Accounting for Non-Profit Organizations

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Accounting For Non Profit organizations – Group 10

Saint Louis University

School of Accountancy and Business Management

Mary Height Campus, Baguio City

Accounting 303 MWF 2:30-3:30 D801

Accounting for Non- Profit Organizations

(Outline of research with BBCCC Financial Statements Attached)

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ACCOUNTING FOR NON-PROFIT ORGANIZATION

This chapter will focus upon for four types of not-for-profit / service organizations, namely:

1. The professional organization

2. The privately organized education institutions – school, college, university

3. The private organized hospital; and

4. The cooperative

What is a non-profit organization?

A non-profit organization is an entity that is operated for the benefit of society as a whole rather than for the benefit

of an individual proprietor or a group of partners or shareholders. A non-profit organization strives only to obtain

revenue sufficient to cover its expenses. Thus, the concept of income is not meaningful.

Non-profit organizations constitute a significant segment of our society.

Some examples are:

1. Voluntary health and welfare organizations:

2. Schools, colleges and universities

3. Hospitals

4. Cooperatives

5. Labor unions

6. Performing arts organizations

7. Foundations

8. Religious organizations

9. Country Clubs

10. Professional associations

Purpose of Financial Statements

The primary purpose of financial statements is to provide relevant information to meet the common interests of

donors, members, creditors and others who provide resources to not-for-profit organizations. Those external users of

financial statements have common interests in assessing

a. The services an organization provides and its ability to continue to provide those services and

b. How managers discharge their stewardship responsibilities and other aspects of their performance.

More specifically, the purpose of financial statements, including accompanying notes, is to provide information

about:

a. The amount and nature of an organization’s assets, liabilities and net assets

b. The effects of transactions and other events and circumstances that change the amount and nature of net

assets

c. The amount and kinds of inflows and outflows of economic resources during a period and the relation

between inflow and outflow

d. How an organization obtains and spends cash, its borrowing and repayment of borrowing and other factors

that may affects its liquidity

e. The service efforts of an organization

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STATEMENT OF FINANCIAL POSITION

This statement provides relevant information about the liquidity, financial flexibility and interrelationship of

an organization’s asset and liabilities in order to let the external users of such be able to assess the organization’s

ability to continue providing the services, to meet obligations, and needs for external financing.

Information about the nature and amounts of different types of permanent restrictions or temporary

restrictions shall be provided either by reporting their amounts on the face of the statement or by including relevant

details in notes to financial statements. Separate line items maybe reported within permanent restrictions for

holding of :

a. assets, such as land or works of art, donated with stipulations that they be used for a specified purpose, be

preserved and not be sold or;

b. assets donated with stipulations that they be invested to provide permanent source of income such as gifts

that create permanent endowment funds.

Separate line items may be reported within temporarily restricted net assets or in notes to financial statements

to distinguish between temporary restrictions for:

a. support of particular operating activities,

b. investment for a specified terms,

c. use in specified future period, or

d. acquisition of long-lived assets. Donors’ temporary restrictions may require that resources be used for

specified purpose as purpose restrictions or both. Gifts called term endowments such as gifts of cash or

other assets with stipulation that they be invested to provide source of income for a specified term and that

the income be used for a specified purpose are both time and purpose restricted.

STATEMENTS OF ACTIVITIES

This statement shows the revenues, gains, expenses and losses. The primary purpose of this statement is to

provide relevant information about:

a. the effects of transactions and other events and circumstances that change the amount and nature of net

asset,

b. the relationships of those transactions and other events and circumstances to each other, and

c. how the organization’s resources are used in providing various programs or services.

The information in this statement used with related disclosures and information in other financial statements,

helps donors, creditors and others to

a. evaluate the organizations performance during a period,

b. assess an organization’s service efforts and its ability to continue provide services, and

c. assess how an organization’s managers have discharged their stewardship responsibilities and other

aspects of their performance. This statement use the descriptive term - change in net assets or change in

equity of the entity as a whole.

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STATEMENT OF CASH FLOW

This statement provides relevant information about the cash receipts and cash payments of an organization

during a period. Although this statement may be using either of the two methods, direct and indirect, only the direct

method is illustrated below.

PROFESSIONAL ORGANIZATION

There are more than 40 professional organizations accredited by the Professional Regulation Commission. These

associations or institutions have their head offices in Metro Manila, but their chapters are found all over the country.

Their operations are generally financed by membership dues that are paid annually. Sharing of these membership

fees among the different chapters, regional councils and head office are provided for in their by-laws. Bigger

organizations have established regional councils which oversee the chapters. Each organization has its own mission

and vision and its activities shall be towards the attainment of these goals.

Their operations are characterized by having a board of directors establishing the policies and guidelines based

in the by-laws whish are implemented by means of a set of officers elected from among the members of the board.

Every year elections are conducted nationwide. Various committees are created with a chairman and members who

give their time and effort voluntarily to achieve the objectives of the organizations. Full accrual basis is used

whenever practicable, depreciation is provided but is not considered in determining the excess of receipts over

disbursements. Two kinds of net assets are commonly accounted for, unrestricted or general and restricted or

special net assets. The spreadsheet is used to summarize daily transactions in these two types of assets. An updated

list of members is a requirement for the sure accounting of annual dues in arrears to support the receivable

accounts. Collections are normally done by the chapters and monthly reports are prepared to account for the

remittances due to the head office and the regional councils. Restricted net asset are created every time collections

would include receipts for subscription to the periodic journal or for the additions or betterment of the building.

EDUCATIONAL INSTITUTIONS

The activities of an educational institution may be classified as :

a. Instructional - include both resident and extension instruction, public service, organized researched and the

operation of libraries.

b. Administrative - auxiliary include staffing and promotion, registration and enrollment, operation of the

business office, and operation and maintenance of the educational plant

c. Auxiliary services include the operation of the residence halls, dining rooms, college unions and bookstores,

health centers, and athletic and cultural programs.

Revenues in support of these different activities are provided by such varied sources as contributions,

government appropriations, student fees, endowment income, and revenues from the sale of goods and

services.

There are six major fund groupings for educational institutions, namely:

1. Current funds

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2. Loan funds

3. Endowment and other nonexpendable funds

4. Annuity funds

5. Plant funds, divided into unexpended plant funds, retirement of indebtedness funds and an investment in

plant section

6. Agency fund

Explain the accounting for non-profit organizations.

