Accounting Process by Office of Financial Services (OFS) What is this and what do you need to know about it? Click on each slide to advance Use Escape key to exit

What are Accounting Codes? Accounting codes are identifiers used to capture financial information… They make sure your purchases and expenses are identified correctly and paid from the right pot of funds.

How does this work? 1 st - Office/Division needs goods/services Decide type of purchase, who pays, how to code? Make the purchase or expense Receive goods/services Notify OFS 2 nd - OFS gets bill (from Vendor or Office/Division) Record the transaction Pay the vendor Get money from source identified by Off/Div Report how the money was spent

Why is that important? If the information is wrong….. –Payment can be delayed –The State could lose Federal funds –People have to do extra work to correct & reconcile –Accounting records will be wrong If you dont have time to do it right the first time, when will you ever have time to fix it?

What codes are used? (Use the Enter key to see the list) Class – A grouping of accounts at the state level Account – What the money was used for? –(supplies, travel, etc.) OPB Sub Program – The budget category Department ID – Who spent the money? –(DFCS, OFS, ORS, etc.) Project Code – What area of activity was affected? –(Food Stamp benefits, State, Child Care, etc.) Fund Source – Where should the money come from? –(State, 08 Energy Assist, 09 TANF, etc.) Begin & End Dates – When did the expense occur? (End of list – press Enter to go to next screen)

Class & Account Where is this located? OFS Website/Tools –The Chart of Accounts What does it look like? Description Class Account –Regular Salaries –Retirement ERS –Cost of Goods Sold

OPB Subprogram & Department Project & Fund Source Where is it located? OFS Website/Tools –The Department ID Manual What does it look like? OPB Div/Off Desc. Dept. ID Sub-Pgm Project Fund Source DFCS OFI-Elig F/S DFCS Foster Care OFS EBT TANF

How to use the Department ID Manual Click on the down arrow in Column B to see all Sections in the list. Uncheck the Select All box, click on the box that has the section you need and click OKAY. Div/OffSectionDescriptionDept ID OPB-Sub Program Project Code SELECT ALL LONG TERM CARE HEALTH CARE RESIDENTIAL CHILD CARE OKAYCANCEL

How to use the Department ID Manual (cont.) To further refine your search, using the Description column –Check the box(es) for the description within the Section column that you have already selected. Uncheck the columns in reverse order. Div/OffSectionDescriptionDept ID OPB-Sub program Project Code Start Date End Date Fund Source ORSHEALTH CAREHealth Care-CLIA /01/0809/30/ ORSHEALTH CARE Health Care-CLIA-Waiver Project /01/0809/30/ ORSHEALTH CAREHealth Care-CLIA-Training /01/0809/30/

Dont save the Dept. ID Manual to your computer….it is updated frequently.

Error reduction through teamwork! Call OFS if you have any questions. Use the OFS Contact List on this website to find the appropriate phone number. SCORE!!!!

THE END Thank You