reglab/statecodes huggingface dataset:
New York Codes, Rules and Regulations › Title 9 - EXECUTIVE DEPARTMENT › Subtitle S - Division of Housing and Community Renewal › Chapter III - Low Rent Housing › Subchapter D - Accounting Manual For Public Housing Agencies › Part 1642 - Basic Instructions › Subpart 1642-1 - Bank Accounts › Section 1642-1.6 - Bank reconciliation

Current through Register Vol. 46, No. 28, July 10, 2024
The actual cash balance as set forth in the bank's
						  statement shall be reconciled monthly with the corresponding general ledger
						  accounts. The difference between the bank balance and the ledger account is
						  generally the result of outstanding checks and deposits in transit, but there
						  may be items such as bank charges to be considered and errors in the bank
						  statement such as improper charges and credits. The verification of the bank
						  balance shall include a careful examination of the cancelled checks, each check
						  being scrutinized as to amounts, dates, and indorsements, and compared to the
						  voucher and other documents supporting the disbursements. Check books shall be
						  examined and all spoiled or voided checks accounted for. Outstanding checks
						  which are not presented for payment within a reasonable time after issuance
						  shall be investigated. Checks representing transfers between funds shall be
						  noted and compared with the deposits representing transfers. The bank
						  reconciliation may be made in the cash disbursements ledger or may be filed
						  with the respective bank statement and should be in a form similar to the
						  following:
Balance, per bank statement 3/31/56
$10,000.00
Deduct-outstanding checks:
#21 2/6/56 $300.00
#26 2/28/56 400.00
#39 3/30/56 900.00
1,600.00
$ 8,400.00
Add: deposit in transit credited by bank
									 4/3/56
1,200.00
General ledger balance 3/31/56
$9,600.00
New York Codes, Rules and Regulations › Title 9 - EXECUTIVE DEPARTMENT › Subtitle S - Division of Housing and Community Renewal › Chapter III - Low Rent Housing › Subchapter D - Accounting Manual For Public Housing Agencies › Part 1642 - Basic Instructions › Subpart 1642-2 - Disbursement Procedure › Section 1642-2.1 - General

Current through Register Vol. 46, No. 28, July 10, 2024
No disbursements of local agency funds shall be made
						  without the proper authorizations, as follows:
(a) Authorization for the incurring of the
						liability or obligation which the disbursement is to discharge in whole or in
						part. The incurring of the liability or obligation is termed a
						commitment.
(b) Authorization for
						the issuance of a check or the outlay of cash. The issuance of a check or the
						outlay of cash, or the equivalent, is termed a disbursement. The authorization
						for the issuance of a check shall be an approved accounts payable voucher
						properly supported (see §
												1642-2.4). Disbursements in the
						form of cash are limited to items of a petty cash nature (see §
												1642-2.5, Petty cash fund, below).
						Authorization for the outlay of cash shall be an approved petty cash voucher.
						Vouchered liabilities are termed expenditures.
New York Codes, Rules and Regulations › Title 9 - EXECUTIVE DEPARTMENT › Subtitle S - Division of Housing and Community Renewal › Chapter III - Low Rent Housing › Subchapter D - Accounting Manual For Public Housing Agencies › Part 1642 - Basic Instructions › Subpart 1642-2 - Disbursement Procedure › Section 1642-2.2 - Commitments

