation fees that are paid by the federal government on behalf of First Nation students. Individuals & Others Parties ( xxx-xxx) Report the transportation fees received from individuals and other parties. page 6

9 Other Related Fees ( xxx-xxx) This category includes the other non-tuition, non-transportation fees related to the provision of education services provided to students who are not residents of the school division. This might include, for example, fees from other school divisions for a share of administration costs, etc. in relation to services provided to non-resident students. School Divisions ( xxx-xxx) Report the other related fees received from other school divisions. Federal Government ( xxx-xxx) Report the other related fees received from the federal government. Do not include other related fees that are paid by the federal government on behalf of First Nation students. These fees should be included in the Other Related Fees First Nations category. First Nations ( xxx-xxx) Report the other related fees received from First Nations Indian Bands, including fees that are paid by the federal government on behalf of First Nation students. Individuals & Others Parties ( xxx-xxx) Report the other related fees received from individuals and other parties. Federal/First Nations Capital Fees ( xxx-xxx) This category includes the portion of tuition fees received from the federal government and First Nations Indian Bands that is designated for capital purposes in accordance with ministry policy. The capital portion of the tuition fees is comprised of a provincial share and a school division share. Ministry s policy requires that these funds be placed in separate reserves to be spent as follows: Provincial share the funds, along with accumulated interest, are to be applied to the provincial share of future capital projects approved by the school division and the ministry. School division share the school division has full discretion over the use of these funds on ministry approved capital projects. Annually, any of the above unspent capital funds are to be treated as a financial liability within deferred revenues account ( xxx-xxx). page 7

10 Federal Government ( xxx-xxx) Report the capital portion of tuition fees received from the federal government. Do not include the capital portion of tuition fees that are paid by the federal government on behalf of First Nation students. These fees should be included in the Federal/First Nations Capital Tuition Fees First Nations category. First Nations ( xxx-xxx) Report the capital portion of tuition fees received from First Nations Indian Bands, including the capital portion of tuition fees that are paid by the federal government on behalf of First Nation students. SCHOOL GENERATED FUNDS ( xxx-xxx) This section details the revenue for services and programs that meet the definition of School Generated Funds. School Generated Funds Definition: School Generated Funds are those services and programs for which the school collects fees and takes on fundraising activities. These activities should be specific to the promotion of curricular and non-curricular activities. Curricular programs are those that relate directly to programs offered by the school curriculum and support the curriculum. An example of curricular revenues is Industrial Arts fees used to offset material costs for the industrial arts program. Non-curricular are those activities and programs put on by the school over and above the regular curricular programming to enhance the overall educational experience for the students. Examples of non-curricular are fees collected to support clubs and sports teams, and fundraising events to raise funds for classroom computers. School Generated Funds - Full-Costing of Programs: School Generated Funds expenses are to include the full cost of delivering the programs. This means any revenues received must be deposited in-tact that is directly attributable to those programs. Where costs are shared with other programs, the school division must establish a reasonable method to allocate costs between programs. Funds collected for a specified purpose must be used for that purpose. The nature of School Generated Funds is that they tend to continue from year to year and as a result there will be a desire to appropriate surpluses for School Generated Funds programs at the August 31 st year-end. page 8

11 School Generated Funds programs should not run at a deficit. If at year-end a deficit exists, the deficit should be offset to another School Generated Funds program. The school division should have procedures in place should this situation arise. School Generated Funds Revenue Account Code Structure Object Codes: School Generated Funds object codes are used to denote whether a revenue or expense item has a Curricular or Non-Curricular purpose. School Generated Funds Revenue Account Code Structure Program Codes: School Generated Funds programs use a common set of account codes for program revenues and expenditures. Program codes are then used to identify the specific School Generated Funds program to which the revenue relates. As an example, a school division may have the following School Generated Funds programs: Student Representative Council (SRC) Canteen Industrial Arts The school division would then set up Program codes for each of these programs, as follows: P01 - SRC P02 - Canteen P03 Industrial Arts P04 - Fundraising School Generated Funds revenue for each of the programs would then be recorded to the following accounts: P03-xxx School Generated Funds-Curricular-Student Fee-Industrial Arts P04-xxx School Generated Funds-Non-Curricular-Fundraising- Fundraising School Generated Funds Revenue Accounts ( xxx-xxx): Curricular (Credit Courses) ( xxx-xxx) Student Fees ( xxx-xxx) Student fees are collected in direct support of programs offered by the school curriculum. Examples include: Industrial arts student fee collected to cover the cost of wood products used by the student on projects they will take home. page 9