Accounting for non-profit organizations is essentially “fund accounting”. This means that the internal accounting for

many non-profit organizations is the fund which is an accounting entity with a self-balancing set of accounts

recording cash and other financial resources together with related liabilities and changes therein. Accounting is

based on FASB SFAS 116, SFAS 117, SFAS 124 and AICPA Audit and Accounting Guide for health care organizations.

Funds commonly used by non-profit organizations include the following:

1. Unrestricted fund

2. Restricted fund

3. Endowment funds

4. Agency fund

5. Annuity fund and life income fund

6. Loan fund

7. Plant fund

Unrestricted Fund/ General Fund/ Current Fund

This is also known as the general fun which includes all the assets of a non-profit organization that are available for

use as authorized by the governing board and are not restricted for specific purposes. The revenue and gains of

unrestricted funds are derived from a number of sources. It is used in fund accounting.

Restricted Fund/ Restricted Current Fund/ General Fund

These are the receipts of resources that are to be used in special activities such as publication of a periodic journal or

construction of a building for the unit.

Accounting for cash contributions or donations

Cash contributions or donations are reported as revenue in the year received even though there are donor-imposed

uses or time restrictions on the donation. The entry for the cash contribution or donation is:

Cash xxx

Contributions revenue xxx

If the donor imposes use or time restriction, the cash contribution or donation is reported as “temporary restricted

revenue” on the statement of activities.

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Accounting for “contributed materials”

recorded at fair value i.e. if a hospital receives free drugs or a university receives free operating supplies,

the entry is

Inventory xxx


Accounting for “contributed services”

Contributed services are recognized in the statement of activities if either of the following conditions is met:

a. The services create or enhance a non financial asset.

b. The services require specialized skills, are provided by individuals possessing those skills and would typically

need to be purchase if not provided by donations.

Contributed services rendered by skilled individuals are recognized at the going rate for comparable employees or

contractors of the entity less any meals or other living costs absorbed by the nonprofit organization.

To increase expense and increase unrestricted revenue, contributed services is recorded as follows:

Salaries expense xxx


Accounting for Contributed facilities

Contributed facilities are recognized at fair value either to an asset or expense account. For example, if a university

receives a new building from a generous benefactor to be used as one of its colleges, the entry is:

Building xxx


Another example, a building is used by a university on a rental basis. However, the owner waives rental payment.

This is recorded at the fair value of the rental as follows:

Rental expense xxx


Classifications of Expense of a nonprofit Organization

1. Program services – these are the organizations activities that result in the distribution of goods and services

to beneficiaries, customers or members that fulfill the purposes or mission of the organization.

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2. Supporting Services – these are other expenses that include all activities of the organization other than

program services, i.e. management and general expenses, fund raising and membership development

activities.

All expense of a non profit organization is reported as unrestricted in the statement of activities. This means that

expenses are deducted only from unrestricted revenue.

What is a restricted fund?

This is used to account for assets available for current use but expandable only as authorized by the donor of the

assets. The donor may impose either “use” restriction or “time restriction” or both. Assets of the restricted fund are

not derived from the operations of the nonprofit organization.

Explain endowment of fund.

A “permanent endowment fund” is one for which the principal must be maintained indefinitely in revenue producing

investment. Only the revenue from the investments may be expended. A permanent endowment fund is also known

as “regular endowment”. A permanent endowment fund or “permanently restricted” but the revenue from the fund

is “temporarily restricted”.

A term “endowment fund” is one for which the principal may be expended after the passage of certain period or the

occurrence of an event specified by the donor. The term is “temporarily restricted”.

A “quasi-endowment fund” is a fund established by the governing board of the nonprofit organization. At the option

of the board, the principal may later be expended.

Accordingly, a quasi-endowment fund is included on “unrestricted net assets” because this is established using

unrestricted net assets.

Agency Fund

Used to account for assets held by the nonprofit organization as custodian.

Example: A university may act as custodian of cash of a student organization. The university disburses cash

as directed by the officers of the student organization.

Undistributed cash of the student organizations is reported as liability of the university's agency fund

because the university has no equity in the fund.

Annuity Fund

Established when assets are contributed to the nonprofit organization with the stipulation that the

organization shall pay specified fixed amount to a designated beneficiary periodically during a specified

period of time.

At the end of the specified period for the specified payments, the unexpended assets of the annuity fund

are transferred to the unrestricted fund, restricted fund or endowment fund as instructed by the donor.

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Life income Fund

Used to account for stipulated payments to a named beneficiary during the beneficiary’s lifetime.

Only the income on the fund is paid to the beneficiary’s payment from a life income fund varies form period

to period comparing to annuity fund that is fixed.

Loan Fund

Established by colleges and university for the purpose of granting loans to students to satisfy their school

needs.

Students loans funds are generally revolving – as old loans are repaid, new loans are made for the receipts.

Plant Fund

established for land, building, and equipment

It may also include cash and investments earmarked for additions to plant or payments of liabilities

collateralized by the plant assets.

Sinking fund assets set aside for retirement of debt incurred to acquire plant assets is also included.

Components of Financial Statements of Non-Profit Organizations

1. Statement of Financial Position – reports that “ assets should equal liabilities and net assets”

2. Statement of Activities – reports the “changes in net assets” and their revenue, gains, expenses and losses.

This is equivalent to income statement in commercial accounting.

- It reports gross amount of revenue and expenses, except that investment revenue may be reported net of

expenses, and gains and losses on disposals of plant assets may be reported net.

- It reports expenses by functional classification such as program services and supporting services.

3. Statement of Cash Flows

4. Notes to Financial Statements

5. Statement of Functional Expenses – required only to voluntary health and welfare organizations – this

reports expenses both by function (program and supporting ) and natural classification (salaries,

depreciation etc. )

Classifications of Net Assets

reported in the statement of Financial Position

1. Unrestricted net assets – assets in the “unrestricted fund”.

2. Temporarily restricted net asset – assets in the restricted fund, loan fund, term endowment fund,

annuity fund, life income fund and plant fund.

