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3 Common Chart of Accounts

3.1 Business Rules

The Business Rules support the implementation of the common chart of accounts and support standardisation across the following areas:

  • Salaries and Wages
  • Administrative and other expenses
  • Revenue such as grants, patient fees, capital purpose income
  • Pathology and Medical Imaging
  • Allocation of Overheads
  • Allocation of Pharmacy Costs
  • Allocation of Allied Health Costs
  • Direct Cost Allocations
  • Accounting for Capital Related Transactions
  • Cash Flow Statement

  Business Rules - Version 13 (Update 1)- Updated 2 May 2014

3.1.1 Guidelines for the identification and establishment of Specific Purpose Funds

These guidelines have been prepared to assist agencies to:

  • identify and categorise SPFs;
  • develop business rules to manage SPFs such as recording, matching of revenue and expenses and reporting;
  • formulate accounting policy, recording and reporting frameworks relevant to SPF accounts;
  • monitor the asset backing and liquidity of SPFs to ensure that they are able to meet their obligations on their SPFs as and when they fall due.

pdf icon Guidelines for the identification and establishment of Specific Purpose Funds - April 2011 ( PDF file 144KB)

3.2 Codes

The common chart of accounts utilises standardised names and codes, as follows:

  • Standard cost centre names
  • Standard cost centre codes/numbering
  • Standard account names
  • Standard account codes/numbering
3.2.1 Cost Centre Codes

Cost Centre Codes are alphanumeric and are broadly organised to identify the following at the top level:

  • Acute
  • Mental Health
  • Aged Care
  • Primary Health
  • Other Programs
  • Clinical Services/Support and Corporate Services
  • Business Units
  • Specific Purpose Funds
  • Capital
  • Balance Sheet

Cost centre codes together with account codes (see 3.2.2) underpin the F1 reporting process. When applied in conjunction with the Business Rules, it streamlines reporting of financial information to DH in terms of cost centre / program level.

  Victorian Public Hospitals - 2014/15 Cost Centres V3.92 - Updated 7 August 2014

   Victorian Public Hospitals - 2013/14 Cost Centres V3.91 - Updated 6 August 2013

Excel icon Victorian Public Hospitals - 2011 / 12 Cost Centres V3.89 (Excel File 177KB) - Updated 1 July 2011

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3.2.2 Account Codes

Account Codes are numeric and are used for identifying revenues, expenses, assets, liabilities and equity in reporting financial information to DH. Only valid account codes and account code ranges are transmissible.

  Victorian Public Hospitals - 2014/15 Account Codes - Version 3.91 - Updated 7 August 2014

  Victorian Public Hospitals - 2013/14 Account Codes - Version 3.90 - Updated 20 November 2013

  Victorian Public Hospitals - 2012/13 Account Codes - Updated 14 August 2012

 

3.2.3 Transmissible Codes

The Transmissable Account Codes and Transmissable Cost Centre Codes are complete lists of all valid Account codes and Cost Centre codes.  They are used by the CCOA data import facility to ensure all submitted Account Codes and Cost Centre codes are valid. If the code is listed it is transmissible. A code checker (see 3.4) is available to ensure that the account code and cost centre code combinations are valid.

The current Transmissable Account Codes and Transmissable Cost Centres are located in the Code Checker under section 3.4

3.2.4 Victorian Public Hospital Entity and Campus Codes

This document provides identity at entity and campus level. This enables reporting of financial information at these levels. Related to putting together trial balance.

The Entity and Campus Codes are required for access to the financial reporting portal.

Campus codes are the agreed level for second tier reporting for hospitals that provide their general ledger data on a month basis. Only valid entity and campus codes are accepted through the electronic portal.

Victorian Public Hospitals - Entity and Campus Codes

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3.3 Mapping of Codes

Mapping is the process of reformatting data to align with DH requirements. Mapping assists hospitals in providing consistent information to the department.

3.3.1 Cost Centre Codes to Service Cost Groups

Clinical Costing Standards Association of Australia –service cost groups.

