Chart of Accounts for Victorian Government Schools - Financial Services Division Version 8.3 October 2020
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Chart of Accounts for Victorian Government Schools Financial Services Division Version 8.3 October 2020
CONTENTS
Glossary ......................................................................................................................................... 4
Forward .......................................................................................................................................... 5
Introduction .................................................................................................................................... 5
Chart of Accounts and Reporting Process ..................................................................................... 5
Chart of Accounts Structure ........................................................................................................... 6
Assets ......................................................................................................................................... 6
Liabilities ..................................................................................................................................... 6
Accumulated Funds .................................................................................................................... 6
Revenue ...................................................................................................................................... 6
Expenditure ................................................................................................................................. 6
Programs..................................................................................................................................... 6
Sub Programs ............................................................................................................................. 7
Initiatives ..................................................................................................................................... 7
General Approach to Chart of Accounts Coding ............................................................................ 7
Assets ......................................................................................................................................... 7
Liabilities ..................................................................................................................................... 7
Accumulated Funds .................................................................................................................... 7
Deactivating or Modifying School Defined Codes .......................................................................... 7
Handy Hints ................................................................................................................................... 8
Goods and Services Tax (GST) and the Chart of Accounts .......................................................... 8
Schools GST Codes.................................................................................................................... 8
School Canteen........................................................................................................................... 9
GST Codes for Schools ................................................................................................................. 9
General Ledger – Current Assets ................................................................................................ 10
General Ledger – Non-Current Assets ........................................................................................ 13
General Ledger – Current Liabilities ............................................................................................ 17
General Ledger – Accumulated Equity ........................................................................................ 19
General Ledger – Revenue – Government Provided DET Grants ............................................... 19
General Ledger – Revenue – Commonwealth Government Grants ............................................ 21
General Ledger – Revenue – State Government Grants ............................................................. 22
General Ledger – Revenue – Other ............................................................................................. 22
General Ledger – Revenue – Locally Raised Funds ................................................................... 24
© State of Victoria (Department of Education and Training) 2020
Chart of Accounts for Victorian Government Schools is provided under a Creative Commons Attribution 4.0 International license. You
are free to re-use the work under that license, on the condition that you credit the State of Victoria (Department of Education and
Training), indicate if changes were made and comply with the other license terms, see: Creative Commons Attribution 4.0
International
The license does not apply to:
• any images, photographs, trademarks or branding, including the Victorian Government logo and the DET logo; and
• content supplied by third parties.
Copyright queries may be directed to copyright@edumail.vic.gov.auGeneral Ledger – Expenditure – Salaries and Allowances .......................................................... 32 General Ledger – Expenditure – Bank Charges .......................................................................... 34 General Ledger – Expenditure – Consumables ........................................................................... 34 General Ledger – Expenditure – Books and Publications ........................................................... 35 General Ledger – Expenditure – Communications Costs ............................................................ 35 General Ledger – Expenditure – Equipment/Maintenance/Hire................................................... 36 General Ledger – Expenditure – Utilities ..................................................................................... 39 General Ledger – Expenditure – Property Services .................................................................... 40 General Ledger – Expenditure – Travel and Subsistence ........................................................... 41 General Ledger – Expenditure – Motor Vehicle Expenses/Lease ............................................... 42 General Ledger – Expenditure – Administration .......................................................................... 43 General Ledger – Expenditure – Health and Personal Development .......................................... 44 General Ledger – Expenditure – Professional Development ....................................................... 44 General Ledger – Expenditure – Trading and Fundraising .......................................................... 46 General Ledger – Expenditure – Support/Service ....................................................................... 48 General Ledger – Expenditure – Camps/Excursions/Activities .................................................... 50 General Ledger – Expenditure – Internal Transfers ..................................................................... 51 General Ledger – Expenditure – Miscellaneous .......................................................................... 51 Programs, Sub Programs and Initiatives...................................................................................... 53 Administration Programs .............................................................................................................. 63 Specific Purpose Programs ......................................................................................................... 64 General Purpose Programs ......................................................................................................... 66 Commonwealth Programs ........................................................................................................... 67 Student Support Programs .......................................................................................................... 67 DET Initiatives .............................................................................................................................. 68 © State of Victoria (Department of Education and Training) 2020 Chart of Accounts for Victorian Government Schools is provided under a Creative Commons Attribution 4.0 International license. You are free to re-use the work under that license, on the condition that you credit the State of Victoria (Department of Education and Training), indicate if changes were made and comply with the other license terms, see: Creative Commons Attribution 4.0 International The license does not apply to: • any images, photographs, trademarks or branding, including the Victorian Government logo and the DET logo; and • content supplied by third parties. Copyright queries may be directed to copyright@edumail.vic.gov.au
GLOSSARY
Abbreviation Description Abbreviation Description
ABN Australian Business Number GST Goods and Services Tax
ATO Australian Taxation office HR Human Resources
BMV Business Managers Victoria HYIA High Yield Investment Account
CASES21 Computerised Administration ICAS International Competitions and
Systems Environment in Assessments for Schools
Schools 21 century
CoA Chart of Accounts NPSE Non-Profit Sub Entity
CRC Criminal Record Check RCTI Recipient Created Tax Invoice
CRT Casual Relief Teacher SMS Schools Maintenance System
CSEF Camps Sport and Excursion SRP Student Resource Package
Fund
DESE Department of Education, STLR Short Term Leave
Skills and Employment Replacement
DET Department of Education and TAC Transport Accident
Training Commission
ECD Early Childhood Development VET Vocational Education and
(Kindergartens, Day Care, Training
Maternal Health)
EFTPOS Electronic Funds Transfer VPSSA Victoria Primary School Sports
Point of Sale Association
ES Education Support VYDP Victorian Youth Development
Program
FBT Fringe Benefit Tax WWC Working with Children check
FSD Financial Services Division
© State of Victoria (Department of Education and Training) 2020
Chart of Accounts for Victorian Government Schools is provided under a Creative Commons Attribution 4.0 International license. You
are free to re-use the work under that license, on the condition that you credit the State of Victoria (Department of Education and
Training), indicate if changes were made and comply with the other license terms, see: Creative Commons Attribution 4.0
International
The license does not apply to:
• any images, photographs, trademarks or branding, including the Victorian Government logo and the DET logo; and
• content supplied by third parties.