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3. Permanently restricted net assets – “permanently endowment fund”

Unconditional Promises Treatment

Reported in the period pledges are made not in the period of cash collection.

Contribution will not be received until next year, the contribution will be reported as increase in

temporarily restricted net assets for the current year because of time restriction.

Conditional promise to give is considered unconditional if the possibility that the condition will not be met

is remote.

Treatment of Re classifications of Net assets

Example: In prior year, a benefactor made a contribution to a private nonprofit university with the stipulation that

the donation be used for faculty travel during the current year.

This contribution is reported under temporarily restricted net assets in the prior year.

When the contribution is used for faculty travel in the current year, it is reported as “reclassification” in the

current year's statement of activities. Re-classifications are reported in the statement of activities as “net

assets released from restrictions”.

This reclassification is reported in the current year as negative amount for temporarily restricted net assets

and positive amount for restricted net assets.

The travel expense is reported in the current year's statement of activities as deduction from unrestricted

net assets. All expenses are decrease in unrestricted net assets.

The use of the contribution for faculty travel has no effect on unrestricted net assets at the current year end

because the effect is offsetting, meaning, increase in unrestricted net assets upon reclassification from

“temporarily restricted to unrestricted” and decrease in unrestricted net assets when the contribution is

used or expended.

Classifications of Cash flow or Non Profit Organizations in the Cash Flow Statements

1. Operating Activities – includes “unrestricted” cash contributions, unrestricted revenues and expenses.

2. Investing activities – includes cash flows from acquisition and disposal of property, plant and equipment,

investments, and other long-term assets.

3. Financing activities – includes temporarily or permanently “restricted” cash contributions and cash flows

from borrowings and repayment of borrowings.

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Financial Statements Pro- Forma Forms

STATEMENT OF FINANCIAL POSITION

XXX Organization

Statement of Financial Position

December 31, 20x1 and 20x2

(In thousands)

ASSETS 20X1 20X2

Cash and cash equivalent P xxx P xxx

Receivables xxx xxx

Inventories and prepaid expenses xxx xxx

Assets restricted to investment in building and equipment xxx xxx

Land, building and equipment xxx xxx

TOTAL ASSETS P XXX P XXX

LIABILITIES AND NET ASSETS

Vouchers payable P xxx P xxx

Refundable advances xxx xxx

Long-term debt xxx xxx

TOTAL LIABILITIES P XXX P XXX

Net assets:

Unrestricted P xxx P xxx

Temporarily restricted xxx xxx

Permanent restarted xxx xxx

TOTAL NET ASSETS P XXX P XXX

TOTAL LIABILITIES AND NET ASSETS P XXX PXXX

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STATEMENT OF ACTIVITIES

XXX Organization

Statement of Activities

For the year ended December 31, 2ox1

Temporarily Permanently

Unrestricted Restricted Restricted Total

Revenues, gains and other support:

Contributions P xxx P xxx P xxx P xxx

Fees xxx xxx

Total P xxx P xxx

Expenses and losses

Program A P xxx P xxx

Program B xxx xxx

Management and General xxx xxx

Fund Raising xxx xxx

Total P xxx P xxx

Change in net assets P xxx P xxx P xxx P xxx

Net assets at beginning of year xxx xxx xxx xxx

Net assets at end of year P xxx P xxx P xxx P xxx

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Statement of Cash Flows

XXX Organization Statement of Cash Flow

For the year ended December 31, 20X1

Cash flows from operating activities: Cash received from members and contributors P xxx

Cash received from service recipients xxx Cash paid for: Program A xxx Program B xxx Fund raising xxx (xxx) Cash paid to employees and suppliers (xxx) Net cash from operating activities P xxx Cash and cash equivalents at beginning of year xxx Cash and cash equivalents at end of year P xxx Reconciliation of change in net assets to net received from operating activities: Change in net assets P xxx Adjustments to reconcile change in net asset to

net cash from Operating activities: Depreciation xxx Decrease in refundable advance (xxx) Increase in vouchers payable xxx Increase in receivable xxx Increase in inventories and prepaid expenses xxx Net cash flow from operating activities P xxx

LOAN FUNDS

Consist of resources that are available for loans to students.

Originate from gifts, they may be built up over a period of years from student fees for such purpose or for

transfers from endowment fund whose income is available for such purpose.

Can be made with or without interest depending upon the conditions established by those providing loan

the loan fund.

Nonexpendable uncollectible loans, fund administrative expenses, and losses on the sale of fund

investments, and as a result of credits arising from interest on loans, income from fund investments , and

gains on sale of fun investment.

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Transactions related to loan of NPO universities:

1. Receipt of cash gift to be used for loans to students, P50,000.

Cash 50,000

Loan Fund net assets 50,000

2. Purchase of securities for P25,000 which includes accrued interest of P600.

Investment 25,000

Accrued Interest 600

Cash 25,600

3. Loans to students, P20,000.

Notes Receivables 20,000

Cash 20,00

4. Collections of interest on investments, P1,500.

Cash 1,500

Accrued Interest 600

Loan Fund net assets 900

5. Collection of loans with interest of P150, P7,650.

Cash 7,650

Notes Receivable 7,500


6. Uncollectible loans written off, P300.


Notes Receivable 300

Resources are balanced by the account Loan Fund Balance/ Loan Fund Net Assets.

Note: The Accounts are hypothetical In nature to illustrate the entries.

NPO University

Loan Fund


June 30, 20B

ASSETS

Cash

Investments

Notes Receivable

TOTAL ASSETS

P13,550

25,000

12,200

P 50,750


TOTAL NET ASSETS P 50,750

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NPO University

Loan Fund

Statement of Activities

For the year ended June 30, 20B

Revenues:

Interest on investments

Interest on loans

Less: Expenses/ losses:

Uncollectible loans written off

Excess of revenue over expenses

P900

150

1,050

300

P 750

NPO University

Loan Fund

Statement of Cash Flows


Cash from operating activities:

Receipts of gifts

Excess of receipts over expenses

Net cash from operating activities or net assets

P 50,000

750

P50,750

ENDOWMENT AND OTHER NONEXPENDABLE FUNDS

Formed when cash or other properties are transferred to the institution provided that only income

produced by such resources can be used for the benefit of the institution.

