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Budget Coding Manual | Free Full EPub
It dives into the climate finance codes used under the Standard Chart of Accounts (SCOA) and their applicability within the Integrated Financial Management Information System (IFMIS) system. Inslee's Safe Start proclamation: Coronavirus.wa.gov There is also a section containing inactive accounts that have been eliminated by either legislation or administrative action. This manual is updated as the data changes by virtue of legislation or administrative action. Although the listing provided intends to be all inclusive, it is possible that needed account codes will not be included.The PDF is formatted to highlight the different categories of account codes. For display purposes, the account codes contain decimal points which should be excluded in your annual report. Prescribed option only lists valid BARS account codes. The expenditure or expense accounts are presented without object codes. Object codes are available in the BARS Manual. The reporting at the subobject level is not required. At a minimum, local governments’ budget must meet the requirements of Washington state law and the State Auditor’s Office. The SAO does not prescribe how to budget or what a budget should look like. The adopted budget should be of sufficient detail to be meaningful and meet the intention of the law. The SAO considers budgets showing revenues and expenditures at the legal fund level to be the minimum acceptable level of detail. It is a sophisticated process of strategic planning, communication and policy development resulting in a detailed plan of operations for allocating and monitoring the use of limited resources among various competing demands. Teaching how to budget is outside the scope of the BARS. However, there are many educational resources available to local governments, such as the Municipal Research and Services Center ( mrsc.org ) and the Government Finance Officers Association ( gfoa.org ).
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Spending should not exceed this level without prior approval of the governing body. The original budget may be adjusted by reserves, transfers, allocations, supplemental appropriations, and other legally authorized legislative and executive changes before the beginning of the fiscal year. The original budget should also include actual appropriation amounts automatically carried over from prior years by law. The original budget adjusted by all reserves, transfers, allocations, supplemental appropriations, and other legally authorized legislative and executive changes applicable to the fiscal year, whenever signed into law or otherwise legally authorized. An government-wide budget that includes all resources the government expects and everything it intends to spend or encumber during a fiscal period.Fixed budgets must be adopted by ordinance or resolution, either for the government’s fiscal period or at the outset of a service project, debt issue, grant award, or capital project. The appropriated budget was traditionally used to determine a government’s property tax levy, and a ceiling on expenditures was made absolute so that the expenditures of a government unit would not exceed its revenues. This budget was also historically a balanced budget, estimated revenues equaling appropriations. The appropriated budget is still used to set tax levies and some budget statutes still require balanced budgets, but it is more generally used to authorize a specific amount of expenditures regardless of whether estimated resources meet or exceed that amount. Appropriated budgets are required by statute in cities (Chapter 35.32A RCW, Chapter 35.33 RCW and Chapter 35A.33 RCW), counties (Chapter 36.40 RCW), and most other local governments in Washington State. These budgets are also called legal budgets, adopted budgets, or formal budgets. The appropriated budgets should be adopted by ordinance or resolution.
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A fixed budget which authorizes expenditures for a fiscal period that differs from the government’s fiscal year, such as capital projects, debt issues, grant awards, and other service projects. These expenditures require an ordinance or resolution to authorize the project, establish the assessment roll, adopt the debt amortization schedule, or accept the grant award. Such ordinances or resolutions set an absolute maximum or ceiling on the expenditures, but the time period for incurring expenditures does not coincide with the government’s fiscal year; it may even cover several years.They are especially appropriate for the day-to-day operations of a public utility where it is essential to plan fluctuations in the demand for services and where revenues will automatically increase with demand, so that a balanced budget does not depend on establishing a ceiling for expenses. Combines flexible and fixed budget elements in one document for enterprise and internal service funds.Encumbrances outstanding at year end represent the estimated amount of expenditures ultimately to result if unperformed contracts in process are completed; they do not constitute expenditures or liabilities. A fund is defined as a fiscal and accounting entity with a self-balancing set of accounts recording cash and other financial resources, together with all related liabilities and residual equities or balances, and changes therein, which are segregated for the purpose of carrying on specific activities or attaining certain objectives in accordance with special regulations, restrictions, or limitations. This generally results in revenues being recognized when delivered to the government or government’s agent and expenditures being recognized when paid. Warrants and checks are considered paid when issued.
