Accounts Receivable Control Total of all accounts receivable balances N/A System Use Only. Automated calculation of all current Families balances (total invoices, less total receipts, less total credit notes, journal adjustments, discounts). General Ledger – Current Assets cont Acc Code Account Title Account Description GST Code Business Rules/ Further Information 11002 Sundry Debtors of all Sundry Debtors balances N/A System Use Only. Automated calculation of all current Sundry Debtors balances (total invoices, less total receipts, less total credit notes, journal adjustments, discounts). 12001 GST Purchases (reclaimable) Value of total GST on purchases N/A System Use Only. Automated calculation of all GST purchases-related amounts for the current BAS period. 12002 GST Clearing Account Suspense account for GST-related transactions N/A System Use Only. Automated calculation of all GST-identified amounts and balances for the current BAS to lodgement. Provision for Doubtful Debts Estimate of doubtful debts relating to sundry debtors N/A Used to correct the value of expected receipts from sundry debtors e.g. Hire of Facilities. Refer to Section 2: Sundry Debtors CASES21 Finance Business Process Guide. Not to be used for family charges and family debtors Provision for Non recoverable Subject Contributions Estimate of non recoverable amounts relating to families N/A Used to correct the of expected subject contributions receipts from families. Refer to Section 1: Families CASES21 Finance Business Process Guide. 12005 Prepaid Expenses Estimate of expenses paid in advance N/A Used to identify portion of expenditure that relates to a future accounting period. Fuel Tax Credits (Reclaimable) Value of total Fuel Tax Credits claimable N/A System Use Only. Automated calculation of Fuel Tax Credits. For further information to Fact sheet at: 13000 Petty Cash Advance Amount of initial set up of advance or to amend petty cash advance N/A Petty cash records are maintained manually. (imprest system). Refer to the Finance Manual for Victorian Government Schools. Advances can be adjusted at the end of each school year. This code is not to be used for petty cash expenditure which is apportioned to the relevant expenses e.g. refreshments, stationery, photocopying etc. to relevant expenditure codes. General Ledger – Non Current Assets Acc Code Account Account Description GST Code Business Rules/ Further Information
Major Building Assets >$50,000 Building works >$50,000 G10 G14 Major building works: Includes, but is not limited to, new buildings and modules, conversions, sheds and refurbishments of a capital nature. For GST codes refer tax fact sheet 26503 Minor Building assets <$50,000 Building <$50,000 G10 G14 Building works: Includes, but is not limited to, external painting, replacing carpet with linoleum, solar panels, air conditioners etc. For GST codes refer tax fact sheet General Ledger – Non Current Assets cont Acc Code Account Account Description GST Code Business Rules/ Further Information 26504 Major Land assets >$50,000 Ground works >$50,000 G10 G14 Major ground works: Includes, but is not limited to, new ovals and courts, turf and landscaping of a capital nature. For GST codes refer tax fact sheet Minor Land assets <$50,000 Ground works <$50,000 G10 G14 Grounds works: Includes, but is not limited to, water tanks, play equipment, shade sails, instant turf etc For GST codes refer tax fact sheet 29102 Cultural Assets >$5,000 Purchase and acquisition of paintings, prints, sculptures etc G10 G14 Refer to Section 4: Assets CASES21 Finance Business Process Guide For GST refer tax fact sheet
72020 ECD State Govt Grants Grants received from State Government Department’s (not DEECD) for the operation of Early Childhood Development programs NS6 To be used for receipting State Government Grants (not DEECD) for Early Childhood Development (ECD) programs including Kindergartens, Pre School Centres, Maternal health etc For GST code refer tax fact sheet Coord school State Govt Grants Grants received from State Government Departments (not DEECD) for activities managed by program coordinator schools NS6 To be used by program coordinator schools for receipting revenue from State Government Grants (not DEECD) for activities that are managed by the program coordinator school. For GST code refer tax fact sheet and 72050 State Capital Grants Grants received from the State Government for capital items NS6 Grants received from State Government departments other than the DEECD for funding of capital projects. For GST code refer tax fact sheet 72060 State Maintenance Grants Grants received from the State Government for maintenance items NS6 Grants received from State Government departments other than the DEECD for the funding maintenance in schools. For GST code refer tax fact sheet 72080 Other State Government Grants Grants received from the State Government not otherwise specified NS6 Includes for student assessment/examinations (VCAA), Transport Accident Commission, VYDP Grant and similar grants. G01 Funds received by the school where GST is applicable; and RCTI will normally be provided (check remittance advice carefully) For GST code refer tax fact sheet General Ledger – Revenue – Acc Code Account Title Account Description GST Code Business Rules/ Further Information 73001 Reimbursements Reimbursement/ refund for expenditure incurred G01 recouped from teachers or parents e.g. cost of police checks, photocopying, telephone, postage, stale cheques. Any school expense that is reimbursable by staff, students or other schools. Also for staff funded function reimbursement, insurance rebates. G03 Funds recouped from students/parents where the reimbursement relates to a curriculum program. NS6 Funds recouped which relate to out of scope expense e.g. salary overpayment. For GST code tax fact sheet
