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Kentucky County Treasurer’s Fundamentals Course

This glossary provides definitions for terms used in the Kentucky County Treasurer’s Fundamentals Course for County Financial Statements.

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Kentucky County Treasurer’s Fundamentals Course

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  1. STATE /LOCAL FINANCE OFFICER REQUIREMENT Kentucky County Treasurer’s Fundamentals Course Glossary of County Financial Statement Terms April 23, 2015 http://www.kactfo.com Slide 1 of 47

  2. Kentucky County Treasurer’s Fundamentals Course Glossary of County Financial Statement Terms • All county money is to be reported on the quarterly financial statement whether it is included in the budget or not. The statement is a cumulative report and is prepared on a cash basis by the County Judge/Executive and the County Treasurer pursuant to KRS 68.210. The report is comprised of four sections as follows: • Section I: Summary and Reconciliation, prepared by county treasurer • Section II: Receipts Section, prepared by county treasurer • Section III: Contingent Liabilities Section, prepared by county treasurer • Section IV: Appropriation Condition Report, prepared by county judge/executive • The State Local Finance Officer requires the report to be submitted by the 20th of the month following the close of the quarters ending September 30, December 31, March 31 and June 30. A copy must be posted in the courthouse and a copy must be transmitted electronically to the State Local Finance Officer. The final quarterly report filed by a county within fifteen (15) days after the end of the last quarter of the fiscal year, in accordance with KRS 68.360(2), shall be deemed the uniform financial information report for that county for purposes of compliance with KRS 65.900 to 65.925. April 23, 2015 http://www.kactfo.com Slide 2 of 47

  3. Kentucky County Treasurer’s Fundamentals Course Glossary of County Financial Statement Terms • Total Receipts to Date • Section 1Summary and Reconciliation • This figure is the total of all receipts to date, including the beginning cash balance, investments, cash transfers in, cash transfers out, and borrowed money. April 23, 2015 http://www.kactfo.com Slide 3 of 47

  4. Kentucky County Treasurer’s Fundamentals Course Glossary of County Financial Statement Terms • Total Claims Allowed • Section 1Summary and Reconciliation • Total claims allowed is the amount of claims allowed since July as shown on the appropriation report. This figure does not include any cash transfers between funds (transfers are reflected in the "total receipts to date"). April 23, 2015 http://www.kactfo.com Slide 4 of 47

  5. Kentucky County Treasurer’s Fundamentals Course Glossary of County Financial Statement Terms • Cash Balance • Section 1Summary and Reconciliation • The cash balance in the summary section is the difference between a fund’s "total receipts to date" and "total disbursements." This includes the fund checking account balance plus any investments attributable to a fund. April 23, 2015 http://www.kactfo.com Slide 5 of 47

  6. Kentucky County Treasurer’s Fundamentals Course Glossary of County Financial Statement Terms • Total Encumbrances • Section 1Summary and Reconciliation • Enter the total dollar amount of unpaid purchase orders from the purchase order journal. April 23, 2015 http://www.kactfo.com Slide 6 of 47

  7. Kentucky County Treasurer’s Fundamentals Course Glossary of County Financial Statement Terms • Unencumbered Cash Balance • Section 1Summary and Reconciliation • Subtract total encumbrances from the cash balance. This figure represents the “uncommitted cash" available. April 23, 2015 http://www.kactfo.com Slide 7 of 47

  8. Kentucky County Treasurer’s Fundamentals Course Glossary of County Financial Statement Terms • Bank Balance • Section 1Summary and Reconciliation • This figure represents the bank balance prior to reconciliation and must come from your bank statement. April 23, 2015 http://www.kactfo.com Slide 8 of 47

  9. Kentucky County Treasurer’s Fundamentals Course Glossary of County Financial Statement Terms • Plus Deposits in Transit • Section 1Summary and Reconciliation • Any deposits that are not reflected in the bank statement. April 23, 2015 http://www.kactfo.com Slide 9 of 47