12 Welding student fee collected to cover the cost of the metal used by the student on projects they will take home. The nature of student fees collected at the elementary school level may be difficult to determine whether they should be reported as curricular or non-curricular. Materiality will come into play. If the majority of the student fees collected are for programming, then all student fees would be reported as curricular. If the majority of the student fees are for school events, then all student fees would be reported as non-curricular. All curricular student fees should be charged to this sub-object code. Non-Curricular ( xxx-xxx) Commercial sales - GST ( xxx-xxx) To this account report sales activity that attracts the GST (where the yearly gross sales exceed $50,000). School division activity that attracts the GST include: vending machine sales, school stores. Note: Cafeteria sales should remain in External Services. In the event that your school division has other activity that attracts the GST, it should be coded to this account, as well. Commercial sales - Non-GST ( xxx-xxx) To this account report commercial sales activity that does not attract the GST. Fundraising ( xxx-xxx) This account is set up to capture fundraising initiatives carried on by the school.examples include: Raising funds to build a creative playground. Raising funds for school computer equipment. Raising funds to support traveling teams, SRC activities etc. Grants and partnerships ( xxx-xxx) Schools may receive funding from services groups and other agencies to support very specific purpose projects or initiatives. In conjunction with these funds, typically the funding providers request a report of expenditures and outcomes post completion of the project. Examples are Breakfast for Learning, TIPP grants, partnerships. page 10

13 Student Fees ( xxx-xxx) This account is intended to capture revenue from students for membership or participation. Examples include: Graduation fees SRC fees Yearbook Fees collected by sports teams to support their programs Other extra-curricular clubs The nature of student fees collected at the elementary school level may be difficult to determine whether they should be reported as curricular or non-curricular. Materiality will come into play. If the majority of the student fees collected are for programming, then all student fees would be reported as curricular. If the majority of the student fees are for school events, then all student fees would be reported as non-curricular. Other ( xxx-xxx) This account would capture any incoming school-based revenue that is not covered by the other revenue categories. Examples include: External cash contributions to clubs and teams. Interest (generated of school generated funds). GST rebates (generated by school generated funds). OTHER REVENUE ( xxx-xxx) This section describes all other revenues received by the school division for current operating purposes that have not been specifically described in the foregoing revenue categories. Miscellaneous Revenue ( xxx-xxx) This category reports miscellaneous revenues received from non-government sources for the provision of various goods and services that do not fall into any of other revenue items listed below. Fees ( xxx-xxx) Report the revenue from non-refundable fees charged to students for use of school division materials or equipment not normally provided by the school division. Capital Revenues Capital Tuitions and Sale of School Buildings ( xxx-xxx) Report revenues recognized during the reporting period from capital tuitions and sale of school buildings that was initially recorded as deferred revenues. page 11

