Board Secretary Report (Through 6/30/2024)

Definitions

Balance of a balance sheet 

The number is shown as positive if it is a debit balance.

The number is shown as negative () if it is a credit balance.

Debug Mode

Debug mode will place all account numbers that are used in the Board Secretary report in () on each line.

Audit

The report includes an inclusive audit for the sections that is needed.  The audit for each section is usually formatted in such a way that it is easy to extract and paste into Excel.

1. Assets and Resources

Assets

• balance and description of Balance Sheet 10 (Cash in Bank)
• "Cash on hand and equivalents"
  • The sum of balances from Balance sheets 102 through 107
• Balance and description of each balance sheet from 108 through 121 (each on its own line)
• Accounts Receivable:
  • Balance and description of each balance sheet from 132 through 149 (each on its own line)
• "Loans Receivable"
  • Balance and description of each balance sheet 131*, 151* and 152*.
  • Sum of above
• "Other Current Assets"
  • Sum of balances on all accounts 1xx* that are not displayed above.

Resources

• balance and description of Balance Sheet 301 (Estimated Revenues)
• balance and description of Balance Sheet 302 (Revenues)
• Right column is the sum of the 301 and 302

"Total assets and resources" which is the sum of all above.   This value must equal the Total Liabilities and Fund Balance value found at the bottom of the Liabilities and Fund Equity Section of the report (usually page 2)

2.  Liabilities and Fund Equity

Liabilities

• Balance and description of all Balance Sheets from 400 to 499.
• Sum of above

Fund Balance

"Appropriated:"

• "Reserve for Encumbrance"
• Balance and description of balance sheets 753*, 754*, 755*, 756*, 757*, 758*, 759*
• "Total Reserved for Encumbrances": Sum of above

• Balance and description of 601  (Appropriations)
• Balance and description of 602 ( Expenditures/expenses)
• Balance and description of 603  (Encumbrances)

• Less: Expenditures and Encumbrances (Sum of 602 and 603)

• Total Appropriated:  Sum of above

Total Assets and Resources:  Total of Liabilities and Fund Balance.   This value must equal the Total Assets and Resources value in the Assets and Liabilities section of the report (usually page 1).

"Reserved Fund Balances":

Unappropriated:

• Balance description of balance sheets: 77*, 303*, 307*, 309*, 317*
• Total Unappropriated: Sum of above

3.  Recapitulation of Budgeted Fund Balance

Appropriations

The 3 columns for appropriations are the sum of Original, Current, and (Original - Current) appropriation columns in all Expense accounts.

The report audit includes the values for each expense account

Revenues

The 3 columns for revenues are the sum of Anticipated, Revised , and (Anticipated - Revised) columns in all Revenue accounts.

The report audit includes the values for each revenue account

Subtotal

Appropriations - Revenue columns.

Changes in Reserves

For plus balance accounts:

• Budgeted - Opening Credits
• Actual - Posted Credits
• Variance - Opening - Posted Credits

For Less balance accounts:

• Budgeted - Opening Debits
• Actual - Posted Debits
• Variance - Opening - Posted Debits

These are the balance accounts used in Change in Reserves section.

Less Prior Year Encumbrances

These are for accounts 754*.

• Budgeted - Opening Credits
• Actual - Posted Credits
• Variance - Opening - Posted Credits

Budgeted Fund Balance

These are the sum of all values from the Subtotal of Appropriations and Revenues and down.

4.  Comparing Revenue and Expenditures Starting and To Date

Coming soon..

5.  Schedule of Revenue

Coming soon..

6.  Statement of Appropriations

Sample Expense Account Numbers

11-110-100-101-01 - Salaries Of Teachers

Groups

Regular Programs - Instruction

• Programs 105 - 140

Regular Programs - Home Instruction:

• Program 150

Regular Programs - Undistributed Instruction

• Program 190

Total for Regular Programs

Group by Program