Financial Accounting Manual 0.1.1 05/07 Table of Contents Section 1 - Introduction Chapter 1 - Introduction 1.1.1 WTCS Fiscal Management 1.1.1 Inquiries 1.1.2 Chapter 2 - Accounting Principles 1.2.1 Legal Compliance and Financial Operations 1.2.1 Conflicts Between Accounting Principles and Legal Provisions 1.2.1 The Budget and Budgetary Accounting 1.2.1 The Accounting System 1.2.1 Accruals 1.2.1 Fund Accounting 1.2.2 Financial Reporting 1.2.2 Designation for Operations 1.2.2 Section 2 - Uniform Financial Fund Accounting System (UFFAS) Chapter 1 - Uniform Financial Fund Accounting System (UFFAS) 2.1.1 Introduction 2.1.1 Standard Requirements 2.1.1 Operational Reports 2.1.1 Report Detail 2.1.1 Inquiries 2.1.2 Chapter 2 - Account Structure 2.2.1 Chapter 3 - Fund Type / Account Group 2.3.1 Governmental Fund Category 2.3.1 Proprietary Fund Category 2.3.2 Fiduciary Fund Category 2.3.2 Account Groups 2.3.2 Chapter 4 - Cost Center 2.4.1 Instructional Area 2.4.1 Agriculture 2.4.1 Business 2.4.1 Graphics and Applied Arts 2.4.1 Home Economics 2.4.1 Industrial 2.4.2 Service and Health Occupations 2.4.2 Technical 2.4.2 Television 2.4.2 General Education 2.4.2 Non-Instructional Area 2.4.2 Financial Accounting Manual 0.1.2 05/07 Technical Assistance 2.4.2 Academic Administration 2.4.3 Instructional Resources 2.4.3 Student Services 2.4.4 General Institutional 2.4.4 Physical Plant 2.4.5 Auxiliary Services 2.4.5 Public Service 2.4.5 Unassignable 2.4.5 Chapter 5 - Classification 2.5.1.1 Sub-Chapter 1 - Object Group of Accounts 2.5.1.1 Sub-Chapter 2 - Balance Sheet Accounts 2.5.2.1 Assets 2.5.2.1 Current Assets 2.5.2.1 Noncurrent Assets 2.5.2.2 Fixed Assets 2.5.2.2 General Long-Term Debt Account Group Assets 2.5.2.3 Liabilities 2.5.2.3 Current Liabilities 2.5.2.3 Noncurrent Liabilities 2.5.2.3 General Long-Term Debt Account Group Liabilities 2.5.2.4 Fund Equity 2.5.2.4 Fund Balance 2.5.2.4 Sub-Chapter 3 - Revenues 2.5.3.1 Local Government 2.5.3.1 State Aids 2.5.3.1 Statutory Program Fees 2.5.3.1 Material Fees 2.5.3.1 Other Student Fees / Charges 2.5.3.2 Institutional Revenue 2.5.3.2 Federal Revenue 2.5.3.3 Sub-Chapter 4 - Expenditures 2.5.4.1 Salaries / Wages 2.5.4.1 Positions Requiring Certification 2.5.4.1 Positions Not Requiring Certification 2.5.4.3 Fringe Benefits 2.5.4.5 Current Expense 2.5.4.6 Resale 2.5.4.8 Capital Outlay 2.5.4.8 Debt Service 2.5.4.8 Financial Accounting Manual 0.1.3 05/07 Sub-Chapter 5 - Other Resources 2.5.5.1 Other Resources 2.5.5.1 Sub-Chapter 6 - Other Uses 2.5.6.1 Other Uses 2.5.6.1 Chapter 6 - Function 2.6.1 No Assigned Function 2.6.1 Instruction 2.6.1 Instructional Resources 2.6.1 Student Services 2.6.1 General Institutional Expense 2.6.1 Physical Plant 2.6.2 Auxiliary Services 2.6.2 Public Service 2.6.2 Chapter 7 - Data Element Relationships 2.7.1 Chapter 8 - Accounting Guidelines 2.8.1.1 Sub-Chapter 1 - Accounting Guidelines 2.8.1.1 Audio-Visual Aids - Capitalization 2.8.1.1 Capital Donations 2.8.1.1 Computer Software - Capitalization 2.8.1.1 Capitalization 2.8.1.1 