14 Reimbursements ( xxx-xxx) This account reports miscellaneous reimbursements of costs by non-government sources. Note: Reimbursements paid by the Ministry of Education included in the monthly operating grant (i.e. Supplementary Employment Benefit (SEB) and internship) are not reported in this account, please use Operating Grant ( xxx-xxx). Do not include amounts that are significant or that meet the criteria of a trust in accordance with CICA Public Sector Accounting Board (PSAB) standards. These amounts are to be netted against the related expense and, where significant, disclosed in a note to the financial statements. Other ( xxx-xxx) Report revenue received from outside parties for miscellaneous operating related purposes for which a more specific revenue category does not exist. Sales and Rentals ( xxx-xxx) This group details revenue from the sale of materials and rental of school division owned equipment and facilities. Food Sales ( xxx-xxx) Report the revenue from miscellaneous food sales. Do not include food sales from Complementary Services (e.g. community lunch program) or External Services (e.g. general cafeteria operations) which are to be reported as revenue of those programs. Sale of Materials ( xxx-xxx) Report the revenue from the sale of any educational or other materials. Rentals ( xxx-xxx) Report the revenue from the rental of school division owned equipment and facilities (e.g. rental of the gym to a community group). Do not include properties that are reported in External Services, such as residences. Sale of Non-Capital Assets ( xxx-xxx) Report the proceeds from the sale of any non-capital asset, such as non-capital furniture, non-capital equipment, etc. Non-capital assets are those assets that have not been capitalized as tangible capital assets (e.g. land, buildings, etc.) by the school division. Do not include the proceeds from the sale of tangible capital assets. These proceeds are to be reported in conjunction with entries to record the disposition of tangible capital assets and related gains or loss on disposal. Other ( xxx-xxx) Report the revenue from other miscellaneous sales and rentals. page 12

15 Investments ( xxx-xxx) This category details revenues received from investments of the school division. Interest and Dividends ( xxx-xxx) Report the interest and dividend revenue on investing surplus operating funds or operating fund bank balances, including patronage dividends received from co-operative associations. Other ( xxx-xxx) Report other investment income earned on operating funds and investments. Tangible Capital Assets/Capital Investments ( xxx-xxx) This category details gains from disposal of tangible capital assets and interest and dividends earned on capital reserves held by the school division. Gain on disposal of tangible capital assets ( xxx-xxx) Report proceeds in excess of net book value on disposal of a tangible capital asset. Interest and Dividends ( xxx-xxx) Report the interest and dividend revenue on investments held in relation to capital reserves. COMPLEMENTARY SERVICES ( xxx-xxx) This section details the revenue for services and programs that meet the definition of a complementary service. Complementary Services Definition: Complementary services are those services and programs where the primary purpose is other than K-12 learning/learning support, but which have the specific objective of enhancing the school division s ability to successfully deliver its K-12 curriculum/learning programs. Examples of complementary services include Pre-K programs, non-learning supports, etc. Complementary Services Recipients of Programs and Services: Recipients of complementary services and programs include: K-12 students of the school division (including tuition revenue and expenditure K-12 students) Pre-K, families and other individuals in the school division s communities page 13

16 Complementary Services Programs and Services: Complementary services include the following programs and services: All Prek-K programs Non-learning support activities: o Services in which the primary purpose is other than learning or learning support but which have a specific objective of enhancing the school division s ability to successfully deliver its K-12 curriculum/learning programs, e.g.: programs where the primary purpose is non-learning (e.g. social, health, recreation, culture, justice, etc.) school/learning linked programs directed to non-k-12 recipients (e.g. pre- K, families, community, etc.) Portion of the following programs and services where the primary purpose is other than learning/learning support but which have a specific objective of enhancing the school division s ability to successfully deliver its K-12 curriculum/learning (e.g. primary purpose is social, health, recreation, culture, justice, etc.) o Indian/Métis programs o Youth in Custody (e.g. transition programs) o Community School o Retrieval School (e.g. open custody, behavioral issues) Early Childhood / Pre-K Programs (e.g. Kids First, early intervention, special education services for designated Pre-K, etc.) Programs for At-Risk Families (e.g. Family Advisory Program, Family Resource Worker, Social Worker/School Counselor, etc.) Nutrition/community lunch program (re: primary purpose is socio-economic, rather than educational) Sports, culture, recreation and other programs where the primary purpose is other than learning/learning support (e.g. community recreation programs) Student Mentoring programs, where the primary purpose is other than learning/learning support (e.g. Big Brothers) Community Services Integration/Liaison (e.g. school division s share of Regional Intersectoral Coordinator, Regional Intersectoral Committee costs, etc.) Programs that provide special services to students where the primary purpose is other than learning/learning support, but which have a specific objective of enhancing the school division s ability to successfully deliver its K-12 curriculum/learning programs to that group of students (e.g. VISA Students Program). page 14

