The Employee Benefit Fund (Fund 03) should be used for these types of expenditures so you’re not using spending authority out of the General Fund.

To record employee health insurance claims, use the object code series 28X (Health Benefits) and prorate the expenses among the different employee classes:

• 280 Non-Instructional Staff
• 281  Teacher/Professional Staff
• 282  Instructional Aides & Assistants
• 283  Substitute Teachers
• 284  Technical Staff
• 285  Superintendent/ESU Administrator
• 286  Professional Non-Certificated Staff

To record the payment of reinsurance premiums, use object code 340 (Other Professional Services).

This was one of the updates made in the

(Districts were notified of this updated Master Code List through newsletters and various presentations.)  Along with several other changes in the coding, Energy related object codes were consolidated into two categories:

• 621  Utility Energy Services –  which includes the following:
  • Natural Gas
  • Bottled Gas
  • Oil
  • Electricity
  • Coal
  • Other Energy

• 626 Fuel – which includes the following:
  • Gasoline
  • Diesel
  • Propane
  • Other fuel

The costs would be coded in the appropriate function code.  The following examples to help determine the correct codes:

• 1100:  if the retiring individual is considered Regular Education
• 1200:  if the retiring individual is considered Special Education, the function code would be in the appropriate 1200 code,
• 2120:  if retiring individual is the your guidance counselor

The object code depends on whether the district received State Board Approval for General Fund Expenditure Exclusion for these costs.

• 238:  “Voluntary Termination Agreements” if the district did receive State Board Approval for an Expenditure Exclusion
• 239:   “Early Retirement Contributions” if the district did not request State Board Approval for an Expenditure Exclusion

Object Code 695 Indirect Cost Rate is only available in the School Nutrition Fund in following function codes:

• 3100 Food Service Operations
• 2190 Other Support Services

If you want to identify these costs in federal programs, you could use object code 890 Miscellaneous.  If other expenses are coded to object code 890, you may want to ask your software vendor how to add an identifier.

Object Code 237 Increased Retirement Contribution Rate is not collected in Federal Program Disbursements (6000’s).  Object Code 237 is used in State Aid calculation purposes so we only need Object Code 237 in the functions that are paid by state and local funds.  Code all of the retirement contributions into the 23X series for salaries paid out of Federal Program funding.

If your software won’t accommodate this,  a manual journal entry done at the end of the fiscal year would be necessary to move disbursements coded as object code 237(Increased Retirement Contribution Rate) into the 23X object code (Retirement Contributions) series.

You would want to use Object Code series 15X – Additional Compensation.  Since you’re coding for teachers, the actual object code would be 151.  The function code would be for either for 11XX for Regular Ed teachers or 12XX for SPED teachers.  If this is for an administrator such as a Principal, the function code would be 2410 – Office of the Principal.   You’d use the same function code that is used to record their regular salary.

If you’re paying out an employee for their unused vacation days, you would also use the 15X series – Additional Compensation.

Code the retirement payout amount (for example, unused sick leave) to Object Code 15X Additional Compensation (151 for Teachers/Professional Staff).

At the end of the school fiscal year,  record a journal entry to move that amount into Object Code 239 Early Retirement or Termination.

Costs related to any type of student insurance should be coded in the General Fund under Function Code 2190 Support Services – Student – Other and Object Code 520 – Insurance (Other than Employee Benefits)

The code string would be -01-2-02190-520.

The Capitalization Threshold for district purchases is $5000.  So any individual item with a cost of $5000 or more is considered capital outlay and would be coded in the Object Code 700 series.  Items costing less than $5000 would be coded as 610 General Supplies.

The function code for this purchase would be 2580 Administrative Technology Services.  As for the individual components, use Object Code 734 Technology-Related Hardware for items that were $5000 or more.  If the cost for each is less than $5000, use 610 General Supplies.

Server software costing $5000 or more would be coded as 735 Technology Software.  If the software costs less than $5000, use 610 General Supplies.

Stipends need to be coded as “Additional Compensation” in the 150 object code series.

For example, teacher stipends should be coded as 151.

If the district is contracting for therapist services from an ESU (or another district), you would want to use Object Code 591 Services Purchased from Another School District or ESU.  If these services will be provided by a hospital or a private company, you would code it as Object Code 340 Other Professional Services.

Travel costs like fuel, bus driver wages, or anything else travel related should be Object Code 510 Student Transportation Services.

Any entry fees that are paid for this students would be Object Code 810 Dues and Fees.

Expenditures related to the district’s share of any group insurance would be coded in the 21X series of object codes.  For example: Health, Dental, Vision, Disability Insurance.

Health Benefits coded under the 28X series would include district-paid expenditures as employee annual deductibles, EAP costs, Employer HSA contributions, in-lieu-of insurance payments and other health programs provided to employees.

Since the units are valued at less than $5000, you would code them as Object Code 610 Supplies.