***Unavailable Special Fund Receipt Account Transfers***

*Wednesday, February 24, 1999*

***Subcommittee Members****:*

*Judy Yuran, Manager, SGL Standards & Policy Branch*

*Christine Chang*

*Rita Cronley*

*Karen Metler*

*Dee Huitt, Department of Interior*

*Michelle Pitts, Patent & Trademark Office*

*Carol Stout, Patent & Trademark Office*

***Presented by****:*

*Dana James*

*SGL Standards & Policy Branch*

*202-874-3832*

Table of Contents

Background and ReferencesPage 3

Proposed AccountsPage 6

Illustrative Transactions & ReportsPage 7

Unavailable Special Fund Receipt Account

Illustrative Transactions & ReportsPage 11

Special Fund Expenditure Account

Illustrative Transactions & ReportsPage 16

Consolidated Reporting Entity

**Background and References**

**Definitions:**

**Special Fund Receipt Accounts**:  Special fund receipt accounts are credited with receipts from specific sources that are earmarked by law for a specific purpose...At the point of collection these receipts are available immediately or unavailable for expenditure depending upon statutory requirements.  *I TFM 2-1520*An Fiscal Service Form 6655 Receipt Account Ledger will be furnished to agencies Afor each available and unavailable general, special, and trust fund receipt account.@**

*I TFM 2-3920.20*AThe Fiscal Service Form 6655 Receipt Account Ledger, represents the detailed receipt transactions reported by agencies during the month and the cumulative fiscal year to date receipts reported.@  *I TFM 2-3920.20*

**Unavailable Receipts**:  AThese are receipts which at the time of collection are not appropriated and which are not immediately available for expenditure because (1) Congressional limitation has been established as to the amount available for expenditure or (2) amounts credited to receipt accounts are later to be cleared in whole or in part to other receipt accounts before appropriation warrant action is taken.@  *I TFM 2-1525.30*

*20 5000 20 5000.001*

**Available Receipts**:  AThese are receipts of specialYfunds which, pursuant to lawYare immediately available in their entirety as appropriations to a single agency for expenditure without further action by Congress.@  *I TFM 2-1525.20*

*20X5000.00120X5000.002*

**Special Fund Expenditure Accounts**:  ASpecial fund expenditure accounts are established to record amounts appropriated from special fund receipts to be expended for special programs according to specific provisions of law.@*I TFM 2-1520*AThe (Financial Management) Service maintains a summary account for each appropriation and fund showing transactions relating to such accountsYThis ledger shows the opening balance, classified transactions for the month, and the resultant closing balanceYAs of the close of each month, agencies will be furnished Fiscal Service Form 6653 for each appropriation and fund accountY@*I TFM 2-3920.10*

*20X5000*

**Treasury Documentation:**

Unavailable Special Fund Receipt Account

An unavailable special fund receipt account holds balances until legislation is enacted which allows an agency to obligate and expend those balances.  The balances will be appropriated from the unavailable special fund receipt account to a special fund expenditure account via a **warrant**. The warrant will specify from which receipt account the appropriation stems.  

Available Special Fund Receipt Account

An available special fund receipt account has legal authority to obligate and expend its balances immediately without further action by Congress.  The Treasury Central Accounting System, STAR, will automatically (A**invisible warrant**@) transfer the balances from the available special fund receipt account into the special fund expenditure account with the same main account symbol.   This will be reflected on the agency Fiscal Service Form 6655 Receipt Account Ledger and Fiscal Service Form 6653 Undisbursed Appropriation Account Ledger.

Special Fund Expenditure Account 

A special fund expenditure account receives an appropriation from a special fund receipt account either by **warrant or Ainvisible warrant@** depending on the type of receipt account (unavailable/available).