Contracted Services 2.8.1.1 Curriculum Development 2.8.1.2 Debt Refinancing 2.8.1.2 Debt Service Funds Expenditures - Budget and Reporting 2.8.1.2 Debt Service Repayment Period 2.8.1.2 Deferred Student Fee Accounting 2.8.1.2 Excess / Deficit Fund Balances 2.8.1.2 Excess Property 2.8.1.3 Interest Income Distribution 2.8.1.3 Investment and External Investment Pools Accounting 2.8.1.3 Grant Funded Student Fees 2.8.1.3 Inter-fund Borrowing 2.8.1.4 Long-Term Operational Borrowing 2.8.1.4 Municipal Mutual Insurance Reserves Capitalization 2.8.1.4 Property Tax Distribution 2.8.1.4 Property Tax Revenue Recognition 2.8.1.4 Real Property Tax Refunds 2.8.1.4 Software Acquisition / Internal Development 2.8.1.5 WTCS Microsoft Contract (effective 8/1/03) 2.8.1.6 Enterprise Resource Planning (ERP) Contracts 2.8.1.6 Student Financial Assistance 2.8.1.6 Financial Accounting Manual 0.1.4 05/07 Sub-Chapter 2 - Terminology 2.8.2.1 Accrual Basis 2.8.2.1 Accrued Expenses 2.8.2.1 Accrued Liabilities 2.8.2.1 Accrued Revenue 2.8.2.1 Agency Fund 2.8.2.1 Amount Available in Debt Service Fund 2.8.2.1 Amount to be Provided for Retirement of General Long-Term Debt 2.8.2.1 Capital Outlay 2.8.2.1 Capital Program 2.8.2.1 Cost Allocation Report 2.8.2.1 Cost Center 2.8.2.1 Current Expenditures per Student 2.8.2.1 Current Loans 2.8.2.2 Debt Limit 2.8.2.2 Endowment Fund 2.8.2.2 Equalized Valuation 2.8.2.2 Equipment 2.8.2.2 Equipment - Fixed 2.8.2.2 Equipment - Movable 2.8.2.2 Fees 2.8.2.2 Financial and Compliance Audit 2.8.2.2 Formal Budgetary Integration 2.8.2.2 Function 2.8.2.3 Gross Bonded Debt 2.8.2.3 Maintenance of Plant 2.8.2.3 Minor Equipment 2.8.2.3 Operational Budget 2.8.2.3 Operational Mill Rate 2.8.2.3 Overhead Cost 2.8.2.3 Overlapping Debt 2.8.2.3 Remodeling 2.8.2.3 Repairs 2.8.2.3 Replacement of Equipment 2.8.2.3 Reserve 2.8.2.3 Set 2.8.2.4 Short-Term Debt 2.8.2.4 Special Audit 2.8.2.4 State Aid 2.8.2.4 Student Activities 2.8.2.4 Supplies and Materials 2.8.2.4 Financial Accounting Manual 0.1.5 05/07 Sub-Chapter 3 - Material Fees 2.8.3.1 Statutory Requirement 2.8.3.1 Material Fee Expenditure Definition 2.8.3.1 FAM Definitions 2.8.3.1 Administrative Rule Definitions 2.8.3.1 Methodology 2.8.3.2 Problem Areas 2.8.3.2 Miscellaneous 2.8.3.3 Sub-Chapter 4 - Joint Enterprise / Instructional, Enterprise, Internal Service Accounting, and Fiduciary Operations 2.8.4.1 Joint Program / Enterprise Operations 2.8.4.1 Definition 2.8.4.1 Examples 2.8.4.1 Accounting Treatment 2.8.4.1 Enterprise Operations 2.8.4.2 Definition 2.8.4.2 Examples 2.8.4.3 Accounting Treatment 2.8.4.3 Internal Service Type Activity 2.8.4.4 Definition 2.8.4.4 Examples 2.8.4.4 Accounting Treatment 2.8.4.4 Fiduciary Operations 2.8.4.5 Section 3 - Annual Budget Chapter 1 - Annual Budget 3.1.1 Introduction 3.1.1 Organization of Document 3.1.1 Legal Requirements for District Budgets 3.1.1 Inquiries 3.1.3 Chapter 2 - Budget Document 3.2.1.1 Sub-Chapter 1 - Budget Document Format 3.2.1.1 Budget Document Criteria 3.2.1.1 Criteria 1 - Policy Document Section 3.2.1.1 