Unrestricted endowment is undependable; although it may change as a result of the sale of restrictions are

placed on the use of fund income by the institution. Income becomes available to the unrestricted current

fund.

Restricted endowment is when the use of the fund income is limited to certain objectives. Income is

transferred to the appropriate restricted current fund or to the plant fund.

Endowments are created by transfer of assets directly to the institution.

Funds temporarily functioning as an endowment are resources not currently required by unrestricted

current fund may be transferred out of this fund to be administered as an endowment until the resources

are required for alternative use.

In maintaining a single set of books for the endowment fund group, investments and other property items

should be identified with specific endowments, and separate endowment fund balances should be reported

for each endowment.

Earnings don’t need to be reflected on the books for the endowment funds that may be entered directly on

the books of the funds receiving the earnings.

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Transactions related to endowment fund:

1. Receipt of cash from donor in establishment of Endowment Fund A, P1,000,000. No restrictions are made as

to use of endowment income.

Cash

Endowment Fund A balance

1,000,000

1,000,000

2. Receipt of securities from 2 donors in establishment of Endowment Funds B and C. Endowment Fund B-

10,000 shares of X Co. ordinary shares, value on date of transfer is P715,000. Endowment Fund C-2,500

shares of Y Co. preference shares, value on date of transfer P245,000. No restrictions are made as to use of

endowment income.

Investments-ordinary shares

Investments-preference shares

Endowment Fund B balance

Endowment Fund C balance

715,000

245,000

715,000

245,000

3. Pooling of Endowment Funds A, B, C. Endowment fund balances were restated in terms of market values of

securities as date of pooling as follows: Ordinary shares market value, P750,000 and Preference shares

market value-P250,000.

Pooled Cash

Pooled investments- ordinary shares

Pooled investments- preference shares

Cash

Investments-ordinary shares

Investments-preference shares

Endowment Fund B balance

Endowment Fund C balance

1,000,000

750,000

250,000

1,000,000

715,000

245,000

35,000

5,000

4. Purchases of P900,000 of Z Co. bonds at a price of 105.

Pooled investments- bonds

Pooled investments- unamortized bond premium

Pooled Cash

900,000

45,000

945,000

5. Collection of interest and dividends on pooled investments, P107,500.

Pooled Cash

Undistributed pooled income

107,500

107,500

6. Premium amortization on pooled investments, P2,250.


Pooled investments- unamortized bond premium

2,500

2,500

7. Distribution of income on pooled endowments to unrestricted and restricted current funds: Endowment

Fund A: 1,000,000/2,000,000 x 105,000 or P52,500. Endowment Fund B: 750,000/2,000,000 x 105,000 or

P30,375. Endowment Fund C: 250,000/2,000,000 x 105,000 or P13,125.


Pooled Cash

105,000

105,000

8. Sale of Y Co. preference shares for P260,000.

Pooled Cash

Pooled investments- preference shares

Gains and losses on pooled investments

260,000

250,000

10,000

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9. Receipt of gift of properties to be used as a dormitory. Net income after recognizing an annual charge for

depreciation of P10,000 is to be used for certain restricted purposes. Appraised values of properties on the

date of gift: Land- P125,000, Buildings- P175,000.

Land

Buildings

Endowment Fund D balance

125,000

175,000

300,000

10. Receipt of cash from unrestricted current fund to be used as an endowment fund until alternative use is

authorized, P50,000.

Cash

Principal temporarily functioning as Endowment Fund E

balance

50,000

50,000

11. To recognize resources of P400,000 held by trustee as an endowment. No restrictions are made as to use of

endowment income.

Fund held by trustee

Endowment Fund F balance

400,000

400,000

12. Amount receivable from restricted current fund representing recovery of depreciation on endowment

properties (dormitory), P10,000.

Due from restricted current fund

Accumulated depreciation- buildings

10,000

10,000

Revenues and expenses relating to operations of the properties are reported in the restricted current funds.

PLANT FUNDS

Formed when cash or other properties are transferred to the institution subject to the requirement that

specified payments be made to a designated beneficiary during his lifetime. sometimes included with

endowment funds for accounting and reporting purposes.

Balances are increased by gifts subject to annuity agreements, gains on the sale of annuity fund assets,

payments to annuitants, and asset transfers.

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NPO University

Endowment and Other Nonexpendable Funds


June 30, 20B

ASSETS

Cash P 50,000

Due from restricted current funds 10,000

Pooled cash 317,500

Pooled investments:

Ordinary shares P 750,000

Bonds 900,000

Unamortized bond premium 2,500 1,692,500

Land 125,000

Buildings P 175,000

Less: Accumulated depreciation 10,000 165,000

Fund held by trustee 400,000

TOTAL ASSETS P 2,760,000


Gains and losses on pooled investments

Net Assets:

Unrestricted

Endowment Fund A

Endowment Fund B

Endowment Fund C

Endowment Fund F

Total

Restricted:

Endowment Fund D

Principal temporarily functioning as Endowment Fund E

Total

TOTAL LIABILITIES AND NET ASSETS

P 1,000,000

750,000

250,000

400,000

P2,400,000

300,000

50,000

P 10,000

2,750,000

P2,760,000

Transactions related to annuity fund of NPO University:

1. Receipt of cash of P125,000 subject to condition that P5,000 per year be paid to the donor during his lifetime, any

balance available for educational and general purposes.

Account Titles Debit Credit

Cash

Annuity net assets

125,000

125,000

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2. Purchase of securities for P120,000 that includes accrued interest of P2,000.


Investments

Accrued interest

Cash

118,000

2,000

120,000

3. Collections of income for the year ended June 30, 20B, P9,500.


Cash

Accrued interest

Annuity net assets

9,500

2,000

7,500

4. Recognition of amount payable to annuitant, P5,000.


Annuity net assets

Due to annuitant

5,000

5,000

5. Amount becoming available for educational and general purposes according to annuity agreement, P2,500.


Annuity net assets

Due to Unrestricted Current Fund

2,500

2,500

NPO University

Annuity Fund


June 30, 20B

ASSETS

Cash

Investments

TOTAL ASSETS

P 14,500

118,000

P132,500


Due to annuitant

Due to unrestricted current fund

Annuity net assets


P5,000

2,500

125,000

P 50,750

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NPO University

Annuity Fund

Statement of Charges in Equity


Net assets, beg.