**Budget Presentation:**

Receipt account collections are captured and presented in OMB **Schedule N Unavailable Collections**.  AA schedule on unavailable collections will be printed for all special and non-revolving trust funds and accounts that have offsetting collections that are unavailable for obligation because of limitations on obligations in PY, CY, or BY.@  *A-11 36.6 (1997*)  Schedule N precedes **Schedule P Program and Financing** (P&F) in the Budget Appendix.  All receipts collected are shown on Schedule N.   When those receipts are appropriated to expenditure accounts, they are deducted from the balance on Schedule N and recorded as budget authority on the P&F.  In addition, the OMB Circular A-34 instructs agencies to report on Line 1A the amount of receipts credited to special and trust fund accounts designated by Treasury as Aavailable@.  *A-34 43.1 (November 1997)* This is illustrated in the scenarios.

**USSGL Issue - Revenue vs. Appropriation:**

As we began to draft transactions for special fund activity, one of the first issues we came upon was how to record the receipts appropriated into the expenditure account; whether to use a revenue account or to somehow convert those receipts into 3100 Unexpended Appropriations.  We looked to SFFAS Standard 7 Accounting for Revenue and Other Financing Sources and Concepts for Reconciling Budgetary and Financial Accounting for guidance.   The Standard addressed the issue from several angles.  The movement of receipts from the special fund receipt account to the special fund expenditure account was defined as an appropriation in & 209 as cited below.  This is in agreement with guidance provided in the Treasury Financial Manual (TFM).  The receipts are appropriated from the receipt account to the expenditure account via a warrant or Ainvisible warrant@ depending on the type of receipt account (unavailable/available). FASAB then proceeded to make a distinction between appropriated earmarked receipts (special funds) and other appropriated funds.  According to SFFAS Standard 7 &219, earmarked receipts should be accounted for as either exchange or nonexchange revenue. Furthermore, &332 prohibits using appropriations used for appropriations of earmarked revenues which have already been used in calculating the agency=s operating results.  In addition, &74 instructs agencies to record transfers of cash as either a transfer in or transfer out.

& 209 A...Budget authority may be provided in the form of appropriations, borrowing authority, contract authority, or spending authority from offsetting collections.  An appropriation may make funds available from the General Fund, **special funds**, or trust funds - including amounts received from earmarked taxes - or may authorize the spending of offsetting collections credited to expenditure accounts.@

& 219 AAn appropriation may provide an agency with the authority to obligate and expend earmarked receipts to which it is legally entitled and its offsetting collections.  Most of these inflows of resources are classified and accounted for as either exchange or nonexchange revenue in accord with the accounting standards previously discussed...@

& 332 AYTo avoid double counting, appropriations used are **not** recognized for the appropriation of earmarked revenues or other financing sources, which are already counted in determining the entity=s operating resultsY@

& 74 AAn intragovernmental transfer of cash or of another capitalized asset without reimbursement changes the resources available to both the receiving entity and the transferring entity.  The receiving entity should recognize a transfer-in as an additional financing source in its result of operations for the period.  Similarly, the transferring entity should recognize the transfer-out as a decrease in its result of operationsY@

In accordance with SFFAS Standard 7, the following accounts are proposed in order to properly record appropriated earmarked receipts from an unavailable special fund receipt account into a special fund expenditure account.   The scenarios provided are for illustrative purposes only.

***Proposed Accounts***

**Account Title:**Appropriated Earmarked Receipts Transferred In

**Account Number:**5740      

**Normal Balance:**Credit

**Type of Account:**Posting

**Definition:**The amount in the expenditure account of earmarked receipts appropriated, via warrant, from an unavailable receipt account.  Transactions using this account will have budgetary impact.

**Justification:**In accordance with SFFAS 7 (& 219**),**appropriations of earmarked receipts should be accounted for as either exchange or non-exchange revenue and transfers of cash should be recorded as transfers-in or transfers-out (& 74).  This is a unique event in which budget authority is only recognized once the earmarked receipts are appropriated into the expenditure account. 

**Account Title:**Appropriated Earmarked Receipts Transferred Out

**Account Number:**5745     

**Normal Balance:**Debit

**Type of Account:**Posting

**Definition:**The amount in the unavailable receipt account of earmarked receipts appropriated, via warrant, to an expenditure account.

