Course Objectives. What is Fund Accounting? 2/14/2012. Answer the following questions:

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1 2/14/2012 Fund Accounting Presented by: Local Government Services Course Objectives Answer the following questions: What is Fund Accounting? Why use Fund Accounting? How does Fund Accounting work? Different types of Funds Why and how do you create a new Fund? What is Fund Accounting? Fund accounting is the activity of analyzing, recording, summarizing, reporting, and interpreting the financial transactions of governments. This is accomplished through the use of Funds. 1

2 2/14/2012 Okay, So What is a Fund? A Fund is a fiscal and accounting entity with a self-balancing set of accounts recording cash and other financial resources, together with all related liabilities i and residual bl balances, which h are segregated for the purposes of carrying on specific activities in accordance with specific regulations, restrictions, or limitations. Interpretation Please!! A fund segregates the monies of the entity according to legal or purpose restrictions. Why Fund Accounting? Fund accounting is the way governments track revenues with purpose restrictions against the expenditures made for those purposes. Fund accounting makes it easier to identify which monies are available for specific purposes. 2

3 2/14/2012 How Funds Work Villages generally have one checking account that is used for all funds. How does the Village know how much of the checking account balance is allocated to each fund? How Funds Work A proper cashbook or cash journal is essential (see Appendix A) Separate columns for receipts, disbursements, and fund balances for each fund Total columns for receipts, disbursements, and fund balances There are 3 different fund types: Governmental Funds Proprietary Funds Fiduciary Funds 3

4 2/14/2012 Governmental Funds General Fund Special Revenue Funds Debt Service Funds Capital Projects Funds Permanent Funds General Fund The operating fund of the government, used to account for all financial resources except those required to be accounted for in another fund. The general fund balance is available to the government for any purpose provided it is disbursed or transferred in accordance with Ohio law. Special Revenue Funds Used to account for the proceeds of specific revenue sources that are restricted or committed to expenditure for specified purposes other than debt service or capital projects. 4

5 2/14/2012 Debt Service Funds Used to account for financial resources that are restricted, committed, or assigned to expenditure for principal p and interest. Capital Projects Funds Used to account for financial resources that are restricted, committed, or assigned to expenditure for the acquisition or construction of capital facilities and/or other capital assets. Permanent Funds Used to account for the financial resources that are legally restricted to the extent that only earnings, g, and not principal, p may be used for purposes that benefit the government or its citizens. 5

6 2/14/2012 Enterprise Funds Proprietary Funds Internal Service Funds Enterprise Funds Used to account for any activity for which a fee is charged to external users for goods or services. Internal Service Funds Used to account for the financing of goods or services provided by one department or agency to other departments or agencies of the governmental unit, or to other governmental units, on a costreimbursement basis. 6

7 2/14/2012 Fiduciary Funds Used to report assets held in a trustee capacity for others and cannot be used to support the government s own programs. Pension Trust Investment Trust Private Purpose Trust Agency Pension Trust Used to report resources that are required to be held in trust for the members and beneficiaries of defined benefit pension plans, defined contribution plans, other postemployment benefit plans, or other employee benefit plans. Investment Trust Used to account for the financial resources of an external investment pool that the government sponsors. Somewhat Rare 7

8 2/14/2012 Private Purpose Trust Used to report all trust arrangements, other than those properly reported in pension or investment trust funds, under which principal and income benefit individuals, private organizations, or other governments. Agency Purely custodial in nature. The Village collects money on behalf of another entity and then remits the money to them. Why Create New Funds You have a new source of money that is legally or contractually required to be recorded separately from the other funds or is restricted by an outside resource provider. 8

9 2/14/2012 Why Create New Funds Example: The Village receives a donation, in which the donator specifies for what purpose p the money can be spent. The fund type will be determined by the purpose of the expenditure. How to Create a New Fund Look to AOS Bulletin for guidance (see Appendix B) If it is not established by law, (ORC referredtoinappendixb)either specifically, or in general, permission to establish a new fund comes from the Auditor of State s Office. AOS Permission Required under the following circumstances: When management has to capture additional financial information about a specific revenue source or activity; or When the fund will be used to account for restricted gifts or bequests that will not be held in trust. 9

10 2/14/2012 AOS Approval New and separate funds are justified: When the fund will provide information that can t be obtained with the addition of accounts within an already existing fund, or When it is necessary to demonstrate compliance with legal or contractual restrictions. 88 East Broad Street Columbus, Ohio Phone: (800) Fax: (614) contactus@ohioauditor.gov 10

11 Any Village Cash Journal 9/30/2004 Receipts Warrant Receipts Expenditures Balances Date Particulars # # Fund $ 74, /01/04 Opening Balances 2, , /05/04 MVL TAX , /05/04 MVL TAX , , /01/04 BUGS BUNNY , , /01/04 TOM , , /02/04 JERRY , , /02/04 SYLVESTER , /02/04 TWEETY , /02/04 MICKEY MOUSE , /05/04 MINNIE MOUSE , /05/04 GOOFEY , /05/04 PLUTO , /05/04 DONALD DUCK , , /05/04 DAISY DUCK , /05/04 WINNIE THE POOH , /08/04 TIGGER , /08/04 PIGLET , /08/04 RABBIT , , /08/04 ROO , /08/04 OWL , , /15/04 LOCAL GOVERNMENT REVENUE , /10/04 ROAD RUNNER , /10/04 WIL E. COYOTE , /30/04 PERMITS , , /10/04 ELMER FUDD , /10/04 PORKY PIG , /10/04 SPONGE BOB , /15/04 GEORGE JETSON , , /15/04 ASTRO , , /15/04 JANE , /15/04 BARNEY RUBBLE , /15/04 FRED FLINTSTONE , /18/04 DINO , , /18/04 PEBBLES , /18/04 BAMBAM , , /18/04 SCOOBY DOO , /18/04 SHAGGY , , /18/04 NEMO , , /30/04 TRANSFERS IN , , /30/04 TRANSFERS OUT , /30/04 SERVICE CHARGE , /30/04 INTEREST , /30/04 INTEREST , /30/04 INTEREST $ 44, $ 35, $ 84, TOTALS Appendix A