  10. Kentucky County Treasurer’s Fundamentals Course Glossary of County Financial Statement Terms • Less Outstanding Checks • Section 1Summary and Reconciliation • Any checks that are not reflected in the bank statement. April 23, 2015 http://www.kactfo.com Slide 10 of 47

  11. Kentucky County Treasurer’s Fundamentals Course Glossary of County Financial Statement Terms • Other • Section 1Summary and Reconciliation • Investments may be shown in the "other" section. April 23, 2015 http://www.kactfo.com Slide 11 of 47

  12. Kentucky County Treasurer’s Fundamentals Course Glossary of County Financial Statement Terms • Cash Balance • Section 1Summary and Reconciliation • This figure should agree with the cash balance in the summary section of the report. If they do not, there is an error. April 23, 2015 http://www.kactfo.com Slide 12 of 47

  13. Kentucky County Treasurer’s Fundamentals Course Glossary of County Financial Statement Terms • Signature • Section 1Summary and Reconciliation • This report must be signed and dated by the County Judge/Executive and County Treasurer. April 23, 2015 http://www.kactfo.com Slide 13 of 47

  14. Kentucky County Treasurer’s Fundamentals Course Glossary of County Financial Statement Terms • Receipt Page • Section IIReceipts Section • Receipts are reported by fund. All funds use the same format. April 23, 2015 http://www.kactfo.com Slide 14 of 47

  15. Kentucky County Treasurer’s Fundamentals Course Glossary of County Financial Statement Terms • Account Code • Section IIReceipts Section • The account code is the four digit code that identifies the specific source of revenue. The account code for receipts will always begin with the number "4". The account code you use should be whatever most accurately describes the income source. All receipts must be assigned a receipt code. A complete listing of account codes is found in Department for Local Governments’ “County Budget Preparation and State Local Finance Officer Policy Manual” found on their website; http://dlg.ky.gov. April 23, 2015 http://www.kactfo.com Slide 15 of 47

  16. Kentucky County Treasurer’s Fundamentals Course Glossary of County Financial Statement Terms • Description • Section IIReceipts Section • A brief description of the income source. The description should relate directly to the account code used, but the identifying phrase should be meaningful to the Treasurer and Fiscal Court. April 23, 2015 http://www.kactfo.com Slide 16 of 47

  17. Kentucky County Treasurer’s Fundamentals Course Glossary of County Financial Statement Terms • Original Budget Estimate • Section IIReceipts Section • This column means just what it says. Everything listed in this column should come straight from the adopted budget. This includes estimates used for surplus, transfers, and borrowed money. Once established, these do not change. If the "total receipts" in this column do not agree with the budget, something is incorrect. April 23, 2015 http://www.kactfo.com Slide 17 of 47

  18. Kentucky County Treasurer’s Fundamentals Course Glossary of County Financial Statement Terms • Budget Amendments • Section IIReceipts Section • Whenever a budget amendment is approved it should be reflected in this column. The account code to be used comes directly from the adopted amendment. An amendment may be either positive or negative. April 23, 2015 http://www.kactfo.com Slide 18 of 47

  19. Kentucky County Treasurer’s Fundamentals Course Glossary of County Financial Statement Terms • Received this Quarter • Section IIReceipts Section • This column reflects only the money that was received during the most recent quarter. This column should be ignored during column total cross checks. April 23, 2015 http://www.kactfo.com Slide 19 of 47

  20. Kentucky County Treasurer’s Fundamentals Course Glossary of County Financial Statement Terms • Total Received To Date • Section IIReceipts Section • The sum of all receipts to date of a particular account code. April 23, 2015 http://www.kactfo.com Slide 20 of 47