**Justification:**In accordance with SFFAS 7 (& 219**),**appropriations of earmarked receipts should be accounted for as either exchange or non-exchange revenue and transfers of cash should be recorded as transfers-in or transfers-out (& 74).  This is a unique event in which budget authority is only recognized once the earmarked receipts are appropriated into the expenditure account. 

**Unavailable Special Fund Receipt Accounts**

(Scenarios exclude Credit Reform)

**Definitions:**

**Special Fund Receipt Accounts** - Special fund receipt accounts are credited with receipts from specific sources that are earmarked by law for a specific purpose...At the point of collection these receipts are available immediately or unavailable for expenditure depending upon statutory requirements.  *I TFM 2-1520*

**Unavailable receipts** A...are receipts which at the time of collection are not appropriated and which are not immediately available for expenditure because (1) Congressional limitation has been established as to the amount available for expenditure or (2) amounts credited to receipt accounts are later to be cleared in whole or in part to other receipt accounts before appropriation warrant action is taken.@  *I TFM 2-1525.30*

***Illustrative Transactionstc \l4 "Illustrative Transactions***

1.  To record exchange revenue from the public of $100 in the receipt account.  The agency will record this revenue in Column 2 of the SF224/SF1220 Statement of Transactions as a deposit into the receipt account.  **Note: The receipt account can also collect nonexchange revenue and revenue from other federal entities (G).**This entry is for illustrative purposes only.

***Proprietary***

1010 Fund Balance with Treasury$1005900N Other Revenue  $100     

***Budgetarytc \l1 "Budgetary***

None.

**2.  To record the appropriation of $100 from the receipt account to a special fund expenditure account.**  The Bureau of the Fiscal Service will process a warrant to appropriate the funds.  The warrant will reference the receipt account from which the appropriation stems.

***Proprietary***

**5745G20 Appropriated Earmarked Receipts Transferred Out** $100

1010 Fund Balance with Treasury$100     

***Budgetarytc \l1 "Budgetary***

None.

**3.****To record additional exchange revenue from the public of $150 in the receipt account.**  The agency will record this revenue in Column 2 of the SF224/SF1220 Statement of Transactions as a deposit into the receipt account. 

***Proprietary***

1010 Fund Balance with Treasury$150

5900N Other Revenue  $150

***Budgetarytc \l1 "Budgetary***

None.

**Pre-closing Proprietary Trial Balance**

1010$150    --

5900N    --$250   

**5745G20**$100    --

Total$250$250

**Closing Entries**

***Proprietary***

1.  5900N Other Revenue$250

3310 Cumulative Results of Operations$250

2. 3310**Cumulative Results of Operations**$100

**5745G20 Appropriated Earmarked Receipts Transferred Out****$100

**Post-closing Proprietary Trial Balance**

1010$150    --

3310    --$150

Total$150$150

**SF 133 Report on Budget Execution**

The SF 133 provides information on budgetary resources, status of budgetary resources, and the relation of obligations to outlays.  Since balances in receipt accounts are not currently considered budgetary resources nor are they available for obligation, this report will not be prepared for receipt accounts.

**2108 Yearend Closing Statement**

The 2108 report feeds Part 3 of the Annual Report Appendix, Details of Appropriations, Outlays, and Balances.  This section of the appendix reflects activity in expenditure accounts.  Receipt account information is reported in Part 2 of the Annual Report Appendix, Details of Receipts.  This section of the appendix reflects receipt account activity reported in Treasury=s central accounting system, STAR. 

**Schedule N Unavailable Collections**

0199 Balance, start of year    $    0

02xx Receipts$250

03xx Offsetting Collections$    0

0400 Total: Balances and collections$250

05xx Appropriations (-)($100)

0610 Unobligated balance returned to receipts$    0

0620 Reduction pursuant to Public Law xxx-xxx$    0

07xx Balance, end of year   $150

Schedule N Unavailable Collections precedes the Program and Financing Schedule (P&F) in the budget appendix for special and non-revolving trust funds and other chosen fund accounts.  Since Schedule N captures the activity in special and trust fund receipt accounts, we felt it imperative to include it in our scenarios for these receipt accounts.  Schedule N is also closely related to the P&F.

