Chart of Accounts for Victorian Government Schools - Financial Services Division
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Chart of Accounts for Victorian Government Schools Financial Services Division Version 8.2 March 2020
CONTENTS Glossary....................................................................................................................................... 4 Forward........................................................................................................................................ 5 Introduction .................................................................................................................................. 5 Chart Of Accounts And Reporting Process .................................................................................. 5 Chart Of Accounts Structure ........................................................................................................ 6 General Approach To Chart Of Accounts Coding ......................................................................... 7 Deactivating Or Modifying School Defined Codes ........................................................................ 7 Handy Hints ................................................................................................................................. 8 Goods And Services Tax (Gst) And The Chart Of Accounts......................................................... 8 Gst Codes For Schools ................................................................................................................ 9 General Ledger – Current Assets ............................................................................................... 11 General Ledger – Non-Current Assets ....................................................................................... 14 General Ledger – Current Liabilities ........................................................................................... 19 General Ledger – Non-Current Liabilities ................................................................................... 20 General Ledger – Accumulated Equity ....................................................................................... 20 General Ledger – Revenue – Government Provided DET Grants .............................................. 21 General Ledger – Revenue – Commonwealth Government Grants............................................ 23 Genreal Ledger – Revenue – State Government Grants ............................................................ 24 General Ledger – Revenue – Other ........................................................................................... 25 General Ledger – Revenue – Locally Raised Funds .................................................................. 27 General Ledger – Expenditure – Salaries And Allowances......................................................... 35 General Ledger – Expenditure – Bank Charges ......................................................................... 37 General Ledger – Expenditure – Consumables .......................................................................... 37 General Ledger – Expenditure – Books And Publications .......................................................... 38 General Ledger – Expenditure – Communications Costs ........................................................... 38 General Ledger – Expenditure – Equipment / Maintenance / Hire .............................................. 39 General Ledger – Expenditure – Utilities .................................................................................... 42 General Ledger – Expenditure – Property Services ................................................................... 43 General Ledger – Expenditure – Travel And Subsistence .......................................................... 45 General Ledger – Expenditure – Motor Vehicle Expenses / Lease ............................................. 47 General Ledger – Expenditure – Administration ......................................................................... 47 General Ledger – Expenditure – Health And Personal Development ......................................... 49 © 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
General Ledger – Expenditure – Professional Development ...................................................... 49 General Ledger – Expenditure – Trading And Fundraising ......................................................... 52 General Ledger – Expenditure – Support / Service .................................................................... 54 General Ledger – Expenditure – Camps / Excursions / Activities ............................................... 56 General Ledger – Expenditure – Internal Transfers .................................................................... 57 General Ledger – Expenditure – Miscellaneous ......................................................................... 57 Programs, Sub Programs And Initiatives .................................................................................... 59 Administration Programs ............................................................................................................ 69 Specific Purpose Programs ........................................................................................................ 70 General Purpose Programs........................................................................................................ 72 Commonwealth Programs .......................................................................................................... 73 Student Support Programs ......................................................................................................... 73 DET Initiatives ............................................................................................................................ 74 © 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. 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 provided in the following publications on the Financial Management website: ‘Operating Statement, A practical example and explanation’, The Balance Sheet, A practical example and explanation’ and ‘Financial Reporting for Schools’. Website: CASES21 System webpage 5 Version 8.3 – March 2020
CHART 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 $5000). Programs All programs are hard coded in the Chart of Accounts and cannot be altered or added to at school level. 6 Version 8.3 – March 2020
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 a number of 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. All historical reports that are reprinted will reflect the new Sub Program description. As a result, it is recommended that descriptions should only be changed after the End of Year procedures have been carried out and prior to any transactions being recorded against them in the New Year. 7 Version 8.3 – March 2020
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 via the Service Gateway or Service Desk. Access the Gateway at: For further assistance please contact the Service Gateway or call 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. 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 also 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. Information is available at: eduGate Tax webpage 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 Version 8.3 – March 2020
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 Version 8.3 – March 2020
Enquiries For more detailed information schools should refer to the Tax Compliance Unit website at eduGate Tax webpage If you have any questions or enquiries concerning GST, please contact the Department’s Tax Unit on Phone: 7022 2228. E-mail - Tax at: tax@edumail.vic.gov.au 10 Version 8.3 – March 2020
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 Finance Manual for Victorian Government
(HYIA) directly into this
Schools located on the School Finance website.
