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4 Tables included in the Financial Accounting Handbook
Table 1 – Statement of Net Assets

Assets and liability accounts

Table 2 – Revenue Account Summary

What revenue is applicable in what fund

Table 3 – Summary of Expenditure Accounts

All expenditure accounts

Table 4 – Expenditure Account Summary

What function and object combinations are allowable in what fund

Tables

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Revenue code definitions for all sources of funding
Expenditure code definitions

Function codes

Object codes

Definitions

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4-digit codes (XXXX)
Source of Revenue
Different types of sources of revenue

Local (1XXX)

Intermediate (2XXX)

State (3XXX)

Federal (4XXX)

Other Sources (5XXX)

Revenue Funds

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Funds received from local sources (county taxes, tuition, transportation fees, food service revenue from students and adults, pupil activities, rental of school property, insurance proceeds)
Examples

1610 – Lunch sales to pupils

1740 – Student Fees

1920 – Donations

Local Revenue (1XXX)

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Payments from other governmental units for others such as for data processing, purchasing, maintenance, payments from First Steps
Example

2100 – Payments from other Governmental Units

Intergovernmental Revenue (2XXX)

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Revenue from the state appropriations for school districts, state grants (31XX and 32XX), Education Finance Act (EFA) (33XX), Education Improvement Act (EIA) (35XX), Lottery Act (36XX), State Revenue in Lieu of Taxes (38XX)
Examples

3118 – Career Specialists

3127 – Student Health & Fitness PE

3538 – Students at Risk

3550 – Teacher Salary Supplement

State Revenue (3XXX)

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Revenue received from the federal government as grants (Title I, IDEA, USDA Reimbursements, 21^st Century, ESSER I, II, and III)
Examples

4210 – Perkins Aid, Title I

4310 – Title I, Basic State Grant Programs

4510 – IDEA

Federal Revenue (4XXX)

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Sources such as bond principals and premiums, accrued interest from the sale of bonds, proceeds from notes payables, transfers
Examples

5110 – Premium on Bonds Sold

5210 – Transfer from the General Fund

Other Financing Sources (5XXX)

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XXX-XXX-XXX-XXXX-XX
Fund – Identifies source of funding
Function – program/group
Object – what is the item or service
Modifier – fiscal year/department
Location – school

Account Code Structure

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XXX-XXX-XXX
Fund – Function – Object

Expenditures

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General Fund (1XX)

Expenditures incurred by funds received from general fund revenue sources

Fund 100

Special Revenue (2XX)

Expenditures incurred by funds received from special revenue sources such as federal programs

Example – Fund 218 ESSER III

EIA Fund (3XX)

Expenditures incurred from funds received from EIA sources

Example – 397 Aid to Districts

Debt Service Fund (4XX)

Expenditures incurred from funds received from debt issuances (bonds, notes)

Fund 400

Expenditure Funds

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Capital Projects Fund (5XX)

Expenditures incurred from school building projects

Fund 500

Food Service Fund (6XX)

Expenditures incurred from food service

Fund 600

Pupil Activity (7XX)

Expenditures for student activity sources

Fund 700

Expenditure Funds

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LEA Optional Use (8XX)

Expenditures for funds received not passed through the SCDE (local grants)

SCDE Designated State Grants (9XX)

Expenditures for state restricted and other special revenue grants funds specifically designated by the SCDE

Example

Fund 935 – Reading/Literacy Coaches

Expenditure Funds

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Instruction (1XX)

Kindergarten programs (111), Primary Programs (112)

Support Services (2XX)

Guidance Services (212), Health Services (213)

Community Services (3XX)

Community Recreation Services (320), Custody and Care of Children (350)

Expenditure Function Codes

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Other Charges (4XX)

Payments to the SCDE (411), Other Governmental Units, Transfers (420 series)

Debt Service (5XX)

Transactions related to servicing the debt of a school district, including payments of both principal and interest

