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Transportation payments reported by the Central Office would accordingly be prorated against the features indicated on the basis of 58 per cent, 33 per cent, and 9 per cent, respectively, throughout the year.
478. The freight on materials acquired for construction work for which a special or temporary cost account is set up will be estimated at the time the bills of lading involved are accomplished and charged to the special-cost account by entry on Register No. 4, debiting operating expense (special-cost account) and crediting operating cxpense (permanent-cost accounts).
479. At those units where a single permanent-cost account is employed to record the expenses of the unit, the credit will be to that cost account. Where two or more permanent-cost accounts are maintained, however, the credit will be distributed to all permanent-cost accounts on the basis above indicated. For example, at the unit mentioned above, the estimated freight on a certain quantity of materials acquired for the construction of a gymnasium at the boarding school is $742.17. It would be booked by entry (Register No. 4) as follows:
To operating expense:
244. 92 (C)...
-- 66. 79
742. 17 No adjustments will be required later if amounts charged do not correspond with amounts paid on the General Accounting Office settlement, though it may be done if desired by field office.
480. No entry will be made in the general accounts for transportation requests issued. Accounts rendered by carriers for transportation, and Washington payments on account of transportation, will be recorded on Register No.2,
481. Such portion of the interest accruing on bank deposits as pertains to the account “Special deposits” will be taken up on Register No. 4 at the close of each interest period by entry debiting “Collection vouchers” and crediting “Other income" under “Miscellaneous."
482. The entries required at the close of business of the fiscal year to bring into account unpaid obligations for services, and the reversing entries which will follow as of July 1 of the succeeding fiscal year, will be made on Register No. 4.
483. At the close of each month's business the column on Register No. 4 will be totaled, and the footings of the debit columns headed “Operating expense,” and “Accounts receivable, installment sales” posted to the debit of those accounts in the recapitulation. The totals of the credit columns headed “Operating expense,” “Stores,” and “Equipment" will be ascertained and entered in the recapitulation. The “Sundry” debit and credit columns will be totaled and analyzed by recapitulation accounts and the necessary postings made to the recapitulation. Charges and credits to the accounts “Operating expense" and "Operating income" should be posted to the cost accounts and under the subclassifications indicated in the register. Care should be taken that all items in this register affecting “Stores” or fixed asset accounts have been properly entered from the vouchers (Production reports, Washington journal vouchers, entries respecting reimbursable property, etc.) upon the property card.
484. Recapitulation of registers (Form 5–745).- The recapitulation of registers will accumulate the totals of all registers by general-account classifications so as to show for each account the increase or decrease therein resulting from the month's business, the totals brought forward from the previous month, and the sum of the two as the balances at the close of the period. Postings to the “recap.” (as the recapitulation of registers is referred to herein) will be made from the registers at the close of each month's business, as previously stated.
(a) After all registers have been posted to the recapitulation, totals will be taken of columns Debit (A)” and “Credit (B)” and, if they agree, these totals will be entered in the spaces opposite the word “Totals” at the bottom of the recap. If any discrepancy is found, the amounts posted from each register to the column “Debit (A)” should be set off against the amounts posted from the same register to column “Credit (B)." By comparison of the totals by registers the errors in posting can be readily located.
(b) The balances appearing in columns “Debit (E)” and “Credit (F)” of the recapitulation of the preceding month will next be entered in columns "Debit (C)” and “Credit (D),” respectively, of the current recapitulation. To these balances in column "Debit (C)” will be added the total of amounts shown in column “Debit (A)” for the corresponding accounts, and to the amounts shown in column “Credit (D)” will be added the total of amounts shown in column “Credit (B)” for the corresponding accounts. In the column “Debit (E)” will be extended the excess of the sum of items in columns “Debit (A)” and “Debit (C)" over the sum of the items in columns “Credit (B)” and “Credit (D).” In the column “Credit (F)” will be entered the excess of the sum of items in columns “Credit (B)" and "Credit (D)" over the sum of items in columns "Debit (A)” and “Debit (C).” In other words, the net debit or net credit of each account will be extended to columns "Debit (E)” and “Credit (F),” respectively.
(c) When such extensions have been made these two columns should be totaled. If any discrepancy exists, cross additions and cross subtractions should be verified, for the error must lie therein, the columns from which these extensions are made having already been balanced.
485. Proving the cost ledger.-After the items on all registers have been posted to the costledger sheets it will be desirable to test the accuracy of the cost-ledger entries by adding the net totals of the postings to "Operating expense" and "Operating income" on the cost sheets, and comparing the totals thus obtained with the totals of all amounts shown opposite recapitulation Nos. 12 and 13, on the recapitulation of registers.
486. The net amounts posted to the cost ledger in the spaces .01 to .09 and .10 to 17 and the totals thereof shown as “Gross total," "Net total,” and “Total” will be added to or subtracted from the corresponding amounts shown in the “Total to date” column of the previous month and the new balances will be extended to the column “Total to date” for the current month.