17 Complementary Services - Full-Costing of Programs: Complementary services expenses are to include the full cost of delivering the programs. This includes any tuition fees, administrative, instructional, plant operation, transportation and capital costs that are directly attributable to those programs. Where costs are shared with other programs, the school division must establish a reasonable method to allocate costs between complementary services and the other program(s). Complementary Services - Partnership Arrangements Proportional Consolidation: Joint arrangements that meet the criteria of a partnership in accordance with CICA Public Sector Accounting Board (PSAB) standards are to be accounted for in accordance with those standards using the proportional consolidation method. In accordance with PSAB section PS 3060, a partnership is a contractual arrangement between the school division and an outside party or parties, with all of the following characteristics: partners co-operate to achieve common goals the partners make a financial investment in the partnership partners share control of decisions relating to the financial and operating policies partners share, on an equitable basis, the risk and benefits of the partnership Proportional consolidation requires the following practices for accounting for partnership arrangements: Each partner reports their proportional share of the revenue and expenses on line-by-line basis. The managing school division would report only their proportional share of revenue and expenses. The non-managing partner school divisions would report their share of revenue and expenses on line-by-line basis. Examples of partnership arrangements include: Shared Services Regional Intersectorial Committees Other shared staff and program arrangements Complementary Services - Financial Statements Note Disclosure School divisions must provide financial statement note disclosure of all complementary services revenues and expenses, by program. Programs that are not significant to warrant separate disclosure should be summarized in an Other Programs category. Please refer to the Audited Financial Statements template for an example of the disclosure note. page 15

18 Complementary Services Revenue Account Code Structure Program Codes: Complementary services programs use a common set of account codes for program revenues. Program codes are then used to identify the specific complementary services program to which the revenue relates. As an example, a school division may have the following complementary services programs: Pre-K Programs Community & Inter-agency Liaison Pre-Natal Outreach The school division would then set up Program codes for each of these programs, as follows: Pre-K Programs Community & Inter-agency Liaison Pre-Natal Outreach Operating Grant revenue for each of the programs would then be recorded to the following accounts: xxx Operating Grant - Pre-K Programs xxx Operating Grant - Community & Inter-Agency Liaison xxx - Operating Grant - Pre-Natal Outreach Complementary Services Common Revenue Accounts: Ministry of Education Grants ( xxx-xxx) Operating Grant ( xxx-xxx) Report operating funding received from Ministry of Education for complementary services included within the monthly operating grant payment (i.e. portion of the monthly operating grant designated for PreK). Capital Grants ( xxx-xxx) Report all grants received or receivable for the province s contribution to capital projects or other capital expenditures for complementary service programs. Grants for capital projects are to be reported as revenue in the same year the transfer is authorized, all eligibility criteria have been met, the amount can be estimated and collection is reasonably assured except when, and to the extent, stipulations by the transferor give rise to an obligation that meets the definition of a liability. Other ( xxx-xxx) Report all other grants that are received from Ministry of Education for complementary services that are not included in the two categories above. page 16

19 Other Provincial Grants ( xxx-xxx) Capital Grants ( xxx-xxx) Report any capital grants received for complementary services programming from other organizations within the Government of Saskatchewan reporting entity that are consolidated into the Summary Financial Statements. This would include such organization as: Other government ministries (e.g. Social Services, Justice, etc.) School Divisions Health Regions Regional Colleges Government Boards and Agencies Note: This does not include crown corporations, which are included in Grants from Others Non Capital Grants ( xxx-xxx) Report any operating grants received for complementary services programming from other organizations within the Government of Saskatchewan reporting entity that are consolidated into the Summary Financial Statements. This would include such organization as: Other government ministries (e.g. Social Services, Justice, etc.) School Divisions Health Regions Regional Colleges Government Boards and Agencies Note: This does not include crown corporations, which are included in Grants from Others Federal Grants ( xxx-xxx) Capital Grants ( xxx-xxx) Report any capital grants received from the federal government for complementary service programs. Non Capital Grants ( xxx-xxx) Report any operational grants received from the federal government for complementary services. Do not include any tuition and related fees received from the federal government for First Nations Indian Band students. These fees are to be reported in account xxx-xxx. page 17

