OCAS – SEGMENT BY SEGMENT

Always code to BOLD codes ------All non-bold codes are examples of the bold code that can be used. Think of it like a bold code is the mamma and the no bold codes are her babies.

YEAR

Last 2 digits of CURRENT Fiscal School Year

FUND

11 – GENERAL FUND – Instructional

60 – ACTIVITY FUND – Anything fun or Edible

Must use program code 900

PROJECT( pot of money – (local, state, federal)

General fund project codes that multiple sites use

261 – Advocacy, Lego, Robotics – (Rhonda takes care of these accounts)

086 – Student Travel (money district gives for certain things – ex: kids make it to national DECA conference) – (Rhonda takes care of these accounts)

FUNCTION (what group/person is wanting to purchase)

1000 - Any person who teaches purchasing instructional materials

2120 – guidance services (counselors)

2199 – other support services – student related – use with fund 60 for incentives, parties, field trips, etc.

2213 – instructional staff training services – when teachers go to a school related training and/or travel that the school is paying for

Use with object 580 for travel expenses

Use with object 860 for registration fees

2220 – Librarians

2410 – Office of the Principal – This is to be used when purchasing supplies for anyone who is housed in the office (ex. secretary, principal, asst. principal) The items purchased with this money have to stay in the office

2530 – Printing, Publishing & Duplicating Services – when you have things printed or bound by a company. (ex. Have envelopes printed with return label on them, tardy slips etc.)

Use with object 550

2573 – In Service Training Services (non-instructional staff) – Anyone who does not teach classes who go to training or travel that the school is paying for is coded here. (secretary, principal, counselor etc)

Use with object 580 for travel expenses

Use with object 860 for registration fees

2620 –Operation of Building Services - postage

2660 – Security Services – ex. when entering for security for graduation

2720 – Vehicle Operation Services – students traveling to a field trip, to a competition

Use with object 515 – Lodging

Use with object 516 – Meals

3200 – Enterprise Operations – Fundraisers

Use with object 660 – when you are not making a profit (breaking even)

Use with object 670 when you are making money

5200 – Transfer Fund/Reimbursement (CNS Activity Fund/Petty Cash/Change) – Start Up Cash (book fair)

Must use with object 950

OBJECT (what is being purchased)

(paper clip the section of 100 & 200 – they are payroll codes only – po’s will not ever be coded to these items)

420 – Cleaning & Laundry Services

430 – Repairs & Maintenance Services – If you have anything repaired

440 – Rental Services – If you are paying for things you are renting (ex. table, chairs, linen for banquet)

515 – Student Out of District Travel – Lodging Services

Use with function code 2720

516 – Student Out of District travel – Meal Services

Use with function code 2720

530 – Communication Services – postage, license fees for subscriptions that are downloaded over the internet)

550 – Printing & Binding – when you have things printed or bound

Use with function code 2530

580 – Staff Travel – when staff travels

Use with function code 2213 for teachers (instructional)

Use with function code 2573 for any person traveling other than a classroom teacher

611 - Paper

614 – Testing Supplies and Materials – Test prep items (testing workbooks – nothing state adopted or textbooks)

615 – Films, Videos, Audio Tapes, and Audiovisual

616 – Health, First Aid & Hygiene Supplies

619 – Classroom and/or Office Supplies – General supplies

641 – Books

642 – Periodicals – weekly readers, scholastic, anything that comes periodically that is a pamphlet

645 – Workbooks

646 – Binding & Repairs – if you are having work done on a binding machine

647 – Newspapers

648 – Magazines

651 – Appliances ($1.00 – $4999.99)

653 – Supplies-Technology Related – any technology related items under $500 per item. Ex. printer cartridges, flash drives, USB, cameras etc

654 – Furniture & Fixtures – Furniture, Fixtures and Curtains ($1.00 – $4999.99)

655 – Instruments ($1.00 – $4999.00)

656 – Machinery – Machines, Fitness Equipment etc ($1.00 – 4999.99)

657 – Uniforms (use this code when buying clothing that is staying the property of the school – the kids turn in at the end of the year)

658 – Technology - Any technology related item over $500 per item. EX Computer, Camera etc

660 – Merchandise Purchased for Resale – Non Fundraiser (not making a profit)

Use with Fund 60 and function code 3200

670 – Merchandise Purchased for Resale – Fund Raiser – Making money

Use with Fund 60 and Function code 3200

681 – Cocurricular – Items purchased for instructional classes that are not purchased for every class. EX. graduated beakers, dodge balls, petri dishes etc

682 – Awards, Gifts, Decorations, Regalia, Refreshments

Use with Fund 60

731 – Appliances ($5000.00 or greater)

733 – Technology Software & Equipment – Technology over $5000.00 per item

734 – Furniture & Fixtures (5000 or greater)

735 – Instruments – ($5000 or greater)

736 – Machinery (5000 or greater)

737 – Uniforms – ($5000 or greater)

810 – Dues and Fees

860 - Staff Registration

950 – Change/Cash

Use with function 5200

PROGRAM

Always use program 100 when using Function code 1000 except:

  • when purchasing materials for the special ed. department – you will use program 239
  • purchasing for the vocational staff (412 money) – then you will use the appropriate coding specific to that individual

Always use program 900 when using Fund code 60

SUBJECT

If using function code 1000 and object code 641, 642, 643, 644, 645, and 730 – then you will code to specific subject code depending on the teacher purchasing for

JOB CLASSIFICATION

Always use 000

SITE CODE

Always use building site code