How to Understand and Prepare the Entity-Wide Financial Statements

1. How to Understand and Prepare the Entity-Wide Financial Statements

2. Why are we here today?

3. WHY? • New auditing standards require Skills, Knowledge, and Experience (SKE) sufficient to understand the statements • Save money on your audit by preparing your own • Because it’s fun!!! SKE is the KEY!

4. I HEAR AND I FORGET. I SEE AND I REMEMBER. I DO AND I UNDERSTAND. -CONFUCIUS

5. MY HEAD IS FULL OF STUFF I DO NOT UNDERSTAND -RANDOM TEXT MESSAGE

6. Presenters Susan Barkley CPA Assistant Director District Support Kentucky Department of Education Edward D. Muns CPA Director of Accounting Jefferson County Public Schools

7. Introduction to the Entity-Wide Statements – Structure and Theory

9. One Picture – Two Views Fund Statements Entity-Wide Statements Integrated reporting unit Full accrual Operational accountability • Separate funds • Modified accrual • Fiscal accountability

10. Structure Governmental Activities Business-Type Activities Enterprise funds • Governmental funds Fiduciary Funds are not incorporated into the entity-wide statements

11. Conversion • Fund statements • Governmental – current financial resources • Proprietary funds – economic resources • Entity-Wide statements • All information is economic resources • Requires converting governmental funds information to economic resources measurement focus

12. The Big Differences • Capital Assets • Purchase • Depreciation • Long-term Debt • Issuance • Repayment

13. Example: Capital Assets Gov’t Funds Entity Wide Purchase = asset Expense is only annual depreciation • No asset • Purchase = expenditure in that year • No depreciation

14. Terminology Current Financial Resources Economic Resources Revenue Expense • Revenue or Other Financing Source • Expenditure or Other Financing Use I love accounting

15. When is revenue recognized? Modified Accrual Accrual When earned • When earned IF • Measurable and • Available • Collectible within the current period or soon enough thereafter to use for liabilities of current period MAMA

16. When is expenditure/expense recognized? Modified Accrual Accrual When liability is incurred • When liability is incurred EXCEPT • Unmatured debt • Accrued interest • Inventories • Prepaids • Certain accrued liabilities not expected to be liquidated with expendable available financial resources

17. Statement of Activities • Presents the cost of providing services Expense – Revenue = Net Change • Upper section shows program costs and program-specific revenue • Lower section shows additional revenue needed to support the programs • Minimum level of expenditure detail is function

18. Revenues • Program Revenue • Charges for Services • Operating Grants & Contributions • Capital Grants & Contributions • General Revenues • Examples: Property taxes, SEEK, grants that are not program-specific

19. Reconciliations • The “map” • Between government funds statements and entity-wide statements • Listing of the conversion items to produce the entity-wide statements

20. Conversion Process • MUNIS = governmental funds statements • Entity-wide is prepared off-system • Excel spreadsheet • Quickbooks sort of software

22. Exercise Small Group Quiz: Entity-Wide Statements

23. Conversion Entries:Governmental Funds to Entity-Wide

24. Gather Documents • Prior year entity-wide statements • Current year governmental funds statements (Munis) • Long-term debt information • Refunding bonds • Capital asset information • Materials from this class

25. PY Entity-wide statements • Enter the ending balances of the accounts that appear ONLY on the entity-wide statements • Including net assets (position) • These provide a beginning balance for the current year conversion activity • Accounts in ALL CAPS

26. CY fund statements • All other beginning balances in trial balance come from funds statements • Accounts in upper/lower case Be sure debits and credits net to zero

27. Conversion entries • Begin listing the conversion entries • Need guidance? • PY financial statements • Resources from this class • GFOA blue book

28. Conversion entries • Do not enter the conversion entries into Munis • The conversion is performed off-system

29. Capital assets • CY additions • CY depreciation expense • CY disposals • Accumulated depreciation on CY disposals • Can group these together or perform 4 separate conversion entries