20 Grants from Others ( xxx-xxx) Capital Grants ( xxx-xxx) Report any capital grants received from other external parties (e.g. crown corporations, municipal governments, non-profit organizations, etc.) for complementary service programs. Other ( xxx-xxx) Report any operating grants received from other external parties (e.g. crown corporations, municipal governments, non-profit organizations, etc.) for complementary services. Tuition Fees ( xxx-xxx) This category includes the tuition fees received for providing complementary services and programs to students and other program recipients. School Divisions ( xxx-xxx) Report the tuition fees received from other school divisions. Federal Government ( xxx-xxx) Report the tuition fees received from the federal government. Do not include tuition fees that are paid by the federal government on behalf of First Nation students. These fees should be included in the Tuition Fees First Nations category. First Nations ( xxx-xxx) Report the tuition fees received from First Nations Indian Bands, including tuition fees that are paid by the federal government on behalf of First Nation students. Individuals & Other Parties ( xxx-xxx) Report the tuition fees received from individuals and other parties. Transportation Fees ( xxx-xxx) This category includes the transportation fees received for providing complementary services and programs to students and other program recipients. School Divisions ( xxx-xxx) Report the transportation fees received from other school divisions. page 18

21 Federal Government ( xxx-xxx) Report the transportation fees received from the federal government. Do not include transportation fees that are paid by the federal government on behalf of First Nation students. These fees should be included in the Transportation Fees First Nations category. First Nations ( xxx-xxx) Report the transportation fees received from First Nations Indian Bands, including transportation fees that are paid by the federal government on behalf of First Nation students. Individuals & Other Parties ( xxx-xxx) Report the transportation fees received from individuals and other parties. Other Related Fees ( xxx-xxx) This category includes the other non-tuition, non-transportation fees related to the provision of complementary services and programs to students and other program recipients. This might include, for example, fees from other school divisions for a share of administration costs for complementary services provided to that school division s students. School Divisions ( xxx-xxx) Report the other related fees received from other school divisions. Federal Government ( xxx-xxx) Report the other related fees received from the federal government. Do not include other related fees that are paid by the federal government on behalf of First Nation students. These fees should be included in the Other Related Fees First Nations category. First Nations ( xxx-xxx) Report the other related fees received from First Nations Indian Bands, including fees that are paid by the federal government on behalf of First Nation students. Individuals & Other Parties ( xxx-xxx) Report the other related fees received from individuals and other parties. Miscellaneous Revenue ( xxx-xxx) This category details miscellaneous revenues received for the provision of various complementary services goods and services. User Fees ( xxx-xxx) Report the revenue from non-refundable fees charged to students and other program participants for use of school division materials or equipment. page 19

22 Capital Revenues Capital Tuitions and Sale of School Buildings ( xxx-xxx) Report revenues recognized during the reporting period from capital tuitions and sale of school buildings that was initially recorded as deferred revenues. Reimbursements ( xxx-xxx) In this account, report miscellaneous reimbursements of program costs by outside parties. Include only minor amounts that are not significant. Generally, reimbursements of costs should be netted against the related expense. Note: Reimbursements paid by the Ministry of Education included in the monthly operating grant (i.e. Supplementary Employment Benefit (SEB) and internship) are not reported in this account, please use Operating Grant ( xxx-xxx). Do not include amounts that are significant or that meet the criteria of a trust in accordance with CICA Public Sector Accounting Board (PSAB) standards. These amounts are to be netted against the related expense and, where significant, disclosed in a note to the financial statements. Other ( xxx-xxx) Report other miscellaneous complementary services revenue for which a more specific account does not exist. Sales and Rentals ( xxx-xxx) This group details revenue from the sale of materials and rental of school division owned complementary services equipment and facilities. Food Sales ( xxx-xxx) Report the revenue from miscellaneous food sales related to complementary services programs. Sale of Materials ( xxx-xxx) Report the revenue from the sale of complementary services educational or other materials. Rentals ( xxx-xxx) Report the revenue from the rental of school division owned complementary services equipment and facilities. page 20

