The H Data Set includes the QC and DN record types. The QC record type includes operational unit, cash, cash reconciliation, receipt, expenditure, capital assets, federal assistance and civil proceedings data.
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Operational Unit (QC)
A three digit number assigned by individual school districts defining specific locations or buildings within the district. For instance, you can track expenditures of the high school separately from those of a middle school or elementary by implementing operational units.
If the OPU is a school building, use the building IRN for the entity IRN. If the OPU is not a school building and refers to district wide expenditures, the district IRN should be used for the entity IRN and the entity type should be blank. If the OPU is the central office then the entity IRN should be the district IRN and the entity type should be a “C”.
Cash (QC)
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:
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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 Some districts use the fiscal year as part of the SCC, example 9012 (FY2012)
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Cash Balances as of June 30 are calculated by taking 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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Debt Bond Retire Fund: flag yes if it applies
Receipt (QC)
Revenue accounts track the estimated and actual receipts for a school district. The revenue accounts are composed of the following account dimensions:
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Estimated Revenue – Actual Receipts = Fiscal Year Receivable |
Federal Assistance Summary (QC)
Entity Name: District of subdivision receiving funds
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Federal Receipt Group: Federal Agency that administers program
Federal Assistance Detail (QC)
CFDA Number: Five-digit number from grantor that identifies that program
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Should match the Cash record “Fiscal Year Expenditure” for that particular fund special cost center |
Exhibit 1 – Cash Reconciliation (QC)
Depository Name: Name of banking institution
Deposit Amount: Amount of monies available at that institution
Civil Proceedings – Stmt R (QC)
Contains all data pertaining to any civil proceedings pending in court involving the Board of Education
Case Number
Description of Case
Capital Assets (QC)
Capital Assets Code : Three character code as defined below
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Construction in Progress - The cost of construction work undertaken but not yet completed.
Organization General Information – (DN)
Building Square Feet – square footage of the building
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