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How do we code for paying out our teachers for their unused sick/discretionary days?

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.

How would we code the payout of unused sick leave to a terminating teacher?

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.

How should student insurance be coded?

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.

How would we code a purchase of a virtual server for our active directory, file services, print server, etc.? How would we code the server software?

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.


Where do we code stipends for teachers?

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

For example, teacher stipends should be coded as 151.

What Object Code should be used for therapy services such as Occupational or Physical Therapists provided by an ESU or provided by a private company or a hospital?

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.

What Object Codes should we use for costs related to students going on field trips?

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.

What is difference between Object Code 21X Group Insurance and 28X Health Benefits?

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.

We have a project that costs over $25,000 but the individual units of these items are less than $5000 each. How would we code this?

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