Current through Register Vol. 46, No. 28, July 10, 2024
All commitments of a local agency shall be of record.
						  The power to make commitments resides in the governing body of the local
						  agency. The local agency may, however, through its governing body, delegate
						  authority to make commitments to a designated person or persons. Such
						  delegation of authority shall be recorded in the minutes of the local agency
						  and shall spell out clearly the person or persons designated and the extent of
						  the authority delegated. The bulk of the local agency's commitments will be in
						  the form of contracts and purchase orders. These shall be of record prior to
						  the date of service or the delivery of materials. Other commitments will take
						  the form of approved travel vouchers, payrolls, authorized rent and security
						  deposit refunds, etc. Certain commitments, such as contracts for the purchase
						  of land and for the construction of the project, etc., require the prior
						  approval of the division before being entered into. While all commitments shall
						  be of record, the point at which the commitment is reflected in the accounts
						  will depend on the nature of the commitment. Thus, commitments for development
						  contracts and changes therein will be fully reflected in the accounts, as they
						  are entered into, as described in Part 1646, Development Period Accounting.
						  Other commitments, such as purchase orders and travel vouchers, will be
						  reflected in the accounts only as they are vouchered for payment, as described
						  in section 1642-2.4, etc. However, commitments
						  for services rendered or materials delivered as of the end of a fiscal year,
						  which have not yet been vouchered for payment, should be reflected as accrued
						  liabilities at the end of the fiscal year.
New York Codes, Rules and Regulations › Title 9 - EXECUTIVE DEPARTMENT › Subtitle S - Division of Housing and Community Renewal › Chapter III - Low Rent Housing › Subchapter D - Accounting Manual For Public Housing Agencies › Part 1642 - Basic Instructions › Subpart 1642-2 - Disbursement Procedure › Section 1642-2.3 - Disbursements by check

Current through Register Vol. 46, No. 28, July 10, 2024
All disbursements of funds in the custody and control
						  of the local agency shall be by check, except for items of a petty cash nature
						  which may be made in cash (see §
												1642-2.5, infra). No check shall be
						  issued except in payment of an accounts payable voucher duly executed and
						  approved, and properly supported (see §
												1642-2.4 below). The opening of the
						  bank accounts, the numbering of checks, check signing and bank reconciliations
						  have been described in Subpart 1642-1. Checks, when issued, shall be recorded
						  in the cash disbursements-voucher register (see §
												1642-3.3). Space should be reserved
						  on the face of the check to give the invoice number and other data which will
						  enable the creditor to identify the payment.
New York Codes, Rules and Regulations › Title 9 - EXECUTIVE DEPARTMENT › Subtitle S - Division of Housing and Community Renewal › Chapter III - Low Rent Housing › Subchapter D - Accounting Manual For Public Housing Agencies › Part 1642 - Basic Instructions › Subpart 1642-2 - Disbursement Procedure › Section 1642-2.5 - Petty cash fund

Current through Register Vol. 46, No. 28, July 10, 2024
A petty cash fund may be established from which
						  disbursements may be made for such items as postage stamps and incidental
						  office supplies. In establishing such a fund, the amount authorized shall be
						  withdrawn, by check authorized by an accounts payable voucher, from the
						  administration or development fund, whichever is applicable. Account 1117,
						  Petty Cash Fund, shall be charged with the amount of the fund so established.
						  Each expenditure from the fund shall be supported by a prenumbered petty cash
						  voucher to which there shall be attached the receipted invoice and other
						  pertinent documents. A specimen petty cash voucher is shown as Exhibit 2 of
						  Appendix S-8. The petty cash fund shall be reimbursed periodically for
						  disbursements made from it by drawing a check on the administration or
						  development fund, whichever is applicable. The preparation of the accounts
						  payable voucher authorizing the issuance of the reimbursing check, and the
						  distribution of the petty cash expenditures to the applicable cost and expense
						  accounts are described in paragraph (7) of subdivision (c) of section
						  1642-2.4. The petty cash fund
						  should be reconciled at least once a week. The cash balance of the fund plus
						  the amount of petty cash vouchers on hand and awaiting reimbursement shall at
						  all times equal the total amount of the fund. After the petty cash fund is
						  established, no further entries are made in account 1117, Petty Cash Fund,
						  unless to reflect an increase or a decrease in the amount of the
						  fund.
New York Codes, Rules and Regulations › Title 9 - EXECUTIVE DEPARTMENT › Subtitle S - Division of Housing and Community Renewal › Chapter III - Low Rent Housing › Subchapter D - Accounting Manual For Public Housing Agencies › Part 1642 - Basic Instructions › Subpart 1642-2 - Disbursement Procedure › Section 1642-2.6 - Unvouchered disbursements

