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Cash accounts are established to track the actual amount of cash that the district has in the bank. As expenditures are made, the cash is decreased and as receipts are posted, the cash increases. The cash accounts are composed of the following account dimensions:
XXX Fund: A three digit number assigned by the Auditor of State to ensure that the money of a district is spent for purposes identified in the appropriations. The fund numbers identify whether it is the general fund, or a federal or state fund. The funds help categorize your expenses and revenues, such as general fund, or federal and state funds. The valid fund numbers are identified in the Auditor of State manual titled "Uniform School Accounting System”
XXXX Special Cost Center (SCC): A four digit number which is defined by the individual school districts. The SCC is used to further divide money in the various funds. Special Cost Centers can be 0000 or 9XXX. Some districts use the fiscal year as part of the SCC, example 9012 (FY2012)
District Account Description: describes/identifies the cash account
Fund Class – identifies what type of account
G - General Fund
S - Special Revenue
C - Capital Project
D - Debt Service
A - Agency
E - Enterprise
I - Internal Service
P - Permanent
R - Private Purpose Trust
V - Investment Trust
W - Pension Trust
July 1 Cash Balance: Beginning fiscal year available cash
Fiscal Year Receipts: Monies collected and capable of being expended for the fiscal year
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Total of all underlying receipt accounts “Actual Receipts” that match that particular cash account. |
Fiscal Year Expenditures: Monies expended during the fiscal year for goods or services
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Total of all underlying expenditure accounts “Actual Expenditure” that match that particular cash account. |
Current Cash Encumbered: Monies set aside (encumbered) for orders in process
Current Payables: Invoices for goods/services received and not yet paid
ODE Brief Description: description assigned to this fund by ODE (listing can be found in ODE’s EMIS Manual Chapter 4 under Cash (QC) Record)
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Cash Balances as of June 30 are calculated by taking July 1 Cash Balance + Fiscal Year Receipts – Fiscal Year Expenditures – Current Cash Encumbered = June 30 Cash Balance. The June 30 cash balance has to equal the new fiscal years July 1 Cash balance. Example June 30 Cash Balance for FY2011 = 100,000 then July 1 Cash Balance for FY2012 = 100,000. |
Expenditure (QC)
Budget accounts provide a breakdown of estimated and actual expenditures. The budget accounts are composed of the following account dimensions:
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