Expenditure Function Codes

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Salaries (1XX)

Wages, compensation for employees

110 – Regular Salaries; 140 – Unused leave payments

Employee Benefits (2XX)

Amounts paid by the school district on behalf of employees (Group health and life insurance (210), retirement (220)

Purchased Services (3XX)

Contract services, services paid for persons who are not employees of a district

Expenditure Object Codes

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Supplies (4XX)

Expendable items that are consumed, deteriorated, or worn out by use

410 - Supplies

Capital Outlay (5XX)

Expenditures for the acquisition of fixed assets

Other Objects (6XX)

Membership dues

Expenditure Object Codes

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When coding expenditures for a certain program, be sure to review the program guidelines in the Funding Manual to ensure that the expenditure is allowable
Then, use the Financial Accounting Handbook to ensure that you are charging the expenditure to the correct account
Financial Accounting Handbook
Funding Manual

The Connection

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Common Codes

Functions

111, 112, 113, 114, 127, 175, 213, 214, 221, 223, 224, 233, 251, 271

Objects

110, 115, 130, 210, 220, 230, 260, 311, 312, 313, 331, 332, 345, 410, 445, 545, 640, 660

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Procurement

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Purchase Order vs. Credit Card

Maximize use
Preferred method
Most vendors accept and or will invoice
RPO – quote
Travel – hotels (flexible) and registration
Identify expenditures in accounting reports

Credit Card

Minimize use
Chance of fraud
Vendors that don’t accept PO’s

Example: Wal-Mart

Airfare
Impossible to identify expenditures from reports

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Model School District Code last updated 2011
Small purchases – old policy

< $2,500 price fair and reasonable
$2,501 to $10,000 = three written quotes
>$10,000 = advertise/RFP

New policy allows more flexibility
Increase in spending thresholds
Required for federal funding
Will be adopted for all funding sources effective 07/01/21

Background

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"Board" means the Board of Trustees of the SCPCSD
"Chief Business Official" means a District employee, above the level of procurement officer and reporting directly to the superintendent, designated in writing by the Superintendent as having primary management responsibility for District business operations or finance. Unless otherwise provided by the Superintendent, the "Chief Business Official" shall also serve as the "Chief Procurement Officer." The name and official District title of the person currently serving as the District's chief business official must be published in the internal procurement procedures issued pursuant to Section 540.

Definitions

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“Chief procurement officer” means a District employee, above the level of procurement officer, designated in writing by the Superintendent as having primary management responsibility for supervising procurement or disposal by the District. The Superintendent may provide for the division or sharing of duties and powers assigned by this code to the chief procurement officer to more than one person. Unless otherwise designated in writing by the Superintendent, the chief business official serves as the chief procurement officer. The name and official District title of the person currently serving as the District's chief procurement officer must be published in the internal procurement procedures issued pursuant to Section 540.

Definitions

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SECTION 450. Reporting purchases. (S.C. Code § 11-35-450) (A) The purchase of furniture, floor coverings, wall coverings, or other decorative or ornamental items by the District must be reported to the Board before the purchase, when the cost of the furniture, covering, or item exceeds one thousand dollars, and it is to be used in: (1) an office or adjoining reception area utilized by the Superintendent or assistant Superintendent; or (2) a board room or a conference room used as a board room. (B) The reports required in subsection (A) must include the item to be purchased and its price. Upon receiving the reports, the Board formally shall approve or disapprove the purchase.

Board Approval

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SECTION 510. Centralization of materials management authority. (S.C. Code § 11-35-510) Except as otherwise provided herein, all rights, powers, duties, and authority of the District relating to the procurement of supplies, services, information technology, and construction and to the management, control, warehousing, sale and disposal of supplies, construction, information technology, and services, regardless of source of funding, are hereby delegated to the chief procurement officer by the Board.
SECTION 540. Authority and duties of the board. (S.C. Code § 11-35-540) (2) Approval of Procurement Procedures. The District shall develop internal procurement procedures consistent with this code and the procurement regulations; except, that the procurement procedures must be approved in writing by the Superintendent.
(3) The board shall consider and decide matters of policy within the provisions of this code including those referred to it by the chief procurement officers. The board has the power to audit and monitor the implementation of its regulations and the requirements of this code.