Add: Increase from gift subject to annuity

Increase from income for year

Total

Less: Amount payable to annuitant for year

Amount payable to unrestricted current fund

Net assets, end

P125,000

7,050

P 5,000

2,500

P-0-

132,500

P132,500

7,500

P 125,000

PLANT FUNDS

Three groups:

1. Resources that are held for plant expansion and replacement

2. Resources that are held for retirement of long-term debt incurred in the acquisition of the plant

3. The specific physical resources comprising the plant.

Three balancing groups of accounts for plant resources:

1. Unexpended plant funds- consist of cash, securities, receivables and other assets that are used for the

acquisition of new plant or replacement of existing plant. The difference between the assets and liabilities.

This balance is commonly divided into (1) the portion to be applied to plant additions and (2) the portion to

be applied to renewals and replacements.

2. Retirement of indebtedness funds- consist of cash, securities, and other assets that are to be used for the

retirement of plant indebtedness. Fund accounts are balanced by a single fund balance reporting total

resources available for retirement of indebtedness.

3. Invested in plant- consist of the individual property items that compose the educational plant. Carries any

long-term indebtedness relating to plant acquisitions. The difference between plant assets and related

liabilities. This balance is commonly divided to show the different sources of plant financing- gifts, current

funds, and endowment funds.

Transactions related to that Unrestricted Plant Funds of NPO University:

1. Receipt of cash gift to be used for plant acquisitions, P100,000.

Cash

Unexpended plant funds balance- plant addition

100,000

100,000

2. Payment of additions to buildings, P85,000.

Unexpended plant funds balance- plant addition

Cash

85,000

85,000

3. Issue of bonds to raise funds for construction of buildings, aP1,500,000.

Cash

Unexpended plant funds balance- plant additions

1,500,000

1,500,000

4. Completion of buildings at contract price of 1,500,000.

Unexpended plant funds balance- plant additions 1,500,000

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Contracts payable 1,500,000

5. Payment of contract, 1,500,000.

Contracts payable

Cash

1,500,000

1,500,000

6. Receipt of cash from unrestricted current fund plant renewals and replacements in subsequent periods,

P30,000.

Cash

Unexpended plant funds balance- renewals and replacements

30,000

30,000

7. Purchase of securities, P30,000.

Investments

Cash

30,000

30,000

8. Collection of interest on investments, P750.

Cash

Unexpended plant funds balance- plant additions

750

750

Transactions related to that Retirement on Indebtedness Plant Funds of NPO University:

1. Receipt of cash from unrestricted current for payment of mortgage installment due, P25,000.

Cash

Retirement of indebtedness funds balance

25,000

25,000

2. Payment of mortgage installment due, P25,000


Cash

25,000

25,000

3. Receipt of cash gift to be used for payment of installments due on mortgage in 20C-20E, P75,000.

Cash


75,000

75,000

Transactions related to that Investment In Plant Funds of NPO University:

1. Receipt of gift of land, buildings, and equipment for educational and general purposes valued at P4,000,000;

properties are subject to mortgage for P1,000,000.

Land

Improvements other than buildings

Buildings

Equipment

Mortgage payable

Investment in plant- from gifts

850,000

150,000

2,500,000

500,000

1,000,000

3,000,000

2. Addition to buildings financed by gifts reported in unexpected plant funds, P85,000.

Buildings


85,000

85,000

3. Issue of bonds to be used for construction of buildings, P1,500,000

Buildings to be acquired

Bonds payable

1,500,000

1,500,000

4. Completion of buildings financed by bond issue

Buildings

Buildings to be acquired

1,500,000

1,500,000

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5. Payment by retirement of indebtedness funds of current installment due on mortgage, P25,000

Mortgage payable

Investment in plant- from current funds

25,000

25,000

6. Acquisition by general current fund of equipment, P15,000

Equipment

Investment in plant- from current funds

15,000

15,000

7. Acquisition by endowment fund of a dormitory valued at P300,000

Land

Buildings

Investment in plant- from endowments

125,000

175,000

300,000

8. To record depreciation on buildings represented by endowment, P10,000

Investment in plant- endowments

Accumulated depreciation

10,000

10,000

9. Retirement of equipment carried at P5,000


Equipment

5,000

5,000

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NPO University

Plant Funds


June 30, 20B

ASSETS

Unexpended Plant Funds:

Cash

Investments

Retirement of indebtedness funds:

Cash

Invested in Plant:

Land

Improvements other than Buildings

Buildings

Less: Accum. Depreciation

Equipment

Total

Less: Items carried in Endowment funds

TOTAL ASSETS

P4,260,000

10,000

P 15,750

30,000

P975,000

150,000

4,250,000

510,000

P5,885,000

290,000

P 45,750

75,000

5,595,000

P 5,715,750


Unexpended plant funds:

Balance- plant additions

Balance- renewals and replacements

Retirement of indebtedness funds:

Balance

Investment in plant:

Mortgage payable

Bonds payable

Investment in plant-

From gifts

From current funds


P 975,000

1,500,000

P3,080,000

40,000

P 15,000

30,750

P2,475,000

3,120,000

P 45,750

75,000

5,595,000

P5,715,750

7. Agency

- Educational institution acts as an agent or trustee, holding certain assets on behalf of others.

- when agency operations are:

- simple and limited duration=both asset accounts and accounts expressing the institution’s accountability to

others may be carried in the general or current fund.

- involved and continuing=an agency fund may be recognized and special agency books established for the

properties subject to agency control

- agency funds may be established for pension and retirement resources, special organization resources,

student deposits, and tax withholding amounts.

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- accounting for the agency is the same as it would be for a private business.

HOSPITALS

*Functions:

- Provide for reception, care and medical and surgical treatment of the sick or injured

- rooms are provided and foods are supplied

- major activities center about inpatients, but frequently render outpatient care and emergency services

- carry on special activities such as research and nurses training

- operate number of auxiliary enterprises such as pharmacies for outpatients and cafeterias for staff

members and visitors

- its operations call for important administrative activities like:

hospital staffing

registration of patients

operation of the physical plant

food

laundry and housekeeping management and budgeting

accounting

billing and collecting

The major source of hospital support is normally charges that that are made to patients for services.

