SCHOOL CHART OF ACCOUNTS

Transcription

1 BALANCE SHEET Assets Bank Cash Bank accounts, savings & short-term investments Petty cash Checking Commerical checking accounts Checking a/c #1 Wells Fargo, Comerica, etc (list each account) Checking a/c # Savings Commerical savings accounts Uncommon, usually held at DSJ D&L CDs Commercial CDs Uncommon, usually held at DSJ D&L Money Market Commerical money market accounts Uncommon, usually held at DSJ D&L DSJ Deposit Funds held in DSJ Deposit & Loan Can create sub-accounts for each deposit held Other cash Other type of cash account not described above uncommon Bank Custodial Funds Funds held on behalf of other programs Student Programs Only if held in separate bank account Can create sub-accounts for each custodial account Program #1 eg. Student Council, Band Program # Class Funds Only if held in separate bank account Class #1 eg. Class of Class # Other custodial funds Only if held in separate bank account eg. Library Other Current Asset Undeposited funds Clearing account for grouping items into a single deposit Used in deposit screen (deposit to account) Accounts Receivable Accounts Receivable Amounts due for regular services provided CONTROL ACCOUNT - no direct posting Must have separate account for each person/entity that Accounts Receivable owes money Allowance for doubtful accounts % of receivables that are doubtful Usually set only at year-end Other Current Asset Pledges & Grants Receivable Donor pledges and grants Pledges & grants receivable Written donor pledges or grants not yet received Allowance for doubtful accounts % of receivables that are doubtful Usually set only at year-end Use sub-accounts to detail source of receivable Other Current Asset Other Receivable Amounts due for other purposes (employee loan, rebates, etc) Unremitted funds from FACTS Other receivable Allowance for doubtful accounts Other Asset Other Assets Other current assets Inventory Inventory items that are counted and valued Scrip Cards Prepaid expenses Prepaid benefits Health & other benefits paid ahead of coverage period Health insurance premiums Prepaid insurance Insurance premiums paid at start of premium year General liability insurance Prepaid other Subscriptions and licenses paid in advance McGraw Hill, Apple, support contracts Other assets Other type of current asset not described above uncommon Other Asset Investments Long-term investments DSJ Investment Pool

2 Other investments Marketable securities, other assets held for investment Uncommon, usually held at DSJ Fixed Asset Fixed Assets Fixed Assets Land Buildings Leasehold improvements Items attached to building/land Furniture, fixtures & equipment Vehicles Other fixed assets Other type of fixed asset not described above uncommon Construction in Progress All costs of assets under construction before transferred to categories above on completion uncommon Accumulated Depreciation Depreciation charges based on schedules Other Asset Other Long-term Assets uncommon Other Asset Deposits Rent or utility deposits held by others PG&E, Security deposits Liabilities Accounts Payable Accounts Payable Amounts owed to vendors/suppliers CONTROL ACCOUNT - no direct posting Other Current Liability Accrued liabilities Amounts owed but bills not received Salaries & wages Use sub-accounts for types of accrued expense Payroll taxes Pension Vacation Other accrued liabilities Due to Parish/Diocese Due to Parish Due to Diocese Funds Held for Others Student programs Class funds Other custodial funds Deferred revenue Revenue received but not yet earned Tuition, fees Tuition K-8 deferred tuition Pre-K deferred tuition Deferred assistance Assistance awarded received but not yet earned school, DSJ assistance K-8 deferred assistance Pre-K deferred assistance Deferred assistance type # Deferred discount Discounts awarded but not yet earned sibling, employee, early payment & parish discounts Other deferred revenue Other deferred revenue not described above uncommon Refundable Advances Contributions received for future events uncommon Short-term Notes & Loans Payable Overdraft/line of credit Short-term notes & loans Current portion of long-term loan Amount of long-term note due in next 12 months Usually set only at year-end Split Interest Liabilities Obligations on assets held in trust uncommon Long-term Notes & Loans Payable

3 Long-term notes & loans DSJ loan Capital lease Lease agreements functioning as instalment purchase agreement Pension liability Priest & lay pension obligation Value issued by OFS on annual basis Other liability Other type of current liability not described above uncommon Net Assets Equity Unrestricted Net Assets Unrestricted net assets Designated net assets Finance Council designated assets FC designation must be documented Temporarily Restricted Net Assets Donor restricted assets for use or time Donor restriction must be documented TRNA 1 Create sub-account for each restriction TRNA Permanently Restricted Net Assets Donor restricted endowment assets Donor restriction must be documented PRNA 1 Create sub-account for each restriction PRNA 1