23 Sale of Non-Capital Assets ( xxx-xxx) Report the proceeds from the sale of complementary services non-capital assets, such as non-capital furniture, non-capital equipment, etc. Non-capital assets are those assets that have not been capitalized as Tangible Capital Assets (land, buildings, buses, etc.) by the school division. Do not include the proceeds from the sale of Tangible Capital Assets. These proceeds are to be reported in conjunction with entries to record the disposition of tangible capital assets and related gains on disposal. Other ( xxx-xxx) Report the revenue from other miscellaneous complementary services sales and rentals. Tangible Capital Assets/Capital Investments ( xxx-xxx) This category details gains from disposal of tangible capital assets and interest and dividends earned on capital investment held by the school division relating to complementary services activities. Gain on disposal of tangible capital assets ( xxx-xxx) Report proceeds in excess of net book value on disposal of a tangible capital asset relating to complementary services activities. Interest and Dividends ( xxx-xxx) Report the interest and dividend revenue on investments held in relation to capital funding relating to complementary services activities. EXTERNAL SERVICES ( xxx-xxx) This section details the revenue for services and programs that meet the definition of an external service. External Services Definition: External services are those services and programs that are outside of the school division s learning/learning support and complementary programs. These services have no direct link to the delivery of the school division s K-12 programs nor do they directly enhance the school division s ability to deliver its K-12 programs. Examples of external services include services provided to external parties for the external parties program purposes (e.g. curriculum development for Ministry of Education), adult education, residences, etc. page 21

24 External Services Recipients of Programs and Services: Recipients of external services and programs include: external parties, such as Ministry of Education and other government ministries, agencies, other school divisions adults and other individuals internal parties (e.g. students and staff) who utilize external services (e.g. cafeteria meals) External Services Programs and Services: External services include the following programs and services: Goods and services provided primarily for the benefit of external parties and which support the external party s delivery of its programs and mandate, even if the school division s K-12 students indirectly benefit from the program (e.g. E-Learning curriculum that is developed for Ministry of Education s provincial curriculum). Adult Education, except to the extent that those services are utilized by K-12 students. Summer School programs utilized by adults, non-school division students and other external parties. Cafeteria services (e.g. meals for students, staff and the general public), except to the extent that those services are utilized for the delivery of curriculum or as a complementary service (e.g. nutrition/community lunch program). E-Learning, where the school division/school division staff provide the service/product to an external party such as Ministry of Education (e.g. on-line curriculum developed for Ministry of Education). Distance Education services for external parties (e.g. other school divisions, non-school division students, etc.). Video Conferencing services for external parties (e.g. video conferencing services for community groups). Bussing services provided to other school divisions and external parties. Artist in Residence portion of program relating to external parties (e.g. community group). Professional development and training provided to external parties (e.g. NORTEP, professional development services provided to other school divisions, the government, adults or other external group, etc.). Residences for staff and/or the public. Swimming pool services utilized by external parties (e.g. community use of a school division owned swimming pool). Services and programs that have no direct connection to the school division s K-12 learning programs or to enhancing the school division s ability to deliver its K-12 programs (e.g. Community Access services specifically for community purposes). page 22