Copyright queries may be directed to copyright@edumail.vic.gov.auFORWARD
This publication is designed to assist school principals and administrative staff in reinforcing and
understanding the Chart of Accounts which forms the basis for entering financial transactions in
CASES21.
Effective understanding and application of the Chart of Accounts will ensure accurate and timely
data entry resulting in relevant and reliable financial reports. This in turn allows for in depth
interpretation and analysis of the reports that is required for effective decision making.
INTRODUCTION
The importance of correct coding prior to CASES21 data entry is critical to the credibility, reliance
and accuracy of information.
The accuracy of CASES21 reports for both internal and external users can only be relied upon when
data has been correctly entered into the system.
It has been found that miscoding errors generally relate to a lack of understanding of the Chart of
Account structure and its link to the reporting process. A ‘best practice’ approach to coding
transactions is outlined in this booklet for specific and general reference.
Resources referenced in this document can be accessed from the following sites:
• Policy and Advisory Library (PAL)
o PAL Finance Manual – Financial Management in Schools
o PAL Gifts, Benefits and Hospitality
o PAL Insurance for Schools
o PAL Student Resource Package - Overview
o PAL Travel
• ATO website
• CASES21 Finance Business Processing Guides
• HRWeb A-Z
• Legal Services
• Schools Targeted Funding Portal
• Tax
• For questions concerning GST please contact the Tax Unit on +61 3 7022 2228 or by
emailing tax@education.vic.gov.au.
CHART OF ACCOUNTS AND REPORTING PROCESS
Schools generate reports for a variety of users and reasons. Chart of Accounts codes are the
common denominator for all CASES21 reports; a mastery of the CASES21 coding levels as well as
understanding the desired outcome in the form of the report, are vital if reports are to be accurate,
timely and relevant.
Familiarity with CASES21 reports and an awareness of the variety of alternative reports for
presenting information will enhance ‘best practice’ coding and provide the best report format for
users. The perspective adopted when coding information will have an impact upon the outcomes
generated in reports for users.
Understanding user needs, including Department classification requirements, is an important aspect
of generating the correct report for the user.
Further information on the school reporting process is available on PAL Finance Manual –
Financial Management in Schools.
5 Chart of Accounts for Victorian Government Schools v8.3CHART OF ACCOUNTS STRUCTURE The CASES21 Chart of Accounts is structured into two sections for the entry and recording of transactions. Colour coding has been used in this document to assist in recognition of each component of the structure. Section One – General Ledger Section Two – School Level Assets Programs Liabilities Sub Programs Accumulated Funds DET Initiatives Revenue Expenditure Assets Items of value owned or controlled by the school as current assets (cash, or items that could be converted to cash within 12 months e.g. bank accounts, sundry debtors, accounts receivable), and non-current assets (items such as plant and equipment which are not easily converted to cash). Liabilities Amounts owing by the school to external parties classified as current liabilities (amounts owed to creditors and expected to be paid in the current accounting period) and non- current liabilities (deferred commitments expected to be met in future accounting periods such as co-operative loans). Accumulated Funds The net assets of the school which is represented by the equation: Accumulated Funds = Assets (what is owned) – Liabilities (what is owed) Revenue An inflow of resources/funds resulting from the provision of parent payments, services and trading operations. Revenues are received by schools via SRP funding, grants, locally raised funds or other funds such as bank interest. Expenditure An outflow of resources/funds in exchange for services or goods. Recurrent expenditure produces benefits not extending beyond the accounting period (expenses such as class materials, utilities); capital expenditure provides value extending into future accounting periods (asset purchase such as equipment with a value over $5,000). Programs All programs are hard coded in the Chart of Accounts and cannot be altered or added to at school level. 6 Chart of Accounts for Victorian Government Schools v8.3
Sub Programs All Sub Programs are linked to Programs in the Chart of Accounts. Included are hard coded Sub Programs along with a provision for schools to generate additional Sub Programs at each Program level. Initiatives Initiatives are predetermined by the Department for accountability purposes. They can be selected against one or more Sub Programs for ease of reporting on revenue and expenditure. Reports can be printed which capture transactions entered across one or more Sub Programs. They provide the ability for multi-campus schools to report on an individual campus basis. GENERAL APPROACH TO CHART OF ACCOUNTS CODING Assets Items of value owned or controlled by the school as current assets (cash, or items that could be converted to cash within 12 months e.g. bank accounts, sundry debtors, accounts receivable), and non-current assets (items such as plant and equipment which are not easily converted to cash). Liabilities Amounts owing by the school to external parties classified as current liabilities (amounts owed to creditors and expected to be paid in the current accounting period) and non-current liabilities (deferred commitments expected to be met in future accounting periods such as co-operative loans). Accumulated Funds The net assets of the school which is represented by the equation: Accumulated Funds = Assets (what is owned) – Liabilities (what is owed) When coding a transaction, CASES21 operators should consider several questions to assist in ensuring coding is correct: • Which bank account am I using? • Which Sub Program is receiving /spending this money? • What General Ledger code does the revenue/expenditure belong to? • What is the source of funds/ payment for? • Would the item/services/works need to be capitalised? • Is an Initiative code mandated /required to be used? • What is the GST treatment of the transaction? DEACTIVATING OR MODIFYING SCHOOL DEFINED CODES The only areas of the Chart of Accounts that can be modified at the school level are the Sub Programs. It is possible to edit the description of a Sub Program that has activity recorded against it. The consequence of this is that any subsequent reports will refer to the new description of the Sub Program. The Department recommends that any changes made to sub programs descriptions occur on a two year rolling schedule as this will ensure that prior year reporting is not impacted. 7 Chart of Accounts for Victorian Government Schools v8.3