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
For further information refer to School GST Fact
donations
Sheet Deductible Gift Recipient Funds at Tax on
eduGate.
10004 Library 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
For further information refer to School GST Fact
donations
Sheet Deductible Gift Recipient Funds at Tax on
eduGate.
10005 Co-operative Account used to N/A Not to be used to record loan liability.
Account administer loans
Refer to the Finance Manual for Victorian
raised through a
Government Schools – Co-operative Accounts
co-operative
section located on the School Finance website.
society for a school
infrastructure
project
10010- Term Deposits N/A Schools must not establish new Term Deposits.
10020
Any remaining Term Deposits must be
transferred to the HYIA immediately.
Refer to the Finance Manual for Victorian
Government Schools – Section 8: Banking
11 Version 8.3 – March 2020General Ledger – current assets cont.
Account Account Title Account GST Business Rules / Further Information
Code Description Code
10030- At Call N/A Schools must not establish new At Call
10040 Investments Investment accounts.
Any remaining At Call Investment accounts
must be transferred to the HYIA immediately.
Refer to the Finance Manual for Victorian
Government Schools – Section 8: Banking
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@edumail.vic.gov.au
before using accounts in this range.
NOTE: not to 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
(reclaimable) on purchases 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
Refer to Section 2: Sundry Debtors CASES21
debtors
Finance Business Process Guide.
NOTE: Not to be used for family charges
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 CASES21 Finance
Family families
Business Process Guide.
Charges
12 Version 8.3 – March 2020General Ledger – current assets cont.
Account Account Title Account GST Business Rules / Further Information
Code Description Code
12005 Prepaid Estimate of N/A Used to identify portion of expenditure that relates
Expenses expenses paid in to a future accounting period.
advance
12006 Fuel Tax Value of total Fuel N/A System Use Only
Credits Tax Credits
Automated calculation of Fuel Tax Credits.
(Reclaimable) claimable
For further information refer to School GST Fact
Sheet Fuel Tax Credits at: Tax on eduGate.
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.
Refer to Section 5: General Ledger CASES21
Finance Business Process Guide.
Refer to Finance Manual for Victorian Government
Schools located on the School Finance website.
This code is not to be used for petty cash
expenditure. Refer to relevant expenditure codes
for which expenditure is apportioned.
13 Version 8.3 – March 2020GENERAL LEDGER – NON-CURRENT ASSETS
Account Account Title Account GST Business Rules / Further Information
Code Description Code
26201 Asset Holding account G10 When assets have progressive
Clearing for incomplete payments/multiple creditors e.g. a deposit or
Account asset purchases - subsequent payments, each invoice should be
not to be use for
coded to this clearing account.
Buildings and
Land see 26501. Where the appropriate code is not known or
the asset shell has not been created, should
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 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 Section 4: Assets CASES21 Finance
Business Process Guide.
Refer to Section 13: Finance Manual for Victorian
Government Schools.
26203 Motor Purchase of motor G10 IMPORTANT: Schools must not purchase a
Vehicles vehicle >$5,000 motor vehicle without the written consent of
G14
>$5,000 the regional director.
Includes cars, buses, trailers and vans.
Refer to Section 4: Assets CASES21 Finance
Business Process Guide.
Refer to Section 13: Finance Manual for Victorian
Government Schools.
For further information refer to School GST Fact
Sheet - Assets at: Tax on eduGate.