12 General Fund Ongoing Street Maintenance Ongoing State Highway Ongoing Expenditures Receipts Balance Expenditures Receipts Balance Expenditures Receipts Balance $ 37, $ 6, $ 30, , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , $ 20, $ 36, $ 54, $ 8, $ 2, $ (311.70) $ 5, $ 5, $ 30, Appendix A

13 AUDITOR OF STATE BULLETIN APRIL 6, 1999 TO: SUBJECT: Fiscal Officer of All Subdivisions All Independent Public Accountants Requests for New Funds The Auditor of State receives numerous requests to establish new funds under the provisions of Ohio Rev. Code which states: In addition to the funds provided for by sections , , , and of the Revised Code, the taxing authority of a subdivision may establish, with the approval of and in the manner prescribed by the auditor of state, such other funds as are desirable, and may provide by ordinance or resolution that money derived from specified sources other than the general property tax shall be paid directly into such funds. The auditor of state shall consult with the tax commissioner before approving such funds. The purpose of this Bulletin is to identify when a request under this code section is required and when a local government may create a new fund without the Auditor of State s approval. When Requests are Unnecessary Approval to establish a new fund is unnecessary when the creation of the desired fund is already authorized or required by statute. Whenever the creation of a fund is authorized or required by statute, either specifically by name, or in general, a separate letter requesting permission to establish the fund is not required. Examples of specific statutory requirements are found in Ohio Rev. Code , which requires that school districts establish food service funds, and in Ohio Rev. Code , which requires that each county establish an undivided local government fund. Similar statutory provisions requiring the creation of a specific fund are scattered throughout the Revised Code. General statutory requirements for the creation of funds are found in Ohio Rev. Code This code section states: Each subdivision shall establish the following funds: (A) General fund; (B) Sinking fund whenever the subdivision has outstanding bonds other than serial bonds; Appendix B

14 (C) Bond retirement fund, for the retirement of serial bonds, notes, or certificates of indebtedness; (D) A special fund for each special levy; (E) A special bond fund for each bond issue; (F) A special fund for each class of revenues derived from a source other than the general property tax, which the law requires to be used for a particular purpose; (G) A special fund for each public utility operated by a subdivision; (H) A trust fund for any amount received by a subdivision in trust. Based on this statute, it is unnecessary to continue to request permission from the Auditor of State to establish a new fund when the purpose of the fund will be to record and expend the proceeds of debt, to account for a new grant whose use is restricted to a particular purpose or to account for money received in trust. When Requests are Necessary It is necessary to continue to submit requests to the Auditor of State when the creation of the fund is not specifically authorized by statute or when the purpose of the fund is not identified in Ohio Rev. Code (A) - (H). Situations in which it would be appropriate to continue to submit requests include: 1) when management wishes to create a new fund in order to capture additional financial information about a specific source of revenue or a specific activity; 2) when the fund will be used to account for restricted gifts or bequests that will not be held in trust; and 3) when management wants to impose internal restrictions on the use of otherwise unrestricted resources Management often asks to create a new fund to determine how much revenue a specific source generates or how money from a specific source is being spent. In circumstances where the desired financial information can be obtained by creating additional accounts within an existing fund, the creation of a separate fund is generally considered unnecessary. An exception to this policy is made for requests for the creation of proprietary funds. Proprietary funds are intended to account for activities that are similar to businesses. The activity is at least partially financed by charges for services or goods. Rates are usually set by the legislative authority, and the desire is to maintain accounting records which can demonstrate the extent that charges cover the costs of providing the goods or services. This is accomplished by tracking all revenues and the related expenses of an activity within a single fund. Requests for the creation of a proprietary fund are usually granted. Sending a request to establish a new fund is still appropriate when the fund will be used to Appendix B