  21. Kentucky County Treasurer’s Fundamentals Course Glossary of County Financial Statement Terms • Under (Over) Budget • Section IIReceipts Section • The difference between the sum of the original budget estimate, plus or minus any budget amendments, minus the total received to date. • If the figure is a positive number, the account code is under budget. • If the number is a negative, the account code is over budget and should be shown in parentheses ( ). April 23, 2015 http://www.kactfo.com Slide 21 of 47

  22. Kentucky County Treasurer’s Fundamentals Course Glossary of County Financial Statement Terms • 4901 Cash Balance July • Section IIReceipts Section • In the "Original Budget Estimate" column, this figure is the estimated surplus amount used in the adopted budget. In the "Total Received to Date" column, the figure is the actual cash balance as of July 1, including all investments. April 23, 2015 http://www.kactfo.com Slide 22 of 47

  23. Kentucky County Treasurer’s Fundamentals Course Glossary of County Financial Statement Terms • 4903 Adjustments to Prior Year Surplus • Section IIReceipts Section • Should be used to record any changes to a beginning balance resulting from an auditors finding or a voided check from the previous year. April 23, 2015 http://www.kactfo.com Slide 23 of 47

  24. Kentucky County Treasurer’s Fundamentals Course Glossary of County Financial Statement Terms • A word about cash transfers • Section IIReceipts Section • 4910 denotes a cash transfer into one fund from another. • 4909 denotes a cash transfer from one fund to another. Try not to think of a transfer as either a receipt or expenditure. These codes are merely tools that allows an increase or decrease in the cash balance from one fund to another to be clearly reflected. All transfers require a court order. The total of all transfers "in" and "out" should be the same. April 23, 2015 http://www.kactfo.com Slide 24 of 47

  25. Kentucky County Treasurer’s Fundamentals Course Glossary of County Financial Statement Terms • 4909 Transfers Out • Section IIReceipts Section • Depending on the column, the amount shown should be from either the original budget, an amendment, or the sum of actual transfers out. A 4909 transfer "out" is also used to accommodate a temporary loan from one fund to another. April 23, 2015 http://www.kactfo.com Slide 25 of 47

  26. Kentucky County Treasurer’s Fundamentals Course Glossary of County Financial Statement Terms • 4910 Transfers In • Section IIReceipts Section • Depending on the column, the amount shown should be from either the original budget, an amendment, or the sum of actual transfers in. A 4910 transfer "in" is also used to accommodate a temporary loan from one fund to another. April 23, 2015 http://www.kactfo.com Slide 26 of 47

  27. Kentucky County Treasurer’s Fundamentals Course Glossary of County Financial Statement Terms • 4911 Borrowed Money • Section IIReceipts Section • This line is for money that is borrowed from a bank (or other outside Source such as COLT) and should not be confused with a temporary “loan” from one fund to another. Any borrowed money that is not reflected in the original budget estimate must be amended into the budget and be properly reflected on the financial report as a “receipt” as well as an “expenditure” for repayment of borrowed funds. April 23, 2015 http://www.kactfo.com Slide 27 of 47

  28. Kentucky County Treasurer’s Fundamentals Course Glossary of County Financial Statement Terms • Cross Checking or Cross Footing • Section IIReceipts Section • The process of double checking figures is a basic principle of all accounting work and is important in verifying the accuracy on any mathematical report. April 23, 2015 http://www.kactfo.com Slide 28 of 47

  29. Kentucky County Treasurer’s Fundamentals Course Glossary of County Financial Statement Terms • The following “formula” should be used for the receipts section of the financial statement: Original Budget Estimate, Plus or Minus Amendments, Minus Total Received to Date = Under (Over) Budget. • Section IIReceipts Section • When this procedure is applied to the Subtotal line, the answer should be the same as when you add the Under (Over) column down. If the answers are not the same, something is incorrect. This same procedure should also apply to the "Total Receipts" line. April 23, 2015 http://www.kactfo.com Slide 29 of 47