26205 Computers/IT >$5,000 per item G10 Includes items that are >$5,000 exclusive of GST:
equip >$5,000 notebooks, laptops, monitors, servers, hard drive,
G14
network devices and miscellaneous computer
equipment.
Refer to Section 4: Assets CASES21 Finance
Business Process Guide.
Refer Section 13: Finance Manual for Victorian
Government Schools.
For further information refer to School GST Fact
Sheet - Assets at: Tax on eduGate.
14 Version 8.3 – March 2020General Ledger – Non-Current Assets cont.
Account Account Title Account GST Business Rules / Further Information
Code Description Code
26207 Printers/ >$5,000 per item G10 Printers and Scanners
Scanners
G14 Refer to Section 4: Assets CASES21 Finance
>$5,000
Business Process Guide.
Refer to Section 13: Finance Manual for Victorian
Government Schools.
For further information refer to School GST Fact
Sheet - Assets at: Tax on eduGate.
26208 Computer Purchase of G10 Includes software applications and associated
Software Computer licences that have a life span greater than 12
G14
>$5,000 Software months – including information communications
technology (ICT) upgrades for software
Refer to Section 4: Assets CASES21 Finance
Business Process Guide.
Refer to Section 13: Finance Manual for Victorian
Government Schools.
For further information refer to School GST Fact
Sheet - Assets at: Tax on eduGate.
26210 Furniture and >$5,000 per item G10 Cabinets, lockers, credenzas, bookcases, carpets
Fittings etc.
G14
>$5,000
Refer to Section 4: Assets CASES21 Finance
Business Process Guide.
Refer to Section 13: Finance Manual for Victorian
Government Schools.
G13 Use G13 if the furniture and fittings are to be used
in the input taxed canteen
For further information refer to School GST Fact
Sheet - Assets at: Tax on eduGate.
26211 Musical >$5,000 per item G10 Musical equipment purchased by the school.
Equipment
G14 Refer to Section 4: Assets CASES21 Finance
>$5,000
Business Process Guide.
Refer to Section 13: Finance Manual for Victorian
Government Schools.
For further information refer to School GST Fact
Sheet - Assets at: Tax on eduGate.
15 Version 8.3 – March 2020General Ledger – Non-Current Assets cont.
Account Account Title Account GST Business Rules / Further Information
Code Description Code
26212 Office >$5,000 per item G10 Includes photocopiers, combined
Equipment copier/fax/scanners, compactus filing systems,
G14
>$5,000 miscellaneous office equipment, electronic
whiteboards.
Refer to Section 4: Assets CASES21 Finance
Business Process Guide.
Refer to Section 13: Finance Manual for Victorian
Government Schools.
For further information refer to School GST Fact
Sheet - Assets at: Tax on eduGate.
26214 Communicatio >$5,000 per item G10 Includes televisions, projectors, cameras, security
n Equipment cameras, teleconferencing equipment, closed
G14
>$5,000 circuit TV’s, telephone systems/handsets, PA
Systems and miscellaneous communication
equipment.
Refer to Section 4: Assets CASES21 Finance
Business Process Guide.
Refer to Section 13: Finance Manual for Victorian
Government Schools.
For further information refer to School GST Fact
Sheet - Assets at: Tax on eduGate.
26215 Plant & >$5,000 per item G10 Includes, lift trucks/forklifts, kilns, ride-on mowers,
Equipment woodwork, metal and art equipment and any other
G14
>$5,000 miscellaneous plant and equipment.
Note GST code for items purchased for input taxed
canteen.
Refer to Section 4: Assets CASES21 Finance
Business Process Guide.
Refer to Section 13: Finance Manual for Victorian
Government Schools.
G13 Use G13 if the furniture and fittings are to be used
in the input taxed canteen
For further information refer to School GST Fact
Sheet - Assets at: Tax on eduGate.
16 Version 8.3 – March 2020General Ledger – Non-Current Assets cont.
Account Account Title Account GST Business Rules / Further Information
Code Description Code
26216 Sporting >$5,000 per item G10 Major items of sporting and gym equipment
Equipment including basketball rings, scoreboards,
G14
>$5,000
Refer to Section 4: Assets CASES21 Finance
Business Process Guide.