15 account for restricted gifts or bequests not held in trust. The creation of a trust fund is not necessary to account for restricted gifts or donations; this money may be accounted for in a special revenue fund or, if restricted to the acquisition of fixed assets, in a capital projects fund. A trust fund is recommended only when there is a formal trust agreement with the donor. Requests to account for restricted gifts and donations are routinely granted based on the need to demonstrate compliance with donor restrictions. Letters frequently request permission for a new fund based on management s wish to place internal restrictions on the use of otherwise unrestricted resources. These types of requests are generally not approved. It is the policy of the Auditor of State to refuse requests when approval would result in giving readers of financial statements the false impression that the use of the resources in the fund is restricted. The General Assembly has begun authorizing the creation of funds using unrestricted resources in certain specific circumstances. For example, H.B. 426 allows subdivisions to create funds for the payment of compensated absences and for the acquisition of fixed assets. The Auditor of State does not feel it is appropriate to extend this ability into areas where the legislature has not acted. When responding to requests to establish new funds, the Auditor of State applies two basic guidelines. Separate funds are justified 1) when they will provide management with additional relevant financial information which is not obtainable using the current fund structure; and 2) when necessary to demonstrate compliance with legal or contractual restrictions. When the purpose of a fund created under the provisions of Ohio Rev. Code has been fulfilled, the unexpended balance may be transferred to the general fund or to the bond retirement fund, but only after the payment of all obligations incurred and payable from the fund. (See Ohio Rev. Code ) Management may not simply modify or alter the purpose of the fund; that, in effect, creates a new fund and would require a second approval from the Auditor of State. To request the creation of a new fund, complete the attached form. Send the form and a copy of the resolution or ordinance of the legislative authority authorizing the fund to: Auditor of State s Office Local Government Services Division 88 East Broad Street P.O. Box 1140 Columbus, Ohio The request can be deemed approved if you do not receive a letter disapproving the request from the Auditor of State s local government services division within 30 days from the date of submission. Questions concerning this bulletin should be addressed to the Local Government Services Division of the State Auditors Office at (800) Appendix B

16 AUDITOR OF STATE REQUEST FOR FUND APPROVAL Entity: Fiscal Officer: Phone No.: Request Date: Fund Requested: Purpose of Fund: Sources of Revenues: Anticipated Expenditures: (Types) NOTE: Please attach a copy of the resolution requesting approval to establish the fund. Appendix B

17 2/13/2012 Numeric Chart of Accounts for Villages Presented by: Local Government Services Course Objectives How to correctly code receipts and expenditures How to use the chart of accounts in the village manual to determine your fund and account codes Why a Chart of Accounts A chart of accounts has been established as a way to standardize reporting requirements of local governments. The chart of accounts should be used by all villages to maintain uniform accounting practices. 1

18 2/13/2012 Numeric Account Code Fund Receipt - for revenues Program - for expenditures Object - for expenditures Fund Each fund is assigned a unique fund number based on the fund type. General Fund is 1000 Special Revenue Funds are from Debt Service Funds are from Capital Projects Funds are from Permanent Funds are from Enterprise Funds are from Internal Service Funds are from Fiduciary Funds are from Includes: Agency, Investment Trust, and Private Purpose Trusts Revenue Codes Each revenue source is assigned a unique 3 digit number based on the type of revenue. 2

19 2/13/2012 Revenue Codes Revenue Types 100s Property and Other Local Taxes 200s State Shared Taxes and Permits (Intergovermental) 300s Special Assessments 400s Intergovernmental Revenues 500s Charges for Services 600s Fines, Licenses, and Permits 700s Earnings on Investments 800s Miscellaneous 900s Other Financing Sources Revenue Codes Property and Other Local Taxes Monies received by the Village that should be recorded in this revenue code include real estate tax settlements, personal property tax settlements, municipal income tax, permissive sales tax, license tax levied by council, and various other local taxes. Revenue Codes State Shared Taxes and Permits (Intergovernmental) Monies received that are distributed by the State but may come from the county auditor include locall government distribution, inheritance tax, cigarette tax, liquor and beer permit fees, gasoline tax, license tax, property tax allocation (homestead and rollback), and other state shared taxes and permits. 3

20 2/13/2012 Revenue Codes Special Assessments All the codes under the 300 section are based on a levy against property p owners for some type of improvement or service provided to the property owners that they have to pay for. Does not include grass cutting, weed cutting, etc. Revenue Codes Intergovernmental Revenue All the 400 codes are used when the Village is receiving some type ofgrant money. License Tax, code 430, is money that is levied at the county level. Revenue Codes Charges for Services Each of the codes in the 500 series are setup for some type of service or charge that is being provided to the residents of the Village or to another political subdivision. Services provided to another political subdivision include fire contracts, police contracts, parking meters, ems contracts, etc. Charges for services include water fees, sewer fees, electric fees, etc. 4

21 2/13/2012 Revenue Codes Fines, Licenses, and Permits Monies received in the 600 codes include court costs/fines, zoning activity, cable franchise fees, etc. Revenue Codes Earnings on Investments Interest earned on the primary checking account as well as certificate of deposits, StarOhio, mutual funds, etc. are all recorded in the 700 codes. Revenue Codes Miscellaneous (800 codes) Consists of donations/contributions, payments in lieu of taxes, capital contributions, and other miscellaneous operating and non-operating receipts. These are reoccurring receipts. 5

22 2/13/2012 Revenue Codes Other Financing Sources (900 codes) Any type of debt activity recognizing the receipt of monies, whether it be bonds or notes, are recorded in the 900 codes. Any transfers or advances received are also recorded here. Other revenue items that don t fit elsewhere and are infrequent in nature (includes special items and extraordinary items). Revenue Examples Liquor Permit Fees General Fund 224 Liquor Permit Fees (State Shared Taxes and Permits) Revenue Examples Sale of Cemetery Lots Cemetery Fund 531 Sale of Lots (Charges for Services) 6