However, such charges frequently fail to cover the full cost of hospital operations, and significant sums must be

sought from contributions and grants from private, public and charitable sources.

Funds for Hospital

- Accounting for hospitals are similar to educational institutions that acquires a revenues that must be applied

to specific objectives.

- There’s also certain accounting differences that should be pointed out

- Hospital generally does not require variety of funds required by the educational institution. Differences of

the two units are found to their operating summaries.

Educational Institution

revenues were compared with expenditures

a “modified accrual basis” was employed and depreciation of the educational plant was generally ignored.

Hospitals

analysis and a summary of operations that comes closer to that of private business is normally warranted

sell specific services

expectation by patients, group purchasers of insurance protection, and insurance companies selling hospital

protection that charges for services will bear a close relationship to the costs of these services.

although contributions may be available suggest that hospital revenues should be set at levels that will

provide for the ultimate replacements of properties

these factors suggest that revenues, be compared with expenses, that a “full accrual basis” be employed,

and that depreciation of hospital properties be recognized in arriving at total operating costs.

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Four Major Fund Groupings of Hospital

A.GENERAL OR CURRENT FUNDS

summarized the current resources that are to be used in meeting the obligations arising from general

operations

resources that can be applied without restriction are reported here

Expenditures for which specific funds have not been provided are financed from these resources.

This is the same in nature and function as the general or current fund of the educational institution.

*To illustrate the accounting for the general fund transactions affecting the general fund of NPO Hospital and entries

to record these transactions are listed below.

1. Charges for services to patients for year ended December 31,20B,P580000 of which P45000 is still due:

adjustments and allowances of P60000 apply to charges.

Cash P475000

Accounts Receivable 45000

Free service and adjustment-contractual patients 40000

Free service and adjustment-general patients 16500

Courtesy and miscellaneous allowances 3500

Earnings from routine services-inpatients P320000

Earnings from routine services-outpatients 50000

Earnings from special services 210000

2. Other hospital revenues, P420000 of which P10000 is still due from temporary fund in reimbursement of research

expenses.

Cash P410000

Due from temporary fund 10000

General contribution, donations, legacies and bequests P180000

Grants from community chests, foundations 122000

Donated services and commodities 10,000

Income transfers from temporary funds 57,500

Miscellaneous revenues 50,000

3. Collections of interest and dividends on endowment funds securities, P85000 of which P5000 is due from

endowment fund #1 representing bond premium amortization.

Cash P85, 000

Due from Endowment Fund #1 P5, 000

Income from investments 80,000

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4. Expenditures for hospital supplies, P200000 of which P25 has not been paid.

Inventory supplies P200, 000

Cash P175, 000

Vouchers payable 25,000

5. Hospital supplies charged put, P170000

Administrative and general P5000

Household and property 10000

Professional care of patients 15000

Dietery 120000

Outpatient and emergency 5000

Other expenses 15000

Inventory of supplies P170000

6. Payment of hospital salaries and wages, P490000




Dietery 60000



Cash P490000

7. Payment of hospital expenses other than salaries and wages




Dietery 7500



Cash P75000

8. Payments of interest on mortgage, P60000 and of installment due on mortgage carried as liability in the plant

funds, P50000.

Interest expense P60000

General fund balance 50000

Cash P110000

9. Adjustments required on December 31,20B;

allowance for uncollectible accounts, P2500

accrued salaries and wages, P5000

charges for depreciation on properties carried as assets by plant funds, P85000

to recognize amount to be paid to plant funds equal to depreciation on properties.

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Bad debts P2500

Allowance for doubtful accounts P2500




Dietery 750


Other expenses 1500

Cash P5000

Depreciation P85000

General or current fund balance P85000


Due to plant funds P85000

*The transfer of cash to plant funds to finance the ultimate replacement of properties is recorded by a debit to

general fund balance and a credit to cash. In the example, recognition of reimbursement due to plant funds is

reported by a credit to a payable, the payable would be closed when the cash is transferred.

10. To close general operating revenue and expenses accounts at the end of the period.

Earnings from routine services-inpatients P320000

Earnings from routine services-outpatients 50000

Earnings from special services 210000


Free service and adjustment-contractual patients 40000

Free service and adjustment-general patients 16500

Courtesy and miscellaneous allowances 3500

Bad debts 2500

Administrative and general 111000



Dietery 188250



11. To close other revenue and expenses accounts at the end of the period.

General contribution, donations, legacies and bequests P180000

Grants from community chests, foundations 122500

Donated services and commodities 10000

Income transfers from temporary funds 57500

Income from investments 80000

Miscellaneous revenues 50000

Interest expense P60000

Depreciation 85000

General or current fund balance 355000

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*In considering the presentation of hospital revenues for statement purposes, the following classifications are used;

gross revenues from patients

deductions from revenues and

revenue sources

*In considering operating expenses, it recognizes the following classifications;

administrative and general

dietery

household and property

professional care of patients

outpatient and emergency

other expenses

B.TEMPORARY FUNDS

Composed of current resources that, while available for current purposes, are subject to certain limitations

in their use

For example, resources from gifts on grants and income from endowment funds that can be spent only for

specified purposes, such as research, a medical library, or nurses training, would be reported as temporary

funds

Temporary funds are identical in nature and functions to the restricted current funds of the educational

institution.

Temporary fund transactions of NPO Hospital and the entries to summarize these are listed below:

1. Receipt of cash gift to be used for medical research, P10000

Cash P100000

Temporary fund A balance P100000

2. Purchase of securities, P85000

Temporary investment -fund A P85000

Cash P85000

3. Receipts of cash gifts to be used for books and journals for hospital patients, P10000

Cash P10000

Temporary fund balance P10000

4. Sale of securities, book value, P25000, for P23500

Cash P23500

Temporary fund A balance 1500


5. Collections of interest and dividends

Cash P5000


6. Expenditures during year by general fund for research chargeable to temporary fund A, P50000; cash transferred

to general fund, P40000.

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Cash P40000

Due to general fund 10000

7. Payment of general fund for books and journals chargeable to temporary fund B balance, P7500.


Cash P7500

8. Adjustments required on December 31,20B; accrued interest on securities, P250

Accrued interest in temporary fund P250


In the example, the temporary fund books summarize two temporary fund, and a separate fund balances are

maintained to report the respective fund equities. It should be observed that changes in temporary fund balances

arising from revenues, expenses and distributions are recorded directly in the fund balances; when there are many

changes and these are to be reported in special operating statements, nominal accounts would be established to

accumulate profit and loss derail.