Current through Register Vol. 46, No. 28, July 10, 2024
Exceptions to the rule that all disbursements of a
						  local agency shall be vouchered and shall (with the exception of petty cash
						  items) be made by check arise as follows:
(a) Bank debits. Bank debits include service
						charges made by banks and bad checks, and are supported by debit memos included
						with the bank statements and, in the case of a bad check, by the check itself,
						to which is ordinarily attached a slip stating the reason the check is
						returned. Bank debits are recorded in the cash disbursements-voucher register
						(see par. 303.5 [FN*]), account 1122, Tenants Accounts Receivable, being
						charged therein for bad checks received from tenants and for charges made by
						the bank in connection with such check and the applicable cost or expense
						account being charged for other bank debits representing service charges. No
						accounts payable vouchers are prepared for bank debits, inasmuch as no checks
						are to be drawn by the local agency. The supports for the entry in the cash
						disbursements-voucher register shall be the bank debit memo filed with the bank
						statement for the particular month.
(b) Proceeds of temporary loan note issue. In
						connection with the refinancing of a temporary loan note issue (see Part 1643,
						Financing) the paying agent will ordinarily apply the proceeds of the new issue
						directly to the payment of principal and interest on the maturing issue in
						accordance with the authorization contained in a letter of instruction. In such
						event, the proceeds applied will not pass through the local agency's bank
						account and no accounts payable vouchers are prepared inasmuch as no checks are
						to be drawn by the local agency. The entries to record the direct application
						of the proceeds of an issue of temporary loan notes are described in Part 1643,
						Financing, and are supported by the underlying financing documents, bank
						statements, correspondence, etc.
(c) Proceeds of bond issue. The proceeds of a
						bond issue and premiums thereon, if any, may, similarly, be applied by the
						State Comptroller directly to the payment of principal and interest on maturing
						temporary indebtedness. In such event, similarly, no accounts payable vouchers
						are prepared inasmuch as no checks are to be drawn by the local agency. The
						entries to record the direct application by the Comptroller of the proceeds of
						a bond issue and the premium thereon, if any, are described in Part 1643,
						Financing, and are supported by the underlying contract for State aid and
						correspondence and authorization from the division.
[FN*] So in original. Should probably refer to "§
													1642-3.3".
New York Codes, Rules and Regulations › Title 9 - EXECUTIVE DEPARTMENT › Subtitle S - Division of Housing and Community Renewal › Chapter III - Low Rent Housing › Subchapter D - Accounting Manual For Public Housing Agencies › Part 1642 - Basic Instructions › Subpart 1642-3 - Books Of Account › Section 1642-3.1 - General

Current through Register Vol. 46, No. 28, July 10, 2024
(a) The following
						books of account and voucher forms are prescribed to operate the double-entry
						set of books, kept on the accrual basis, prescribed in section
						1640-1.3:
(1) General ledger
(2) Books of original entry:
(i) Cash disbursement-voucher
						register
(ii) Cash receipts
						register
(3) Voucher
						forms:
(i) Accounts payable voucher
(ii) Journal voucher
(4) Subsidiary ledgers:
(i) Cost analysis ledger
(ii) Income analysis ledger(iii) Expense
						analysis ledger
(iv) Investment
						ledger
(v) Insurance
						ledger
(vi) Contractors
						ledger
(vii) Tenants
						ledger
(viii) Security deposits
						ledger
(ix) Sundry accounts
						receivable ledger
(x) Sundry
						accounts payable ledger.
Note: With respect to subsidiary ledgers, the above
						  list represents a minimum requirement. Other subsidiary ledgers may be
						  prescribed, as required. Two or more subsidiary ledgers may be bound in the
						  same binder, if desired
New York Codes, Rules and Regulations › Title 9 - EXECUTIVE DEPARTMENT › Subtitle S - Division of Housing and Community Renewal › Chapter III - Low Rent Housing › Subchapter D - Accounting Manual For Public Housing Agencies › Part 1642 - Basic Instructions › Subpart 1642-3 - Books Of Account › Section 1642-3.2 - General ledger