Procurement Organization

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SECTION 1250. Authority to contract for auditing services. (S.C. Code § 11-35-1250) No contract for auditing or accounting services shall be awarded without the approval of the Board. [Alternative Text: In the alternative, Districts may specify the Superintendent as the official appropriate to approve such contracts.
SECTION 1260. Authority to contract for legal services. (S.C. Code § 11-35-1260) No contract for the services of attorneys shall be awarded without the approval of the Board. [Alternative Text: In the alternative, Districts may specify the Superintendent as the official appropriate to approve such contracts.

Authority to Contract for Auditing and Legal Services

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SECTION 1550. Small purchase procedures; when competitive bidding required. (S.C. Code § 11-35- 1550) (1) Authority. The following small purchase procedures may be utilized only in conducting procurements that are up to the amounts specified herein. Procurement requirements must not be artificially divided by governmental bodies so as to constitute a small purchase pursuant to this section. (2) Competition and Price Reasonableness. (a) No Competition. Small purchases not exceeding ten thousand dollars may be accomplished without securing competitive quotations if the prices are considered reasonable. The purchasing office must annotate the purchase requisition: "Price is fair and reasonable" and sign. The purchases must be distributed equitably among qualified suppliers.

Small Purchases

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(b) Three Written Quotes. Written request for written quotes from a minimum of three qualified sources of supply may be made and, unless adequate public notice is provided in the South Carolina Business Opportunities, documentation of at least three bona fide, responsive, and responsible quotes must be attached to the purchase requisition for a small purchase not in excess of twenty-five thousand dollars, or for a small purchase of commercially available off-the-shelf products not in excess of one hundred thousand dollars, or for a small purchase of construction not in excess of one hundred thousand dollars. The award must be made to the lowest responsive and responsible sources. The request for quotes must include a purchase description. Requests must be distributed equitably among qualified supplies unless advertised as provided above.

3 Quotes needed

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SECTION 1520. Competitive sealed bidding. (S.C. Code § 11-35-1520) [Alternative Text: Districts are advised that, except for some procurements for construction, the Consolidated Procurement Code requires advertisement in South Carolina Business Opportunities for all procurements valued above $25,000. See S.C. Code § 11-35-1550. Nevertheless, if requested, Division of Procurement Services will approve the following language in lieu of the second sentence above: "The notice must include publications in the newspaper of general circulation, as selected by the Board and identified in the District's internal procurement procedures (§ 540) and should include publications in 'South Carolina Business Opportunities.' For a procurement with a total potential value over two hundred and fifty thousand dollars, the notice must include publications in ‘South Carolina Business Opportunities.’ The District may give additional or wider public notice in any other media."

Competitive Sealed Bidding

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SECTION 1560. Sole source procurement; public notice. (S.C. Code § 11-35-1560) (A) A contract may be awarded for a supply, service, information technology, or construction item without competition if, under regulations, the Superintendent, or a designee above the level of the procurement officer, determines in writing that there is only one source for the required supply, service, information technology, or construction item. Except for contracts with a total potential value of fifty thousand dollars or less, adequate public notice of the intent to award without competition must be posted in South Carolina Business Opportunities, except that public notice is not required if the Superintendent, after consultation with the Board, determines in writing that award without such notice is in the interest of the District. Notice must contain a statement of the right to protest under Section 4210(1) and must be posted at least five business days before entering a contract. For contracts with a total potential value greater than two hundred fifty thousand dollars, such notice must be posted at least ten business days before entering a contract.

