1. BUDGET BASICS BOOT CAMP BASIC TRAINING Butte County Office of Education

2. Agenda Basic Training -Basics of SACS -Break -Budget

3. Basics of SACS Topics -What is SACS? -SACS Org Keys and Cost Centers -SACS Resource Codes -Fiscal Year/Project Year -SACS Object Codes -Using SACS

4. WHAT IS SACS? Basics of SACS

5. What is SACS? SACS (Standardized Account Code Structure) is a series of account codes used to easily: classify revenues and expenses keep accounting in regulatory compliance facilitate financial reporting

6. SACS ORG KEYS AND COST CENTERS Basics of SACS

7. What is an Org Key, basically? -An Org Key is an account number used to pay for goods and services and accept income -Each program has it’s own set of Org Keys -There are different Org Keys used for different type of revenues and expenses

8. What is an Org Key, specifically? -An Org Key is a shortcut to a specific combination of SACS codes -This SACS code combination is like the DNA of the Org Key, it can and cannot do specific things because of it’s “DNA” -Like DNA, every Org Key is unique

9. What are the SACS codes that makeup the DNA of each Org Key?

10. What is an Org Key, specifically? Each Org Key contains a combination of these SACS Codes making up it’s “DNA”: Fund Resource Project Year Goal Function School Manager

11. Types of Org Keys Due to the need for different specific SACS code combinations, BCOE has developed four main different types of Org Keys. They are: 1.“Regular” Org Keys 2.“OGA” Org Keys 3.“Admin” Org Keys 4.“M&O” Org Keys

12. “Regular” Org Keys A “Regular” Org Key is used for the majority of program expenses, like: Books Salaries and Benefits Services Independent Contractors Equipment

13. “OGA” Org Keys “OGA” stands for “Other General Administration”. An OGA Org Key is only ever used for two things: 1.Indirect costs 2. Revenues

14. “Admin” Org Keys “Admin” stands for “Administration”. An Admin Org Key is used for: Administration expenses as defined by your specific program Most common example is a school budget with “Site” expenses and “Admin” expenses

15. “M&O” Org Keys “M&O” stands for “Maintenance and Operations”. An M&O Org Key is used for: Maintenance expenses “CU” or Cost Unit costs for pooled maintenance and operations expenses

16. What is Cost Center? A Cost Center is: A group of related Org Keys with the same Resource Code A Cost Center generally contains at least one Regular Org Key and one OGA Key.

17. SACS RESOURCE CODES Basics of SACS

18. What is a Resource Code? Generically, a Resource Code is the part of the SACS that: Classifies specific revenues and resulting expenditures Restricted programs generally each have their own resource code Reporting is generally done based on Resource Code

19. What is a Resource Code? Here are some examples of Resource Codes at BCOE: Migrant Education - 3060 Juvenile Court School - 2400 After School Education and Safety – 6010 Routine Repair and Maintenance - 8100

20. SACS Resource Code Matrix DescriptionResource Code Range Unrestricted Resources0000-1999 Restricted Revenue Limit Resources2000-2999 Federal Restricted Resources3000-5999 State Restricted Resources6000-7999 Local Restricted Resources8000-9999

21. FISCAL YEAR/PROJECT YEAR Basics of SACS

22. Fiscal Year A fiscal year, in California Schools, is: A year that runs 12-months From July 1 – June 30

23. Project Year A Project Year: Is defined as any span of time Can last for as many or as few months required Is generally used for Federal programs as their year is 15 months; from July 1 through September 30

24. Project Year Project Year Org Keys also have a two extra digits representing the project year at the end of the Org Key For example: If Org Key 30113 was made into a project year, it would be 3011314; the 14 represents the year ending in 2013-14.

25. SACS OBJECT CODES Basics of SACS

26. What is a SACS Object Code? An Object Code is the part of the SACS code used for: Classifying expenditures by the type of item or services purchased Classifying revenue by source and type

27. SACS Object Code Matrix DescriptionObject Code Range Certificated Salaries1000-1999 Classified Salaries2000-2999 Employee Benefits3000-3999 Books and Supplies4000-4999 Services and Other Operating Expenditures5000-5999 Capital Outlay6000-6999 Other Outgo7000-7499 Other Financing Uses7600-7699 Revenues and Other Financing Sources8000-8999 Balance Sheet9000-9999

28. More on SACS Object Codes The BCOE Administrative Services Operating Procedure explains, specifically, which Object Codes are used for which expenses. To access it, go to the BCOE website, www.bcoe.org, select “Administrative Services”, select “Procedures”, then select “Expenditures”.To access it, go to the BCOE website, www.bcoe.org, select “Administrative Services”, select “Procedures”, then select “Expenditures”.

29. USING SACS Basics of SACS

30. Using SACS Ensuring revenues and expenses are properly coded is not important, it is mandatory due to the SACS State Reporting Software, which tests for these errors.

31. Coding Expenses To properly code an expense do the following: 1. Select the correct Org Key 2. Select the correct Object Code 3. Write them in this manor: “Org Key-Object Code” For example, 0100007210-4300

32. Examples For Fiscal Services to purchase copy paper: 0100007210-4300 For Title I, Part A to pay a teacher: 2042914-1100 For BTSA to pay for food for trainings: 67396-5800

33. BREAK Butte County Office of Education