Sub Programs can also be set to Active or Inactive. Inactive Sub Programs will not appear in drop down lists and cannot be used for data recording. It is not possible to set Sub Programs to inactive when there is current data recorded against that Sub Program. HANDY HINTS • Keep school defined Sub Programs to a minimum • Never create a school defined Sub Program using a code that exists at General Ledger level e.g. cash funding, interest received, photocopying, telephone, electricity, contract cleaning, gas etc. • Think carefully before creating school defined codes. Non-specific terms like ‘miscellaneous’, are contrary to best practice • Coding of revenue and expenditure for CASES21 data entry should mirror the school’s budget approved by School Council • Do not create a school defined Sub Program code prior to checking whether a predefined code already exists • When creating a Sub Program, ensure that it is coded under the correct Program area. • Check if an Initiative code has been mandated to be used? • Check the GST treatment of the transaction? • When in doubt seek advice from the CASES21 Support staff through the Service Now or by calling 1800 641 943. GOODS AND SERVICES TAX (GST) AND THE CHART OF ACCOUNTS Schools GST Codes Primary, Secondary and Special Schools’ have multiple GST tax codes to choose from when receipting revenue or to apply when paying creditor invoices on CASES21. Schools must ensure that every payment is accompanied by an appropriate tax invoice, further information can be found on the GST School Factsheet – Tax Invoices on Tax. The GST revenue code to use will be determined by the type or source of revenue being receipted and for invoices, on whether the creditor holds an ABN and/or GST registration. It should be noted that Special Schools can treat certain revenue (donations etc.) as out of scope (i.e. NS6) due to their status as a Deductible Gift Recipient. The liability of accounting for GST correctly falls on ‘the receiver’ of revenue: therefore, when schools receive revenue, they should be diligent in ensuring that the correct GST treatment is applied. Schools should also ensure that they claim back all GST to which they are entitled when they make purchases. A detailed explanation of the GST treatment of revenue and expenditure is provided in the GST tax fact sheet link provided beside each revenue & expenditure code This information can be accessed by clicking on the link in the Business Rules/Further Information column. The GST codes for revenue and expenditure that are utilised by schools are listed in the ‘GST codes for schools’ table. 8 Chart of Accounts for Victorian Government Schools v8.3
School Canteen Where a motion has been passed by School Council to nominate that the canteen will be run as Input Taxed (see fundraising wheel at the Department’s Tax website under Tools and Applications), NO GST will need to be remitted on canteen supplies. Input tax codes MUST be used for both revenue and expenditure where the motion has been passed. The revenue will be recorded using GST code Input Taxed Sales (G04). (Note a tax invoice is not required). Any commission received by the school that relates to sales made through the Input Taxed canteen would be recorded using GST code Input Taxed Sales (G04). All expenses which relate to the canteen must be coded Input Taxed (G13) and no GST is claimable by the school in relation to those expenses. These expenses could include telephone, utilities, furniture and fittings (fridges, stoves etc.), cleaning costs, requisites and any capital expenditure (building works etc.) directly related to canteen operations. GST CODES FOR SCHOOLS Revenue GST Code Is GST included Action G01 Total Sales inc GST Yes School to pay GST to the ATO G03 Other GST Free Sales No GST is not paid to the ATO G04 Input Tax Sales No GST is not paid to the ATO NS6 Out of Scope No GST is not paid to the ATO Expenditure GST Code Is GST included Action G10 Capital Purchases Yes GST is claimed from the ATO G11 Non-Capital Purchases Yes GST is claimed from the ATO G13 Input Taxed No No GST to be claimed from ATO G14 No GST in Price No No GST to be claimed from ATO NP6 Out of Scope No No GST to be claimed from ATO 9 Chart of Accounts for Victorian Government Schools v8.3
GENERAL LEDGER – CURRENT ASSETS
Account Account Title Account GST Business Rules / Further Information
Code Description Code
10001 High Yield A Set-Off account. N/A Only Department funding and CBS bank account
Investment All Department interest to be receipted directly into the HYIA.
Account funding paid
Refer to the Finance Manual – Section 8 - Bank
(HYIA) directly into this
Accounts on PAL.
account
10002 Official School operating N/A Used for the receipt of money provided from locally
Account account raised funds and non-Department government
funds.
All payments to be made from this account.
All school bank accounts (except HYIA) must be in
the name of School Council.
Schools must ensure that balances remain below
the school operating reserve (based on 2 months
of operating expenditure).
10003 Building Fund Approved by the N/A The ATO specifies that a separate bank account
Australian Taxation must be established for DGR Funds operated by
Office for holding the school.
tax deductible
Refer to the School GST Fact Sheet – Deductible
donations
Gift Recipients Funds on Tax.
10004 Library Approved by the N/A The ATO specifies that a separate bank account
Account Australian Taxation must be established for DGR Funds operated by
Office for holding the school.
tax deductible
Refer to the School GST Fact Sheet – Deductible
donations
Gift Recipients Funds on Tax.
10005 Co-operative Account used to N/A Not to be used to record loan liability, refer to
Account administer loans Co-operative Loan (40001).
raised through a
Refer to the Finance Manual Section 14 –
co-operative
Liabilities Management on PAL.
society for a school
infrastructure
project
10010- Term Deposits N/A Not permitted.
10020
Refer to the Finance Manual Section 8 – Bank
Accounts on PAL.
10030- At Call N/A Not permitted.
10040 Investments
Refer to the Finance Manual Section 8 – Bank
Accounts on PAL.
