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UNDERSTANDING THE BOARD SECRETARY AND TREASURER REPORTS Juanita A. Petty, RSBA Wayne Township Board of Education. PURPOSE. To provide overall summary of financial activity and a picture of the District’s financial status - PowerPoint PPT Presentation
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UNDERSTANDING THE
BOARD SECRETARYAND TREASURER
REPORTS
Juanita A. Petty, RSBAWayne Township Board of Education
PURPOSE• To provide overall summary of financial activity
and a picture of the District’s financial status• To provide assurance that estimated revenues
are being realized to support current operations• To provide a better awareness of the budget-to-
actual status• To monitor cash• To ensure that the District’s accounting system
is in balance
ACCOUNTING BASICSASSETS: Items owned by the District Normally have “debit” balances
Current Assets include:• Cash• Investments (NJ Cash Management, CD’s)• Capital Reserve Account• Maintenance Reserve Account• Receivables (tax levy, tuition, state aid)• Resources: Unrealized Revenues (estimated-actual revenues)
Basics continuedLIABILITIES: Amounts owed by the District Normally have “credit” balances
Current liabilities include:• Accounts payable• Contracts payable• Those debts the District expects to pay within
a year or less
ESSENTIAL LAWS OF ACCOUNTING
DEBITS = CREDITS
ASSETS = LIABILITIES + FUND BALANCE
ASSETS – LIABILITIES = FUND BALANCE
FUND ACCOUNTING
* Fund 10 – General Fund11: general current expense12: capital outlay (items over $2K)13: special schools
* Fund 20 – Special Revenue Fund(entitlement grants)
Fund Accounting continued* Fund 30 – Capital Projects Fund
(funds construction costs)
* Fund 40 – Debt Service Fund(cashier to pay bond principal/interest)
* Fund 60 – Enterprise Funds (food service, support services)
* Fund 90 – Trust and Agency Funds
REPORT ORGANIZATION• Interim Balance Sheet• Interim Statements comparing
budgeted revenue with Actual-to-date and Appropriations with Expenditures and Encumbrances-to-date
• Schedule of Revenues – Actual Compared with Estimated
• Statement of Appropriations Compared with Expenditures and Encumbrances
INTERIM BALANCE SHEETContains two sections:
Assets and Resources Section
Liabilities and Fund Equity Section
REMEMBER:Assets/Resources MUST EQUAL Liabilities + Fund Equity
Balance Sheet AccountsAsset Accounts 101 Cash102-106 Cash Equivalents (petty cash)111 Investments116-118 Reserve Accounts121 Tax Levy Receivable132 Interfund Receivable141 Intergovernmental Receivable – State142 Intergovernmental Receivable – Federal143 Intergovernmental Receivable - Other153 Other Receivables
Balance Sheet AccountsLiabilities Accounts 411 Intergovernmental Accounts Payable – State421 Accounts Payable
Fund Balance Accounts 753 Reserve for Encumbrances – Current754 Reserve for Encumbrances – Prior761 Reserved Fund Balance – Capital Reserve770 Unreserved Fund Balance
Report of the Board SecretaryFor the Month: _________
Assets: Cash 1,000Investments 100Capital Reserve 5,000
Receivables 0Total Assets: 6,100
Liabilities: Accts. Payable 500Fund Balance: Res. For Encumbr. 2,100
Unreserved 3,500Total Liab + FB: 6,100
INTERIM STATEMENTSProvide the first layer of detail of the amounts shown in the general ledger budgetary control account balances. There are two parts:
Revenues Section – budget estimated, actual, over/under, and unrealized balance
Expenditures Section – appropriations, expenditures, encumbrances, and available balance
Revenue Statement• Contains “summarized” information as of date of report• Budget Estimated Column is the budgeted amount,
including revisions (adjusted budget) • Actual Column is actual amount recognized to date• Over/(Under) Column reflects whether actual to date is
greater than or lesser than budgeted• Unrealized Balance Column shows the difference between
the budgeted and actual amounts Positive amount – will still be recognized Negative amount – actual has exceeded the
budgeted amount
Expenditures Statement• Contains “summarized” information as of date of report• Presented at function level – same as advertised budget• Appropriations Column reflects budgeted amount,
including revisions (adjusted budget)• Expenditures Column reflects the expenditures when
purchase orders are closed and paid• Encumbrances Column reflects outstanding
commitments, either open orders or contracts• Available Balance Column is the balance left after the
Expenditures Column and Encumbrances Column are subtracted from the Appropriations Column (uncommitted amount; funds available)
Detail StatementsSchedule of Revenues
Contains detail of Interim Revenue Statement
Statement of Appropriations Contains detail of Interim Expenditures
Statement
Variations to Report• Reports for other Funds (Special
Revenue 20, Capital Projects 30, Debt Service 40) are more summarized
• They do not include Interim Statements
Balancing Details• Total Assets MUST equal total liabilities + fund balance
• Actual revenues, expenditures and encumbrances MUST match on all sections of the report
• Revenue Account (302) = Total of Actual Revenue
• Encumbrances (603) = Reserve for Encumbrances (753/4)
• Encumbrances (603) = Total Encumbrances on the Expenditure Report and Open Purchase Order Report
• Expenditure Account (602) = Total Expenditures on Expenditure Report
Timelines
• Secretary Report monthly
• Treasurer Report monthly
• Recommended timeline – example:Bank statements received beginning of October
for month of September. Reports would be submitted to Board for approval at the end of October
Nonconformance to this timeline results in an audit recommendation
What if it’s not in balance?• Transaction may be have posted to the wrong Fund• If you’ve done a journal entry, you may have to do the
transaction through the budget, revenue or purchase order module rather than the general ledger
• If you’ve added a new account in your general ledger, you must ensure that it is properly set up to reflect in your Board Secretary’s Report
• Check to be sure all reports were run at the same time and on the same date
• Electrical problems could create a surge that affected a transaction as you posted it
Treasurer Report• Basically a monthly bank reconciliation• Details cash receipts and cash
disbursements• Includes all Governmental Funds – 10,
20, 30 and 40• Includes Enterprise Funds (60)• Includes Trust and Agency Funds (90)
Format of ReportThree Sections:• Governmental Funds• Enterprise Funds• Trust & Agency Funds
Four Columns:• Beginning Cash Balance• Cash Receipts This Month• Cash Disbursements This Month• Ending Cash Balance
Report of the TreasurerFor the Month: ___________
Funds BeginningCash Balance
Cash Receipts
CashDisbursement
Ending Cash Balance
Fund 10 5,000 1,500
400 6,100
Fund 20 100
100 50 150
Fund 30 1,000 2,000 1,000
2,000
Fund 40 5,000
5,000
0 10,000
TOTAL 11,100
8,600 1,450
18,250
Fund 60 500
100 500 100
Payroll 0 10,000 10,000
0
Agency 0 5,000 3,800
1,200
Reconciling to Secretary Report• Compared on Fund by Fund basis
• Ending Cash Balance on Treasurer Report MUST equal Cash and Cash Equivalents on Secretary’s Report
• For Fund 10, also include Investments and Reserve Accounts in cash total
What if they don’t match?Similar to balancing your checkbook…
• Verify timing differences – make sure all deposits are recorded in the correct period; otherwise, detail as deposits in transit
• Verify outstanding checks to be sure they are included or have been removed if cleared by the bank
Matching cont’d• Make sure that interest has been posted
during the period
• Be sure to verify that a transaction was not posted to the wrong Fund
QUESTIONS?