25 External Services - Full-Costing of Programs: External services expenses are to include the full cost of delivering the programs. This includes any tuition fees, administrative, instructional, plant operation, transportation and capital costs that are directly attributable to those programs. Where costs are shared with other programs, the school division must establish a reasonable method to allocate costs between external services and the other program(s). External Services - Partnership Arrangements Proportional Consolidation: Joint arrangements that meet the criteria of a partnership in accordance with CICA Public Sector Accounting Board (PSAB) standards are to be accounted for in accordance with those standards using the proportional consolidation method. In accordance with PSAB section PS 3060 a, partnership is a contractual arrangement between the school division and an outside party or parties, with all of the following characteristics: Partners co-operate to achieve common goals. The partners make a financial investment in the partnership. Partners share control of decisions relating to the financial and operating policies. Partners share, on an equitable basis, the risk and benefits of the partnership. Proportional consolidation requires the following practices for accounting for partnership arrangements: Each partner reports their proportional share of the assets, liabilities, revenues and expenses on a line-by-line basis. The managing school division would report only their proportional share of the assets, liabilities, revenues and expenses on a line-by-line basis. The non-managing partner school divisions would report their share of the assets, liabilities, revenues and expenses on a line-by-line basis. Partnership arrangements would include those where there is a sharing of staff, operating costs or other program arrangements. External Services - Financial Statements Note Disclosure: School divisions must provide financial statement note disclosure of all external services revenues and expenses, by program. Programs that are not significant to warrant separate disclosure should be summarized in an Other Programs category. Please refer to the Audited Financial Statements template for an example of the disclosure note. page 23

26 External Services Revenue Account Code Structure Program Codes: External services programs use a common set of account codes for program revenues. Program codes are then used to identify the specific external services program to which the revenue relates. As an example, a school division may have the following external services programs: Adult Education Summer School Cafeteria The school division would then set up Program codes for each of these programs, as follows: Adult Education Summer School Cafeteria Other Provincial Grant revenue for each of the programs would then be recorded to the following accounts: xxx Other Provincial Grant - Adult Education xxx Other Provincial Grant - Summer School xxx - Other Provincial Grant - Cafeteria External Services Common Revenue Accounts: Ministry of Education Grants ( xxx-xxx) Operating Grant ( xxx-xxx) Report all amounts received from the Ministry of Education that are included in the monthly operating grant payment (i.e. portion of the monthly operating grant designated for external service programs. Capital Grants ( xxx-xxx) Report all grants received or receivable for the province s contribution to capital projects or other capital expenditures for external service programs. Grants for capital projects are to be reported as revenue in the same year the transfer is authorized, all eligibility criteria have been met, the amount can be estimated and collection is reasonably assured except when, and to the extent, stipulations by the transferor give rise to an obligation that meets the definition of a liability. Other ( xxx-xxx) Report all other non-operating grant funding that is received from Ministry of Education for external services that are not included in the above two categories. page 24

27 Other Provincial Grants ( xxx-xxx) Capital Grants ( xxx-xxx) Report any capital grants received for external services programming from other organizations within the Government of Saskatchewan reporting entity that are consolidated into the Summary Financial Statements. This would include such organization as: Other government ministries (e.g. Social Services, Justice, etc.) School Divisions Health Regions Regional Colleges Government Boards and Agencies Note: This does not include crown corporations, which are included in Grants from Others Non Capital Grants ( xxx-xxx) Report any operating grants received for external services programming from other organizations within the Government of Saskatchewan reporting entity that are consolidated into the Summary Financial Statements. This would include such organization as: Other government ministries (e.g. Social Services, Justice, etc.) School Divisions Health Regions Regional Colleges Government Boards and Agencies Note: This does not include crown corporations, which are included in Grants from Others Federal Grants ( xxx-xxx) Capital Grants ( xxx-xxx) Report any capital grants received from the federal government for external service programs. Non Capital Grants ( xxx-xxx) Report any operating grants received from the federal government for external services. Do not include any tuition and related fees received from the federal government for First Nations Indian Band students. These fees are to be reported in account xxx-xxx. page 25