Criteria 2 - Financial Plan Section 3.2.1.3 Criteria 3 - Operations Guide Section 3.2.1.4 Criteria 4 - Communications Device Section 3.2.1.4 Description of Functional Units 3.2.1.6 Expenditures 3.2.1.6 Revenues 3.2.1.7 Basis of Accounting 3.2.1.8 Financial Accounting Manual 0.1.6 05/07 Basis of Budgeting 3.2.1.8 Sub-Chapter 2 - Sample Statement and Schedules 3.2.2.1 Pro-Forma Balance Sheet 3.2.2.2 Budgetary Statements of Resources, Uses and Changes in Fund Balance 3.2.2.3 General Fund 3.2.2.4 Special Revenue Fund 3.2.2.5 Capital Projects Fund 3.2.2.6 Debt Service Fund 3.2.2.7 Enterprise Fund 3.2.2.8 Internal Service Fund 3.2.2.9 Trust and Agency Fund 3.2.2.10 Budgeted Expenditures by Object Level 3.2.2.11 Schedule of Long-Term Obligations 3.2.2.12 Combined Schedule of Long-Term Obligations 3.2.2.12 Position Summary - FTE Basis 3.2.2.13 Combined Fund Summary 3.2.2.14 Equalized Valuations and Mill Rates 3.2.2.15 Debt Limit 3.2.2.16 Chapter 3 - Budget Adoption 3.3.1 Legal Notice 3.3.1 Budget Adoption 3.3.1 Notice of Public Hearing 3.3.2 Notice of Public Hearing – Budget Summary – General Fund 3.3.3 Chapter 4 - General Requirements 3.4.1 Contingencies 3.4.1 Reservations / Designations 3.4.1 Tax Levy 3.4.1 Chapter 5 - Budget Modification 3.5.1 Budget Modification 3.5.1 System Office Reporting 3.5.1 Budget Modification (Sample) 3.5.2 Section 4 - The Financial and Single Audit Chapter 1 - Financial Audits 4.1.1 Purpose and Description 4.1.1 Major Accounting Policies 4.1.1 Procurement of Audit Services 4.1.1 The Audit 4.1.2 Engagement Letters 4.1.2 Representation Letters 4.1.3 Attorney Letters 4.1.3 Financial Accounting Manual 0.1.7 05/07 Auditor's Report 4.1.3 Submission Requirements 4.1.3 The Audited Financial Report (AFR) 4.1.5 Table of Contents 4.1.5 Transmittal Letter 4.1.5 Management Discussion and Analysis 4.1.5 Financial Section 4.1.5 Auditor’s Report 4.1.5 General Purpose Financial Statements 4.1.6 Notes 4.1.6 Required Supplemental Information 4.1.7 Other Supplemental Information 4.1.8 Federal And State Assistance Section 4.1.8 Auditor’s Report(s) 4.1.9 Schedule of Expenditures of Federal and State Awards 4.1.9 Auditor’s Report on Internal Control 4.1.9 Auditor’s Report on Compliance 4.1.9 Schedule of Findings and Questioned Costs 4.1.9 Statistical Section 4.1.11 Internal Control 4.1.11 The Management Letter 4.1.12 Working Papers 4.1.12 Retention of Working Papers 4.1.12 Sample Engagement Letter 4.1.13 Chapter 2 - Single Audits 4.2.1 Background 4.2.1 The Single Audit 4.2.1 Sample Schedules 4.2.5 Schedule of Expenditures of Federal and State Awards 4.2.5 Schedule of Findings and Questioned Costs 4.2.6 Summary Schedule of Prior Audit Findings 4.2.7 Schedule of Expenditures of Federal and State Awards – Federal Awards 4.2.8 Schedule of Expenditures of Federal and State Awards – State Awards 4.2.9 Schedule of Findings and Questioned Costs 4.2.10 Schedule of Prior Year(s) Findings and Questioned Costs 4.2.12 Management Decision 4.2.13 Federal Agency 4.2.13 Pass Through Agencies 4.2.13 