10 Chart of Accounts for Victorian Government Schools v8.3General Ledger – current assets cont.
Account Account Title Account GST Business Rules / Further Information
Code Description Code
10090- Beneficiary/ Special purpose N/A Restricted account for recording donations from a
10099 Memorial account for funds member of the school community as a bequest or
Account bequeathed to the memorial on behalf of past students, family etc.
school
Schools should seek advice regarding
Beneficiary/Memorial accounts from
schools.finance.support@education.vic.gov.au
before using accounts in this range.
Must not be used for any other purpose.
11000 Accounts Total of all N/A System Use Only
Receivable accounts
Automated calculation of all current Families
Control receivable
balances (total invoices, less total receipts, less
balances
total credit notes, journal adjustments, discounts).
11002 Sundry Total of all Sundry N/A System Use Only
Debtors Debtors balances
Automated calculation of all current Sundry
Debtors balances (total invoices, less total
receipts, less total credit notes, journal
adjustments, discounts).
12001 GST Value of total GST N/A System Use Only
Purchases on purchases
(reclaimable) Automated calculation of all GST purchases-
related amounts for the current BAS period.
12002 GST Clearing Suspense account N/A System Use Only
Account for GST-related
Automated calculation of all GST-identified
transactions
amounts and balances for the current BAS prior to
lodgement.
12003 Provision for Estimate of N/A Used to amend the value of expected receipts from
Doubtful doubtful debts sundry debtors e.g. hire of facilities, staff.
Debts relating to sundry
Not to be used for family charges.
debtors
Refer to Section 2: Sundry Debtors in CASES21
Finance Business Process Guides.
12004 Provision for Estimate of non- N/A Used to amend the value of expected essential
Non- recoverable student learning items invoiced to family.
Recoverable amounts relating to
Refer to Section 1: Families in CASES21
Family families
Finance Business Process Guides.
Charges
12005 Prepaid Estimate of N/A Used to identify portion of expenditure that relates
Expenses expenses paid in to a future accounting period.
advance
11 Chart of Accounts for Victorian Government Schools v8.3General Ledger – current assets cont.
Account Account Title Account GST Business Rules / Further Information
Code Description Code
12006 Fuel Tax Value of total Fuel N/A System Use Only
Credits Tax Credits
Automated calculation of Fuel Tax Credits.
(Reclaimable) claimable
Refer to the School GST Fact – Fuel Tax Credits
on Tax.
13000 Petty Cash Amount of initial N/A Petty cash records are maintained manually
Advance set up of advance (imprest system) but the initial set up and any
or to amend petty amendments during the year are recorded in
cash advance CASES21. A Petty Cash Advance must be
created on an annual basis.
The limit on any one payment is $200. Petty cash
advances must be paid back in at the end of each
school year. This will return the balance sheet to
zero.
Not to be used for petty cash expenditure,
schools must use the relevant expenditure codes
for which expenditure is apportioned.
Refer to the Finance Manual Section 11 –
Expenditure Management on PAL.
Refer to Section 5: General Ledger in CASES21
Finance Business Process Guides.
26201 Asset Holding account G10 • When assets have progressive
Clearing for works in payments/multiple creditors e.g. a deposit or
Account progress asset subsequent payments, each invoice should be
purchases coded to this clearing account.
Not to be used for • Where the appropriate code is not known or
Buildings and the asset shell has not been created, should
Land see (26501) be temporarily coded to this account.
When the Asset payment is completed in full or the
correct asset code known the Asset Clearing
Account Journal AR31084 should be processed to
add the Asset to the correct general ledger code
and category.
The clearing account should be regularly
monitored by viewing the Balance Sheet to ensure
all journals have been processed.
Refer to the Finance Manual Section 13 – Asset
and Inventory Management on PAL.
Refer to Section 4: Assets in CASES21 Finance
Business Process Guides.
12 Chart of Accounts for Victorian Government Schools v8.3GENERAL LEDGER – NON-CURRENT ASSETS
Account Account Title Account GST Business Rules / Further Information
Code Description Code
26203 Motor Purchase of motor G10 IMPORTANT: Schools must not purchase a motor
Vehicles vehicle >$5,000 G14 vehicle without the written consent of the
>$5,000 regional director.
Includes cars, buses, trailers and vans.
Refer to the Finance Manual Section 13 – Asset
and Inventory Management on PAL.
Refer to Section 4: Assets in CASES21 Finance
Business Process Guides.
Refer to GST School Factsheet – Asset
Purchases-Sales-Inc Second-hand on Tax.
26205 Computers/IT >$5,000 per item G10 Includes items that are >$5,000 exclusive of GST
Equip >$5,000 G14 such as notebooks, laptops, monitors, servers,
hard drive, network devices and miscellaneous
computer equipment.
Refer to the Finance Manual Section 13 – Asset
and Inventory Management on PAL.
Refer to Section 4: Assets in CASES21 Finance
Business Process Guides.
Refer to GST School Factsheet – Asset
Purchases-Sales-Inc Second-hand on Tax.
26207 Printers/ >$5,000 per item G10 Includes printers and scanners.
Scanners G14
Refer to the Finance Manual Section 13 – Asset
>$5,000
and Inventory Management on PAL.
Refer to Section 4: Assets in CASES21 Finance
Business Process Guides.
Refer to GST School Factsheet – Asset
Purchases-Sales-Inc Second-hand on Tax.
26208 Computer Purchase of G10 Includes software applications and associated
Software Computer G14 licences that have a life span greater than 12
>$5,000 Software months and including information communications
technology (ICT) upgrades for software.
Refer to the Finance Manual Section 13 – Asset
and Inventory Management on PAL.
Refer to Section 4: Assets in CASES21 Finance
Business Process Guides.
Refer to GST School Factsheet – Asset
Purchases-Sales-Inc Second-hand on Tax.
13 Chart of Accounts for Victorian Government Schools v8.3General Ledger – Non-Current Assets cont.
Account Account Title Account GST Business Rules / Further Information
Code Description Code
26210 Furniture and >$5,000 per item G10 Includes cabinets, lockers, credenzas, bookcases,
Fittings >$5,000 G14 carpets etc.