General Ledger – Expenditure - Consumables Acc Code Account Title Account Description GST Code Business Rules/ Further Information 86101 Office/Teacher Requisites Requisites, stationery and items used for administrative or teaching purposes G11 G14 Includes printer and paper requisites, stationery and items used for teaching purposes, e.g. wall charts, educational kits, white board markers, videos, CD’s, DVD’s (blank or pre-recorded), purchases and processing of film, book covering, book repairs and other items used in library and specialists programs. Excludes teacher reference materials – Expenditure code 86203 Reference Materials. For GST code tax fact sheet Photocopying Operation of school photocopiers G11 G14 Includes: paper, toner, and associated materials. Excludes: a) charges associated with purchase – refer to Non-Current Asset 26212 – Purchase of Office Equipment >$5,000 b) Service Agreement charges and repairs to Expenditure Code 86402 Repairs/Maintenance-Furniture/Equipment For GST code refer tax fact sheet 86103 Printing Printing items used for teaching, administrative or student purposes G11 G14 Includes report cards, newsletters, year books and college magazine. For GST code refer tax fact sheet 86104 Class Materials Consumable materials or expendable items supplied for student use in the classroom G11 G14 Includes classroom stationery, paint, wood, foodstuffs for home economics, A.V. materials. For GST code tax fact sheet 86105 Computer Software <$5,000 All computer packages etc less than $5,000 per item G11 G14 Includes software applications and associated licenses as applicable. For GST code refer tax fact sheet 86106 Laminating All costs associated with Laminating G11 G14 Laminating used for teaching, administrative or student purposes excludes cost of Laminating Equipment if over $5,000 For GST code refer tax fact sheet 86150 ECD Consumables Consumable items used in the Early Childhood Development facilities G11 G14 Requisites and stationery items used for administrative purposes and consumable materials or expendable items supplied for use by children, in Early Childhood Development facilities For GST code refer tax fact sheet General Ledger – Expenditure – Books and Publications
86410 Hired facilities facilities for school use. G11 G14 Not to be used for of facilities – refer account code 86408. For GST code tax fact sheet General Ledger- Expenditure – Equipment/Maintenance/Hire cont Acc Code Account Account Description GST Code Business Rules/ Further Information 86450 ECD Equip/Maint/ Hire Early Childhood Development programs payment for equipment <$5,000. Maintenance and repairs of Payment for lease/hire equip and facilities G11 G14 To be used in Childhood Development programs for: purchasing equipment <$5,000 repairs and maintenance of equipment leasing or hiring equipment and facilities For GST code refer tax fact sheet General Ledger – Expenditure - Utilities Acc Code Account Account Description GST Code Business Rules/ Further Information 86451 Heating Oil Distillate oil for heating purposes G11 Normal GST rules apply For GST code refer tax fact sheet G13 If the expense relates to input taxed canteen, code as G13 For GST code refer tax fact sheet 86452 Electricity Electricity costs incurred by the school G11 Normal GST rules apply For GST code refer tax fact sheet G13 If the expense relates to input taxed canteen, code as G13 For GST code refer tax fact sheet 86453 Gas – Mains gas G11 Normal GST apply For GST code tax fact sheet G13 If the expense relates to taxed canteen, code as G13 For GST code refer tax fact sheet 86454 Gas – LPG Bulk LPG and LPG cylinders G11 Normal GST rules apply For GST code refer tax fact sheet
$5,000 should be treated as assets – refer account code 26203. For GST code tax fact sheet 86750 ECD Motor Vehicle Exp/Lease Costs associated with motor vehicle expenses relating to Early Childhood Development facilities G11 G14 Include all motor vehicle expenses relating to Early Childhood Development facilities such as, registration, maintenance, fuel, leases etc For GST code refer tax fact sheet General Ledger – Expenditure – Administration Acc Code Account Title Account Description GST Code Business Rules/ Further Information Advertising Advertising by the School Council G11 G14 General costs associated with advertising including payment of advertisements in local papers for support staff, tender advertising etc. For GST code refer tax fact sheet 86802 Insurance External insurance premiums G11 G14 Includes cover for specific risks such as fidelity guarantee, cash in transit and physical assets. Stamp duty on insurance is GST free. Refer . For GST code refer tax fact sheet 86803 Affiliations Subscriptions to professional bodies G11 G14 Fees or subscriptions paid to professional associations e.g. Business Managers Association (ABMVSS). Includes share holding required for Credit Union Bank accounts, membership to sporting bodies, various levies and charges for entry to external facilities. Not to be used for subscriptions that are solely for the provision of reference materials – see account code 86203. For GST code refer tax fact sheet 86804 Freight Incoming and outgoing delivery of goods G11 G14 Includes couriers. For GST code refer tax fact sheet 86805 Cooperative loan interest Expenses associated with the provision of a cooperative loan G14 Generally relating to interest charged on the loan. Schools should contact the banking institution for advice on GST charges. 