Chart of Accounts for Victorian Government Schools

1 Chart of Accounts for Victorian Government Schools Financial Services Division Version June 2019. Contents Glossary .. 4. 1. Foreword .. 5. 2. Introduction .. 5. 3. Chart of Accounts and the Reporting Process .. 5. 4. Chart of Accounts Structure .. 5. 5. General Approach to Chart of Accounts 6. 6. Deactivating or Modifying school Defined codes .. 6. 7. Handy Hints .. 7. 8. Goods and Services Tax (GST) and the Chart of Accounts .. 7. 9. General Ledger Current 9. 10. General Ledger Non Current 12. 11. General Ledger Current Liabilities .. 17. 12. General Ledger Non Current Liabilities .. 18. 13. General Ledger Accumulated Equity .. 18. 14. General Ledger Revenue Government Provided DET Grants .. 19. 15. General Ledger Revenue Commonwealth Government Grants .. 21. 16. General Ledger Revenue STATE Government Grants .. 22. 17. General Ledger Revenue Other .. 23. 18. General Ledger Revenue Locally Raised 25.

2 19. General Ledger Expenditure Salaries and Allowances .. 32. 20. General Ledger Expenditure Bank Charges .. 34. 21. General Ledger Expenditure Consumables .. 34. 22. General Ledger Expenditure Books and Publications .. 35. 23. General Ledger Expenditure Communications Costs .. 35. 24. General Ledger Expenditure Equipment / Maintenance / Hire .. 36. 25. General Ledger Expenditure Utilities .. 39. 26. General Ledger Expenditure Property Services .. 40. 27. General Ledger Expenditure Travel and Subsistence .. 42. 28. General Ledger Expenditure Motor Vehicle Expenses / Lease .. 44. 29. General Ledger Expenditure Administration .. 44. 30. General Ledger Expenditure Health and Personal Development .. 46. 31. General Ledger Expenditure Professional Development .. 46. 31. General Ledger Expenditure Trading and Fundraising .. 49. 34. General Ledger Expenditure Support / Service .. 51. Melbourne June 19.

3 State of Victoria (Department of Education and Training) 2017. The copyright in this document is owned by the State of Victoria (Department of Education and Training), or in the case of some materials, by third parties (third party materials). No part may be reproduced by any process except in accordance with the provisions of the Copyright Act 1968, the National Education Access License for Schools (NEALS) (see below) or with permission. An educational institution situated in Australia which is not conducted for profit, or a body responsible for administering such an institution may copy and communicate the materials, other than third party materials, for the educational purposes of the institution. Authorised by the Department of Education and Training, 2 Treasury Place, East Melbourne, Victoria, 3002. 35. General Ledger Expenditure Camps / Excursions / Activities .. 53. 36. General Ledger Expenditure Internal Transfers.

4 54. 37. General Ledger Expenditure - Miscellaneous .. 54. 38. Programs, Sub Programs & Initiatives .. 56. 39. Administration Programs .. 66. 40. Specific Purpose 67. 41. General Purpose Programs .. 69. 42. Commonwealth Programs .. 70. 43. Student Support Services .. 70. 44. DET Initiatives (Subject to Change) .. 71. Melbourne June 19. State of Victoria (Department of Education and Training) 2017. The copyright in this document is owned by the State of Victoria (Department of Education and Training), or in the case of some materials, by third parties (third party materials). No part may be reproduced by any process except in accordance with the provisions of the Copyright Act 1968, the National Education Access License for Schools (NEALS) (see below) or with permission. An educational institution situated in Australia which is not conducted for profit, or a body responsible for administering such an institution may copy and communicate the materials, other than third party materials, for the educational purposes of the institution.

5 Authorised by the Department of Education and Training, 2 Treasury Place, East Melbourne, Victoria, 3002. GLOSSARY. Abbreviation Description Abbreviation Description ABN Australian Business Number GST Goods and Services Tax ATO Australian Taxation office HR Human Resources BMV Business Managers Victoria HYIA High Yield Investment Account CASES21 Computerised Administration ICAS International Competitions and Systems Environment in Assessments for Schools Schools 21 century CoA Chart of Accounts NPSE Non Profit Sub Entity CRC Criminal Record Check RCTI Recipient Created Tax Invoice CRT Casual Relief Teacher SMS Schools Maintenance System CSEF Camps Sport and Excursion SRP Student Resource Package Fund DEEWR Department of Education, STLR Short Term Leave Employment and Workplace Replacement Relations DET Department of Education and TAC Transport Accident Training Commission ECD Early Childhood Development VET Vocational Education and (Kindergartens, Day Care, Training Maternal Health).