Refer to the Finance Manual Section 13 – Asset
and Inventory Management on PAL.
Refer to Section 4: Assets in CASES21 Finance
Business Process Guides.
G13 Use G13 if the furniture and fittings are to be used
in the input taxed canteen
Refer to GST School Factsheet – Asset
Purchases-Sales-Inc Second-hand on Tax.
26211 Musical >$5,000 per item G10 Musical equipment purchased by the school.
Equipment G14
Refer to the Finance Manual Section 13 – Asset
>$5,000
and Inventory Management on PAL.
Refer to Section 4: Assets in CASES21 Finance
Business Process Guides.
Refer to GST School Factsheet – Asset
Purchases-Sales-Inc Second-hand on Tax.
26212 Office >$5,000 per item G10 Includes photocopiers, combined
Equipment G14 copier/fax/scanners, compactus filing systems,
>$5,000 miscellaneous office equipment, electronic
whiteboards.
Refer to the Finance Manual Section 13 – Asset
and Inventory Management on PAL.
Refer to Section 4: Assets in CASES21 Finance
Business Process Guides.
Refer to GST School Factsheet – Asset
Purchases-Sales-Inc Second-hand on Tax.
26214 Communication >$5,000 per item G10 Includes televisions, projectors, cameras, security
Equipment G14 cameras, teleconferencing equipment, closed
>$5,000 circuit TV’s, telephone systems/handsets, PA
Systems and miscellaneous communication
equipment.
Refer to the Finance Manual Section 13 – Asset
and Inventory Management on PAL.
Refer to Section 4: Assets in CASES21 Finance
Business Process Guides.
Refer to GST School Factsheet – Asset
Purchases-Sales-Inc Second-hand on Tax.
14 Chart of Accounts for Victorian Government Schools v8.3General Ledger – Non-Current Assets cont.
Account Account Title Account GST Business Rules / Further Information
Code Description Code
26215 Plant & >$5,000 per item G10 Includes, lift trucks/forklifts, kilns, ride-on mowers,
Equipment G14 woodwork, metal and art equipment and any other
>$5,000 miscellaneous plant and equipment.
Note GST code for items purchased for input taxed
canteen.
Refer to the Finance Manual Section 13 – Asset
and Inventory Management on PAL.
Refer to Section 4: Assets in CASES21 Finance
Business Process Guides.
G13 Use G13 if the furniture and fittings are to be used
in the input taxed canteen
Refer to GST School Factsheet – Asset
Purchases-Sales-Inc Second-hand on Tax.
26216 Sporting >$5,000 per item G10 Major items of sporting and gym equipment
Equipment G14 including basketball rings, scoreboards,
>$5,000
Refer to the Finance Manual Section 13 – Asset
and Inventory Management on PAL.
Refer to Section 4: Assets in CASES21 Finance
Business Process Guides.
Refer to GST School Factsheet – Asset
Purchases-Sales-Inc Second-hand on Tax.
26220 Other Assets >$5,000 per item G10 Includes dishwashers, stoves, microwave ovens,
>$5,000 G14 refrigerators, freezers and other miscellaneous
assets.
Note GST code for items purchased for input taxed
canteen.
Refer to the Finance Manual Section 13 – Asset
and Inventory Management on PAL.
Refer to Section 4: Assets in CASES21 Finance
Business Process Guides.
G13 Use G13 if the furniture and fittings are to be used
in the input taxed canteen
Refer to GST School Factsheet – Asset
Purchases-Sales-Inc Second-hand on Tax.
15 Chart of Accounts for Victorian Government Schools v8.3General Ledger – Non-Current Assets cont.
Account Account Title Account GST Business Rules / Further Information
Code Description Code
26501 Building & Holding account G10 • When assets have progressive payments e.g.
Land Clearing for works in G14 a building extension, each invoice should be
Account progress land coded to this clearing account.
and building • Where multiple creditors are paid e.g. a
asset refurbishment of a room where individual
transactions. creditors are contracted to complete the work
IMPORTANT: If would be coded to the clearing account
a school is When the Asset project/payment is completed in
considering full the Asset Clearing Account Journal AR31084
building structure should be processed to add the Asset to the
improvements correct general ledger code and category.
greater than
$50,000, the The clearing account should be regularly
school must monitored by viewing the Balance Sheet to ensure
discuss this with all journals have been processed.
the Victorian Not to be used for Plant and Equipment.
Schools Building
Authority (VSBA) Refer to the Finance Manual Section 13 – Asset
first through an and Inventory Management on PAL.
email request to Refer to Section 4: Assets in CASES21 Finance
sams@education Business Process Guides.
.vic.gov.au
Refer to GST School Factsheet – Asset
Purchases-Sales-Inc Second-hand on Tax.
26502 Major Land & Building and G10 Major building works greater than $50,000
Building ground works G14 including but not limited to:
Assets >$50,000
>$50,000 • New buildings and modules
IMPORTANT: If • Roof works
a school is • Room conversions or extensions
considering • Sheds and carports
building structure • Refurbishments >$5,000 i.e. tiling,
improvements linoleum replacement
greater than • Solar Panels
$50,000, the
school must Major ground works greater than $50,000
discuss this with including but not limited to:
the Victorian
• New ovals/Turf (natural or synthetic)
Schools Building
• Courts
Authority first
through an email • Landscaping
request to • Major drainage works
sams@education • Electrical system upgrades
.vic.gov.au • Carpark extensions
• Shade Sails
• Playgrounds
Refer to the Finance Manual Section 13 – Asset
and Inventory Management on PAL.
16 Chart of Accounts for Victorian Government Schools v8.3General Ledger – Non-Current Assets cont.
Account Account Title Account GST Business Rules / Further Information
Code Description Code
26503 Minor Land & Building and G10 Building works less than $50,000 including but not
Building ground works G14 limited to:
assetsGeneral Ledger – Current Liabilities cont.