4 INCOME STATEMENT Revenue Income Tuition, Assistance & Discounts Tuition, assistance & discounts are deferred Tuition Tuition type # Tuition type # Tuition type # Scholarships Scholarship # Scholarship # Scholarship # Tuition Assistance DSJ (PSAS) Aid BASIC Aid Donor assistance Parish assistance School assistance DSJ (Drexel) Aid Other assistance Tuition Discounts Discount type # Discount type # Discount type # Other tuition-related income Fees Can create sub-account for each fee source Registration fees Deferred to 1st month of school year Application fees Deferred to 1st month of school year Tech fees Deferred income/released over school year Athletic fees Deferred income/released over school year Admin fees Deferred income/released over school year Other fees Pre-school Pre-school tuition & tuition assistance deferred Pre-school tuition Pre-school tuition assistance Extended Care Extended care fees & fee assistance not deferred Extended care fees Extended care fees assistance Third Source Income Rental Income Rent and use fees from buildings/facilities Gifts, Donations & Fundraising Fundraising Income Fundraising income #1 Create sub-account for each major fundraiser Fundraising income # Gifts & Donations Gifts (cash & non-cash) Gifts & donations - Non-restricted Unrestricted gifts

5 Gifts & donations - Restricted Donor restricted gifts Grants Grants Endowments Endowment income (return on investment) Endowment income #1 Create sub-account for each endowment PTG Parent Teacher Group events income Student Activities Field trip income Create sub-acconts for additional activities Science camp income Uniform sales Graduation fee Class activities income Other student activities income Investment & Interest Income Investment income Investments (income & expense must be grouped for net presentation of investments) Income Interest income Income Investment expenses Expenses Other School Income Miscellaneous income uncommon Release from Restriction To release restricted income to general funds Expenses Expenses Salaries, Benefits & Employment Costs Employment-related costs Administration All administrative personnel Salaries Payroll taxes Employee benefits Pension Workers comp Stipends Payroll service fee Other salaries & benefits Aides All classroom aides repeat level 3 accounts for each payroll department Extended Care All extended care personnel Facilities All maintenance, janitorial personnel Program/support All school (non admin) personnel librarian, counselor, music teacher etc Teacher All credentialed teaching personnel Instruction Media & Academic Tech Program School Speak, Apple, Knowing Technology, Dreambox Learning General Instructional Expenses Textbooks, Standardized testing fees, books & teaching supplies Athletic Program All athletic program expenses Equipment, league fees, trophies Student Activities Activities - match to activity income above Field trip expenses Science camp expenses Student Services Screening, health & support costs Health screening

6 Counselling services Administration Administrative costs Academic/staff development CPR training, excel course, management training Administration expenses Appreciation awards/gifts flowers, gift cards, thank you gifts Bad debt expense Receivables written off as not collectible Bank charges bank fee, statement fees, wire fees Contract services Copier & printing Printer expenses & copier running costs Standard Business Machines, Ricoh PR & advertising (marketing) Constant Contact, graphic design, web-design Dues & subscriptions CTN, DOW, WASC, NCEA Educational admin expense Meetings & events Staff & community meetings refreshments, travel costs Office & student supplies Office Depot, Staples, Quill Postage Pitney Bowes, USPS Professional services Armanino McKenna, legal services Recruiting expenses Fingerprinting, background checks, Verify Group Rent expense Small equipment expenses Copier maintenance & lease costs Maintenance contracts Telecommunication Landline, cellphone and internet costs AT&T, Verizon, Sprint Travel Airfare, hotel, ground transport & meals Other Regular Expenses Rental Expenses Pre-school Expense Pre-school Expense Extended Care Expense Extended Care Expense Third Source Expense Third Source Expense Plant/Facilities Depreciation Repairs and maintenance hardware store, electrician, plumber, handyman Utilities PG&E, security, water, waste Other School Expenses Cafeteria Gifts, Donations & Fundraising Fundraising Expenses Fundraising expenses # Fundraising expenses # Gifts & Donations Expenses Gifts & donations - Non-restricted Exp Gifts & donations - Restricted Exp Grant Expenses Endowment Expenses Create sub-account for each major fundraiser to match those in revenue

7 PTG Expenses Taxes, Insurance & Interest Taxes, licenses & permits Use permits, city licenses Insurance DSJ insurance Interest expense Fines & penalties Other Income & Expense Other Income Other Income & Expenses Unrealized gains/losses DSJ Investment SUSPENSE - transaction category tbd items whose categories are uncertain