  30. Kentucky County Treasurer’s Fundamentals Course Glossary of County Financial Statement Terms • The Fiscal Court should be constantly monitoring receipts and expenditures. If the Court wishes to transfer, by court order, a substantial amount of cash from one fund to another, they should be checking to see how that transfer will be affecting total receipts and the effect on remaining expenditures in that fund. There may be times the Court would consider a negative amendment to reflect the fact that certain expenditures won't be met as a result of a substantial, unbudgeted transfer. • Conversely, the "free balances" remaining at the end of a budget year will clearly denote that expenditures were not met. The point is that the fiscal court has the responsibility to carefully manage receipts and expenditures. • Section IIReceipts Section • (Please Note!!) April 23, 2015 http://www.kactfo.com Slide 30 of 47

  31. Kentucky County Treasurer’s Fundamentals Course Glossary of County Financial Statement Terms • Multi-year Issues: • Statutorily authorized debt that may exceed the current fiscal year. • Section IIILiabilities Section • Budget Account Code: • Nine digit appropriation code where the repayment is budgeted. This code is comprised of the fund number and the major and minor object code. • Description of Issue: • A brief description of the issue(i.e., courthouse, park, jail, etc.). April 23, 2015 http://www.kactfo.com Slide 31 of 47

  32. Kentucky County Treasurer’s Fundamentals Course Glossary of County Financial Statement Terms • Term: • The total length of the repayment schedule of the issue (i.e., 10 years, etc.). • Section IIILiabilities Section • Current Interest Rate: • The interest rate of the issue for this fiscal year. • Issue Date: • The effective date of the bond or lease. April 23, 2015 http://www.kactfo.com Slide 32 of 47

  33. Kentucky County Treasurer’s Fundamentals Course Glossary of County Financial Statement Terms • Total Principal Amount: • The amount borrowed excluding interest. • Section IIILiabilities Section • Total Interest Amount: • The interest scheduled to be repaid over the term of the issue. • Total Issue: • The sum of the principal and interest. April 23, 2015 http://www.kactfo.com Slide 33 of 47

  34. Kentucky County Treasurer’s Fundamentals Course Glossary of County Financial Statement Terms • Principal Balance Remaining: • The principal amount outstanding at the time of the report. • Section IIILiabilities Section • Interest Balance Remaining: • The amount of scheduled interest outstanding at the time of the report. • Less Reserve Earnings: • The amount of earnings on the issue that may be utilized to reduce the outstanding balance of the issue or to displace future scheduled payments. April 23, 2015 http://www.kactfo.com Slide 34 of 47

  35. Kentucky County Treasurer’s Fundamentals Course Glossary of County Financial Statement Terms • Net Outstanding: • The sum of principal balance and interest balance • (line 10 plus line 11), remaining minus reserve earnings (line 11). • Section IIILiabilities Section • Next Payment Due Date: • Self explanatory • Final Payment Due Date: • Self explanatory April 23, 2015 http://www.kactfo.com Slide 35 of 47

  36. Kentucky County Treasurer’s Fundamentals Course Glossary of County Financial Statement Terms • Short Term Liabilities: • Financial obligations (loans and /or leases) that are scheduled not to exceed the current fiscal year. • Section IIILiabilities Section • Total Outstanding Debt: • The sum of the net outstanding for all liabilities, both long term and short term. April 23, 2015 http://www.kactfo.com Slide 36 of 47

  37. Kentucky County Treasurer’s Fundamentals Course Glossary of County Financial Statement Terms • Appropriation Account Number • Section IVAppropriation Condition Report • This is the expenditure account code originating from the chart of accounts found in your budget manual but taken here from the appropriation ledger. It will always consist of a fund code, major object code, and minor object code. For example: 01- 5001-101 April 23, 2015 http://www.kactfo.com Slide 37 of 47

  38. Kentucky County Treasurer’s Fundamentals Course Glossary of County Financial Statement Terms • Name of Appropriation Account • Section IVAppropriation Condition Report • A brief description of the account, such as "County Judge/ Executive Salary". April 23, 2015 http://www.kactfo.com Slide 38 of 47