86806 Police Check Payment Expenses associated with preliminary police checks prior to employment G11 G14 Refer to HR web A-Z Topics for details For GST code refer tax fact sheet
ECD Administration Administrative costs associated with Early Childhood Development facilities G11 G14 To be used for costs relating to advertising , insurance, affiliation, freight, WWC checks, criminal record checks for Early Childhood Development facilities For GST code tax fact sheet General Ledger – Expenditure – Health and Personal Development Acc Code Account Title Account Description GST Code Business Rules/ Further Information 86901 Medical costs (not Work-Safe) Expenses relating to provision of health services to students and staff G11 G14 Includes head lice checks and solutions, flu injections, medical checks. Not to be used for salaries and wages paid to Health Service staff refer to Expenditure Code 80052 Other Teaching Staff For GST code refer tax fact sheet 86902 First Aid Materials aid consumables G11 G14 Includes bandages, disinfectant. Excludes aid equipment over/ under $5,000 – refer to account codes Non-Current Assets Code 26210 Furniture & Fittings >$5,000 and 86407 Other Plant & Equipment. For GST code refer tax fact sheet 86903 ECD Health & Personal Development Medical costs (not Work-Safe) and first aid consumables for Early Childhood Development facilities G11 G14 Expenses relating to provision of health services to students and staff. Includes head lice checks and solutions, flu injections, medical checks, first aid consumable, bandages etc for Early Childhood Development facilities. Not to be used for salaries paid to Health Service staff refer to account code 80053 For GST code refer tax fact sheet General Ledger – Expenditure – Professional Development Acc Code Account Title Account Description GST Code Business Rules/ Further Information 86910 Conferences/ Courses/ Seminars Incurred for conferences, conventions, lectures, meetings, speeches, Q&A sessions, training sessions G11 G14 Includes registration fees, hire, and other costs associated with attendance or organisation of functions, breakfasts, Network cluster meetings. ATO states that food and drink would be reasonably incidental to a seminar if it is: – Longer than 4 (excluding meal break) – Off-site, at a business that organises Seminars Refer to FBT Fact Sheet link below For GST code refer tax fact sheet
86950 ECD Light refreshments ON SITE Childhood Development facilities providing morning/afternoon tea, finger food, refreshments at meetings etc (All provided with NO ALCOHOL) G11 G14 Includes the following for Early Childhood Development facilities on site provision of light refreshments to all staff and visitors. Includes monthly committee meetings and ‘meet and greet’ new staff and parents, planning days etc. Refer to FBT Fact Sheet link below For GST code refer tax fact sheet General Ledger – Expenditure – Trading and Fundraising Acc Code Account Account Description GST Code Business Rules/ Further Information 89101 Trading Operations Payments Costs relating to a school trading operation where a profit is anticipated G11 G14 Includes bookstall (if the intention is to make a profit), canteen, and vending machines. Excludes salaries and wages paid to School Council employees – refer account code 80052 Other Non- Teaching Staff. For GST code refer tax fact sheet G13 Canteen expenses and other fundraising expenses (e.g. bookshop, uniform shop) where an Input Taxed election is passed through school council should be coded as Input Taxed (G13) – no GST will be claimed back on these expenses. For an extensive list of GST treatment of fundraising refer to: NP6 fundraising expenses (e.g. fete, chocolate drive etc), where an NPSE election is passed through school council, should be coded out of scope (NS6) –see fundraising link above. For GST code refer tax fact sheet and 89102 Non-Profit Trading Operations Activities where a profit was not planned or anticipated. Where the school acts as an agent for the collection of funds. All revenue received for the non- profit trading operation G11 G14 For example, purchase of Grade 6 /Yr 12 windcheaters (this event or similar could also be run as NP6, see below) where no profit is planned and the school does not operate a uniform shop. The revenue for these items should be coded to Non-profit Trading Operations (74403) NP6 Payment of monies collected for Appeals, e.g. Royal Children’s Hospital, Red Nose Day and Scholastic Book Club. Also includes staff association expenses. GST not to be claimed. For GST code refer tax fact sheet and