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An exception to expenditure recognition would be during any open period after the close of the fiscal year when expenditures can be charged against the previous period for claims incurred in the previous period. Open periods are required by statute for cities (RCW 35.33.151 and RCW 35A.33.150 ) and allowed for counties (RCW 36.40.200 ). Special purpose districts which use the county or a city as their treasurer may use the same open-period as their treasurer. If a district acts as its own treasurer, no open period is allowed by statute. For example, debt proceeds wired directly to an escrow account, payments by the State Treasurer’s Office to vendors for items purchased with LOCAL resources, etc. For example, purchases of capital assets are expensed during the year of acquisition without any capitalization of capital assets or allocation of depreciation expense. However, please be aware that certain liabilities should be reported on Schedule 09 and in the notes in financial statements. A three digit code is used: the first digit identifies the fund type and the next two digits will be assigned by the governmental unit to identify each specific fund. These codes refer to the fund from the county perspective. A district has to “reassign” the county code to the code appropriate to the fund type it is reporting (e.g., if the district’s general fund is coded in the county records as 663, the district in its annual report has to code this fund as 001). However, the local governments may create other funds for accounting or managerial purposes.These managerial subfunds have to be combined into one general fund for external financial reporting. Committed revenues are resources with limitations imposed by the highest level of the government (e.g., board of commissioners, city council, etc.) through a formal action (resolution, ordinance) and where the limitations can be removed only by a similar action of the same governing body.
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Revenues do not include other financing sources (long-term debt, transfers, etc.). They should be expected to continue to comprise a substantial portion of the inflows reported in the fund. It is recommended that at least 20 percent is a reasonable limit for restricted and committed revenues to create a foundation for a special revenue fund. Local governments need to consider factors such as past resource history, future resource expectations and unusual current year inflows such as debt proceeds in their analysis. If the resources are initially received in another fund, such as the general fund, and subsequently remitted to a special revenue fund, they should not be recognized as revenue in the fund initially receiving them. They should be recognized as revenue in the special revenue fund from which they will be expended. So, the local governments can either receive resources directly into the special revenue fund, or account for the resources as agency deposits in the receiving fund and, after remitting them, recognize them as revenue to the special revenue fund. The legally required funds do not always meet standards for external reporting. So, while the local governments are required to follow their legal requirements, they will have to make some adjustment to their fund structure for external financial reporting. Financial resources that are being accumulated for principal and interest maturing in future years also should be reported in debt service funds. The debt service transactions for a special assessment for which the government is not obligated in any matter should be reported in an agency fund. Also, if the government is authorized, or required to establish and maintain a special assessment bond reserve, guaranty, or sinking fund, it is required to use a debt service fund for this purpose. Use enterprise funds (400) or internal service (500) for debt payments related to utilities and other business type activities.
Capital project funds exclude those types of capital-related outflows financed by proprietary funds or for assets that will be held in trust for individuals, private organizations, or other governments (private-purpose trust funds). Use enterprise funds (400) or internal service (500) for capital payments related to utilities and other business type activities. Legal requirement to recover cost. An enterprise fund is required to be used if the cost of providing services for an activity including capital costs (such as depreciation or debt service) must be legally recovered through fees or charges. Policy decision to recover cost. It is necessary to use an enterprise fund if the government’s policy is to establish activity fees or charges designed to recover the cost, including capital costs (such as depreciation or debt service). This term is not synonymous with fund. As a practical consequence, if an activity reported as a separate fund meets any of the three criteria, it should be an enterprise fund. Also, if a “multiple activity” fund (e.g., general fund) includes a significant activity whose principal revenue source meets any of these three criteria, the activity should be reclassified as an enterprise fund. A good indicator of the activity’s significance may be comparing pledged revenues or fees and charges to total revenue. For example, consider a county auditor’s office that charges fees to provide a payroll service to various taxing districts. Even if the fee is meant to cover the cost of the service, the county auditor function as a whole is primarily supported with tax dollars from the general fund. It would be allowable in this case to leave the activity all within general fund. For example, building permit fees may be accounted for in the general fund or a special revenue fund in certain circumstances, such as when they are partially supported by taxes.
