**ACCOUNTING FOR EXPIRED AND CANCELED AUTHORITY FOR AGENCY MANAGED**

**TRUST OR SPECIAL FUNDS (UNAVAILABLE RECEIPTS)**

**GUIDE FOR BASIC ACCOUNTING AND REPORTING**

**ACCOUNTING FOR EXPIRED AND CANCELLED AUTHORITY FOR AGENCY MANAGED**

**TRUST OR SPECIAL FUNDS (UNAVAILABLE RECEIPTS)**

**PREPARED BY:**

**UNITED STATES STANDARD GENERAL LEDGER DIVISION**

**ACCOUNTING SYSTEMS AND STANDARDS DIRECTORATE**

**GOVERNMENTWIDE ACCOUNTING**

**BUREAU OF THE FISCAL SERVICE**

**U.S. DEPARTMENT OF TREASURY**

# Version History

Overview

This scenario illustrates the cancellation of expired amounts appropriated from unavailable receipt accounts.  Amounts are sometimes appropriated from trust or special fund receipt accounts to annual or multi-year expenditure accounts.  The amounts appropriated can expire and if unexpended at the end of 5 years after expiration, can be canceled.  The amounts may also be canceled early by administrative action.  Because the amounts were derived from special or trust fund receipts, the canceled amount must be returned to the special or trust fund receipt account from which it was derived. 

The following USSGL accounts are used in this scenario:

**Year 1**

1. To record the collection of revenue into an unavailable receipt account.  Entries are made in the corresponding expenditure account only when an appropriation is made from the unavailable receipt account.  (TC C188)

2**.**To record an appropriation from an unavailable receipt account to an associated annual expenditure account**.**(TC A183, A184)

3.****To record an apportionment and allotment of $6,000.****(TC A116, A120)

4.****To record current year undelivered orders without an advance.****(TC B306)

5.****To record the delivery of goods and services and accrue a liability.****(TC B402)

6.****To record a disbursement. ****(TC B110)

**Preclosing Adjusted Trial Balance**

**The appropriation has expired.**

**Closing Entries**

C1.****To record the consolidation of actual net-funded resources.****(TC F302)****

C2.****To record the closing of paid delivered orders to total actual resources.****(TC F314)

C3.****To record the closing of revenue, expense, and other financing source accounts to cumulative results of operations.****(TC F336)

C4.****To record closing of unobligated balances to expiring authority.****(TC F312)

**Post-Closing Trial Balance**

**USSGL 2108 YEAR-END CLOSING STATEMENT (YEAR 1)**

**Expenditure Account**

Column 5 Postclosing Unexpended Balance (1010E)500

Column 11 Unobligated Balance (4610E)500

**SF 133: REPORT ON BUDGET EXECUTION AND BUDGETARY RESOURCES AND BUDGET PROGRAM AND FINANCING (P&F) SCHEDULE PRIOR YEAR ACTUAL COLUMN – YEAR 1**

**Expenditure Account**

**SF-133 AND P&F CONTINUED...**

**STATEMENT OF BUDGETARY RESOURCES (YEAR 1)**

**Expenditure Account**

**BUDGETARY RESOURCES**

3.  Budget authority

A.  Appropriation actual (4114E)6,000

7.**Total budgetary resources**6,000

**STATUS OF BUDGETARY RESOURCES**

8. Obligations incurred:

A.  Direct  (4902E)5,500

9.  Unobligated balance:

A. Apportioned (4610E)      500

11.**Total status of budgetary resources**6,000

**CHANGE IN OBLIGATED BALANCE**

13. Obligations incurred (+) (4902E)5,500

14. Gross outlays (-) (4902E)            (5,500)

**NET OUTLAYS**

19.  Net Outlays:

A.  Gross outlays (+) (4902E)              5,500

D.  Net Outlays****5,500

**BALANCE SHEET**

**As of September 30, YEAR 1**

**(in dollars/thousands/millions)**

**ReceiptExpenditure**

**Assets:**

**Intragovernmental:**

      1.  Fund balance with Treasury (1010E)4,000500

      6.  Total intragovernmental4,000500

15.  Total assets4,000500

**Liabilities:**

      21.  Accounts payable (2110E)

      28.  Total liabilities

**Net Position:**

32.  Cumulative results of operations – earmarked funds (5745E, 5900E for

Receipt account) and (5740E, 6100E for Expenditure account)4,000500

     34.  Total net position (calc lines 30 through 33)4,000500

35. Total liabilities and net position4,000500

**STATEMENT OF NET COST**

**For the year ended September 30, YEAR 1**

**(in dollars/thousands/millions)**

**ReceiptExpenditureTotal**

1.  Gross Program costs:

     Program A:

