Understanding the Standard Account Code Structure (SACS) in California
SACS, or the Standard Account Code Structure, is crucial for the State of California to comply with federal reporting requirements. It provides a framework to categorize funds based on fund type, resource origin, project year, student population served, fund activity, items purchased, service locations, and program managers. The system helps in financial tracking and accountability, ensuring transparency in financial operations.
Download Presentation
Please find below an Image/Link to download the presentation.
The content on the website is provided AS IS for your information and personal use only. It may not be sold, licensed, or shared on other websites without obtaining consent from the author. Download presentation by click this link. If you encounter any issues during the download, it is possible that the publisher has removed the file from their server.
E N D
Presentation Transcript
BCOE Account Structure Using SACS and Escape 1
WHAT IS SACS????? Standard Account Code Structure The State of California was mandated by the Federal Government to comply with their reporting requirements. SACS or the Standard Account Code Structure is the state s answer to this mandate. 2
What does SACS do? SACS tell us the What, When, Why, Where, and How FUND What fund type do the funds belong in, according to GAAP (Generally Accepted Accounting Principles)? RESOURCE Where are the funds coming from? PROJECT YEAR Is there a different fiscal year? GOAL What student population is being served? FUNCTION What is the activity the funds are used for? OBJECT What are you buying? SITE Where are the services being provided? MANAGER Who is responsible for the program? 3
BusinessPLUS versus Escape BCOE used org keys in BusinessPLUS, or IFAS, to assign a fund, resource, project year, function and goal to a program Site and manager codes were also embedded in the org keys Org keys were used for revenues, expenditures and balance sheet accounts Escape uses accounts (AKA full string SACS accounting ) instead of org keys The object, site and manager codes are part of the accounts Accounts are used for revenues, expenditures and balance sheet accounts Crosswalk of org keys to accounts located on BCOE website 4
BCOE Account Structure Examples FUND RESOURCE YEAR OBJECT GOAL FUNCTION SITE MANAGER XX XXXX X XXXX XXXX XXXX XXXX XXXX An example of an account for a materials and supplies purchase for Migrant Education Regular Year direct service: 01 - 3060 - 8 - 4300 - 4850 - 3902 - 5030 - 5200 An example of an account for travel in the Region 2 Learning Support 21st CCLC program: 01 - 4123 - 9 - 5200 - 8600 - 2100 - 0000 - 4102 5
FUND-XX SACS Fund designates the source of revenues and expenditures outlined by GASB (Government Accounting Standards Board) and State Accounting Guidelines Coding Required for: Revenues Expenditures Balance Sheet Accounts Most Used BCOE Fund numbers General Fund 01 Child Development Fund 12 Special Reserve for Capital Outlay Fund 40 6
RESOURCE-XXXX Project Reporting SACS Tracks activities funded with revenues that have financial reporting requirements and Activities funded with revenues that have restrictions on how funds are spent (Title I, Migrant Ed, Expanded Learning, etc.) Separates Unrestricted from Restricted Coding Required for: Revenues Expenditures Balance Sheet Accounts 7
PROJECT YEAR-X SACS Project Year is used to track those programs that follow a project year different from the fiscal year (for example, July YR1 to Sep YR2) This is a one digit field Coding Required for: Revenues Expenditures Only a handful of BCOE programs use project year (Learning Support, Calkidz) 8
GOAL-XXXX SACS Defines an instructional setting or a specific student population Regular Education Adult Education Special Education Coding Required for: Revenues Expenditures 9
FUNCTION-XXXX SACS Designates the general operational area and groups together related activities Student Instruction School Administration M & O Function is important in determining the cost of operations within a Goal Coding Required for: Revenues Expenditures 0000 is not a valid Function for any Expenditure... 10
OBJECT-XXXX SACS Classifies expenditures according to the types of items purchased or services obtained Classifies revenues by the general source and type of revenue Coding is Required for: Revenues Expenditures Balance Sheet Accounts 11
SITE-XXXX SACS Site can be the physical location where the activity takes place Site can also be the org key that was assigned to a cost center in BusinessPlus Coding required for: Revenues Expenditures 12
MANAGER-XXXX SACS Determines fiscal responsibility, report sort, and distribution Manager is not necessarily determined by the location, school site or program 13
Logging into Escape Escape Online Icon Select connection Login 14
Navigating Escape Change password Notification settings Preferences Activity Tree Help and Online Resources Quick starts Switching between activities 15
Requisition Process Administrative Assistant initiates in Escape Submit or save/close Requisition number is assigned Approval path Purchase Order number is assigned 16
Approving Requisitions Quick Start Activity Tree Changing proxy approval 17
Running Reports in Escape IFAS equivalents Setting up favorites 18
IFAS vs. Escape Report Equivalents IFAS Report Escape Report Fiscal01 (object summary only) Fiscal02 (object totals by account) Fiscal03 Cost Center by fiscal year for one year (no org key details) Cost Center by fiscal year for one year (with org key details) Actual Transactions by Key and Object PB Employee by Record Type and Key CDH Summary PB Employee by Record Type and Key CDH Summary Budget05 (sorted by account) Budget06 (sorted by employee) 19
Escape Support Escape Online 5 Help in menu bar Tutorials in Online Resources Tools How-to and Tutorial E-mail System Support ss@bcoe.org Crosswalk location on website Documents >> Fiscal Services Documents >> Escape Tech 20