C.ENDOWMENT FUNDS

represent resources that have been transferred under conditions that limit expenditures to the income that

is produced by such resources.

Assets may be transferred directly to the hospital, or they may be transferred to a trustee who administers

them for the benefit of the institution

May also be created by the action of the governing board of the hospital.

Terms of it may place no restrictions on the use of the endowment income, or they may specify a particular

purpose for which the income is to be used.

In the absence of restrictions, its income becomes available to the general fund; when there are restrictions;

income is in a temporary fund.

Endowment fund transactions of NPO Hospital and the entries to summarize these are listed below.

1. Receipt of bonds in establishment of Endowment fund #1 as follows: Co.S bonds Face value, P500000, market

value on date of transfer, P470000.

Investments in bonds at fair value(Endowment fund #1) P1000000

Investments-unamortized bond premium(Endowment fund #1) 50000

Investments-unamortized bond discount (Endowment fund #1) P30000

Endowment fund #1 balance 1020000

2. Receipt of cash in establishment of Endowment fund # 2, P250000.Endowment income is to be used for specified

research projects.

Cash P250000

Endowment fund #1 balance P250000

3. Purchase of 1000 shares of Co.T preference shares, P240000.

Investment in preference shares(Endowment fund #2) P240000

Cash P240000

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4. Collection of interest by general or current fund that includes P5000 reimbursable to Endowment fund #1 for bond

premium amortization.

Due from general or current fund P5000

Investments-unamortized bond premium(Endowment fund #1) P5000

5. Sale of Co.S bonds at fair value, P250000

Cash P250000

Investments-unamortized bond discount (Endowment fund #1) 15000

Investments-at bonds at fair value(Endowment fund #1) P250000

Endowment fund #1 balance 15000

In the example, Endowment fund books summarize to endowment and separate endowment fund balances

summarize their respective fund equities. It should be observed in the example that endowment fund income is

reported directly in the fund that in entitled to such income. When revenue and expense are involved in a

determination of net income, revenue and expense can be summarized in the Endowment funds books; the fund net

income, when determined is then transferred to the appropriate fund.

D.PLANT FUNDS

Two Groups of Plant Resources

1. Physical resources comprising the hospital properties

2. Cash and other assets that is available for the improvement and the replacement of the hospital properties.

Although the two asset of groups are recognized, hospitals would nevertheless combined these within a single plant

funds category

When there are claims against plant fund resources in connection with original financing of properties, construction

in progress, or current property acquisitions, such obligations would be recognized in the plant funds.

Funds are balanced by two plant fund balances:

1. Investment in plant

2. Reserve for plant improvement and expansion

Transactions affecting the plant funds of NPO Hospital and the entries to record these transactions are shown below:

1. Acquisition of land construction of hospital financed by gifts of cash, P1500000 and cash raised through a

mortgage, P1000000.

Land P250000

Building 1750000

Equipment 500000

Mortgage Payable 1000000

Investment in Plant 1500000

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2. Receipt of gifts of cash of P50000 and securities valued at P100000 for plant improvement and replacements

Cash P50000

Investments 100000

Reserve for plant improvement and replacements P150000

3. Acquisition of equipment, P30000 mortgage, P1000000.

Reserve for plant improvement and replacements P30000

Cash P30000

Equipment P30000

Investment in Plant P30000

4. Payment by general fund of mortgage installment, P50000.

Mortgage Payable P50000

Investment in Plant P50000

5. Adjustments required on December 31,20B:

a) accrued investments on investment,P1500; b) depreciation for plant assets for year,P85000; c) amount recoverable from general fund equal to depreciation on plant assets.

Accrued interest on investments P1500

Reserve for plant improvements and replacements P1500

Investment in plant P85000

Accumulated Depreciation-building P35000

Accumulated Depreciation-equipment 50000

Due from general fund P85000

Reserve for plant improvements and replacements P85000

Alternative approaches have been suggested for analyzing and recording plant funds transactions of the hospital.

Probably the best approach would recognize two self-balancing sets of accounts, one summarizing the existing

physical plant and the other summarizing resources that are held for plant improvement and replacement.

With such an approach, the analysis of transactions affecting hospital plant assets, liabilities, and fund balances or

net assets is the same as that employed for the educational unit. However, the entries relating to existing plant and

to improvement and replacement resources are made in self-balancing from within a single set of books instead of in

separate sets of books as in the case of the educational unit.

COOPERATIVES

A cooperative is a business organization owned and operated by a group of individuals for their mutual

benefit. Cooperatives are defined by the International Co-operative Alliance's Statement on the Co-operative Identity

as autonomous associations of persons united voluntarily to meet their common economic, social, and cultural needs

and aspirations through jointly owned and democratically controlled enterprises. A cooperative may also be defined

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as a business owned and controlled equally by the people who use its services or by the people who work there.

Cooperative enterprises are the focus of study in the field of cooperative

A credit cooperative is financial organization owned and operated by its member with the following objectives:

to encourage saving among its members

to create pool of such savings from which loan for productive purpose may be granted to its member

to provide related services to its members to maximize the benefit from such loan.

Current accounting policies and procedures adopted by credit cooperatives were used as basis in

development of this manual. Key officers of cooperatives were interviewed and financial statements and relevant

reference materials were gathered from organizations during capacity building for cooperatives.

As a general rule, a good accounting system includes the following:

1. A well-conceived chart of accounts and general ledger system.

2. Clearly laid out procedures for keeping accounting records accurate and up to date.

3. Skilled personnel whose primary responsibility is to track, update and report financial information

4. A sound system for monitoring loan disbursements, collection and

5. Deposit transaction.

6. Appropriate accounting safeguard and control to provide reasonable assurance that accounting books are

complete and accurate.