Current through Register Vol. 46, No. 28, July 10, 2024
(a) A general
						ledger shall be maintained by the local agency to control and classify all
						financial transactions pertaining to each State-aided project. It shall be
						confined to the accounts designated as general ledger accounts in Part 1641,
						Account Classification. This classification is sufficiently self-contained and
						embraces all accounts necessary for the preparation of financial statements.
						Postings to the general ledger shall be made only from the journal vouchers and
						from the books of original entry, namely; cash disbursements-voucher register
						and cash receipts register. A trial balance of the general ledger (§
												1647-7.4) shall be taken monthly,
						but the individual accounts shall not be ruled off except as directed otherwise
						herein.
(b) A separate ledger sheet
						shall be used for each account included in the classification of general ledger
						accounts. The heading of each ledger sheet shall contain the name of the local
						agency, the project number, the account number, and the description of the
						account. (See Exhibit 3, Appendix S-8.) Separate ledger sheets may also be used
						to control the operations of each site included in a multiple development
						project or in the alternative, a columnar analysis general ledger sheet may be
						used.
New York Codes, Rules and Regulations › Title 9 - EXECUTIVE DEPARTMENT › Subtitle S - Division of Housing and Community Renewal › Chapter III - Low Rent Housing › Subchapter D - Accounting Manual For Public Housing Agencies › Part 1642 - Basic Instructions › Subpart 1642-3 - Books Of Account › Section 1642-3.3 - Cash disbursements-voucher register

Current through Register Vol. 46, No. 28, July 10, 2024
(a) The entries in this register shall be
						restricted to such obligations as have been audited internally and approved by
						the local agency. A separate cash disbursement-voucher register shall be
						maintained for each general ledger. The source of each entry shall be an
						accounts payable voucher (see §
												1642-2.4). Each voucher shall be
						entered on a separate line in consecutive numerical order. All checks shall be
						recorded in the cash disbursements-voucher register concurrently with the
						issuance thereof. A separate column shall be used for each bank account. Each
						check issued shall be entered in consecutive numerical order, as far as
						possible. Each voucher shall have the check or checks issued entered on the
						corresponding line or lines in the register. Bank debits shall be entered in
						the register and the appropriate account charged through the
						register.
(b) The cash
						disbursements-voucher register is closed and ruled off at the end of each
						month. Entries made in the general ledger columns shall be posted to the
						general ledger individually and currently. Entries made in the other columns
						are posted, in total, at the end of each month to the respective general ledger
						and subsidiary ledger accounts. A specimen cash disbursements-voucher register
						for a single development project is shown as Exhibit 4 or 5 of Appendix S-8.
						Exhibit 6 of Appendix S-8 illustrates the expansion of the single development
						register to provide for the situation where accounts are maintained in the
						subsidiary ledger to control each of the major subgroups of development costs
						and/or expenses. The use of single or multiple controls is optional with the
						local agency. The instructions herein with respect to the specimen form of cash
						disbursements-voucher register for a single development project (Exhibit 4 and
						5) also apply in principle to Exhibit 6, the specimen form for a multiple
						development project. The specimen form of the cash disbursements-voucher
						register for a multiple development project reflects separate accountability
						for the costs, expenses and revenues of each of the sites included in a
						multiple development project. Separate accountability for such sites is,
						however, not mandatory, unless the division so directs the local
						agency.
New York Codes, Rules and Regulations › Title 9 - EXECUTIVE DEPARTMENT › Subtitle S - Division of Housing and Community Renewal › Chapter III - Low Rent Housing › Subchapter D - Accounting Manual For Public Housing Agencies › Part 1642 - Basic Instructions › Subpart 1642-3 - Books Of Account › Section 1642-3.5 - Accounts payable voucher

Current through Register Vol. 46, No. 28, July 10, 2024
Accounts payable vouchers have been described in
						  section 1642-2.4. See also Exhibit 1 of
						  Appendix S-8.
New York Codes, Rules and Regulations › Title 9 - EXECUTIVE DEPARTMENT › Subtitle S - Division of Housing and Community Renewal › Chapter III - Low Rent Housing › Subchapter D - Accounting Manual For Public Housing Agencies › Part 1642 - Basic Instructions › Subpart 1642-3 - Books Of Account › Section 1642-3.10 - Investment ledger

Current through Register Vol. 46, No. 28, July 10, 2024
A specimen form of investment ledger is shown as
						  Exhibit 1 of Appendix S-10. The use of the investment ledger is described in
						  section 1645-2.11.
New York Codes, Rules and Regulations › Title 9 - EXECUTIVE DEPARTMENT › Subtitle S - Division of Housing and Community Renewal › Chapter III - Low Rent Housing › Subchapter D - Accounting Manual For Public Housing Agencies › Part 1642 - Basic Instructions › Subpart 1642-3 - Books Of Account › Section 1642-3.11 - Insurance ledger