Refer to Section 13: Finance Manual for Victorian
Government Schools.
For further information refer to School GST Fact
Sheet - Assets at: Tax on eduGate.
26220 Other Assets >$5,000 per item G10 Includes dishwashers, stoves, microwave ovens,
>$5,000 refrigerators, freezers and other miscellaneous
G14
assets.
Note GST code for items purchased for input taxed
canteen.
Refer to Section 4: Assets CASES21 Finance
Business Process Guide.
Refer to Section 13: Finance Manual for Victorian
Government Schools.
G13 Use G13 if the furniture and fittings are to be used
in the input taxed canteen
For further information refer to School GST Fact
Sheet - Assets at: Tax on eduGate.
26501 Building & Holding account G10 When assets have progressive payments e.g.
Land Clearing for incomplete land a building extension, each invoice should be
G14
Account and building asset coded to this clearing account.
transactions.
Where multiple creditors are paid e.g. a
IMPORTANT: If a refurbishment of a room where individual
school is creditors are contracted to complete the work
considering would be coded to the clearing account
building structure
improvements When the Asset project/payment is completed in
greater than full the asset clearing account journal should be
$50,000, the processed to add the Asset to the correct general
school must ledger code and category.
discuss this with
the Victorian The clearing account should be regularly
Schools Building monitored by viewing the Balance Sheet to ensure
Authority (VSBA) all journals have been processed.
first through an Refer to Section 4: Assets CASES21 Finance
email request to Business Process Guide.
sams@edumail.vic
.gov.au Refer to Section 13: Finance Manual for Victorian
Government Schools.
For further information refer to School GST Fact
Sheet - Assets at: Tax on eduGate.
NOTE: not to be used for ‘Plant and Equipment’
17 Version 8.3 – March 2020General Ledger – Non-Current Assets cont.
Account Account Title Account GST Business Rules / Further Information
Code Description Code
26502 Major Land & Building and G10 Major building works greater than $50,000:
Building ground works Includes, but is not limited to:
G14
Assets >$50,000
>$50,000 New buildings and modules
IMPORTANT: If a Roof works
school is Room conversions or extensions
considering
Sheds and carports
building structure
improvements Refurbishments >$5,000 i.e. carpet, tiling,
greater than linoleum replacement
$50,000, the Solar Panels
school must
discuss this with Major ground works greater than $50,000:
the Victorian Includes, but is not limited to:
Schools Building
New ovals/Turf (natural or synthetic)
Authority first
through an email Courts
request to Landscaping
sams@edumail.vic Major drainage works
.gov.au Electrical system upgrades
Carpark extensions
Shade Sails
Playgrounds
Refer to Section 13: Finance Manual for Victorian
Government Schools.
For further information refer to School GST Fact
Sheet - Assets at: Tax on eduGate.
26503 Minor Land & Building and G10 Building works less than $50,000: Includes, but is
Building ground works not limited to:
G14
assetsGENERAL LEDGER – CURRENT LIABILITIES
Account Account Title Account GST Business Rules / Further Information
Code Description Code
33000 Group Tax Suspense account N/A System Use Only
Clearing for group tax
Account related Voluntary agreement with the creditor regarding
transactions withholding tax. Schools will need to enter the
agreed withholding rate in the Withhold/PAYG
rate field. Details on voluntary agreements can
be found at the ATO web site:
Link to ATO website
36000 Withholding Suspense account N/A System Use Only
Clearing for With-Holding
Automated calculation of withholding deductions
Account related
for Creditors with NO ABN - these payments are
transactions
transferred to the ATO.
37000 Accounts Total of all N/A System Use Only
Payable Control accounts payable
Automated calculation of all current Creditors
balances
balances (total invoices, less total payments, less
total credit notes, journal adjustments, discounts).