Sole Source

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Exemptions

State contracts (already bid out)
Books, periodicals, newspapers, technical pamphlets, standardized tests and other testing materials, copyrighted educational materials, filmstrips, slides and transparencies
Public utilities, such as electricity, water or sewer
Travel
Workshops, seminars and conferences
Professional journals
Taxes, social security, annuities and credit unions
Life insurance or supplemental insurance
Refunds on health insurance
Oil company credit cards – purchases for gas, oil and emergency repairs
Professional services normally obtained on a fee basis, such as attorneys, auditors, accountants, physicians or dentists.

Professional dues, registration and membership fees
Instructional training or staff development offered by the SCPCSD to school employees and any contractual services that were necessary to provide the seminars
Diplomas
U.S. postage stamps and post office boxes
Furniture refurbishing services of the Department of Corrections
Services and/or supplies provided by the Division of General Services to public procurement units
Local school funds (not allocated funds)

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State Contracted Good/Services

Website
Goods and services have already been bid out – do not need to seek additional bids
Amazon is not always the best deal

Maintenance items
Science supplies
Office supplies
Classroom furniture
Electronics – TV’s, computers, printers, ink
Vehicles
Appliances
PPE supplies
Copy machines
Mail meters
Shredding machines or service
And much more……

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In$ite - Organize LEA and School expenditure data into 5 major spending categories: Instruction, Instructional Support, Operations, Other Commitments, and Leadership
Administrative Cost Report – district uses functions identified by In$ite
ESSA - The per-pupil expenditures of Federal, State, and Local funds, including actual personnel expenditures and actual non-personnel expenditures of Federal, State, and Local funds, disaggregated by source of funds, for each local educational agency and each school in the State for the preceding fiscal year.

PPE will be listed on school report card�

State and Federal Reporting

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Compliance and Eligibility
Federal funds excluded
Budget at minimum same as prior year
Function codes: 121, 122, 123, 124, 125, 126, 127, 128, 131, 132, 133, 134, 135, 136, 137, 138, 139, 161, 214, 215, and 223
Run quarterly reports to monitor spending
School is responsible for meeting MOE – affects district MOE
Failure to meet will result in loss of funding for the district

Maintenance of Effort (MOE)

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SC Educator

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Replaced SCDE CPS and PCS system last year.
Database utilized to track/monitor teacher certifications and other staff member data for several revenue streams. (excludes custodial, cafeteria, and bus drivers)
Staff records drive funding for state revenues:

3186 – State Aid to Classroom TSS (GF portion)
3550 – Teacher Salary Supplement (EIA portion)
3187 and 3577 – Teacher Supply
3135 – Reading Coach
3532 – National Board

School Staffing Form
Position Code (PC) list

SC Educator

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Deadlines for SC Educator System Staff Updates

November 1^st – due date for Federal Reports and Accreditation Reports
November 30^th – Teacher supply funding and initial state aid to classroom – teacher salary funding
April 30^th - Teacher Salary Supplement and State Aid to Classroom – Teacher Salary Funding; 135 Day Updates
June 30^th – Final changes to SC Educator for FY 21-22

A staff listing report will be emailed to the school’s HR contact about one month prior to these deadlines requesting review and updates to be returned prior to the deadline to ensure that HR has enough time to key changes. Changes can be made on the excel file and highlighted or an SC Educator form can be submitted for each individual update

SC Educator Report Fields

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District – District the employee is associated with
School – School where the employee works
Name – Employee Name
Positions

This represents the position an employee has been assigned at the school based on the SC Educator form that was submitted to HR

The position code from the current list provided by the State Department and found on the HR Resource page of the website should be submitted on the form and not the job title
If a position code is not entered on the form, HR will email the school to get the code for that staff member and will not try to guess the correct code
In cases where there is not a clear choice from the position code list, please email HR the employee’s job description and HR can work with the State Department to determine the best position code to use

SC Educator Report Fields

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Days Emp

This would be the number of actual days the employee will work for the school year, for example 190, 210 etc.
If an employee begins later in the year, you should put the actual number of days worked during the school year and not the total for the position
This number should be adjusted when an employee leaves employment prior to the end of the school year to reflect the number of days they actually worked.
If an employee goes out on a leave without pay status, their number of days should be updated at the year end staff listing update request to reflect only days paid for that school year so that the proper experience is given for certification. A Teacher will only receive a year of experience on their certification if they are work (to include sick leave pay) 152 days or more for the school year.