**Schedule P Program and Financing (P & F Schedule)**

The Program and Financing Schedule provides information on obligations, budgetary resources available for obligation, new budget authority, changes in unpaid obligations, and outlays.  Since balances in receipt accounts are not currently considered budgetary resources nor are they available for obligation or outlay, this schedule will not be prepared for receipt accounts.

**Balance Sheet**

1A.Entity Assets*$150(1010)

3.Total Assets**$150**

8.Cumulative Results of Operations$150(3310)

10.Total Liabilities and Net Position**$150**

**Statement of Net Cost**

1B.Program Costs - Public$    0

1D.Less Earned Revenue($250)(5900N)  

5.Net Cost of Operations**($250)**

**Statement of Changes in Net Position**

1.Net Cost of Operations($250)

2F.Financing Sources - Transfers-out($100)(5745G20)

3.Net Results of Operations (line 2-1)     $150

9.Net Position-End of Period**$150**

**Statement of Financing**

1A.Obligations Incurred$    0(4801+4902)

1B.Less: Spending Authority from Offsetting Collections

1E.Transfers Out**

1F.Exchange Revenue Not in the Entity=s Budget($250)(5900N)

1G.Nonexchange Not in the Entity=s Budget$    0

1I.Total Obligations as Adjusted and Nonbudgetary Resources($250)

2A.Change in Amount of Goods Ordered but not yet Provided$    0(4801)

5.Net Cost of Operations**($250)**

*The balance in account 1010 Fund Balance with Treasury can be reported on either line 1A1 as entity assets or line 2A1 as non-entity assets.  The classification (entity or non-entity) of balances in unavailable special fund receipt accounts is still unresolved.

**Special Fund Expenditure Accounts**

(Scenarios exclude Credit Reform)

**Definitions:**

**Special Fund Expenditure Accounts** - Special fund expenditure accounts are established to record amounts appropriated from special fund receipts to be expended for special programs according to specific provisions of law.*I TFM 2-1520*

**Assumption:**

This scenario is based on the expenditure account receiving an appropriation warrant

 from an unavailable special fund receipt account.

***Illustrative Transactionstc \l5 "Illustrative Transactions***

**1.  To record the appropriation of $100 from a special fund receipt account to a special fund expenditure account.**  The Bureau of the Fiscal Service will process a warrant to appropriate the funds.  The warrant will reference the receipt account from which the appropriation stems.

***Proprietary***

1010 Fund Balance with Treasury$100

**5740G20 Appropriated Earmarked Receipts Transferred In** $100

***Budgetary***

4114 Appropriated Trust or Special Fund Receipts$100

4450 Unapportioned Authority$100

**2. To record $75 apportioned and allotted in the expenditure account.**

***Proprietary***

None.

***Budgetary***

4450 Unapportioned Authority$75

4610 Allotments-Realized Resources$75

**3. To record $15 obligated in the expenditure account.**

***Proprietary***

None.

***Budgetary***

4610 Allotments-Realized Resources$15

4801 Unexpended Obligations -Unpaid$15

**4. To record $15 expended to the public from the expenditure account.**  Please note that since the special fund appropriation was not recorded as 3100 Unexpended Appropriations, the typical proprietary entry of debiting 3100 and crediting 5700 Appropriations Used when expending will not be recorded.

***Proprietary***

6100N Operating Expense/Program Costs$15

1010 Fund Balance with Treasury$15

***Budgetary***

4801 Unexpended Obligations -Unpaid$15

4902 Expended Authority-Paid$15

**5. To record $10 obligated in the expenditure account.**

***Proprietary***

None.