1.  Gross costs (Note 22) (6100E)5,500 5,500

2.  Less:  earned revenue (5900E) 10,000       010,000

3.  Net program costs (calc)(10,000)5,500(4,500)

6.  Cost not assigned to programs

7.  Less:  earned revenues not attributed to programs

8.  Net cost of operations****(10,000)****5,500****(4,500**)******

**STATEMENT OF CHANGES IN NET POSITION**

**For the year ended September 30, YEAR 1**

**(in dollars/thousands/millions)**

**Receipt           Expenditure         Consolidated**

**EarmkdOtherEarmkdOtherEliminationsTotal**

Budgetary Financing Sources:

8. Transfers in/out w/out reimbursement            6,000       0     (6,000)0     0        0

14. Total Financing Sources    6,0000     (6,000)0            0              0 

15. Net Cost of Operations          (10,000)0      5,5000     0(4,500)  

16. Net Change   (4,000)0       (500)0     0(4,500)

**17.****Cumulative Results of Operations****(4,000)0       (500)0     0(4,500)**

**Year 5 (year of cancellation)**

**The expired amounts in the special/trust fund expenditure account are now slated for cancellation.  These amounts are not to be returned to the General Fund of the Treasury, instead, the amounts are to be returned to the associated unavailable receipt account from which they were originally derived.**

**Beginning Trial Balance**

7.  To record the cancellation of expired balances in the expenditure account and return amounts to the associated unavailable receipt account.  A Treasury warrant is required.  (TC A185, F146)

**Preclosing Adjusted Trial Balance**

**Closing Entries**

C5.****To record consolidation of actual net-funded resources.****(TC F302)

C6. To record the closing of revenue, expense, and other financing sources to cumulative results of operations.****(TC F336)

**Post-Closing Trial Balance**

*****USSGL 2108 Year-end Closing Statement is not applicable in the year of cancellation due to the warrant that is processed.*****

**SF 133: REPORT ON BUDGET EXECUTION AND BUDGETARY RESOURCES AND BUDGET PROGRAM AND FINANCING (P&F) SCHEDULE PRIOR YEAR ACTUAL COLUMN – YEAR 1**

**Expenditure Account**

**STATEMENT OF BUDGETARY RESOURCES (YEAR 1)**

**Expenditure Account**

**BUDGETARY RESOURCES**

1.  Unobligated balance; brought forward, October 1: (4201B)    500

6.  Permanently not available (4355E)  (500)

7.**Total budgetary resources**0

**STATUS OF BUDGETARY RESOURCES**

8. Obligations incurred:

A.  Direct         0

9.  Unobligated balance:

A. Apportioned           0

11.**Total status of budgetary resources**0

**CHANGE IN OBLIGATED BALANCE**

13. Obligations incurred (+)      0

14. Gross outlays (-)                   0

**NET OUTLAYS**

19.  Net Outlays:

A.  Gross outlays (+)                   0

D.  **Net Outlays**0

**NET COST**

N/A

**BALANCE SHEET**

**As of September 30, YEAR 5**

**(in dollars/thousands/millions)**

**ReceiptExpenditure**

**Assets**

**Intragovernmental:**

      1.  Fund balance with Treasury (1010E)4,5000

6.  Total Intragovernmental4,5000

15.  Total Assets4,5000

**Net Position:**

     32.  Cumulative results of operations, earmarked funds (3310E, 5740E)4,5000

     34.  Total Net Position (calc)4,5000

35. Total Liabilities and Net Position4,5000

**STATEMENT OF CHANGES IN NET POSITION**

**For the year ended September 30, YEAR 5**

**(in dollars/thousands/millions)**

**Receipt           Expenditure         Consolidated**

**EarmkdOtherEarmkdOtherEliminationsTotal**

**Cumulative Results of Operations:**

1.  Beginning balances (3310B)(4,000)    0  (500)    0         0              (4,500)

3.  Beginning balances as adjusted (calc)(4,000)    0  (500)    0         0              (4,500)

Budgetary Financing Sources:

10. Transfers in/out w/out reimbursement

(5740E, 5745E)     (500)       0     5000            0         0

14. Total Financing Sources     (500)0     5000            0         0 

15. Net Cost of Operations          00         000         0 

16. Net Change      (500)0     50000               0

**17.  Cumulative Results of Operations**  (4,500)0         00    0 (4,500) 

Page 2 of 19Revised from June 2006

May 2011