CONCEPTS AND GENERAL PRINCIPLE

1. Separate Enterprise Each cooperative is a separate business enterprise requiring the maintenance of comprehensive accounting records and financial reporting practices to provide meaningful information to members, officers, directors and audit committee of cooperative, government agencies, the apex organization and other interested third parties. 2. "Going Concern" Concept Each credit cooperative should normally maintain its account s as "going concern: on the basis that its operation will continue definitely. Therefore , Assets and liabilities should be presented in the financial statement at historical cost and not as liquidation value. 3. Monetary Basis of Accounting Financial Statements in the Philippines are expressed in terms of Philippine Peso (Php), hence, accounts of credit cooperative should be stated in peso amounts involve at the time the transaction occur 4. Consistency in Accounting Practice From Period to Period. Consistent accounting practices should be followed by each cooperative from one accounting period to the next. 5. Timely Recognition in Accounting Records Accounting record should be recorded on a timely basis so that all material information applicable to each accounting period will be shown in the record. To properly recognize in accounting record and financial reports the reasonable value of assets, liabilities, equity revenues and expenses, each credit cooperative should make provision for losses that may be sustained I the collection or conversion of loans and other assets by charge against current operation. 6. Materiality Material fact relating to the credit cooperative's activity must be recognize in the accounts of said cooperative and reports in its financial statements. A statement, fact or item is material if, fiving full consideration to the surrounding circumstances as they exist at the time, it is of such a nature that its disclosure would likely influence or "make a difference" in the judgment and conduct of a reasonable person. 7. Principle of Disclosure

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This accounting principle requires that the members of the cooperative and other users of the financial statements should be informed of material and relevant information about economic and financial affair of the cooperative. This can be done either in the financial statements or in the notes that company the statements of supplementary schedules and other presentation. Full disclosure requires reporting of all facts that can make a difference in the decision of the users and that the accounting information reported must be understandable and not susceptible to misinterpretation. Such disclosure makes the financial statements more relevant and useful and less subject to misinterpretation. Adequate information to be disclosed in the financial statements may not be presented in detail provided that important and relevant facts are revealed and made clear. The full-disclosure principle requires the financial report to give more emphasis to substance over form. This means that the substance should not be made less clear or hidden. There are, however, limits to the amount of disclosure that can be made in financial statements or in

accompanying notes. As minimum information, the following should generally be disclosed.

a. Accounting method used I preparing financial statements

b. Changes in the use of accounting method during current period

c. Term of major borrowing arrangements

d. Existence of large contingent liabilities

e. Major proposed asset acquisition

f. Contractual provision relating to leasing arrangements and employee pension and bonus

g. plan

h. Significant events affecting financial position, including major contracts for sale of services and

pending legislation which mat affect significantly the operations of the cooperative

i. Other materials and significant events which will occur after the end of accounting period and before the financial statements are released and which are relevant to users.

8. Principle of Conservatism Each credit cooperative should maintain its accounting records on a conservative basis. It should make reasonable provision in the accounts for probable losses on assets and for the settlement of liabilities. It should not materially overstate nor understate its asset, liabilities, revenues or expenses. 9. Accounting Basis Modified Cash Basis is the prescribed accounting basis for a cooperative. This is a combination of cash basis of accounting and accrual basis of accounting. Under the modified cash basis, the accounting is based on actual receipt s and disbursements of the credit cooperative except that provision should be made to reflect: a. Liabilities which are not paid when due; b. Unpaid interest on share capital and patronage refund applicable to the accounting period; c. Deferred credits and charges that are applicable to future periods; d. Estimated losses on loans outstanding and other risk assets; and e. The depreciation of property and equipment Other two accounting bases are; a. Cash Basis - Revenue is recorded and accounted for when actually collected and expenses are accounted for when actually paid. b. Accrual Basis - It provides the most complete and informative record of the financial activities of the cooperative. Under accrual basis of accounting, the credit cooperatives record revenue when earned and expenses and liabilities as incurred regardless of the timing of the actual receipt or payment. 10. Accounting Safeguard and Control Each credit cooperative should adopt appropriate accounting safeguard and control to provide its members and the general public reasonable assurance that accounting records are complete and accurate. 11. Accounting period

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The accounting period shall be 12-month period starting January 1 and ending December 31, as common practiced. FINANCIAL STATEMENTS Financial statements are the means by which the information accumulated and processed in financial accounting is periodically communicated to those who use it. They are designed to serve the needs of a variety of users, particularly owners and creditors. Trough the financial accounting process, the myriad and complex effect of the economic activities of a cooperative are accumulated, analyzed, quantified, recorded, summarized and reported as information of two basic types; a. financial condition, which relates to a point in time b. financial operations, which relates to a period of time Notes to financial statement, which may explain headings, captions or amounts in the statements or present information that cannot be expressed in terms of money and those descriptions of accounting policies are integral part of the statements. A. Statement of Financial Condition (Balance Sheet) The statement of financial condition presents the difference between the total assets and total liabilities. The statement at any date present s an indication in conformity with generally accepted accounting principles of the financial status on the cooperative at a particular point of time. B. Statement of Operation (Statement of Net Surplus) Presents the revenues, expenses, gain, losses and net surplus (net loss) recognized during the period and thereby presents an indication in conformity with GAAP of the result of the cooperative's service directed activities during the period. The information presented in the statement of operation is usually considered as the most important information provided by financial accounting because the net surplus is paramount concern to those interested in economic activities of cooperative. C. Statement of Cash Flow is a formal statement summarizing all operating, investing and financiang activities of a cooperative. D. Other Schedules such as: a. Bank Reconciliation b. Aging of Loans receivables d. Property and equipment e. Members loans receivable, saving/time deposit, subscribed and paid-up share capital. f. Investment g. Accounts Payable h. Loans Payable i. Use of: i. Reserve refund ii Optional refund iii Education and training Fund Apex Local

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Attachments:

Comparable Financial Statements of Baguio- Benguet Community Credit Cooperative for

the year ended 2008- 2009

1. Statements of Financial position

2. Statement of Changes in Equity

3. Statement of Financial Operations

4. Statements of Cash Flows

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Reference:

Accounting for Government and Non-Profit organizations by Josephine Antonio –

Ocampo, CPA, MPA 2010 Edition

Theory of Accounts by Conrado Valix, 2009 edition

BBCCC Financial Statements published magazine courtesy of BBCCC.

Accounting for Non-Profit Organizations

Documents

Transcript of Accounting for Non-Profit Organizations