OKLAHOMA COST ACCOUNTING SYSTEM

OKLAHOMA

COST ACCOUNTING SYSTEM

OKLAHOMA

STATE DEPARTMENT of EDUCATION

¡ª¡ª¡ª¡ªJOY HOFMEISTER¡ª¡ª¡ª¡ª

STATE SUPERINTENDENT of PUBLIC INSTRUCTION

2020-2021 Fiscal Year

Revised July 2020

It is the policy of the Oklahoma State Department of Education (OSDE) not to discriminate on the basis

of race, color, religion, gender, national origin, age, or disability in its programs or employment practices

as required by Title VI and VII of the Civil Rights Act of 1964, Title IX of the Education Amendments of

1972, and Section 504 of the Rehabilitation Act of 1973.

Civil rights compliance inquiries related to the OSDE may be directed to the Affirmative Action Officer,

Room 111, 2500 North Lincoln Boulevard, Oklahoma City, Oklahoma 73105-4599, telephone number

(405) 522-4930; or the United States Department of Education¡¯s Assistant Secretary for Civil Rights.

Inquiries or concerns regarding compliance with Title IX by local school districts should be presented to

the local school district Title IX coordinator.

This publication, printed by the Oklahoma State Department of Education, is issued by the Oklahoma

State Department of Education as authorized by 70 O.S. ¡ì 3-104. Zero (0) copies have been printed at a

cost of $0.00. Copies have been deposited with the Publication Clearinghouse of the Oklahoma

Department of Libraries. July 2020.

OKLAHOMA COST ACCOUNTING SYSTEM MANUAL

Table of Contents

EXPENDITURE AND REVENUE CODE DEFINITIONS

Fiscal Year Dimensions .................................................................................... A-1

Fund Dimension Definitions .............................................................................B-1

Project Reporting Dimension Definitions .........................................................C-1

Operational Unit Dimensions .......................................................................... D-1

EXPENDITURE DIMENSION DEFINITIONS

Expenditure Dimensions ................................................................................... E-1

Function Dimension Outline .............................................................................. F-1

Function Dimension Definitions ........................................................................ F-2

Object Dimension Definitions .......................................................................... G-1

Program Expenditure Dimension Definitions ................................................... H-1

Subject Dimension Definitions ........................................................................... I-1

Job Classification Dimension Definitions .........................................................J-1

REVENUE DIMENSION DEFINITIONS

Revenue Dimensions ....................................................................................... K-1

Source of Revenue Dimension Definitions........................................................ L-1

Program Revenue Dimension Definitions .......................................................M-1

POLICIES AND PROCEDURES FOR IMPLEMENTATION OF THE

OKLAHOMA COST ACCOUNTING SYSTEM (OCAS)

Calendar: Accountability at a Glance ....................................................................1

Forward, Laws and Regulations ............................................................................3

Accounting System ...............................................................................................5

Financial Information Processing ..........................................................................9

OCAS Data Submission.......................................................................................12

OCAS Record Layout ..........................................................................................13

OCAS Field Definitions .......................................................................................14

School District Treasurer .....................................................................................15

Blanket Purchase Orders ......................................................................................18

School District Encumbrance Clerk ....................................................................19

Continuing Education for District Treasurer and Encumbrance Clerk ................23

Travel Reimbursement Policy..............................................................................23

Activity Funds .....................................................................................................24

Transparency Act .................................................................................................28

Average Daily Attendance and Membership Defined .........................................29

Per Pupil Expenditure ..........................................................................................29

Administrative Cost Criteria ................................................................................30

Administrative Cost Coding Criteria ...................................................................31

Audits ..................................................................................................................33

Equipment, Capital and Noncapital Expenditures ..............................................41

General Fund Carryover Penalty .........................................................................43

Calculation for Prior Year's General Fund Balance .............................................44

Public Competitive Bidding Act ..........................................................................47

Maintenance of Effort, Every Student Succeeds Act (ESSA) .............................52

Maintenance of Effort, Special Education ...........................................................53

Excess Cost Calculation.......................................................................................54

Indirect Cost Rate Calculation .............................................................................55

Federal Funds .......................................................................................................56

Joint Federal Programs Claims Procedures ........................................................57

Sample Expenditure Reports for Federal Programs Reimbursement ..................65

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FISCAL YEAR DIMENSIONS

Summary of Fiscal Year Dimensions:

1.

FY

2016-17

2.

FY

2017-18

3.

FY

2018-19

4.

FY

2019-20

5.

FY

2020-21

Fiscal year (FY) denotes a twelve-month period of time, from July 1 through June 30, to which the annual

budget applies, and at the end of which the district determines its financial position and the results of its

operations. The terminal digit of the applicable year designates the code; e.g., year 2020-21 would be coded

as 1.

A-1

7-1-20

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