The Chart of Accounts - Cost Centre Master Version 3.83 includes additional CCSAA Service Cost Group (SCG) fields which relate to the major service units as used by the DH Victorian Cost Weight Study. The assignment of SCG's to individual cost centres allows hospital clinical costing managers to assign general ledger cost centres into consistent cost buckets. This ensures DH cost weight study costs buckets are consistent across all sites. 

SCG's also provide hospitals with the ability to provide component comparative clinical costs as a service level for benchmarking purposes. In addition to this SCG's allow easier audit and improve the accuracy of cost allocations within hospital costing systems.

It's a requirement of DH that all cost weight study submissions must comply with these SCG classifications. Consequently, all hospitals using a clinical costing system and submitting cost weight study data should be downloading this spreadsheet.

3.3.2 DH Grants to Account Codes and Cost Centre Codes

This document provides high level mapping of DH grant payments to the appropriate revenue account code range and corporate cost centre. The process enhances consistency in the accounting of DH grants among public hospitals.

Excel icon Mapping of DH Grants (Excel File 235KB) - Version 1.2, Updated 07/06/2005

3.3.3 SAMS Activity Codes to Account Codes and Cost Centre Codes

Mental Health Mapping of SAMS Activity Codes/DH Grants, to Account Codes and Cost Centre Codes

This document provides a comprehensive mapping of SAMS Activity Codes/DH Grants, to Account Codes and Cost Centre Codes. This mapping is supplementary to the mapping described under section 3.6 above on mapping of DH grants to account codes and cost centre codes.

Excel icon Mapping of SAMS Activities to Account Codes (V3.83) and Cost Centre Codes (V 3.84) (MS Excel File 3.62MB) - Updated 25 January 2007

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3.3.3.1 Mapping of Metropolitan Health Grants to SAMS Activities / CCOA Codes

Please refer to EXCEL file in Section 3.3.3 for mapping of SAMS Activities to Account Codes (V3.83) and Cost Centre Codes (V 3.84)

3.3.4 AFR Mapping to the Common Chart of Accounts

This document provides high level mapping of the account code range to the appropriate AFR codes. The process enhances consistency in the presentation of AFR information among public hospitals.

  Account Codes 2014/15 - V3.91 Mapped to AFR - Updated 7 August 2014

  Account Codes 2013/14 - V3.90 Mapped to AFR - Updated 20 November 2013

3.3.5 Mapping of Cost Centre Codes to Clinical Cost Groups

In Clinical Costing Standard No 2 (CCS2)the CCSAA Service Cost Groups have been mapped to the approved Public Hospitals Standard Chart of Accounts Cost Centre Codes. The purpose of the Service Cost Groups is firstly to provide component comparative costs at a service level for benchmarking purposes. Secondly, to provide a mechanism for auditing and to improve the accuracy of cost allocation in the relevant information systems.

  Mapping of Cost Centre Codes V3.90 to CCSAA Service Cost Groups - Updated 14 August 2012

Excel icon Mapping of Cost Centre Codes V3.89 to CCSAA Service Cost Groups (Excel File 188KB) - Updated 1 July 2011

3.3.6 Mapping of Account Codes to Clinical Costing Account Structure

In Clinical Costing Standard No 4 (CCS4) the approved Victorian Public Hospitals - Standard Account Codes has been mapped to the CCSAA assignment of Expense Accounts into Variable and Fixed Cost Types.

  Mapping of Account Codes V3.89 to CCSAA Account Structure - Updated 14 August 2012

3.4 Code Checker

The Code Checker is stand-alone software that provides a simple mechanism for checking the validity of combinations of account codes and cost centre codes for F1 reporting to DH.

If the invalid combination were undetected, the software that automates the mapping process from the general ledger to the F1 (income statement and balance sheet) would also identify the invalidity.

  Code Checker Version 4.2.7 - Updated 14 August 2014 - for checking the validity of the account and cost centre code combination

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Last updated: 15 August, 2014
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