Account Account Title Account GST Business Rules / Further Information
Code Description Code
38002 Revenue in Funds invoiced N/A This code should only be used when raising a
Advance prior to the period journal to reallocate the recorded revenue (that
they relate relates to a future period) as a current liability.
Refer to Section 10: Balance Day Adjustments
in CASES21 Finance Business Processing
Guides.
38003 Deposits Held Holding account N/A Used for the temporary holding of refundable
for period that deposit for hire of gym facilities.
deposit/s held
38004 Leave Provision Estimate of N/A Used to acknowledge a future provision of
LSL/Annual LSL/annual leave expenditure for annual/LSL leave of locally paid
relating to locally staff (where appropriate under award conditions
paid staff etc.).
38005 GST on Sales Value of total GST N/A System Use Only
on sales
Automated calculation of all GST sales-related
amounts for the current BAS period.
38006 Proceeds Asset Clearing Account N/A Clearing account used during asset disposal
Sales - Clearing used for proceeds process for the recording of any proceeds from the
from sale of asset sale of the asset.
ONLY if the asset is sold for more than
$5,000.00 (excl. GST)
Refer to Section 4: Assets in CASES21 Finance
Business Processing Guides.
40001 Co-operative Loans raised N/A Represents current outstanding loan balance.
Loan through a Co-
Refer to Section 5: General Ledger in CASES21
operative Society
Finance Business Processing Guides and Co-
for school projects
operative Loan Bank Statements.
18 Chart of Accounts for Victorian Government Schools v8.3GENERAL LEDGER – ACCUMULATED EQUITY
Account Account Title Account GST Business Rules / Further Information
Code Description Code
50001 Accumulated Represents N/A System use only
Funds opening balance
Information on school’s current accumulated equity
information (assets
including operating surplus/deficit results since
less liabilities upon
implementation.
implementation)
and result of Available from CASES21 Finance: Balance Sheet
operations (net Specific Period Report (GL21161).
surplus/deficit) to
date
50003 Revaluation N/A System use only
Not to be used by schools.
GENERAL LEDGER – REVENUE – GOVERNMENT PROVIDED DET GRANTS
Account Account Title Account GST Business Rules / Further Information
Code Description Code
70001 Cash SRP All recurrent NS6 Includes the Student Resource Package (SRP)
Funding funding provided Student-based funding, School-based funding,
through the Targeted Initiatives, SRP credit to cash transfers,
Student Resource short term leave reimbursement (STLR) and
Package (SRP) reconciliation funding.
Refer to the Student Resource Package –
Overview on PAL.
70004 Conveyance Reimbursement of NS6 For revenue received from DET.
Allowance the cost of
Note: Payment to families for conveyance
transporting
allowance must be made from Remunerations
students between
(89301) using NP6.
home and school
under approved Refer to the School Bus Program on PAL.
procedures
70006 Overseas Fee- Funding received NS6 Funding received for student curriculum/tuition fee.
Paying from the
Not the receipt of the administration fee for
Students Department for
managing the program when an administration fee
Overseas Fee-
is charged.
Paying Students
For student payments refer to International Student
Travel (74303).
70007 CSEF Camps, Sports and N/A System use only
Excursion Funds Automated CSEF journal.
19 Chart of Accounts for Victorian Government Schools v8.3General Ledger – Revenue – Government Provided DET Grants cont.
Account Account Title Account GST Business Rules / Further Information
Code Description Code
70020 ECD DET Funding received NS6 To be used for receipting DET Funding for Early
Funding from the Child Development (ECD) programs including
Department for Kindergartens, Pre School Centres, Maternal
the operation of health etc.
Early Childhood
Refer to GST School Factsheet – Grants on Tax.
Development
(ECD) programs
70053 Interest Subsidy Reimbursements NS6 Only available to schools where approval for
of interest subsidy is currently in place.
incurred on co-
operative loans
70080 Department Funds received NS6 Used for any DET funding, not listed above or
Funding by schools from below, that are exclusive of GST.
DET that have
Not to be used for SRP Cash Funding or
not been
Targeted Program Reimbursement.
transacted
through SRP
Cash Funding / G01 Used for any DET funding, not listed above, that
Targeted are GST inclusive.
Program Funds received by the school where GST is
Reimbursement applicable; and RCTI will normally be provided
(check remittance advice carefully) e.g. Skills
Victoria, Youth Employment Scheme (YES)
funding School Sports Victoria funding, VCAA
Funding.
Refer to GST School Factsheet – Grants on Tax.
70085 Targeted Reimbursement NS6 Only to be used for reimbursements under the
Program for expenditure Schools Targeted Funding Governance Model for
Reimbursement incurred for local procurement of goods and services that are
programs under not funded through the Student Resource Package
the Schools (SRP).
Targeted
All transactions must be recorded as NS6 for GST.
Funding
Governance Refer to the Schools Targeted Funding Portal.
Model
70090 Capital Funding Funding received NS6 Funding for specific capital projects and
for funding of purchases. These funds would be used for new
capital items assets.
Refer to GST School Factsheet – Grants on Tax.
20 Chart of Accounts for Victorian Government Schools v8.3GENERAL LEDGER – REVENUE – COMMONWEALTH GOVERNMENT
GRANTS
Account Account Title Account GST Business Rules / Further Information
Code Description Code
71002 Outside School Grant received for G01 Revenue received from DET (Commonwealth)
Hours Care the operation of with RCTI, sustainability grant.
Grant Outside school
Not to be used for revenue from parents, refer
hours care
to Outside School Hours Care (74401).
(OSHC)
G03 Revenue received from Centrelink, Child Care
NS6 Benefit, and Child Care Rebate etc.
Refer to GST School Factsheet – Grants and
Child Care on Tax.
