Classified Connections 2022
Reminders:
Welcome to:
All About Account Codes
Presented by:
Members of the Budget & Grant Accounting Team
PORTLAND PUBLIC SCHOOLS
Your Hosts & Guides:
Budget & Grant Accounting Staff
Alexandra Martin
Business Operations Analyst
David Stone
Fiscal Services Associate
PORTLAND PUBLIC SCHOOLS
A Financial Mystery . . . . .
Why do we use
Account Codes, and why
should I care?
ODE Chart of Accounts
The Oregon Department of Education requires all school districts and education service districts in the State to use their Chart of Accounts as a means of developing, tracking, and reporting finances of the districts. We are guided by their Program Budgeting and Accounting Manual (PBAM) to assist with this requirement.
The Chart of Accounts encourages full disclosure of the financial position of the district.
Emphasis is placed on the accurate development of budgets and classification of financial expenditures.
At first glance, Account Codes appear very complex and confusing. However, they reflect the accounting structure used by PPS and other school districts throughout the State, and when used consistently and appropriately, give us the ability to provide meaningful and useful reports for both internal and external audiences.
An accurate Account Code provides a complete picture and tells us just about everything we need to know about the resources being used, whether it be a teacher, a contract, or classroom supplies.
Consistency in budgeting and financial reporting enhances our ability to present a clear picture of the District’s financial condition. Financial information that is consistently presented in a simple and straightforward format will be readily or more easily understood by government agencies, the Board of Education, and the public, and help provide a sound basis for decision-making.
In addition to our regular PeopleSoft reports, external financial reports are produced by PPS to satisfy the reporting requirements of various agencies outside of our school district, including State and Federal agencies, Congress, the Legislature, creditors and credit rating agencies, parents, taxpayers, and the general public.
The Oregon Legislature determines the level of funding available for the operation of Oregon’s school districts. Accordingly, legislators need clear, consistent information on school spending as a basis for decision making. Cumulative information in comparable formats about the operations of groups of districts is needed to formulate funding policies.
School districts in the State of Oregon are also required to produce an annual financial report that has been audited by an independent audit firm, and the consistent and accurate use of the Chart of Accounts is crucial in preparing and reporting our financial information.
Budget & Grant Accounting Website
Budget & Grant Accounting Website
Budget & Grant Accounting Website
Definitions of Account Code Elements
Definitions of Account Code Elements
The Order of Account Code Elements
Fund – Function – Object – Location – Area – Project – Department
Department – Object – Function – Area – Fund – Project
(Location element is not available for use in Time & Labor )
School Consolidated Budgets
School Consolidated Budgets
Five of the six elements which make up the Account Code for the Consolidated Budget never change. The only element that will vary is the Object, depending on what it is you are paying for. Example:
Applegate Elementary Consolidated
Fund – 101
Function – 11113
Object – Varies by expense type
Location – 134
Area – 05000
Project –
Department – 1134
Postage: 101 – 11113 – 535300 – 134 – 05000 - 1134
Supplies: 101 – 11113 – 541000 – 134 – 05000 - 1134
Computer Software: 101 – 11113 – 547000 – 134 – 05000 - 1134
Object Codes
Please visit the Account Code section of the Budget Office website for a list of Frequently Used Object Codes, or a complete list of Object Codes for Expenditures:
Object Codes
Object 541000
Consumable Supplies:
Material items of an expendable nature that are consumed, worn out, or deteriorated by use. Examples include classroom & office supplies, paper, cords, cables, keyboards, mice, thumb drives, projector bulbs, and other computer peripherals.
Please don’t code items to 541000 that are not supplies. Just because there is budget in this line does not mean that the expense belongs there!
Object Codes
Object 546000
Non-Consumable Supplies:
Items which are equipment-like in nature and less than $5,000. Examples include desks, chairs, whiteboards, tables, bookcases. Object 548000 is used for computer equipment such as laptops, desktops, Chromebooks, etc.
Object Codes
Object 531800
Local Meetings & Staff Development:
Costs for refreshments or meals related to approved student activities, community meetings, or staff training events.
Please see Board Policy 8.30.010-P for allowable expenditures of Meals, Refreshments, and Gifts.
Object Codes
Object 543000
Library and Reference Books:
Books for use in the Library and staff development / training manuals for teachers and other staff.
Object Codes
Object 542100
Textbook Expansion:
Textbook purchases that are unique and outside the basic curriculum, as well as special one-time purchases to support the expansion of classroom curriculum and individual school needs.
Object Codes
Contracts:
When paying for services by way of a contract, do not use a payroll object such as 512400. Payroll objects may only be used in Time & Labor for PPS Employees.
Object codes for contracts typically begin 531XXX through 538XXX for schools.
Object Codes for Payroll
Account Codes & Reports
Classified Connections Website - Feedback Survey
PORTLAND PUBLIC SCHOOLS
Questions?
(Please submit through chat box)
Thank you for your time!
PORTLAND PUBLIC SCHOOLS