District Responsibilities as a Subrecipient Grantor 4.2.13 Primary Recipient Monitoring Responsibilities 4.2.14 Chapter 3 - Cost Allocation Report Reconciliation 4.3.1 Financial Accounting Manual 0.1.8 05/07 Format 4.3.1 Chapter 4 - Audit Reference Materials 4.4.1 Chapter 5 - Remuneration Standards for Federal and State Projects 4.5.1 Standards for Allowable Compensation 4.5.1 Required Support Documentation 4.5.1 Section 5 - Cost Allocation Report Chapter 1 - Instructions - Cost Allocation Report 5.1.1 VE-CA-1 Budget / Expenditure Summary 5.1.1.1 VE-CA-2 Staff and Expenditure Re-Cap 5.1.2.1 VE-CA-3 Functional Cost Allocation 5.1.3.1 VE-CA-4 Divisional Cost Allocation 5.1.4.1 Distribution for Each Schedule VE-CA-4 5.1.4.1 VE-CA-5 Divisional Summary 5.1.5.1 VE-CA-6 Allocation Bases 5.1.6.1 Basis A 5.1.6.1 Basis B – Madison and Milwaukee only 5.1.6.1 Basis C 5.1.6.1 VE-CA-7 Revenue Summary 5.1.7.1 VE-CA-8 Non-Resident Tuition (Deleted) 5.1.8.1 VE-CA-9 Cost Allocation Summary 5.1.9.1 VE-CA-9 Supplement 5.1.9.2 Chapter 2 - Schedules VE-CA-1 5.2.1.1 VE-CA 2 5.2.2.1 VE-CA-3 5.2.3.1 VE-CA-4 5.2.4.1 VE-CA-5 5.2.5.1 VE-CA-6 5.2.6.1 VE-CA-7 5.2.7.1 VE-CA-8 (No Schedule) 5.2.8.1 VE-CA-9 5.2.9.1 VE-CA-9 - Supplement 5.2.9.2 Chapter 3 – Staff Accounting Reconciliation 5.3.1 reconciliation requirement eliminated effective with FY 2003-04 reporting 5.3.1 Chapter 4 - IPEDs Reporting 5.4.1 Financial 5.4.1 General Information 5.4.1 Part A – Statement of Net Assets 5.4.2 Current Assets 5.4.2 Total Current Assets 5.4.2 Financial Accounting Manual 0.1.9 05/07 Noncurrent Assets 5.4.2 Capital Assets 5.4.2 Accumulated Depreciation 5.4.2 Other Noncurrent Assets 5.4.2 Total Noncurrent Assets 5.4.2 Total Assets 5.4.2 Total Assets 5.4.2 Current Liabilities 5.4.2 Long-Term Debt, Current Portion 5.4.2 Other Current Liabilities 5.4.2 Total Current Liabilities 5.4.2 Noncurrent Liabilities 5.4.2 Long-Term Debt 5.4.2 Other Noncurrent Liabilities 5.4.2 Total Noncurrent Liabilities 5.4.3 Total Liabilities 5.4.3 Total Liabilities 5.4.3 Net Assets 5.4.3 Invested in Capital Assets 5.4.3 Restricted – Expendable 5.4.3 Restricted – Nonexpendable 5.4.3 Unrestricted 5.4.3 Total Net Assets 5.4.3 Plant, Property and Equipment 5.4.3 Land and Land Improvement 5.4.4 Infrastructure 5.4.4 Buildings 5.4.4 Equipment 5.4.4 Art and Library Collections 5.4.4 Property Obtained Under Capital Leases 5.4.4 Construction in Progress 5.4.4 Accumulated Depreciation 5.4.4 Part B – Revenue and Other Additions 5.4.4 Operating Revenues 5.4.5 Tuition & Fees 5.4.5 Federal Operating Grants and Contracts 5.4.5 State Operating Grants and Contracts 5.4.5 Local/Private Operating Grants and Contracts 5.4.5 Sales and Services of Auxiliary Enterprises 5.4.5 Sales and Services of Hospitals 5.4.5 Independent Operations 5.4.5 Financial Accounting Manual 0.1.10 05/07 Other Sources 5.4.5 Total Operating Revenue 5.4.5 Nonoperating Revenues 5.4.5 Federal Appropriations 5.4.5 State Appropriations 5.4.5 Local Appropriations, Education District Taxes & Similar Support 5.4.5 