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However, if there is a pricing policy to recover the cost of issuing those individual building permits, they should be reported in an enterprise fund. If separated, use 400 series number. Separate funds are not required even though bond covenants may stipulate a bond reserve fund, bond construction fu nd, etc. The bond covenant use of the term fund is not the same as the use in governmental accounting. For bond covenants, fund means only a segregation or separate account, not a self-balancing set of accounts. However, when reporting such proprietary activities, all those functions should be contained in one fund. Otherwise, the activity should be reported in an enterprise fund. Were the assets related to the activity not generated by the government’s exchange or non-exchange revenues (with the exception of pass-through grants without administrative or direct financial involvement). Does the government benefit from the assets? If the answer to questions 1 and 3 are NO and question 2 is YES, the activity could be fiduciary. The three criteria for determining if a fiduciary activity is a trust are: Pay-as-you-go plans do not qualify because they are “payments,” not contributions. Plan assets are dedicated solely to providing benefits to plan members in accordance with the benefit terms. Different plans (for example a pension and an OPEB plan) cannot be commingled in the same trust. The assets must be partitioned for specific plans. Plan assets are legally protected from creditors. Only the minimum number of funds consistent with legal and operating requirements should be established. Using numerous funds results in inflexibility, undue complexity, and inefficient financial administration. Expenditures should be classified by fund and by the categories indicated in BARS Account Export. c. Proprietary fund revenues and expenses should be classified in essentially the same manner as those of similar business organizations, functions, or activities.
See Reporting Requirements and Filing Instructions for Cities and Counties or Reporting Requirements and Filing Instructions for Special Purpose Districts for details. SAO strongly encourages cash counties to prepare and file Schedule 06 regardless of errors in preparation for future reporting period requirements. Local governments which choose not to prepare C-4 and C-5 statements must have their budgeted information available for the audit. Entities should consult with their local SAO team or the SAO HelpDesk if they have questions about this requirement. The use of these particular forms is not required; however, information requested by the form is prescribed. Specific instructions accompanying each statement and schedule identify which, if any, details are optional. Any misstatements discovered after the audit is completed that affect Schedule 01 should be recorded as a prior period adjustment. If misstatements discovered after completion of the audit are material, governments should immediately alert their audit team. Annual reports should be submitted via the Online Filing option on the State Auditor’s website at: www.sao.wa.gov. Acceptable file should adhere to the prescribed record layout and should be an Excel file. It should include column headings. All columns must be formatted as text except the Actual Amount column which is numeric. More details are provided on the website. All interfund transactions between funds which are combined for reporting purposes should be eliminated to avoid double counting. An unmarked spot in your government type column will indicate that a schedule is not attached due to lack of activities described in this schedule in reported year. BARS Account Export 3132700, Affordable and Supportive Housing Sales and Use Tax 3132700, Affordable and Supportive Housing Sales and Use Tax A new BARS code 3132700 was assigned to code the sales and use tax authroized by the SHB 1406, Laws of 2019.
BARS Account Export Department of Health supplement For BARS codes 5620000 Added the link to the new Department of Health supplement for BARS codes 5620000 which includes the detailed codes. BARS Account Export 5100000 Guidance For BARS codes 5100000, General government function, these codes should only be used by cities, towns, and counties. Risk Pools may use 5190000. BARS Account Export 5990000 Guidance For BARS codes 5990000, Payments for Refunded Debt, these codes should be used for payments to an escrow agent for refunding debt payments and direct payments of refunded debt (e.g., BANs, refinancing or loans, etc.). Note this correlates to current refundings, advanced refundings utilize 5930000 codes. These codes are replacing 3891000, 5891000, 3892000, 5892000 which are no longer valid BARS codes. Object Codes Removed the reminder that 2018 was the final year for use of object code 50. General Ledger Accounts 1.2.30 Updated the General Ledger Chart to match the Schedule 09 coding requirement and simplified other sections. Original Supporting Documentation 3.1.4 3.1.4.10 Updated the link to the Local Government Records Retention Schedule. Fund Types and Accounting Principles 3.1.7 3.1.7.50 Added clarifying information about Debt service funds, Capital project funds, and Fiduciary funds. Bank Reconciliations 3.1.9 New section on bank reconciliations. Transportation Benefit Districts (TBD) 3.11.1 3.11.1.70 Removed reference to object code 50 in reference to contract expenditure and updated to object code 40. Capital Assets Management 3.3. 8 3.3.8.60 Added information that is required to be recorded for each capital asset, and clarified some of the tracking system requirements. Other Postemployment Benefits (OPEB) 3.4.16 3.4.16.30 Included information about OPEB reporting requirements, the types of OPEB plans, links to the State Actuary tools used for liability calculations. Environmental and Certain Assets Retirement Liabilities 3.4.18 3.4.18.