23 2/13/2012 Program Codes Program relates to the service that is being provided, examples are Police Enforcement, Cemeteries, Swimming Pool, Water, and Sewer. Each program relates to a specific function of government, examples of functions are Security of Persons and Property, Public Health, Leisure Time Activities, and Basic Utility Services. Program Codes Each program is assigned a unique 3 digit number, based on the function. Program Codes Program Codes: 100s Security of Persons and Property 200s Public Health Services 300s Leisure Time Activities 400s Community Environment 500s Basic Utility Services 600s Transportation 700s General Government 800 Capital Outlay 850 Debt Service 900s Other Financing Uses 7

24 2/13/2012 Object Codes Each Object is assigned a unique 3 digit number based on the expenditure incurred. Object codes are a way of recognizing the actual type of expenditure that has occurred. Object Codes Object Codes: 100s Personal Services 200s Employee Fringe Benefits 300s Contractual Services 400s Supplies and Materials 500s Capital Outlay 600s Miscellaneous 700s Debt Service 900s Other Financing Uses Object Codes Personal Services (100 codes) This object code is used strictly for recording salaries whether hourly or salary. The salaries are broken down by legislative offices or appointed positions. All other staff are charged to other personal services code

25 2/13/2012 Object Codes Employee Fringe Benefits (200 codes) This object code reflects what is paid for on the employee s behalf such as PERS, Social Security, Mdi Medicare, OP&FP, as well as insurances including workers compensation. Other employee fringe benefits include uniforms, travel & transportation, etc. Object Codes Contractual Services The utilities 310 codes are detailed for electricity, water and sewage, natural gas, heating oil, etc. These codes are to be used for what the Village consumes. The communications 320 codes are detailed for telephone, postage, printing and reproduction, advertising, etc. Object Codes Contractual Services Rents and leases are code 330 Professional and technical services code 340 includes accounting and legal fees, auditing services, computer fees, tax collection fees, training services, etc. Insurance and bonding code 350 includes insurance and bonding, property insurance, liability insurance, etc. 9

26 2/13/2012 Object Codes Contractual Services Other contractual services code 390 includes items such as dues and fees, garbage g and trash removal, etc. Object Codes Supplies and Materials Supplies and Materials code 400 s includes office supplies and materials code 410, operating supplies and materials code 420, repairs and maintenance code 430, small tools and equipment code 440, etc. Object Codes Capital Outlay (500 codes) Generally consist of large ticket items that are purchased such as large pieces of equipment, land, vehicles, furniture, construction of streets, sidewalks, curbs, utility distribution systems, etc. 10

27 2/13/2012 Object Codes Other (600 codes) This code is used mostly for the utility deposit fund when a deposit is either being refunded or applied to a final bill or delinquent bill. Object Codes Debt Service (700 codes) These codes are related to the payment of principal p and interest on loans. Object Codes Other Financing Uses (900 codes) Transfers and advances from a fund Other expenditure items that don t fit elsewhere and are infrequent in nature. 11

28 2/13/2012 Expenditure Examples Clerk s Salary General Fund 725 General Government Clerk Treasurer 121 Salary Clerk/Treasurer Expenditure Examples Purchase of tools to work on street equipment Street Construction, Maintenance, and Repair Fund 620 Street Maintenance and Repair 440 Small Tools and Minor Equipment Examples Please use your handouts (see Appendix C) 12

29 2/13/2012 Question #1 You receive the real estate tax settlement from the county auditor. The general fund will receive $2,000 gross with property tax collection fees of $500, for a net receipt of $1,500. Question #2 The general fund is transferring $5,000 to the cemetery fund. The general fund will show an expenditure and the cemetery fund will show a receipt. Question #3 Your entity has a note outstanding from the construction of a new administrative building. The next payment py is due in July. The payment due is $16,150, which is $15,000 principal and $1,150 interest. This will be paid from the debt service fund. 13

30 2/13/2012 Question #4 Your entity is going to replace the roof of the administrative building. It will cost $15,000. You will pay this from the general fund. Question #5 Assume you are doing payroll for yourself and the only deduction is health insurance. Gross payroll is $1,000 and the deduction for insurance is $200. The net payroll is $800. Assume the Village pays $300 for their share of your insurance. Question #6 You receive the monthly bank statement which shows interest earned for the month of $7. Assume you will only be posting this to the general fund. 14

31 2/13/2012 Question #7 The Village purchased pre-printed checks from USA Bank. This was deducted from the Village s November bank statement. Question #8 The Village received $1,000 from the State of Ohio for municipal-cents-per-gallon. Assumption is that the Village has a State Highway running through it. 88 East Broad Street Columbus, Ohio Phone: (800) Fax: (614) contactus@ohioauditor.gov 15

32 Village Officer s Handbook APPENDIX A - 2 UNIFORM ACCOUNTING NETWORK Village Funds - Accounting Codes Fund Program Number Fund Name Default GOVERNMENTAL FUNDS GENERAL FUND 1000 General User assigned 1000-XXXX Income Tax User assigned SPECIAL REVENUE Street Construction, Maintenance, and Repair 6xx State Highway 6xx Cemetery Parks and Recreation 3xx Federal Grant User assigned State Grant User assigned Income Tax User assigned Drug Law Enforcement Law Enforcement Trust Permissive Motor Vehicle License Tax 6xx Permissive Sales Tax (For hotel/motel excise tax for Convention and Visitors Bureau. Ohio Revised Code Section (B)) User assigned COPS Fast Police Disability and Pension Fire Disability and Pension Enforcement and Education Underground Storage Tank Special Assessment User assigned Other Special Revenue User assigned DEBT SERVICE General Obligation Bond Retirement Sinking Special Assessment Debt Service Note Retirement Other Debt Service 850 A Appendix C