Federal Nonoperating Grants 5.4.6 State Nonoperating Grants 5.4.6 Local Nonoperating Grants 5.4.6 Gifts, Including Contributions from Affiliated Organizations 5.4.6 Investment Income 5.4.6 Other Nonoperating Income 5.4.6 Total Nonoperating Revenue 5.4.6 Other Revenues and Additions 5.4.6 Capital Appropriations 5.4.6 Capital Grants & Gifts 5.4.6 Additions to Permanent Endowments 5.4.6 Other Revenues & Additions 5.4.6 Total Other Revenues and Additions 5.4.7 Total All Revenues and Other Additions 5.4.7 Part C – Expenses and Other Deductions 5.4.7 Operating Expenses 5.4.7 Instruction 5.4.7 Research 5.4.7 Public Service 5.4.7 Academic Support 5.4.7 Student Services 5.4.7 Institutional Support 5.4.7 Operation & Maintenance of Plant 5.4.8 Depreciation 5.4.8 Scholarships and Fellowships Expenses 5.4.8 Auxiliary Enterprises 5.4.8 Hospital Services 5.4.8 Independent Operations 5.4.8 Other Expenses & Deductions 5.4.8 Total Operating Expenses 5.4.8 Nonoperating Expenses & Deductions 5.4.8 Interest 5.4.8 Other Nonoperating Expenses & Deductions 5.4.8 Total Nonoperating Expenses & Deductions 5.4.8 Total Expenses & Deductions 5.4.8 [...].. .Financial Accounting Manual 05/07 0.1.11 Part D – Summary of Changes in Net Assets 5.4.9 Total Revenues & Other Additions 5.4.9 Total Expenses & Deductions 5.4.9 Increase in Net Assets During... 5.4.11 Total Net Assets 5.4.11 Statement of Revenues, Expenses and Changes in Net Assets 5.4.11 Total Operating Revenues 5.4.11 Total Operating Expenses 5.4.11 Financial Accounting Manual 05/07 0.1.12 Expenses Paid to Institution 5.4.11 Net Operating Revenues (Expenses) 5.4.11 Total Nonoperating Revenue 5.4.11 Total Nonoperating Expenses ... 5.4.15 Scholarships/Fellowships 5.4.15 Part L – Debt and Assets 5.4.15 Debt 5.4.15 Long-Term Debt Outstanding at Beginning of Fiscal Year 5.4.15 Financial Accounting Manual 05/07 0.1.13 Long-Term Debt Issued During Fiscal Year 5.4.15 Long-Term Debt Retired During Fiscal Year 5.4.15 Long-Term Debt Outstanding at End of Fiscal Year 5.4.15 Short-Term... Greater than $15,000 for Public Construction – Sealed Bids 6.1.4 Greater than $25,000 – Competitive Selection (RFP) 6.1.4 Exceptions 6.1.4 Sole Source 6.1.4 Financial Accounting Manual 05/07 0.1.14 Emergency Procurements 6.1.5 Competitive Procurement Procedures (>$25,000 or Public Const >$15,000) 6.1.5 Competitive Sealed Bids 6.1.5 Formal Advertising... Institutions 7.4.1.2 Wisconsin Local Governmental Units 7.4.1.2 State of Wisconsin 7.4.1.3 Business and Industry 7.4.1.3 Federal Government 7.4.1.3 Financial Accounting Manual 05/07 0.1.15 Out-of-State Contracts 7.4.1.3 Service Recipient 7.4.1.3 Contract Revenue 7.4.1.3 Debit-Credit Code 7.4.1.3 Other Revenue/Equipment... Part IV Educational Programs 5.5.1 Instructional spending per student FTE 5.5.1 Percentage of unrestricted revenues used for instruction 5.5.1 Part V Financial Strength 5.5.1 Net Operational Income & Financial Ratios 5.5.1 Net operating income 5.5.1 Viability ratio 5.5.2 Primary reserve ratio 5.5.2 Net income ratio 5.5.2