Current through Register Vol. 46, No. 28, July 10, 2024
All transactions relating to account 1211, Prepaid
						  Insurance, and account 1212, Anticipated Returnable Premiums, shall be recorded
						  in an insurance ledger. The insurance ledger shall not only serve as a
						  systematic record of all essential details relating to insurance coverage as
						  evidenced by insurance policies, but also shall serve as a subsidiary ledger
						  supporting and controlled by the aforesaid general ledger prepaid insurance
						  accounts and as a medium for the accumulation of the quarterly charges
						  resulting from the straightline distribution of the premiums charged to account
						  1211 over the lives of the policies. The charges accumulated for the respective
						  quarters are then distributed to the various cost and expense accounts at the
						  end of each quarter by means of a journal voucher. Stock forms of insurance
						  ledgers having a limited number of columns for the monthly distribution are
						  generally available. Flysheets may be used for additional months or new forms
						  may be established each year periodically as required. Regardless of the form
						  used, the insurance ledger shall show the kind of insurance, the name of the
						  insurer and broker, the policy number, description of coverage, amount and
						  extent of coverage, effective date of the policy, the expiration date, the
						  premium paid, the anticipated return premium, if any, the amount to be charged
						  quarterly to development cost or operating expense, and the numbers and dates
						  of the vouchers supporting the entries. A specimen form of insurance ledger
						  reflecting these requirements is shown as Exhibit 18 of Appendix S-8. By a
						  proper use of columns (10), (11), (13), and (14) to record the periodic
						  write-offs, return premiums received, adjustments in return premiums and
						  premium requirements, etc., column (2) being used for an explanation of the
						  transaction, it is apparent that the totals of columns (13) and (14) will
						  always agree with the balances of account 1212, Anticipated Returnable
						  Premiums, and account 1211, Prepaid Insurance, the general ledger controls,
						  respectively.
New York Codes, Rules and Regulations › Title 9 - EXECUTIVE DEPARTMENT › Subtitle S - Division of Housing and Community Renewal › Chapter III - Low Rent Housing › Subchapter D - Accounting Manual For Public Housing Agencies › Part 1642 - Basic Instructions › Subpart 1642-3 - Books Of Account › Section 1642-3.12 - Contractors ledger

Current through Register Vol. 46, No. 28, July 10, 2024
All transactions in connection with numbered contracts
						  during the development period (see the definition of account 1460, Structures,
						  Equipment and Improvements, in Part 1641) shall be recorded in a contractors
						  ledger. A separate sheet shall be set up for each contract awarded. The
						  contractors ledger is subsidiary to and shall be controlled by account 2400,
						  Contract Awards, account 1500, Incompleted Contracts, and account 2112,
						  Contract Retentions, in the general ledger. The specimen form of contractors
						  ledger is shown as Exhibit 19 of Appendix S-8. Generally available stock forms
						  should be adapted by the local agency for the contractors ledger, with or
						  without overprinting. A monthly trial balance of the contractors ledger shall
						  be taken and the balances therein shall at all times agree with the general
						  ledger controls. Postings to the contractors ledger usually originate from
						  journal and accounts payable vouchers. The balanced contractors ledger is the
						  source of all the information required for the schedule of contract awards
						  required to be submitted with the periodic reports to the division. The
						  information for the contractors ledger as to the contract payment for advances
						  for materials stored is obtained from line 16 of the periodical estimate for
						  partial payment (see Exhibit 14, Appendix S-11). Each periodical estimate will
						  have the current figure shown on this line, until by the end of construction,
						  the amount should be zero.
New York Codes, Rules and Regulations › Title 9 - EXECUTIVE DEPARTMENT › Subtitle S - Division of Housing and Community Renewal › Chapter III - Low Rent Housing › Subchapter D - Accounting Manual For Public Housing Agencies › Part 1642 - Basic Instructions › Subpart 1642-3 - Books Of Account › Section 1642-3.13 - Tenants ledger