71020 ECD C’wealth Grants received NS6 To be used for receipting Commonwealth
Grant directly from Government Grants for Early Childhood
Commonwealth Development programs including Kindergartens,
Departments for Pre School Centres, Maternal health etc.
the operation of
Early Childhood G01 Funds received by the school where GST is
Development applicable; an RCTI will be provided by the
programs Commonwealth Government (check remittance
advice carefully).
Refer to GST School Factsheet – Grants on Tax.
71050 C’wealth Capital Grants received NS6 Grants for specific capital projects and purchases.
Grants for funding of These grants would be used for new assets.
capital items
G01 Funds received by the school where GST is
applicable: an RCTI will be provided by DET
(Check remittance advice carefully).
Refer to GST School Factsheet – Grants on Tax.
71080 C’wealth Funds received NS6 Suitable for recording funds from, Family
Government from Assistance (Centrelink) and Sporting Schools
Grants Commonwealth program.
entities.
Any other Commonwealth/Federal grants that do
not fit into the above.
G01 Funds from universities for student teacher
supervision. Schools should obtain RCTI to
confirm the GST treatment (check the remittance
advice carefully).
Refer to GST School Factsheet – Grants on Tax.
21 Chart of Accounts for Victorian Government Schools v8.3GENREAL LEDGER – REVENUE – STATE GOVERNMENT GRANTS
Account Account Title Account GST Business Rules / Further Information
Code Description Code
72020 ECD State Gov’t Grants received NS6 To be used for receipting State Government
Grants from State Grants (not DET) for Early Childhood
Government Development (ECD) programs including
Departments (not Kindergartens, Pre School Centres, Maternal
DET) for the health etc.
operation of Early
Refer to GST School Factsheet – Grants on Tax.
Childhood
Development
programs
72050 State Capital Grants received NS6 Grants received from State Government
Grants from the State departments other than the DET for the funding of
Government for capital items.
capital items
Refer to GST School Factsheet – Grants on Tax.
72080 State Grants received NS6 Includes State Maintenance Grants, funds for
Government from the State student assessment/examinations (VCAA),
Grants Government not Transport Accident Commission, Victorian Youth
otherwise Development Program (VYDP) Grant and similar
specified grants.
G01 Funds received by the school where GST is
applicable; and RCTI will normally be provided
(check remittance advice carefully)
Refer to GST School Factsheet – Grants on Tax.
GENERAL LEDGER – REVENUE – OTHER
Account Account Title Account GST Business Rules / Further Information
Code Description Code
73001 Reimbursements Reimbursement/ G01 Funds recouped from individuals e.g. cost of
refund for police checks, personal photocopying, stale
expenditure cheques.
incurred
Not to be used for students refer to Voluntary
Financial Contributions (74407) or Transfers from
other Schools (73541).
NS6 Funds recouped which relate to out of scope
expense e.g. salary overpayment.
22 Chart of Accounts for Victorian Government Schools v8.3General Ledger – Revenue – Other cont.
Account Account Title Account GST Business Rules / Further Information
Code Description Code
73002 Interest Interest earned G04 Includes interest received from HYIA and all
Received from locally School Council bank accounts.
generated or
Refer to GST School Factsheet – Bank Interest
government funds
on Tax.
73003 Sale Furniture/ Proceeds from the G01 Sale of school assets >50% market value or >75%
Equipment/ sale of school of original purchase price, unless falling into G03.
Motor Vehicle furniture,
Not to be used for Essential Student Learning
equipment and
Items refer to Essential Student Learning Items
motor vehicles <
(74405).
$5,000
Refer to Section 4: Assets in CASES21 Finance
Business Process Guides.
G03 Sales of second-hand assets where selling priceGeneral Ledger – Revenue – Other cont.
Account Account Title Account GST Business Rules / Further Information
Code Description Code
73541 Transfers from Receipting funds NS6 To be used to receipt money from other
Other Schools that have been government schools:
transferred from
another • receipting DET Funding and Commonwealth
government grants from another government school
school. • transfer of shared arrangement schools’ funds
where current base schools relinquishes funds
to new school
• Government school camps – Rubicon Outdoor
Centre, The Alpine School, Blackwood
Outdoor Education Centre, Bogong Outdoor
Education Centre and Somers School Camp,
receiving money from Government Schools.
G01 Receipt of transferred funds from another
government school for services provided (tax
invoice is required)
• Camps and excursions
• Organising school activities (e.g. VPSSA)
• Affiliation fees
• Principal network fees.
Refer to GST School Factsheet – Government
Run Camps on Tax.
GENERAL LEDGER – REVENUE – LOCALLY RAISED FUNDS
Account Account Title Account GST Business Rules / Further Information
Code Description Code
74101 Fundraising Fundraising efforts G01 Schools have flexibility to choose the GST
Activities approved by the treatment of fundraising events.
School Council –
Where no election is made, all fundraising revenue
ensure a motion
is taxable (G01).
has been recorded
approving the
activity and the G03 Includes raffles and bingo.
taxation treatment.
G04 Includes fundraising activities where an Input
Taxed motion is passed through school council.
NS6 Includes fundraising activities where an NPSE
motion is passed through school council.
Refer to GST School Factsheet – Fundraising on
Tax.
24 Chart of Accounts for Victorian Government Schools v8.3General Ledger – Revenue – Other cont.
Account Account Title Account GST Business Rules / Further Information
Code Description Code
74102 Donations Donations from NS6 Individuals and businesses can donate to the
business, groups school for the following purposes:
or individuals. • Building fund or library accounts with a
DGR status (these funds are approved by
Includes donations
the Australian Taxation Office and are tax
for a Building/
deductible)
Library with DGR
status and • General donations to the school. (Not tax
Philanthropy gifts deductible)
Not to be used for Voluntary Contributions refer
to Voluntary Financial Contributions (74407) as
per Parent Payments on PAL.
Not to be used for sponsorships – see account
code Commission (74103).
