Reporting

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.

 

 

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, 2025 - June 30, 2026 (FY2026)

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) 2026

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

 

About

Originally established as a covid-19 emergency measure, then made permanent in the 2024 Third Special Session under H.B. 3005, Utah Code Annotated (U.C.A.) Sec. 53F-2-209. Limited LEA budgetary flexibility authorizes an LEA to use up to 35% of an LEA's State restricted formula-based funding to, flexibly and without restriction, respond to changing circumstances and student needs.

LEAs electing to utilize this option are encouraged to communicate with USBE program staff regarding any potential program implications that may result from a State-restricted program transfer such as maintenance of effort, matching requirements, etc.

 

Financial Reporting

LEAs electing to utilize this option shall use accounts 5201 (Other Financing Source - Transfer IN - Budgetary Flexibility) and 5211 (Other Financing Use - Transfer OUT - Budgetary Flexibility) to capture both the State restricted program(s) in which the transfer(s) occurred from and the program(s) the funds were transferred to for expenditure detail. For more information, see example journal entries and important notes below.

 Budgetary Flexibility Journal Entries

 

Authorizing Statue

U.C.A. § 53F-2-209. Limited LEA budgetary flexibility

 

Administrative Code

R277-113-9. LEA Recordkeeping for Flexible Use of Restricted Funds

 

Eligible Programs and Costs

U.C.A. § 53F-2-209 outlines exclusions for transferred funds and should be reviewed carefully and periodically. Limited LEA Budgetary Flexibility may not be used for fund capital projects or improvements. In accordance with R277-113-9, USBE staff have identified State programs believed to be eligible for Budgetary Flexibility transfers (see below).

 LEA Budgetary Flexibility Eligibility List

 

Contact

schoolfinance@schools.utah.gov