Current through Register Vol. 46, No. 28, July 10, 2024
A separate tenants ledger to record all transactions
						  with tenants shall be maintained for each income analysis ledger (see §
												1642-3.8). A tenants ledger sheet
						  or card shall be prepared for each dwelling unit or commercial space, even
						  though the space may be vacant. Tenants ledger sheets for units in buildings
						  which have been demolished may be segregated in an inactive section of the
						  respective tenants ledger. A specimen form of tenants ledger sheet designed for
						  use in a hand-posted ledger is shown as Exhibit 20 of Appendix S-8. The
						  specimen form is a loose-leaf sheet, but cards may be used or forms designed
						  for a visible filing system. Where machine-posting is employed, the form must,
						  of course, be adapted to the requirements of the particular machine. Regardless
						  of form, the tenants ledger sheet shall show the name of the local agency, the
						  project number, the name and address of the tenant, the account number, the
						  apartment size, the basic rent, surcharges (if any) and current authorized
						  rent, the effective date of tenancy, the move-out and charge-through dates, the
						  date and explanation of each charge and credit and the balance of the tenant's
						  account. The local agency may add such other information as it deems desirable.
						  Each dwelling unit and commercial space shall be assigned, in advance of
						  initial occupancy, a number which shall reflect the building or stair-hall
						  number and the apartment or commercial space number and which shall be recorded
						  on the tenants ledger sheet as the account number. The tenants ledger sheets
						  shall be arranged in a logical sequence by buildings, stair-halls, and
						  apartment numbers. The sequence, once established, shall remain constant. The
						  account numbers, once established, shall also remain constant notwithstanding
						  that several tenants may have successively occupied the same unit. As a unit or
						  space is leased, a new ledger sheet or card is prepared for the new tenant, the
						  unit being identified by the account number assigned as above. The tenants
						  ledger is controlled by the tenants charge and credit book (see Subpart 1642-4)
						  and the total of the balances in the tenants ledger shall at all times agree
						  with the control. A trial balance of the tenants ledger shall be taken at the
						  end of each calendar month and preserved and dated to establish a formal and
						  periodic proof of such agreement. The operation of the tenants ledger, the
						  details of posting, etc., are described in Subpart 1642-4.
New York Codes, Rules and Regulations › Title 9 - EXECUTIVE DEPARTMENT › Subtitle S - Division of Housing and Community Renewal › Chapter III - Low Rent Housing › Subchapter D - Accounting Manual For Public Housing Agencies › Part 1642 - Basic Instructions › Subpart 1642-3 - Books Of Account › Section 1642-3.14 - Security deposits ledger

Current through Register Vol. 46, No. 28, July 10, 2024
A separate security deposits ledger arranged by sites,
						  related programs, etc. shall be maintained for each project for the recording
						  of security deposits. A separate security deposits ledger card or sheet shall
						  be maintained for each apartment. This card shall be used to record both the
						  receipt of the security deposit, its refund when the tenant vacates and the
						  receipt of the security deposit from the new tenant. A specimen form of a
						  security deposits ledger card is shown in Exhibit 10 of Appendix S-8. Each
						  security deposits ledger sheet or card shall bear the tenants account number,
						  address of the apartment, date security deposit was received and date refunded,
						  tenants name and amount of the security deposit. The security deposits ledger
						  is subsidiary to and shall be controlled by account 2114, Tenants Security
						  Deposits. Prior to substantial completion, monthly trial balances of the
						  security deposits ledger shall be taken, but thereafter the trial balances may
						  be taken quarterly, inasmuch as the security deposits ledger will not
						  ordinarily be very active once the project has been fully rented. Semiannually
						  (as of September 30 and March 31), the total amount determined by multiplying
						  the number of the dwelling units by the amount of the individual security
						  deposit should be compared with the security deposit general ledger balance and
						  the difference, if any, reconciled.
New York Codes, Rules and Regulations › Title 9 - EXECUTIVE DEPARTMENT › Subtitle S - Division of Housing and Community Renewal › Chapter III - Low Rent Housing › Subchapter D - Accounting Manual For Public Housing Agencies › Part 1642 - Basic Instructions › Subpart 1642-3 - Books Of Account › Section 1642-3.15 - Sundry accounts receivable ledger