6 EFTPOS Electronic Funds Transfer VPSSA Victoria Primary school Sports Point Of Sale Association ES Education Support VYDP Victorian Youth Development Program FBT Fringe Benefit Tax WWC Working With Children check FSD Financial Services Division 4 Version - June 2019. 1. Foreword 3. Chart of Accounts and 4. Chart of Accounts This publication is designed to the Reporting Process Structure assist school principals and Schools generate reports for a The CASES21 Chart of Accounts is administrative staff in reinforcing variety of users and reasons. Chart structured into two sections for the and understanding the Chart of of Accounts codes are the common entry and recording of transactions. Accounts which forms the basis denominator for all CASES21. for entering financial reports; a mastery of the CASES21 Colour coding has been used in this transactions in CASES21. coding levels as well as document to assist in recognition of understanding the desired outcome each component of the structure.

7 Effective understanding and in the form of the report, are vital if application of the Chart of reports are to be accurate, timely Section One General Ledger Accounts will ensure accurate and relevant. Assets and timely data entry resulting Liabilities in relevant and reliable financial Familiarity with CASES21 reports Accumulated Funds reports. This in turn allows for in and an awareness of the variety of Revenue depth interpretation and alternative reports for presenting Expenditure analysis of the reports that is information will enhance best required for effective decision practice' coding and provide the Section Two school Level making. best report format for users. The Programs perspective adopted when coding Sub Programs 2. Introduction information will have an impact DET Initiatives upon the outcomes generated in The importance of correct reports for users. Assets coding prior to CASES21 data entry is critical to the credibility, Understanding user needs, Items of value owned or controlled reliance and accuracy of including Department classification by the school as current assets information.

8 Requirements, is an important (cash, or items that could be aspect of generating the correct converted to cash within 12 months The accuracy of CASES21 report for the user. bank Accounts , sundry debtors, reports for both internal and Accounts receivable), and non- external users can only be Further information on the school current assets (items such as plant relied upon when data has been reporting process is provided in the and equipment which are not easily correctly entered into the following publications on the converted to cash). system. Financial Management website: Liabilities It has been found that Operating Statement, A practical miscoding errors generally example and explanation', The Amounts owing by the school to relate to a lack of understanding Balance Sheet, A practical example external parties classified as current of the Chart of Account and explanation' and Financial liabilities (amounts owed to structure and its link to the Reporting for Schools '.)

9 Creditors and expected to be paid in reporting process. A best the current accounting period) and practice' approach to coding Website: CASES21 System non- current liabilities (deferred transactions is outlined in this webpage commitments expected to be met in booklet for specific and general future accounting periods such as reference. co-operative loans). Accumulated Funds The net assets of the school which is represented by the equation: Accumulated Funds = Assets (what is owned) Liabilities (what is owed). 5 Version - June 2019. Revenue 5. General Approach to When coding a transaction, CASES21 operators should An inflow of resources/funds Chart of Accounts consider a number of questions to resulting from the provision of Coding assist in ensuring coding is correct: parent payments, services and trading operations. General Ledger and Program Chart Which bank account am I. of Account codes have been defined using?

10 Revenues are received by by the Department and therefore cannot be deleted or modified. Which Sub Program is receiving Schools via SRP funding, /spending this money? grants, locally raised funds or What General Ledger code other funds such as bank At Sub Program level there is the provision for Schools to add school does the revenue/expenditure interest. belong to? defined codes if they are required to Expenditure meet specific reporting requirements. What is the source of funds/. payment for? An outflow of resources/funds in Initiatives may be mandated for use Would the item/services/works exchange for services or goods. by the Department for accountability need to be capitalised? purposes. Is an Initiative code mandated Recurrent expenditure produces /required to be used? benefits not extending beyond Schools should develop a consistent What is the GST treatment of the accounting period approach to the use of school defined the transaction?