30. CY additions • Recorded as expenditure in the funds • Will be an asset in entity-wide Dr. CAPITAL ASSETS Cr. Expense ENTRY A

31. CY depreciation • Is not recorded at all in the funds • Will be expense in entity-wide Dr. Expense Cr. ACCUMULATED DEPRECIATION ENTRY B

32. CY disposals • Not recorded in the funds • Will be a reduction of an asset in entity-wide Dr. Expense Cr. CAPITAL ASSETS ENTRY B

33. Accumulated depreciation on CY disposals • Not recorded in the funds • Will be a reduction of accumulated depreciation in entity-wide Dr. ACCUMULATED DEPRECIATION Cr. Expense ENTRY B

34. Long Term Debt • Bond proceeds • Bond principal payments • Refundings • Deferred outflows/inflows • Accrued interest • Premiums and discounts

35. Bond proceeds • Recorded as Other Financing Source in funds • Will be a LT liability in entity-wide Dr. Other Financing Source Cr. LT BONDS PAYABLE ENTRY F

36. Bond principal payments • Recorded as expenditure in the funds • Will be reduction of liability in entity-wide Dr. LT BONDS PAYABLE Cr. Expenditure – debt principal ENTRY G

37. Refundings • Is recorded as Other Financing Source and Use in funds • Will be eliminated in entity-wide Dr. Other financing source Cr. Other financing use ENTRY F, G

38. Deferred outflows/inflows • New with GASB 65 • Analyze all outstanding refundings • Prior period adjustment required • Record the CY net savings/cost as a revenue • Amortize the total remaining lifetime savings/cost as an expense • Remainder is deferred outflow/inflow

39. Deferred outflows/inflows Sample shows a CY net cost: Dr. Expense Dr. Miscellaneous revenue Cr. Deferred outflows ENTRY C

40. Accrued interest • Not recorded in funds • Will be a liability in entity-wide • Record the change in the balance Dr. Expense – interest Cr. ACCRUED INTEREST PAYABLE ENTRY E

41. Premiums/discounts • Recorded as Other financing source/use in funds • Will be eliminated in entity-wide Dr. Other financing source (premiums) Cr. Other revenue Dr. Other revenue Cr. Other financing use (discounts) ENTRY D

42. Other LT debt • Vacation leave, sick leave, other • Not recorded in funds • Will be liability in entity-wide • Record the change in the account balance Dr. Expense Cr. LT liability (for an increasing balance) ENTRY H, M

43. Transfers • Funds include transfers within governmental activities • Eliminate them on entity-wide Dr. Transfers in Cr. Transfers out ENTRY J

44. Due to / Due from • Funds include amounts owed between governmental funds • Eliminate for entity-wide Dr. Due to other funds Cr. Due from other funds ENTRY K

45. Indirect costs • Funds include indirect cost amounts among governmental funds • Eliminate for entity-wide Dr. Other revenue Cr. Other expense ENTRY I

46. Revenues • Revenues classified by source in funds • Different categories on entity-wide Dr. Other local revenue Cr. CHARGES FOR SERVICES Dr. Federal source revenue Cr. OPERATING GRANTS & CONTRIBUTIONS ENTRY L, O

47. Function 4XXX • Expenditures are shown by function in funds • Different presentation in entity-wide • Eliminate balance in this function • DO THIS LAST Dr. Expense (other functions) Cr. Expense (function 4XXX) ENTRY Q

48. Additional Entries • Your district may have additional entries

49. Post to Trial Balance • Once all conversion entries are listed, post the amounts to an off-system trial balance • Entry reference letter • Be sure total debits = total credits • Resulting entity-wide balances are shown in the two far right columns

50. Ending Net Position • Calculate the amount of revenues over (under) expenses from the entity-wide balances in the two far right columns • Add this amount to beginning net position to arrive at ending net position