Current through Register Vol. 46, No. 28, July 10, 2024
A separate sundry accounts receivable ledger shall be
						  maintained for each general ledger to record all amounts due on open account
						  from others than tenants or the State. The sundry accounts receivable ledger is
						  subsidiary to and shall be controlled by account 1129, Sundry Accounts
						  Receivable. A monthly trial balance of the sundry accounts receivable ledger
						  shall be taken. Sundry accounts receivable may arise from insurance claims,
						  damages to property by nonresidents, etc. A separate ledger sheet shall be
						  prepared for each such account on which will be reflected the name and address
						  of the debtor, and the nature of the terms and conditions of the account. A
						  stock form of ledger sheet, as per Exhibit 3 of Appendix S-8, should be
						  used.
New York Codes, Rules and Regulations › Title 9 - EXECUTIVE DEPARTMENT › Subtitle S - Division of Housing and Community Renewal › Chapter III - Low Rent Housing › Subchapter D - Accounting Manual For Public Housing Agencies › Part 1642 - Basic Instructions › Subpart 1642-3 - Books Of Account › Section 1642-3.16 - Sundry accounts payable ledger

Current through Register Vol. 46, No. 28, July 10, 2024
A separate sundry accounts payable ledger shall be
						  maintained for each general ledger to record all amounts due to others, and not
						  allocable to the other accounts provided in the 2110 group of general ledger
						  accounts. The sundry accounts payable ledger is subsidiary to and shall be
						  controlled by account 2119, Sundry Accounts Payable. A monthly trial balance of
						  the sundry accounts payable ledger shall be taken. A separate ledger sheet
						  shall be prepared for each account payable on which will be reflected the name
						  and address of the creditor, and the nature of terms and conditions of the
						  account. A stock form of ledger sheet, as per Exhibit 3 of Appendix S-8, should
						  be used.
New York Codes, Rules and Regulations › Title 9 - EXECUTIVE DEPARTMENT › Subtitle S - Division of Housing and Community Renewal › Chapter III - Low Rent Housing › Subchapter D - Accounting Manual For Public Housing Agencies › Part 1642 - Basic Instructions › Subpart 1642-4 - Tenant Accounting › Section 1642-4.5 - Tenants charge and credit book

Current through Register Vol. 46, No. 28, July 10, 2024
The tenants charge and credit book, a specimen form of
						  which is shown as Exhibit 25 of Appendix S-8, recapitulates and summarizes each
						  month's daily statements of operations. The tenants charge and credit book
						  shall be a bound book. A separate tenants charge and credit book shall be
						  maintained for each tenants ledger. On the first of each month, the ledger
						  balance of tenants' accounts receivable as of the close of the previous month
						  shall be brought forward and entered in column 22 of the form. The amounts of
						  the respective charges and credits reflected in the net total column of the
						  daily statement of operations shall be transcribed each day to the
						  corresponding columns of the tenants charge and credit book. Columns 8 and 9 of
						  the form are provided for such additional breakdown of the charges as the local
						  agency may desire. Columns 1 to 9, inclusive, represent and shall at all times
						  equal the income charged the tenants. The sum of the amounts entered in columns
						  1 through 9 inclusive, shall be entered in column 10. At the end of the month,
						  the total of column 10 is picked up in the journal entry recording project
						  revenue, as described in section
						  1642-4.8. Charges made to tenants'
						  account for refunds and uncollectible checks will be reported in columns 11 and
						  12. The amount entered in column 13 shall be the sum of columns 10, 11 and 12.
						  The total revenue collections shall be shown in column 14. Column 15 shall
						  reflect the amount of collection loss written off. The sum of columns 14 and 15
						  shall be entered in column 20. In column 21, there shall be recorded the
						  difference between column 13 and 20. The difference may be recorded daily or as
						  of the dates trial balances of tenants accounts receivable are taken and will
						  represent the net change in the tenants accounts receivable ledger to date. The
						  amount entered in column 21 shall be applied to the amount previously entered
						  in column 22 and the resultant amount entered in column 22 to reflect the
						  current balance of tenants accounts receivable. The trial balance of the
						  tenants ledger shall, as of any day, agree with the balance noted in column 22
						  for that day. At the end of the month, the balance in column 22 shall agree
						  with the general ledger control, account 1122.
New York Codes, Rules and Regulations › Title 9 - EXECUTIVE DEPARTMENT › Subtitle S - Division of Housing and Community Renewal › Chapter III - Low Rent Housing › Subchapter D - Accounting Manual For Public Housing Agencies › Part 1642 - Basic Instructions › Subpart 1642-4 - Tenant Accounting › Section 1642-4.6 - Collection losses