38002 Revenue in Funds received 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: CASES21 Finance Business
Process Guide – Balance Day Adjustments.
38003 Deposits Held Holding account N/A Used for the temporary holding of refundable
for period that deposit for locker keys and other loan
deposit/s held arrangements requiring a deposit.
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 $5000.00 (excl. GST)
Refer to Section 4: Assets CASES21 Finance
Business Process Guide.
19 Version 8.3 – March 2020GENERAL LEDGER – NON-CURRENT LIABILITIES
Account Account Title Account GST Business Rules / Further Information
Code Description Code
40001 Co-operative Loans raised N/A Represents current outstanding loan balance.
Loan through a Co-
Refer to Co-operative Loan Bank Statement
operative Society
records and Section 5: General Ledger CASES21
for school projects
Finance Business Process Guide.
GENERAL 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
operations (net
surplus/deficit) to Balance Sheet Specific Period Report (GL21161)
date
50003 Revaluation N/A System use only
Not to be used by schools.
20 Version 8.3 – March 2020GENERAL 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: 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 information on the SRP website for further
information.
For GST code refer to School GST Fact Sheet -
Grants at: Tax on eduGate.
70004 Conveyance Reimbursement of NS6 For revenue received from DET.
Allowance the cost of
For complete details refer to the following link to
transporting
the Student Transport website.
students between
home and school For GST code refer to School GST Fact Sheet -
under approved Grants at: Tax on eduGate.
procedures
Note: Payment to families for conveyance
allowance must be made from Remunerations –
89301 (NP6).
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 74303 International
Student Travel.
For GST code refer to School GST Fact Sheet -
Grants at: Tax on eduGate.
70007 CSEF Camps, Sports and N/A System use only
Excursion Funds Automated CSEF journal
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 the Kindergartens, Pre School Centres, Maternal
operation of Early health etc.
Childhood
For GST code refer to School GST Fact Sheet -
Development
Grants at: Tax on eduGate.
(ECD) programs
70053 Interest Reimbursements NS6 Only available to schools where approval for
Subsidy of interest incurred subsidy is currently in place.
on co-operative
For GST code refer to School GST Fact Sheet -
loans
Grants at: Tax on eduGate.
21 Version 8.3 – March 2020General Ledger – Revenue – Government Provided DET Grants cont.
Account Account Title Account GST Business Rules / Further Information
Code Description Code
70080 Dep’t Funding Funds received by NS6 Used for any DET funding, not listed above or
schools from DET below, that are exclusive of GST.
that have not been
NOT TO BE USED FOR SRP CASH FUNDING
transacted through
SRP Cash NOT TO BE USED FOR TARGETED
Funding / Targeted PROGRAM REIMBURSEMENT
Program
Reimbursement For GST code refer to School GST Fact Sheet -
Grants at: Tax on eduGate.
G01 Used for any DET funding, not listed above, that
are GST inclusive.
Funds received by the school where GST is
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.
For GST code refer to School GST Fact Sheet -
Grants at: Tax on eduGate.
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
the Schools Package (SRP).
Targeted Funding
All transactions must be recorded as NS6 for
Governance Model
GST.
For further information see: Schools Targeted
Funding Portal
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.
For GST code refer to School GST Fact Sheet -
Grants at: Tax on eduGate.
22 Version 8.3 – March 2020GENERAL 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)
Hrs Care Grant the operation of with RCTI, sustainability grant.
Outside school
NOTE: Not to be used for revenue from parents,
hours care
refer to 74401
(OSHC)
G03 Revenue received from Centrelink, Child Care
Benefit, and Child Care Rebate etc.
NS6
For GST code refer to School GST Fact Sheets -
Grants and Child Care at: Tax on eduGate.
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).
For GST code refer to School GST Fact Sheet -
Grants at: Tax on eduGate.
71050 C’wealth Grants received NS6 Grants for specific capital projects and purchases.
Capital 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)
For GST code refer to School GST Fact Sheet -
Grants at: Tax on eduGate
71080 C’wealth Govt Funds received NS6 Suitable for recording funds from, Family
Grants from Assistance (Centrelink). Sporting Schools
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).