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20 Included information about common indicators of obligations arising from operations. County Auditor’s Operation and Maintenance Fund (Recording Fees) 3.6.2 Counties - 3.6.2.75 Added reference to RCW 36.22.240 and requirements.Note 1 - Summary of Significant Accounting Policies Added a link to the new Component Unit(s), Joint Ventures, and Related Parties note. Note X - Component Unit(s), Joint Ventures, and Related Parties Created a new note to move the guidance for component units, joint ventures, and related parties. Note X - Deposits and Investments Rewrote the note template and added to the note to include investment pool requirements. Note X - External Investment Pool New Note Counties - Provided guidance for disclosing external investment pools. Note X - OPEB Plans Added the reporting of the OPEB liability and examples in the instructions to preparers. Note X - Other Disclosures Removed information for related parties, component units or joint ventures. Note X - Pension Plans Added guidance for defined contribution pension plans when a government contributes. ONLINE FILING Schedule 01 Red Flags Governments will receive a red flag if they report functional codes in custodial funds. Schedule 06 Requirements Schedule 06 is required for CASH basis cities and towns for FY2019. Optional for CASH basis counties for FY2019, required for FY2020 reporting. Schedule 06 template is available on the BARS Reporting templates page. Schedule 09 264.40, OPEB Liabilities Added 264.40 to the Schedule 09 codes for reporting OPEB liabilities. Schedule 09 263.93, Environmental liabilities Added 263.93 to the Schedule 09 codes for reporting Environmental liabilities (e.g. pollution remediation, certain asset retirement, etc.). The addition was communicated on August 1, 2018 in BARS Alert. BARS Account Export 3329340, Ground Emergency Medical Transportation (GEMT) Payment Program New account for revenues from Medicaid related to the GEMT program.
The addition was communicated on August 1, 2018 in BARS Alert. BARS Account Export 3360211, County Fair Fund Expanded definition to clarify use of this code. BARS Account Export 3360700, PFD Lodging Tax Distribution Code applicable only to Seattle and King County. BARS Account Export 51530, Legal Services The account was divided between internal and external legal services. Within each category were created more separate accounts for different specific legal expenditures. The change will allow governments to analyze and compare costs much more effectively. This also aligns accounting records with procedures auditors are required by professional standards to perform on legal liabilities, so it will help make the audit process more efficient. This change was already announced in 2016 and was not required for the FY 2017 reports; however, the new accounts will be required for 2018 reporting. Object Codes Object code 50 was removed and the definitions of object codes 30 and 40 adjusted to include the transactions which were previously reported using object 50. For other details see BARS Alert issued August 1, 2018. ACCOUNTING Fund Types and Accounting Principles 3.1.7 The recent changes in governmental accounting regarding fiduciary activities are effective for reporting periods beginning after December 15, 2018; however we incorporated the required changes in this version of manual. The additional information will be available on our website under Fiduciary Funds in BARS manual.The update also incorporates the changes to RCW 36.32.210 which removed the annual inventory requirement. This change was communicated on March 21, 2018 in BARS Alert. Other Postemployment Benefits (OPEB) 3.4.16 This section provides a short overview of other postemployment benefits (OPEB). This guidance was previously available outside the BARS manual and it is now incorporated into the manual allowing an easy access. Interfund Activities Overview 3.9.
8 Added a new section to provide a general overview of interfund transactions. REPORTING The recent changes in governmental accounting regarding fiduciary activities are effective for reporting periods beginning after December 15, 2018; however we incorporated the required changes in this version of manual. The additional information will be available on our website under Fiduciary Funds in BARS manual.The note is still required for the counties which will be reporting the special purpose districts for the first time in 2018. If they reported them in 2017, the note is not longer required. Schedule 07 The local government should prepare either the Schedule 07, Disbursement Activity and Schedule 11, Cash Activity OR Schedule 06, Summary of Bank Reconciliation for 2018 annual report. Schedule 09 Clarified that the governments should be reporting both short- and long-term liabilities on the Schedule. Also added new ID. Numbers for registered warrants and lines of credits. Schedule 11 The local government should prepare either the Schedule 07, Disbursement Activity and Schedule 11, Cash Activity OR Schedule 06, Summary of Bank Reconciliation for 2018 annual report. Schedule 16 4.8.5.60ONLINE FILING Schedule 09 The Schedule 09, Schedule of Liabilities, includes a new validation check for net pension liabilities. Governments will receive a red flag if they have pension related liabilities but do not report them on the Schedule 09 or if they are using the incorrect ID No. The split was necessary to accommodate reporting by cash basis proprietary funds since the BARS codes in 370 series are not available to them. The revised account 3981 replaces the original 372 code. Within each category were created more separate accounts for different specific legal expenditures. This account will be required for 2018 reporting. Unemployment and Deferred Compensation ). There are no changes in the prescription. Also, the format of the statement C-5 was changed.