487. As a result of the completed postings the debit and credit totals of the registers for the account “Operating expense" will have been posted or distributed to the several cost ledger accounts (accounts .01 to .09, inclusive), and the debit and credit totals for the account “Operating income' will likewise have been posted to the individual cost ledger accounts (accounts .10 to .17, inclusive). As the amounts shown in the several registers will have been likewise posted to the recapitulation in columns "Debit (A)” and “Credit (B)” opposite recapitulation accounts numbered 12 and 13, respectively, it is apparent that the gross total of these individual postings in the cost ledger must equal the gross total of the postings to recapitulation accounts 12 and 13, respectively. Likewise, the net total of the columns "Total to date" for operating expenses (accounts .01 to .09, inclusive) of all cost sheets must equal the amounts shown in space 12E of the recapitulation; also, the total of the columns "Total to date” for operating income (accounts .10 to .17, inclusive) of all cost sheets must equal the amount shown in space 13F of the recapitulation,
PREPARATION OF REPORTS : 488. An exact transcript of the recapitulation of registers will be submitted to the central office as soon as the accounts for the month are completed. It will be supported by the following subsidiary statements, in the form indicated:
(a) Analysis of operating expense.—This statement will be prepared from the cost ledger and will show by cost features, if more than one is maintained at the unit, the elements constituting the account "Operating expense.” The amounts charged to this account during the month, under the subclassifications "Salaries and wages," "Materials and supplies," "Repairs and preservation of property,” “Traveling expenses," and "Miscellaneous," will be indicated for each feature, and cross and down totals shown. The amount credited to “Operating expense" under each feature (subclassification “Transfers ---Credit”) will also be stated, and the deduction indicated. The net total as appearing in this statement must always agree with the net charge to “Operating expense" during the month, as shown by the recapitulation.
(6) Analysis of operating income.-This statement will show, by cost features, if more than one is maintained at the unit, the elements constituting the account “Operating income.” The amounts credited to this account during the month, under the subclassifications. "Rental of buildings," "Water rentals," "Heirship fees,” “Tuition fees," "Schools products," "Advertising fees,” “Farm products,” and “Miscellaneous," will be indicated for each feature, and cross and down totals shown. The total, as appearing in this statement, must always agree with the net credit to “Operating income” during the month, as shown by the recapitulation.
(c) Analysis of other income. This statement will be prepared from the register of collection vouchers and other registers if any are affected, and will show the elements constituting the account "Other income.” The amounts credited to this account during the month, under the subclassifications "Leases, grazing, and pasturage," "Royalties," "Sale of unappraised lands," “Sale of unappraised timber,” and “Miscellaneous,” will be indicated and totaled. The total of this statement must agree with the net credit to “Other income" during the month as shown by the recapitulation.
489. With the copy of the recapitulation of registers for December and June, each year, analyses of operating expense, operating income, and other income, must be furnished covering the first six months of the fiscal year, and the entire fiscal year, respectively. These analyses will be in addition to the analyses for the months of December and June, and the data as to operating expense and income will appear in the cost accounts for these months in the column “Total to date."
490. When property, including livestock, is lost by fire, theft, death, or otherwise, affidavits by persons having knowledge of the facts in the case must be submitted to the Indian Office, which, if satisfied that such action is justified by the circumstances, will authorize the property to be dropped from accounts.
491. Should credit for lost property be claimed in accounts without compliance with the requirements of the preceding paragraph, traveling auditors will report the fact to the Indian Office and recharge the items to the disbursing agent as "Auditor's adjustments charged pending Indian Office approval.”
TRAVELING AUDITORS 492. Officers and employees of the Indian Service are required to afford traveling auditors every possible facility, and to aid them in every proper way, in connection with audits and investigations entrusted to them. They must be given free and unhampered access to all books, records, and files needed for audit and inspection purposes.
493. When visited by a traveling auditor disbursing agents and their deputies are required to open all office safes, vaults, cash boxes, compartments, etc., for audit and inspection without awaiting a request or demand therefor from the auditor.
494. Save in very exceptional cases, traveling auditors are not expected or required to do detail clerical work which the local office personnel can and should perform.
67, 114, 119
---- 132, 133
Requests for, to show full titles and symbol numbers of appropriation
Authority required for use of -----
---- 17, 18
Appropriations. See Funds.
For irregular labor, summary of expenditures under, required on pay rolls
Unauthorized expenditures not allowable.---
Copies to be prepared.--.
Not recorded in "general” accounts------
5-627. Advance of funds -----
5–199. Bill for telephone tolls-
5-684. Cash book-----
1018. Certificate of service.
1055. Claim of deceased or incompetent creditor
5–309. List of checks drawn and statements of despository account.
5–331. Pay roll.----