For GST code refer to School GST Fact Sheet -
Grants at: Tax on eduGate.
23 Version 8.3 – March 2020GENREAL LEDGER – REVENUE – STATE GOVERNMENT GRANTS
Account Account Title Account GST Business Rules / Further Information
Code Description Code
72020 ECD State Govt Grants received NS6 To be used for receipting State Government
Grants from State Grants (not DET) for Early Childhood
Government Development (ECD) programs including
Department’s (not Kindergartens, Pre School Centres, Maternal
DET) for the health etc.
operation of Early
For GST code refer to School GST Fact Sheet -
Childhood
Grants at: Tax on eduGate.
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
For GST code refer to School GST Fact Sheet -
Grants at: Tax on eduGate.
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)
For GST code refer to School GST Fact Sheet -
Grants at: Tax on eduGate.
24 Version 8.3 – March 2020GENERAL 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 (refer to 73541).
NS6 Funds recouped which relate to out of scope
expense e.g. salary overpayment.
For GST code refer to School GST Fact Sheet -
Reimbursements at: Tax on eduGate.
73002 Interest Interest earned G04 Includes interest received from HYIA and all
Received from locally School Council bank accounts
generated or
For GST code refer to School GST Fact Sheet –
government funds
Bank Interest at: Tax on eduGate.
73003 Sale Furniture/ Proceeds from the G01 Refer to Section 4: Assets CASES21 Finance
Equipment/ sale of school Business Process Guide
Motor Vehicle furniture,
Sale of school assets >50% market value or >75%
equipment and
of original purchase price, unless falling into G03.
motor vehicles <
$5,000 For the sale of essential student learning items
refer to 74405
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
73505 Capital Local Grants received NS6 Grants for specific capital projects and purchase of
Gov’t Grants from local gov’t for non-current assets.
capital items
G01 Funds received by the school where GST is
applicable; and RCTI will normally be provided
(check remittance advice carefully).
For GST code refer to School GST Fact Sheet -
Grants at: Tax on eduGate.
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.
For GST code refer to School GST Fact Sheet –
Program Coordinator School and Government
Run Camps at: Tax on eduGate.
26 Version 8.3 – March 2020GENERAL 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.
For GST code refer to School GST Fact Sheet -
Fundraising at: Tax on eduGate.
74102 Donations Donations from NS6 Individuals and businesses can make a
business, groups donation to the school for the following purposes:
or individuals. • Building fund or library with a DGR status
(these funds are approved by the
Includes donations
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 74407 as per Parent Payment Policy.
Not to be used for sponsorships – see account
code 74103 Commission.
For GST code refer to School GST Fact Sheet -
Donations or Sponsorships at: Tax on eduGate.
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
fundraising event or canteen, then the commission
NS6
will follow the GST treatment of the fundraising or
canteen (i.e. input taxed or out of scope)
For GST code refer to School GST Fact Sheet –
Commissions-Sponsorship at: Tax on eduGate.
27 Version 8.3 – March 2020General Ledger – Revenue – Locally Raised Funds cont.
Account Account Title Account GST Business Rules / Further Information
Code Description Code
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.
This is not to be used for hire of curriculum
Please refer to the
related items. Refer to 74405 for essential student
DET Insurance
learning items or 74406 for optional items that are
Guidelines
not essential student learning items.
For GST code refer to School GST Fact Sheet –
Hire of Facilities-Equipment at: Tax on eduGate.
74202 Canteen Income received G01 Revenue from outsourced canteens. Refer to
Licence from canteen ‘Canteen Operations’ in the School Policy and
licensee Advisory Guide
(outsourced
Canteen Operations webpage
canteen)
For School operated canteen, refer to 74402
Trading Operations.