The fiduciary funds should be aggregated according to the fund type (i.e., pension, investment, private-purpose and agency funds plus total column). The instructions and the Online Reporting were updated to incorporate these changes. This Schedule is optional for cities and counties for reporting bank activities in the fiscal year 2017. Governments choosing to prepare Schedule 06 do not have to prepare neither Schedule 07 nor 11 for the 2017 fiscal year. Schedule 06 will be required schedule for reporting year ending December 31, 2018. This account should be used for revenues from awarding rights to use government’s property. Previously these proceeds were comingled with proceeds from an actual sales and coded to account 36280, Concession Proceeds and 36290, Other Rents, Leases and Concession Proceeds. Proceeds from governments own sales should be accounted for in 34170, Sales of Merchandise. Previously the royalties were accounted for in 36290, Other Rents, Leases and Concession Proceeds (e.g., property rights, etc.), 34790, Other Fees (e.g., publication royalties, etc.). Proceeds from governments own sales should be accounted for in 34170, Sales of Merchandise. If the service assessments are related to the governments’ principal operations, they should be coded in 340s as proceeds from sales of goods and services. System development fees should be accounted for in 367, Contributions and Donations from Nongovernmental Sources unless the related costs of the physical connections, etc.The following BARS Alert was sent to all cities and counties at that time. However, the recent submissions of the Schedule 01 indicate that this change creates some confusion. We have updated the summary of significant changes in the BARS manual. The storm drainage projects that are an integral part of streets and roads should be accounted with transportation codes which are generally accounted for in governmental funds.
The following BARS Alert was sent to all cities and counties at that time. We have updated the summary of significant changes in the BARS manual. Also, a link was added to the checklist for preparation of financial reports. To see accounts applicable to your government choose an appropriate government type. The following subsections contain new information: 3.7.1.10,.40,.50 and.60. The guideline contains a link to an Excel spreadsheet with calculation instructions. The guidelines include coding and reporting the transactions on the Schedule 09. It does not contain new requirements, only clarifies existing instructions. The change allows for better alignment of categories with the debt limit calculation and avoids the need to allocate certain liabilities between different IDs in different categories. Since Schedule 09 uses general, revenue and assessment obligations as titles, the re-alignment will also improve the accuracy of this presentation. In addition, several ID numbers were added to facilitate calculation of debt limit and an ID number was also added for pension liabilities (264.30). Please review and update ID numbers. This section has been updated for the new Uniform Guidance as it will be applicable for the majority of the BARS users, specifically those entities with a calendar year end. The effective date for the Audit Requirements, which include the SEFA requirements, of the new Uniform Guidance found in Subpart F of 2 CFR 200 is for fiscal years beginning after December 26, 2014. For those entities which the Audit Requirements of the new Uniform Guidance is not effective yet (fiscal years beginning prior to December 26, 2014), we left the references to the OMB Circular A-133 in parenthesis. Click here for the new Uniform Guidance. Also sections 4.8.5.125 and 126 were added and Question 2 was revised. Information for Schedule 16 was updated in the BARS Manual in the fall of 2015; however, several items were inadvertently missed in those updates.
The changes, which were put into effect on April 20, 2016. Here are the changes to the SEFA, with corresponding information from the Uniform Guidance:No additional information is being requested, since the pass-through information was previously reported in the notes.Also, if applicable, local governments are required to provide disclosure regarding their refunding and debt guaranties activities. The BARS manual in accounting part discusses the new pension accounting and reporting. It also contains a link to Excel spreadsheet with examples of calculation of these liabilities. Further, all conservation districts filing the Schedule 22 are required to submit the requested Schedule 22 attachments. Schedule 22 introductory training is provided via YouTube video, located here. It's your world. It aims to provideIn the UN, theControlling (CO) area, and Fund Management (FM) area. Grants Management, fromIts design is driven by how businessAdditionally, the enterprise structure design isUN's current and future business requirements. Management (SCM) or Human Capital Management (HCM). Together with the. Foundations Elements, the composition of these Enterprise Structure Elements isIn SAP, it isAll structures within a Company Code have similar financial processes and useSimilarly, every financial transaction relevant toIn Umoja, only Company CodeAll revenue and cost transactions whichThe CO areaOnce the FM is activated in the Company CodeArea is an enterprise structure element from FI that represents a separateUN. From a business area perspective, internal financial statements can beStatements as required by IPSAS. In Umoja, the value of segment is derived fromOrganization is an organizational level that negotiates conditions ofIt assumes legalArea is a unit in personnel administration, which represents a Country in. Umoja. In Umoja, theLocal Staff. International Staff can be further be grouped into Professional or Field. Service. Elements.
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