Budget and Accounting Handbook

This handbook is intended to help in the standardization of financial and statistical reports submitted by school districts and charter schools. The contents may be updated from time to time but the basic principles have been in place since 1979 when Utah adopted the Handbook II chart of accounts approved by the Department of Education in 1974. We continue to follow those principles and hope this compilation will assist with questions about specific portions of school budgeting, accounting, auditing and financial reporting in the State of Utah.

 Chapter 1: Introduction

 Chapter 2: Budgeting

Chapter 3: Accounting:

• Financial Accounting
• Pupil Accounting

Chapter 4: Chart of Accounts

•  Financial Accounting for Local and State School Systems
  National Center for Education Statistics (NCES)

Chapter 5: Indirect Costs

Chapter 6: Auditing:

• Financial Audits
•  Forms, Manuals and Guides
  Utah Office of the State Auditor
• Statistical Audits

 Schedule 1 Administrative Records: Utah School Districts General Retention Schedule

Chart of Accounts

The chart of accounts gives a school district or charter school the ability to accurately and effectively report on its financial activities and be able to compare data with other school districts or charter schools within the state. The chart of accounts, follow guidelines from Financial Accounting for Local and State School Systems, 2014 Edition, National Center for Education Statistics (NCES). All school districts and charter schools are required to report to the State Board of Education using the approved chart of accounts.

Account Codes

 

Reports

Annual Financial Report (AFR)

The AFR reports all school district and charter school financial data by fund. The General fund is the largest and records the majority of operating expenses for the operation and maintenance of education.

 

Annual Program Report (APR)

The APR reports all school district and charter school financial data by major program. (i.e. Direct Instruction, Special Education, Career Technology Education, Capital Projects, etc.) The APR summarizes and totals data by school district and charter school.

 

csv Data Files

Governmental Fund Types

Used to account for activities primarily supported by taxes, grants, and similiar revenue sources. This data includes pass-through taxes recorded in fund 26.

Proprietary Fund Types

Proprietary funds are used to account for activities that receive significant support from fees and charges.

Fiduciary Fund Types

Fiduciary funds are used to account for activities conducted by an organization or its component units for the benefit of those outside of the government.

UPEFS Public API

Though this API, you can access publicly available and published financial information for Utah school districts and charter schools. Current year financial data is typically published by the end of January each year.

UPEFS public API 

UPEFS open API specification 

Note: If you need this information in an accessible format, contact the department directly.

Indirect Costs

 Schedule H: Indirect Cost Methodology

 Indirect Costs: Guidance for State Agencies and School Food Authorities

 Local Education Agency (LEA) Delegation Agreement

U.S. Dept. of Education Cost Allocation Guide for State and Local Governments

 

Statewide Approved Indirect Costs Rates

Schedule M: District and Charter School Approved Indirect Cost Rates, effective July 1, 2024 - June 30, 2025 (FY2025)

Schedule M: District and Charter School Approved Indirect Cost Rates, effective July 1, 2023 - June 30, 2024 (FY2024)

 Schedule M: District and Charter School Approved Indirect Cost Rates, effective July 1, 2022 - June 30, 2023 (FY2023)

 Schedule M: District and Charter School Approved Indirect Cost Rates, effective July 1, 2021 - June 30, 2022 (FY2022)

 Schedule M: District and Charter School Approved Indirect Cost Rates, effective July 1, 2020 - June 30, 2021 (FY2021)

Indirect Cost Type Schedules

Utah State Board of Education Indirect Cost Type Schedule Fiscal Year (FY) 2025

Utah State Board of Education Indirect Cost Type Schedule Fiscal Year (FY) 2024

Utah State Board of Education Indirect Cost Type Schedule Fiscal Year (FY) 2023