***Budgetary***

4610 Allotments-Realized Resources$10

4801 Unexpended Obligations -Unpaid$10

**Pre-closing Proprietary Trial BalancePre-closing Budgetary Trial Balance**

1010  $85    --4114$100    --

**5740G20**   --$1004450    --  $25

6100N  $15    --4610    --  $50

Total**$100$100**4801    --  $10

4902    --  $15

Total**$100$100**

**Closing Entries**

***Proprietary***

1. **5740G20 Appropriated Earmarked Receipts Transferred In**$100

3310 Cumulative Results of Operations$100

2.  3310 Cumulative Results of Operations  $15

6100N Operating Expense/Program Costs  $15

***Budgetary***

1.  4201 Total Actual Resources - Collected$100

4114 Appropriated Trust or Special Fund Receipts$100

2.  4902 Expended Authority - Paid  $15

4201 Total Actual Resources - Collected  $15

3.  4610 Allotments - Realized Resources  $50

4450 Unapportioned Authority  $50

**Post-closing Proprietary Trial BalancePost-closing Budgetary Trial Balance**

1010 $85    --4201 $85    --

3310    -- $854450 $75

Total  **$85$85**4801    -- $10

Total **$85$85**

**SF 133 Report on Budget Execution**

1A.Appropriations   $100(4114)

*7.*Total budgetary resources****$100**

8. Obligations incurred$ 25 (4801+4902)

9A.Unobligated balance$ 50 (4610)

10 D.Unobligated balance not available - Other$ 25 (4450)

11.Total status of budgetary resources****$100**

**2108 Yearend Closing Statement**

Col 2Pre-closing unexpended balance$ 85(1010)

Col 5Post-closing unexpended balance**$ 85**

Col 9Undelivered Orders and Contracts($10)(4801)

Col 10Accts Payable and other liabilities$   0

Col 11Unobligated balance**$75**(4450+4610)

**Schedule N Unavailable Collections**

A special fund expenditure account that does not have a corresponding receipt account (available receipt account) will not appear on Schedule N.  Funds flowing into this expenditure account will be from a special fund appropriation.  This will result in new budget authority and be recorded on the SF 133 and Program and Financing Schedule.

**Schedule P Program and Financing (P & F Schedule**)

Budgetary Resources Available for Obligation

22.00New budget authority (gross)$100(4114)

23.95Total new obligations (-)($25)(4801+4902)

24.99Total unobligated balance, end of year**$75**(4450+4610)

New Budgetary Authority (Gross) Detail

40.25/60.25 Appropriation (special fund, indef.)$100(4114)

60.45Portion precluded from obligation (-)$    0

63.00Appropriation (total)**$100**

Change in Unpaid Obligations

72.99Total unpaid obligations, start of year$   0

73.10Total new obligations$ 25(4801+4902)

73.20Total outlays (gross) (-)($15)(4902)

74.99Total unpaid obligations, end of year**$10**(4801)

**Balance Sheet**

1A.Entity Assets$ 85(1010)

3.Total Assets**$85**

8.Cumulative Results of Operations$ 85(3310)

10.Total Liabilities and Net Position**$85**

**Statement of Net Cost**

1B.Program Costs - Public$ 15(6100N)

1D.Less Earned Revenue($ 0)

5.Net Cost of Operations**$15**

**Statement of Changes in Net Position**

1.Net Cost of Operations$ 15

2.Financing Sources$100(5740G20)

3.Net Results of Operations (line 2-1)    $ 85

9.Net Position-End of Period**$85**

**Statement of Financing**

1A.Obligations Incurred$ 25(4801+4902)

1B.Less: Spending Authority from Offsetting Collections$   0

1E.Transfers In$   0**

1I.Total Obligations as Adjusted and Nonbudgetary Resources$  25

2A.Change in Amount of Goods Ordered but not yet Provided($10)(4801)

5.Net Cost of Operations**$15**

**Consolidated Reporting Entity**

Most unavailable special fund receipt accounts appropriate to a special fund expenditure account within the same agency.  The following illustrative guidance applies to these agencies, in which the special fund receipt and expenditure accounts are consolidated and reported on the same financial statements.

This guidance uses the same transactions and figures from the previous scenarios to help illustrate how the proposed accounts eliminate against each other for the consolidated statements.