33 Village Officer s Handbook APPENDIX A - 2 UNIFORM ACCOUNTING NETWORK Village Funds - Accounting Codes Fund Program Number Fund Name Default CAPITAL PROJECTS Bond Construction Grant Construction Special Assessment Construction Other Capital Projects 800 PERMANENT Permanent User assigned PROPRIETARY FUNDS ENTERPRISE Water Operating 530 series Sewer Operating 540 series Electric Operating 510 series Parking 150, Swimming Pool Other Enterprise Operating User assigned Enterprise Improvement Enterprise Debt Service Enterprise Debt Service Reserve Enterprise Reserve User assigned Enterprise Deposit User assigned Other Enterprise User assigned INTERNAL SERVICE Revolving User assigned Other Internal Service User assigned A Appendix C

34 Village Officer s Handbook APPENDIX A - 2 UNIFORM ACCOUNTING NETWORK Village Funds - Accounting Codes Fund Program Number Fund Name Default FIDUCIARY FUNDS AGENCY (only if being held for another government) Unclaimed Monies User assigned Income Tax User assigned Other Agency User assigned TRUST (only if being held for another government) Investment Trust User assigned Private Purpose Trust User assigned A Appendix C

35 This page is intentionally left blank. A Appendix C

36 Village Officer s Handbook APPENDIX A - 2 UNIFORM ACCOUNTING NETWORK Village Revenue Sources - Accounting Codes Revenue Financial Report Code Revenue Account Title Caption Title 100 Property and Other Local Taxes 110 General Property Tax - Real Estate 120 Tangible Personal Property Tax 130 Municipal Income Tax Property and Other Local 140 Permissive Sales Tax Taxes 150 License Tax - Local 190 Other - Local Taxes 200 State Shared Taxes and Permits 211 Local Government Distribution 213 Library and Local Government Revenue Assistance 221 Inheritance Tax 222 Cigarette Tax Intergovernmental Revenues 224 Liquor and Beer Permit Fees 225 Gasoline Tax (State) 226 License Tax - State Levied 231 Property Tax Allocation 290 Other - State Shared Taxes and Permits 300 Special Assessments 310 Street Improvement and Maintenance 320 Sidewalk Improvement 330 Sewer Improvement Special Assessments 340 Water Improvement 350 Street Cleaning and Improvement 360 Street Lighting 390 Other - Special Assessments A Appendix C

37 Village Officer s Handbook APPENDIX A - 2 UNIFORM ACCOUNTING NETWORK Village Revenue Sources - Accounting Codes Revenue Financial Report Code Revenue Account Title Caption Title 400 Intergovernmental Revenues 410 Federal Receipts 411 Federal - Restricted 412 Federal - Unrestricted 413 Federal - Pass Through Grants 419 Other - Federal Receipts Intergovernmental Revenues 420 State Receipts 422 State - Restricted 423 State - Unrestricted 424 State - Pass Through Grants 429 Other - State Receipts 430 License Tax - County Levied 440 Grants or Aid (Non-Federal and Non-State) 490 Other - Intergovernmental Revenues 500 Charges for Services 510 General Government Contracts 511 Contracts for Fire Services 512 Contracts for Police Protection 513 Parking Meters 514 Garbage and Trash 515 Contracts for Emergency Medical Services Charges for Services 519 Other - General Government Contracts 520 Cultural and Recreational Programs 521 Swimming Pool 522 Concession Stands 523 Recreation Entry Fees 529 Other - Cultural Recreational Programs 530 Cemetery 531 Sale of Lots 532 Grave Opening Fees 533 Foundations 539 Other - Cemetery A Appendix C

38 Village Officer s Handbook APPENDIX A - 2 UNIFORM ACCOUNTING NETWORK Village Revenue Sources - Accounting Codes Revenue Financial Report Code Revenue Account Title Caption Title 540 Utilities 541 Consumer Rent Charges for Services 542 Tap Fees (continued) 543 Bulk Sales 544 Deposits 549 Other - Utilities 590 Other - Charges for Services 600 Fines, Licenses and Permits 610 Fines and Forfeitures 611 Court Costs 612 Court Fines 613 State Court Costs (Use only with Agency Funds) 619 Other - Fines and Forfeitures 620 Licenses and Permits Fines, Licenses, and Permits 621 Building Permits 622 Inspections 623 Zoning 624 Street Opening 625 Cable Franchise Fees 629 Other - Licenses and Permits 690 Other - Fines, Licenses and Permits 700 Earnings on Investments 701 Interest Earnings on Investments 799 Other - Earnings on Investments 800 Miscellaneous 820 Contributions and Donations Miscellaneous 830 Payment in Lieu of Taxes 841 Capital Contributions 842 Capital Contributions - Tap Fees 850 Contributions to a Permanent Fund (Use only with Permanent Funds) A Appendix C

