Essentials of Accounting for Governmental and Not-for-Profit Organizations Chapter 3 Budgetary Accounting for the General and Special Revenue Funds McGraw-Hill/Irwin Copyright © 2008 by The McGraw-Hill Companies, Inc. All rights reserved.

3-2 Overview of Chapter 3 Importance of budgets in government accounting Recording the budget in the accounts Overview of property taxes Interfund transactions and other financing sources

3-3 Importance of Budgets Net income is NOT a good measure of government effectiveness Excess of revenue over expenditure does NOT mean success, but indicates whether the funds received are in excess of the funds expended Since the funds received are often the result of nonexchange transactions, Tax Revenues are not equivalent to Sales as a measure of success in the marketplace

3-4 What Is the Budget? A budget is a financial plan submitted to the appropriate body for approval Once approved, budgets carry the status of law When voted upon, an appropriation act gives the legal authority to spend and generally sets the maximum limit for spending

3-5 Importance of Budget Reporting The primary means of financial control by the government is the budget The financial report should answer the question, “Did the government use its funds as promised?” Budget amounts are incorporated in accounting records of the General Fund and special revenue funds to provide information that will keep the spending within the legal limits

3-6 Uses of Budgets Governments must adopt an annual budget General funds and Special Revenue funds will have separate budgets. Separate budgets are optional for other governmental funds and are not used for proprietary and fiduciary funds. Budgetary accounting principles are the same for any governmental type fund which adopts an annual budget

3-7 The General Process of Putting Together a Budget Plan the expected inflows Project revenues based on past history, economic models, etc Plan the expected outflows Ask departments for their projected needs Balance the inflows and the outflows Look for places to increase revenues or to cut spending Governments may also borrow or use accumulated surpluses to balance inflows and outflows

3-8 Budgetary Accounting – New Account Titles Estimated Revenues Budgeted inflows -- debit balance Appropriations Budgeted spending -- credit balance Encumbrances Commitments (e.g. purchase orders) outstanding -- debit balance Reserve for Encumbrances Restriction on fund balance -- credit balance

3-9 Recording the Budget Assume $1,000,000 of revenues are budget along with $950,000 of estimated expenditures The budget entry would be Estimated Revenues1,000,000 Appropriations 950,000 Budgetary Fund Balance 50,000 Alternatively, estimated revenues and appropriations could be recorded in separate entries

3-10 Incorporating Other Financing Sources and Uses in Budget Entry Assume a city budgets property tax revenues of $2,000,000; bond proceeds of $1,000,000; expenditures of $2,800,000; and a transfer to another fund of $100,000 The budget entry would be Estimated Revenues 2,000,000 Estimated Other Financing Sources 1,000,000 Appropriations 2,800,000 Estimated Other Financing Uses 100,000 Budgetary Fund Balance 100,000

3-11 Why Record Encumbrances? In business accounting, orders are not entered into the general ledger Governments recognize that an outstanding order will turn into an expenditure and a liability when the goods arrive To prevent over-spending outstanding orders are entered into the books

3-12 Recording Outstanding Orders Place an order for $150,000 which consists of three mini-buses costing $50,000 each. Recorded as : Encumbrances150,000 Reserve for Encumbrances150,000 Assume two of the buses arrive, but with freight, they cost $102,000 instead of $100,000. First, reverse a part of the encumbrances: Reserve for Encumbrances 100,000 Encumbrances100,000 Second, record the actual amount of expenditure: Expenditure 102,000 Accounts Payable 102,000

3-13 Budget Revisions Budget revisions may be necessary during the year due to changes in revenue projections or operating conditions … for example, electricity price increases, decrease in sales taxes due to low consumer spending Budget revisions usually are taken back to the appropriate legislative body for approval, although some jurisdictions may allow some percentage of the budget to be transferred between accounts

3-14 Budgetary Comparison Schedule Both the original and the final adjusted budget is shown The revised appropriations are compared to the Actual Expenditures for the current period plus Outstanding Encumbrances A variance column is typically shown, but is optional

3-15 Budgetary Comparison Schedule The actual column should use the basis of accounting assumed in the budget. This may be different than GAAP basis Another schedule will reconcile the ‘actual’ figures on the budgetary vs. GAAP basis

3-16 Classification of Inflows and Outflows on Budget Schedule Revenues are classified by source Where the money came from: taxes, licenses and permits, charges for service, etc May be subdivided further such as by type of tax, sometimes shown in separate schedule Expenditures and Encumbrances may be classified by function, program, department, activity, character, or object

3-17 Outflow Classifications Character groupings are always: CURRENT, CAPITAL OUTLAY, and DEBT SERVICE Current may be classified by function: General government, public safety, streets and highways Public safety could be subdivided by department: Police and fire Police could be subdivided further by activity: Traffic and drug enforcement  Activities in the traffic area could be divided into objects of expenditure: Policeman’s salary, gas for automobiles

3-18 Property/ad valorem Taxes Ad valorem taxes are based on the assessed value of an underlying asset and are a major type of tax, particularly at the local government level All real property bought and sold is typically registered at the county courthouse and subject to property tax The tax is based on the tax rate, often expressed as a millage rate, times the assessed value

3-19 Millage and Assessed Value A mill is 1/1000 of a dollar, or 1/10 of a penny In other words, $.001 times some amount Appraised value Is calculated based on size of home, lot, etc. Ideally, should approximate market value Assessed value is usually less than appraised value … often around 20-30% of appraised value

3-20 Property Tax Calculation Assume a home has an appraised value of $100,000; 20% assessed value rate; tax rate is 45 mills Assessed value : $100,000 X.20 = $20,000 Tax amount would be : 45 mills X 20 thousands = $900 Or, $20,000 X.045 = $900

3-21 How Is the Millage Rate Set? In some areas all property taxes are subject to a direct vote In other areas the property tax is adjusted each year (subject to possible maximum amounts) to meet expenditure needs Illustration 3-5 presents a calculation to determine the property taxes needed to balance the budget