***Illustrative Transactions***

***tc \l5 "Illustrative Transactions***

**Pre-closing Proprietary Trial Balances**

**tc \l2 "Pre-closing Proprietary Trial Balances**

**Pre-closing Budgetary Trial Balances**tc \l2 "**Pre-closing Budgetary Trial Balances**

**Closing Entries**

***Proprietary***

1.  5900N Other Revenue$250

3310 Cumulative Results of Operations$250

2. 3310**Cumulative Results of Operations**$100

**5745G20 Appropriated Earmarked Receipts Transferred Out****$100

3. **5740G20 Appropriated Earmarked Receipts Transferred In**$100

3310 Cumulative Results of Operations$100

4.  3310 Cumulative Results of Operations  $15

6100N Operating Expense/Program Costs  $15

**Closing Entries (cont.)**

***Budgetary***

1.  4201 Total Actual Resources - Collected$100

4114 Appropriated Trust or Special Fund Receipts$100

2.  4902 Expended Authority - Paid  $15

4201 Total Actual Resources - Collected  $15

3.  4610 Allotments - Realized Resources  $50

4450 Unapportioned Authority  $50

**Post-closing Proprietary Trial Balances**

**Post-closing Budgetary Trial Balances**

**SF 133 Report on Budget Execution**

1A.Appropriations   $100(4114)

*7.*Total budgetary resources****$100**

8. Obligations incurred$ 25 (4801+4902)

9A.Unobligated balance$ 50 (4610)

10 D.Unobligated balance not available - Other$ 25 (4450)

11.Total status of budgetary resources****$100**

**2108 Yearend Closing Statement**

Col 2Pre-closing unexpended balance$ 85(1010)

Col 5Post-closing unexpended balance**$ 85**

Col 9Undelivered Orders and Contracts($10)(4801)

Col 10Accts Payable and other liabilities$   0

Col 11Unobligated balance**$75**(4450+4610)

**Schedule N Unavailable Collections**

0199 Balance, start of year    $    0

02xx Receipts$250

03xx Offsetting Collections$    0

0400 Total: Balances and collections$250

05xx Appropriations (-)($100)

0610 Unobligated balance returned to receipts$    0

0620 Reduction pursuant to Public Law xxx-xxx$    0

07xx Balance, end of year   $150

**Schedule P Program and Financing (P & F Schedule**)

Budgetary Resources Available for Obligation

22.00New budget authority (gross)$100(4114)

23.95Total new obligations (-)($25)(4801+4902)

24.99Total unobligated balance, end of year**$75**(4450+4610)

New Budgetary Authority (Gross) Detail

40.25/60.25 Appropriation (special fund, indef.)$100(4114)

60.45Portion precluded from obligation (-)$    0

63.00Appropriation (total)**$100**

Change in Unpaid Obligations

72.99Total unpaid obligations, start of year$   0

73.10Total new obligations$ 25(4801+4902)

73.20Total outlays (gross) (-)($15)(4902)

74.99Total unpaid obligations, end of year**$10**(4801)

**Balance Sheet**

1A.Entity Assets$235(1010)

3.Total Assets**$235**

8.Cumulative Results of Operations$235(3310)

10.Total Liabilities and Net Position**$235**

**Statement of Net Cost**

1B.Program Costs - Public$  15(6100N)

1D.Less Earned Revenue($250)(5900N) 

5.Net Cost of Operations**($235)**

**Statement of Changes in Net Position**

1.Net Cost of Operations($235)

2.Financing Sources

*Eliminations*

*2E. **5740G20 Appropriated Earmarked Receipts Transferred In** $100*

*2F. **5745G20 Appropriated Earmarked Receipts Transferred Out**($100)*

**$    0

(5740G20-5745G20)

3. Net Results of Operations (line 2-1)    $235

9. Net Position-End of Period**$235**

**Statement of Financingtc \l1 "Statement of Financing**

1A.Obligations Incurred   $  25(4801+4902)

1B.Less: Spending Authority from Offsetting Collections$    0

1E.Transfers-In (Out)**$    0**

1F. Exchange Revenue Not in the Entity=s Budget($ 250) (5900N)

1I. Total Obligations as Adjusted and Nonbudgetary Resources($225)

2A.Change in Amount of Goods Ordered but not yet Provided($  10)**(4801)

5. Net Cost of Operations**($235)**

1