39 Village Officer s Handbook APPENDIX A - 2 UNIFORM ACCOUNTING NETWORK Village Revenue Sources - Accounting Codes Revenue Financial Report Code Revenue Account Title Caption Title 891 Other - Miscellaneous Operating Miscellaneous 892 Other - Miscellaneous Non-Operating (continued) 900 Other Financing Sources 910 Proceeds of Bonds 911 Proceeds of Bonds 912 Premium and Accrued Interest - Bonds 919 Other - Proceeds of Bonds 920 Proceeds of Notes 921 Proceeds of Notes Other Financing Sources 922 Premium and Accrued Interest - Notes 929 Other - Proceeds of Notes 931 Transfers - In 941 Advances - In 961 Sale of Fixed Assets 971 Other - Debt Proceeds 981 Special Items 982 Extraordinary Items 999 Other - Other Financing Sources A Appendix C

40 Village Officer s Handbook APPENDIX A - 2 UNIFORM ACCOUNTING NETWORK Village Revenue Sources - Accounting Codes Descriptions Revenue Code Revenue Name Description 100 Property and Other Local Taxes 110 General Property Tax - Real Estate Summary revenue code for Property and Other Local Taxes. Comprises detail revenue codes Semi-annual tax settlement from county auditor, including deductions. 120 Tangible Personal Property Tax Semi-annual tax settlement from county auditor, including deductions. 130 Municipal Income Tax Revenue received from the enactment of a local income tax. 140 Permissive Sales Tax Sales tax levied by villages on hotel and motel lodging. 150 License Tax - Local Levied by Distribution of motor vehicle license tax from State Auditor. Council 190 Other - Local Taxes Receipt of any other taxes not described in revenue source codes such as admission taxes, hotel taxes, amusement taxes, franchise taxes, etc. 200 State Shared Taxes and Permits Summary revenue code for State Shared Taxes and Permits. Comprises detail revenue codes Local Government Distribution State and county distribution of local government fund. Ohio Revised Code Section Library and Local Government Revenue Assistance Allocations of library and local government assistance money made under Ohio Revised Code Sections or Inheritance Tax Revenue received from county auditor settlements, including deductions. 222 Cigarette Tax Revenue received from county auditor settlements. 224 Liquor and Beer Permit Fees Revenue received from liquor licenses. 225 Gasoline Tax (State) Auditor of State distributions of municipal per gallon and gasoline excise tax. 226 License Tax - State Auditor of State distributions for license tax. 231 Property Tax Allocation Money provided by the State as a reimbursement for statutory tax credits and reductions granted to real and personal property taxpayers to include 10% and 2.5% rollbacks, homestead exemptions, $10,000 personal property tax exemption, utility deregulation (electric and natural gas), property tax replacement (kilowatt per hour and natural gas consumption taxes), excess distribution of utility deregulation taxes, tangible personal property tax loss, and other property tax allocations. 290 Other - State Shared Taxes and Permits Other state shared taxes and permits not included in revenue codes A Appendix C

41 Village Officer s Handbook APPENDIX A - 2 UNIFORM ACCOUNTING NETWORK Village Revenue Sources - Accounting Codes Descriptions Revenue Code Revenue Name Description 300 Special Assessments Summary revenue code for Special Assessments. Comprises detail revenue codes Street Improvement and Maintenance Special assessments levied against property owners for the improvement of streets. 320 Sidewalk Improvement Special assessments levied against property owners for construction or improvement of sidewalks. 330 Sewer Improvement Special assessments levied against property owners for construction or improvement of sewers and sewage systems. 340 Water Improvement Special assessments levied against property owners for construction or improvement of water lines or water systems. 350 Street Cleaning and Improvement Special assessments levied against property owners for cleaning streets and removing snow. 360 Street Lighting Special assessments levied against property owners for street lighting. 390 Other - Special Assessments All other special assessments levied against property owners not included in Intergovernmental Revenues Summary revenue code for Intergovernmental Revenues. Comprises detail revenue codes Federal Receipts Sub-summary revenue code for Federal Receipts. Comprises detail revenue codes Federal - Restricted Federal government grants or aid. 412 Federal - Unrestricted Federal government grants or aid. 413 Federal - Pass Through Grants Federal government grants or aid. 419 Other - Federal Receipts Federal government grants or aid not listed under State Receipts Sub-summary revenue code for State Receipts. Comprises detail revenue codes State - Restricted State government grants or aid. 423 State - Unrestricted State government grants or aid. 424 State - Pass Through Grants State government grants or aid. 429 Other - State Receipts State government grants or aid not listed under revenue codes License Tax - County Revenue from county license tax. 440 Grants or Aid (Non-Federal and Non-State) Other non-federal or non-state grants or aid. 490 Other - Intergovernmental Revenues Other non-federal or non-state grants or aid not listed under revenue codes A Appendix C