  39. Kentucky County Treasurer’s Fundamentals Course Glossary of County Financial Statement Terms • Original Budget Estimate • Section IVAppropriation Condition Report • This column is copied from the original adopted budget. The figures in this column will not change during the fiscal year. The total of this column should agree with the original budget adopted by the Fiscal Court. April 23, 2015 http://www.kactfo.com Slide 39 of 47

  40. Kentucky County Treasurer’s Fundamentals Course Glossary of County Financial Statement Terms • Budget Amendments • Section IVAppropriation Condition Report • Adopted budget amendments are reflected in this column. The account codes are the same as those in the expenditure section on the adopted amendment. Amendments may be either positive or negative. April 23, 2015 http://www.kactfo.com Slide 40 of 47

  41. Kentucky County Treasurer’s Fundamentals Course Glossary of County Financial Statement Terms • Budget Transfers (+ or -) • Section IVAppropriation Condition Report • Intra-fund budget transfers are transfers of budget appropriations from one line item to another within the same fund. This is the most familiar transfer. By court order, budget transfers of appropriation may be made directly from one line item to another or channeled through 9200-999. The total of these budget transfers should equal zero within the same fund. All budget transfers require a court order. April 23, 2015 http://www.kactfo.com Slide 41 of 47

  42. Kentucky County Treasurer’s Fundamentals Course Glossary of County Financial Statement Terms • AN IMPORTANT NOTE ABOUT 9200-999 and 9300-999 • Section IVAppropriation Condition Report • These appropriation accounts are not expenditure accounts. Expenditures should not be posted directly to these accounts. 9200-999 and 9300-999 are unassigned appropriations that have been budgeted. If a need arises, by Fiscal Court order, a new line item can be created for a specific expenditure and the contingency line item is reduced accordingly. April 23, 2015 http://www.kactfo.com Slide 42 of 47

  43. Kentucky County Treasurer’s Fundamentals Course Glossary of County Financial Statement Terms • Total Available • Section IVAppropriation Condition Report • This column is the sum of the original budget estimate, plus or minus any budget amendments, plus or minus any budget transfers. April 23, 2015 http://www.kactfo.com Slide 43 of 47

  44. Kentucky County Treasurer’s Fundamentals Course Glossary of County Financial Statement Terms • Claims Allowed Since July • Section IVAppropriation Condition Report • As indicated, this is the total of all claims allowed since the beginning of the year. April 23, 2015 http://www.kactfo.com Slide 44 of 47

  45. Kentucky County Treasurer’s Fundamentals Course Glossary of County Financial Statement Terms • Free Balance • Section IVAppropriation Condition Report • The free balance shows the amount of remaining appropriations that are available in a line item. An expenditure cannot be made unless there is sufficient budget appropriation. The free balance does not represent cash available. It only means that if the cash is available, there is a place in the budget for the expenditure. April 23, 2015 http://www.kactfo.com Slide 45 of 47

  46. Kentucky County Treasurer’s Fundamentals Course Glossary of County Financial Statement Terms • Cross Checking or Cross Footing • Section IVAppropriation Condition Report • This procedure should be applied to all columns. Columns should be totaled by fund. If the sum of the "Original Budget Estimate", plus or minus "Amendments", plus or minus "Transfers" does not equal the sum of the "Total Available" column, there is an error. • The sum of the "Total Available " column, minus "Claims Allowed Since July" should equal the sum of the "Free Balance" column. If it does not, there is an error. April 23, 2015 http://www.kactfo.com Slide 46 of 47

  47. This is to certify that, on this day, Thursday, April 23, 2015 FIRST LAST Has successfully completed the Kentucky County Treasurer’s Fundamentals Course Glossary of County Financial Statement Terms Tammy Robertson K.A.C.T.F.O. President http://www.kactfo.com

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