Refer to GST School Factsheet – Donations or
Sponsorships on Tax.
74103 Commission Commission G01 Includes commission received from student
received banking, schoolbook list, uniform suppliers, book
sellers and school photo sales etc.
G04 If the commission relates to an input taxed
NS6 fundraising event or canteen, then the commission
will follow the GST treatment of the fundraising or
canteen (i.e. input taxed or out of scope).
Refer to GST School Factsheet – Commissions -
Sponsorship on Tax.
74201 Hire of School Proceeds from the G01 Proceeds from the hire of school facilities and
Facilities/ hire of school equipment for private purposes e.g. school gym to
Equipment facilities and local basketball club.
equipment.
Not to be used for hire of curriculum related
Please refer to the
items, refer to Essential Student Learning Items
DET Insurance
(74405) or Optional Items (74406).
Guidelines
Refer to GST School Factsheet – Hire of
Facilities - Equipment on Tax.
74202 Canteen Income received G01 Revenue from outsourced canteens.
Licence from canteen
For School operated canteen, refer to Trading
licensee
Operations (74402).
(outsourced
canteen) Refer to Canteens on PAL.
25 Chart of Accounts for Victorian Government Schools v8.3General Ledger – Revenue – Other cont.
Account Account Title Account GST Business Rules / Further Information
Code Description Code
74301 Camps/ Camps, excursions G03 Portion of revenue that relates to revenue charges
Excursions/ and school-based that are GST free (G03). These items are to
Activities activities that are support instruction in the activities such as costs
GST Free associated with camps and excursions which all
students are expected to attend and include:
• Accommodation
• Transport
• Entrance costs
• Sports activities
• Any costs related to the activities.
Not to be used for overseas student travel or
Government School Camps, refer to
International Student Travel (74303) or
Government Camp Schools (74302).
Food Component G01 Portion of revenue that relates to the food
of Camps, component of any camp or excursion is taxable
excursions and (G01). These items are to support instruction in
school activities the activities associated with the standard
that are GST curriculum program where school purchases food
Inclusive and raw materials.
Refer to GST School Factsheet – Camps on Tax.
74302 Government Government G03 The food and accommodation component for any
School Camps school camps Government School Camp is GST Free (G03) –
including Alpine
Rubicon Outdoor Centre, The Alpine School,
School, Rubicon,
Bogong Outdoor Education Centre, Somers
Bogong, Somers
School Camp and Blackwood Outdoor Education
Camp and
Centre.
Blackwood Outdoor
Education Centre Refer to GST School Factsheet – Government
Run Camps on Tax.
74303 International Parent payments G03 Revenue received from parent payments for
Student Travel for overseas travel overseas travel for students.
for students
74401 Outside All payments G03 Revenue received for an (OSHC) program
School Hours received from registered under the Commonwealth government.
Care parents related to
an Outside School G01 Revenue is taxable (G01) where the program is
Hours Care not registered under the Federal requirements.
(OSHC) program
Refer to GST School Factsheet – Child Care on
Tax.
26 Chart of Accounts for Victorian Government Schools v8.3General Ledger – Revenue – Other cont.
Account Account Title Account GST Business Rules / Further Information
Code Description Code
74402 Trading Revenue relating G01 Profit and Loss Statement must be produced, as a
Operations to a school minimum, on an annual basis for all trading
trading operation operations programs e.g. canteen, uniform shop,
where a profit or bookshop/fair etc.
loss statement
Refer to the Finance Manual – Financial
must be
Management in Schools on PAL for the
completed
Management of School Trading Operations and
Trading Profit and Loss Proforma.
G04 Canteen and other revenue e.g. bookshop,
uniform etc. where an Input Taxed election is
passed through school council, should be coded
Input Taxed (G04).
NS6 Bookshop, uniform shop etc. where a Non-Profit
Sub-Entity election is passed through school
council, should be coded Out of Scope (NS6).
Refer to GST School Factsheet – Canteen and
Uniform Shop on Tax.
74403 Charities and Where the school NS6 To be used for receipting funds collected from
Collections acts as an agent local activities including:
for the collection • Monies collected for appeals i.e.; Royal
of funds Children’s Hospital, Red Nose Day, footy
colours day etc.
• School Bus Fares paid by parents and
forwarded to DET
• Book club (not book fair or book shop)
Must not be used for Trading Operations
regardless if a profit or loss is made.
For grade six/year 12 jumpers or sale of school
hats if uniform outsourced refer to Optional Items
(74406).
ALL expenditure for Charities and Collections
should be coded to (89102).
27 Chart of Accounts for Victorian Government Schools v8.3General Ledger – Revenue – Locally Raised Funds cont.
Account Account Title Account GST Business Rules / Further Information
Code Description Code
74405 Essential Essential student G03 These items are essential to support instruction in
Student learning item the standard curriculum program where the
Learning Items charges for school sells items of a consumable nature (GST
standard Free) and include:
curriculum • Materials that the individual student takes
related possession of, such as book packs, student
consumable stationery
items – GST • Materials for learning and teaching where
Free the student consumes or takes possession
of the finished articles e.g. home
economics, photography, catering
• Online educational resources and learning
tools involving a fee or subscription-type
payment
Not to be used for Camps and Excursions
refer to Camps, Excursions and Activities
(74301).
Refer to Parent Payments on PAL.
Refer to GST School Factsheet – Parent
Payments on Tax.
Essential student G01 These items are essential to support instruction in
learning item the standard curriculum program where the
charges for school sells items of a NON-consumable nature
standard and the revenue is inclusive of GST (G01).
curriculum
related non- • Textbooks, calculators, or similar
consumable materials that are curriculum related.
items/activities Refer to Parent Payments on PAL.
that are GST
Inclusive Refer to GST School Factsheet – Parent
Payments on Tax.
28 Chart of Accounts for Victorian Government Schools v8.3You can also read