42 Village Officer s Handbook APPENDIX A - 2 UNIFORM ACCOUNTING NETWORK Village Revenue Sources - Accounting Codes Descriptions Revenue Code Revenue Name Description 500 Charges for Services Summary revenue code for Charges for Services. Comprises detail revenue codes General Government Contracts Sub-summary revenue code for General Government Contracts. Comprises detail revenue codes Contracts for Fire Services Receipts from furnishing fire protection services to other political subdivisions. 512 Contracts for Police Protection Receipts from furnishing police services to other political subdivisions. 513 Parking Meters Receipts from parking meters. 514 Garbage and Trash Receipts derived from furnishing garbage and trash services to other political subdivisions. 515 Contracts for Emergency Medical Services 519 Other - General Government Contracts 520 Cultural and Recreational Programs Receipts derived from furnishing emergency medical services to other political subdivisions. Receipts derived from furnishing contracted other general governmental services to other political subdivisions not described in revenue codes Sub-summary revenue code for Cultural and Recreational Programs. Comprises detail revenue codes Swimming Pool Fees received from use of swimming pool. 522 Concession Stands Proceeds received from the operation of a concession stand. 523 Recreation Entry Fees Fees received from participating recreational fees. 529 Other - Cultural and Recreational Programs Other cultural or recreational fees not described in revenue codes Cemetery Sub-summary revenue code for Cemetery. Comprises detail revenue codes Sale of Lots Receipts derived from the sale of cemetery lots. 532 Grave Opening Fees Proceeds for the opening and closing of grave sites. 533 Foundations Fees for construction of monument foundations. 539 Other - Cemetery Other fees collected for cemetery operations. 540 Utilities Sub-summary revenue code for Utilities. Comprises detail revenue codes Consumer Rent Revenue received from the sale of water. 542 Tap Fees Fees to recover the cost of connecting new customers to the system. 543 Bulk Sales Proceeds received on flat fees from sale of bulk water. 544 Deposits Utility deposits received. 549 Other - Utilities Other utility revenues not described in revenue codes Other - Charges for Services Other charges for services not described in revenue codes A Appendix C

43 Village Officer s Handbook APPENDIX A - 2 UNIFORM ACCOUNTING NETWORK Village Revenue Sources - Accounting Codes Descriptions Revenue Code Revenue Name Description 600 Fines, Licenses, and Permits Summary revenue code for Fines, Licenses and Permits. Comprises detail revenue codes Fines and Forfeitures Sub-summary revenue code for Fines and Forfeitures. Comprises detail revenue codes Court Costs Fees received from court costs. 612 Court Fines Penalties imposed for violations of law. 613 State Court Costs Additional court costs forwarded from the State to be used to fund awards in the Victims of Crime Program. Ohio Revised Code Sections and Other - Fines and Forfeitures Other fines and forfeitures not described in revenue codes Licenses and Permits Sub-summary revenue code for Licenses and Permits. Comprises detail revenue codes Building Permits Fees received from issuance of construction permits. 622 Inspections Charges received from inspections performed. 623 Zoning Fees received from issuance of zoning permits. 624 Street Opening Fees received from issuance of street opening permits. 625 Cable Franchise Fees Revenue derived from cable franchise fees. 629 Other - Licenses and Permits All other licenses and permits not described in codes Other - Fines, Licenses, and Permits All other fines, licenses and permits not listed under revenue codes Earnings on Investments Summary revenue code for Earnings on Investments. Comprises detail revenue codes Interest Interest received on deposits and investments. 790 Other - Earnings on Investments Income received on other deposits and investments not included in Miscellaneous 820 Contributions and Donations Revenue received from contributions and donations. 830 Payment in Lieu of Taxes Payment by a property owner not subject to a property tax to compensate the government for not being required to pay the tax. 841 Capital Contributions Contributions of cash from individuals, other funds, or other governments whose use is restricted to capital acquisition or construction. 842 Capital Contributions - Tap Fees Charge to new customers for their fair share of capital costs of the system. 850 Contributions to a Permanent Fund A contribution to support a program of the reporting government through the use of the interest earned on the contribution. The original contribution must be maintained intact and may not be spent. 891 Other - Miscellaneous Operating Receipt of any other operating revenue. 892 Other - Miscellaneous Non- Receipt of any other non-operating revenue. Operating A Appendix C

44 Village Officer s Handbook APPENDIX A - 2 UNIFORM ACCOUNTING NETWORK Village Revenue Sources - Accounting Codes Descriptions Revenue Code Revenue Name Description 900 Other Financing Sources 910 Proceeds of Bonds Sub-summary revenue code for Sale of Bonds. Comprises detail revenue codes Proceeds of Bonds Proceeds from the sale of bonds. 912 Premium and Accrued Interest - Premium and accrued interest from the sale of bonds. Bonds 919 Other Proceeds of Bonds Receipts from any other sale of bonds not described in revenue codes Proceeds of Notes Sub-summary revenue code for Sale of Notes. Comprises detail revenue codes Proceeds of Notes Proceeds from the sale of notes. 922 Premium and Accrued Interest - Premium and accrued interest from the sale of notes. Notes 929 Other Proceeds of Notes Receipts from any other sale of notes not described in revenue codes Transfers - In Permanent transfers in from another fund. 941 Advances - In Temporary loans of cash from another fund made with the intent of repayment. 961 Sale of Fixed Assets Revenue received from the sale of fixed assets. 971 Other Debt Proceeds Receipt from the proceeds of any other debt. 981 Special Items Significant transactions or other events within the control of management that are either unusual in nature or infrequent in occurrence. 982 Extraordinary Items Significant transactions or other events that are both unusual in nature and infrequent in occurrence. 999 Other - Other Financing Sources Other financing sources not listed under A Appendix C