SC Educator Report Fields

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135 Days

The 135 days for staff begin when the teacher’s report to work (this is not the same as the 135 day count for students)
Every employee, even 12-month employees begin the 135 day count on the teacher’s first date unless the position starts after a teacher in the case of a teacher’s aide that works only 182 days
This field needs to be adjusted for any employee that starts after the first day for teachers because they will not be employed for the first 135 days
This number would also be adjusted when an employee leaves prior to the 135^th day

SC Educator Report Fields

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Class – If the staff member holds a SC Certificate this field shows the class they are in from their certification such as Bachelor’s, Masters etc.

Years Teach – This field reflects the number of years experience on the staff member’s SC Teaching certificate. This number does not reflect the current school year which is finalized after the year end and once the State Department rolls over the data for the next year

Min Sal – This is the salary listed on the State Minimum Salary Schedule for the current school year and is based on the individual’s certification status and years of experience

SC Educator Report Fields

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Annual Salary – This field represents the salary reported to HR on the SC Educator form and should be the salary paid to the individual for the current school year. This amount should be adjusted if a staff member starts late in the year or leaves before the end of the year to reflect actual amount paid in the current school year.
Fed Funds – This field reports the amount of the annual salary that is paid by federal funds. A school should report this on the SC Educator form
FTE – This field shows the full-time status of the staff member that was reported by the school. If a staff member has two positions, there will be two rows for that individual on the report and the FTEs added together cannot be more than 100%

SC Educator Report Fields

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Fund FTE – This field is calculated using the formula below:

(First 135 days employed/135 ) * FTE * (Salary-Federal Funds/Salary)

Tsal Incr – This field is the Teacher Salary Supplement funded by the State and is calculated as shown below:

(First 135 days employed/135) * FTE * ((Annual Salary-Federal Funds)/Annual Salary) * (TSS Amount from Salary Schedule))

SC Educator Report Fields

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Term – This field shows a termination date when the employee left the school and is based on information HR receives on the SC Educator form submitted by the school

Term Reason – A termination reason stating why the employee left can be added to the SC Educator form such as resignation, transfer to another District, etc. This is very helpful to have for reporting purposes to the State Department. Please input a reason on the SC Educator form going forward.

SC Educator Report Fields

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Note – This field is where a position title can be entered if the code is generic such as code 86 - Support Staff or if you would like to indicate what subject staff member is teaching. When entering the position code on the SC Educator form, please enter the job title if you would like to have that on the staff roster

Cert Num – Certification Number of certified staff
Cert Status – Certification Status (Current/Expire)
Cert Eff Date – Effective date of the teaching certificate
Cert Expire Dt – Expiration date of the teaching certificate

SC Educator Report Fields

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QUESTIONS ?????

SC Educator Report Fields

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Michael Thom, CFO

mthom@sccharter.org

Nick Michael, Director of Financial Services

nmichael@sccharter.org

Jackie Snell, Director of Human Resources

jsnell@sccharter.org

LaPrecious Sapp, Coordinator of Special Projects

lsapp@sccharter.org

Carla Dowey, Coordinator of Financial Services

cdowey@sccharter.org

Amanda “Mandy” Freeman, COVID Financial Services Coordinator

afreeman@sccharter.org

Julie Iacuone, COVID Financial Services Coordinator

jiacuone@sccharter.org

Anita Ballington, COVID Financial Services Coordinator

aballington@sccharter.org

Financial Services Contacts

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