74301 Camps/ Camps, G03 Portion of revenue that relates to revenue charges
Excursions/ excursions and that are GST free (G03). These items are to
Activities school-based support instruction in the activities such as costs
activities that are associated with camps and excursions which all
GST Free students are expected to attend and include:
• Accommodation
• Transport
• Entrance costs
• Sports activities
• Any costs related to the activities.
NOTE: not to be used for overseas student travel
or Government School Camps (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.
For GST code refer to School GST Fact Sheet –
Camps at: Tax on eduGate.
74302 Government Government G03 The food and accommodation component for any
School Camps school camps Government School Camp is Out of Scope for
including Alpine GST (NS6) –
School, Rubicon,
Rubicon Outdoor Centre, The Alpine School,
Bogong, Somers
Bogong Outdoor Education Centre, Somers
Camp and
School Camp and Blackwood Outdoor Education
Blackwood
Centre.
Outdoor Education
Centre For GST code refer to School GST Fact Sheet –
Government Run Camps at: Tax on eduGate.
28 Version 8.3 – March 2020General Ledger – Revenue – Locally Raised Funds cont.
Account Account Title Account GST Business Rules / Further Information
Code Description Code
74303 International Parent payments G03 Revenue received from parent payments for
Student Travel for overseas overseas travel for students.
travel for students
NOTE: 74301 Camps/Excursions/Activities NO
LONGER to be used for overseas student travel.
74401 Outside All payments G03 Revenue received for an (OSHC) program
School Hours received from registered under the Commonwealth
Care parents related to government.
an Outside
School Hours G01 Revenue is taxable (G01) where the program is
Care (OSHC) not registered under the Federal requirements.
program
For GST code refer to School GST Fact Sheet –
Child Care at: Tax on eduGate.
74402 Trading Revenue relating G01 Profit and Loss Statement must be produced, as
Operations to a school a minimum, on an annual basis for all trading
trading operation operations programs e.g. canteen, uniform shop,
where a profit or bookshop/fair, vending machines etc.
loss statement
Refer to the School Finance website for the
must be
Management of School Trading Operations
completed
Guidelines.
Trading Profit and Loss Proforma is located at:
CASES21 System webpage.
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).
For GST code refer to School GST Fact Sheets –
Canteen and Uniform Shop at Tax on eduGate.
NS6 Bookshop, uniform shop etc. where a Non-Profit
Sub-Entity election is passed through school
council, should be coded Out of Scope (NS6).
For GST code refer to School GST Fact Sheet –
Uniform Shop at: Tax on eduGate.
29 Version 8.3 – March 2020General Ledger – Revenue – Locally Raised Funds cont.
Account Account Title Account GST Business Rules / Further Information
Code Description Code
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
of funds • Monies collected for appeals i.e.; Royal
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)
NOT to be USED for Trading Operations
regardless if a profit or loss is made
For grade six/year 12 jumpers – refer to
Optional Items – 74406
ALL expenditure for Charities and
Collections should be coded to (89102).
74405 Essential Essential student G03 These items are essential to support instruction
Student learning item in the standard curriculum program where the
Learning Items charges for school sells items of a consumable nature (GST
standard Free) and include:
curriculum related • Materials that the individual student takes
consumable possession of, such as book packs, student
items – GST Free stationery, workbooks
• Materials for learning and teaching where
the student consumes or takes possession
of the finished articles e.g. home
economics, photography, catering
• Hire or lease of curriculum related materials
e.g. class sets
• Online educational resources and learning
tools involving a fee or subscription-type
payment
This code is not to be used for Camps and
Excursions. Refer to 74301 Camps,
Excursions and Activities.
Refer to the Parent Payments webpage in
Victorian Government Schools.
For GST code refer to School GST Fact Sheet –
Parent Payments at: Tax on eduGate.
Essential student G01 These items are essential to support instruction
learning item in 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-consumable • Textbooks, calculators, or similar
items/activities materials that are curriculum related.
that are GST For GST code refer to School GST Fact Sheet –
Inclusive Parent Payments at: Tax on eduGate.
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