45 This page is intentionally left blank. A Appendix C

46 Village Officer s Handbook APPENDIX A - 2 UNIFORM ACCOUNTING NETWORK Village Programs (Expenditure Accounts) - Accounting Codes Program Financial Report Code Program Name Caption Title Security of Persons and Property 110 Police Enforcement 120 Fire Fighting, Prevention, and Inspection 130 Street Lighting Security of Persons and Property 140 Civil Defense 150 Traffic Signals, Signs, and Marking 160 Emergency Medical Services 190 Other Security of Persons and Property Public Health Services 210 Payment to County Health District 220 Payment of County Human Services Program Public Health Service 230 Other Assistance to Needy 240 Cemetery 290 Other Public Health Services Leisure Time Activities 310 Recreation 320 Provide and Maintain Parks 330 Cultural Facilities Leisure Time Activities 340 Swimming Pool 350 Concessions 390 Other Leisure Time Activities Community Environment 410 Community Planning and Zoning 420 Public Housing Projects Community Environment 490 Other Community Environment A Appendix C

47 Village Officer s Handbook APPENDIX A - 2 UNIFORM ACCOUNTING NETWORK Village Programs (Expenditure Accounts) - Accounting Codes Program Financial Report Code Program Name Caption Title Basic Utility Services Electric 511 Administration - Electric 512 Billing - Electric Basic Utility Services 513 Generation/Purchase - Electric 514 Distribution - Electric 519 Other Electric Gas 521 Administration - Gas 522 Billing - Gas 523 Generation/Purchase - Gas 524 Distribution - Gas 529 Other Gas Water 531 Administration - Water 532 Billing - Water 533 Supply/Purchase - Water 534 Filtration - Water 535 Pumping - Water 539 Other Water Sanitary Sewers and Sewage 541 Administration - Sanitary Sewers and Sewage 542 Billing - Sanitary Sewers and Sewage 543 Pumping - Sanitary Sewers and Sewage 549 Other Sanitary Sewers and Sewage Storm Sewers and Drains 551 Administration - Storm Sewers and Drains 552 Billing - Storm Sewers and Drains 553 Waste Collection - Storm Sewers and Drains 554 Waste Disposal - Storm Sewers and Drains 559 Other Storm Sewers and Drains A Appendix C

48 Village Officer s Handbook APPENDIX A - 2 UNIFORM ACCOUNTING NETWORK Village Programs (Expenditure Accounts) - Accounting Codes Program Financial Report Code Program Name Caption Title Refuse Collection and Disposal 561 Administration - Refuse Collection and Disposal Basic Utility Services 562 Billing - Refuse Collection and Disposal (continued) 563 Waste Collection - Refuse Collection and Disposal 564 Waste Refuse Collection and Disposal 569 Other Refuse Collection and Disposal Other Basic Utility Service 591 Administration - Other Basic Utility Service 592 Billing - Other Basic Utility Service 593 Generation/Purchase - Other Basic Utility Service 594 Distribution - Other Basic Utility Service 599 Other Basic Utility Service Transportation 610 Street Construction and Reconstruction 620 Street Maintenance and Repair 630 Street Cleaning, Snow, and Ice Removal 640 Storm Sewers and Drains Transportation 650 Traffic Signs and Signals 660 Parking Facilities 670 Sidewalks 690 Other Transportation A Appendix C

49 Village Officer s Handbook APPENDIX A - 2 UNIFORM ACCOUNTING NETWORK Village Programs (Expenditure Accounts) - Accounting Codes Program Financial Report Code Program Name Caption Title General Government 710 Mayor and Administrative Offices 715 Legislative Activities 720 Mayor s Court 725 Clerk - Treasurer General Government 730 Lands and Buildings 735 Boards and Commissions 740 Tax Collection Fees 745 Auditor of State Fees 750 Solicitor 755 Income Tax Administration 760 Tax Refunds 765 Distribution of Income Tax - Other Government 770 Other Income Tax 780 Self-Insurance 790 Other General Government 800 Capital Outlay Capital Outlay 850 Debt Service Debt Service Other Financing Uses 910 Transfers - Out 920 Advances - Out Other Financing Uses 930 Contingencies 990 Other Financing Uses A Appendix C

50 Village Officer s Handbook APPENDIX A - 2 UNIFORM ACCOUNTING NETWORK Village Object (Expenditure Accounts) - Accounting Codes Direct Program Charges Object Code Object Name Default Posted? 100 Personal Services Yes 110 Salaries - Council s Office Yes 111 Salaries - Council Yes 112 Salaries - Council s Staff Yes 119 Other - Salaries - Council s Office Yes 120 Salaries - Clerk/Treasurer s Office Yes 121 Salary - Clerk/Treasurer Yes 122 Salaries - Clerk/Treasurer s Staff Yes 129 Other - Salaries - Clerk/Treasurer s Office Yes 130 Salaries - Administrator s Office Yes 131 Salary - Administrator Yes 132 Salaries - Administrator s Staff Yes 139 Other - Salaries - Administrator s Office Yes 140 Salaries - Legal Counsel s Office Yes 141 Salary - Legal Counsel Yes 142 Salaries - Legal Counsel s Staff Yes 149 Other - Salaries - Legal Counsel s Office Yes 150 Compensation of Board and Commission Members Yes 160 Salaries -Mayor s Office Yes 161 Salary- Mayor Yes 162 Salaries - Mayor s Staff Yes 169 Other - Salaries - Mayor s Office Yes 190 Other - Personal Services Yes 200 Employee Fringe Benefits 210 Employer s Retirement Contributions 211 Public Employees Retirement System Yes 212 Social Security Yes 213 Medicare Yes 214 Volunteer Firemen s Dependents Fund Yes 215 Ohio Police and Fire Pension Fund Yes 219 Other - Employer s Retirement Contributions Yes A Appendix C