Current through Register Vol. 46, No. 28, July 10, 2024
(a) Credits to
						tenants accounts for past-due accounts written off will appear in the tenants
						charge and credit book through the analysis of miscellaneous credit tickets on
						the daily statements of operations and will be segregated from other credits. A
						miscellaneous credit ticket authorizing a write-off of an uncollectible account
						should not be prepared until the division has approved the local agency's
						resolution authorizing the write-off. Such approval will not be forthcoming
						unless the division is satisfied that the local agency has exhausted all means
						of collection to the maximum extent practicable.
(b)
(1) A
						separate journal voucher shall be prepared for each month to record the amount
						of past due balances that are to be written off to collection losses as
						recorded in column 15 of the tenants charges and credits book. The journal
						voucher shall be prepared as follows:
Debit: Account 4770, Collection Losses $XXX
Credit: Account 1122, Tenants Accounts Receivable
						  $XXX
(2) The journal
						voucher shall set forth the following with respect to each account written off:
						the tenants' account number, name of tenant, date vacated, amount to be written
						off, a reference to the resolution of the local agency authorizing the
						write-off, and a reference to the date of the division's letter of
						approval.
(3) When an account is
						written off, the card or ledger sheet shall be transferred to another book or
						file maintained for this purpose. A control card or ledger sheet shall be kept
						which will reflect the entries made to the individual accounts.
New York Codes, Rules and Regulations › Title 9 - EXECUTIVE DEPARTMENT › Subtitle S - Division of Housing and Community Renewal › Chapter III - Low Rent Housing › Subchapter D - Accounting Manual For Public Housing Agencies › Part 1642 - Basic Instructions › Subpart 1642-4 - Tenant Accounting › Section 1642-4.8 - Recording income derived from tenants

Current through Register Vol. 46, No. 28, July 10, 2024
(a) At the close of business at the end of
						each month, income derived from tenants shall be recorded in the general and
						the income analysis ledgers by a journal entry, as follows:
Debit: Account 1122, Tenants Accounts
									 Receivable
$XXX
Debit: Account 3111, Dwelling Vacancy Loss
$XXX
Credit: Account 3110.1 Dwelling (Basic) Rent
									 Schedule
$XXX
Credit: Account 3110.2, Dwelling Rent
									 Surcharges
$XXX
Credit: Account 3110.3, Retroactive
									 Surcharges
$XXX
Credit: Account 3110.4, Excess Utility
									 Charges
$XXX
Credit: Account 3390, Net Non-Dwelling Rent
$XXX
Credit: Account 3510, Sales and Services to
									 Tenants
$XXX
Credit: Account 3590, Miscellaneous Project
									 Income
$XXX
(b) The sources of the figures for this entry
						are as follows:
Item
Source
Tenants Accounts Receivable
Column 10 of the Tenants Charge and Credit
									 Book
Dwelling Vacancy Loss
Column 17 of the Rent Roll and Vacancy Loss
									 Control Book
Dwelling Rent Schedule
This is the Basic Rent Schedule recorded in
									 column 10 of the Rent Roll and Vacancy Loss Control Book as of the last day of
									 the previous month
Dwelling Rent Surcharges
Column 20 of the Rent Roll and Vacancy Loss
									 Control Book
Retroactive Surcharges
Column 13 of the Rent Roll and Vacancy Loss
									 Book
Net Non-Dwelling Rentals
Column 5 of the Tenants Charge and Credit
									 Book
Sales and Services to Tenants
Column 6 of the Tenants Charge and Credit
									 Book
Miscellaneous Project Income
Column 7 of the Tenants Charge and Credit
									 Book
(c) The control account to be credited will,
						of course, depend on the particular program whose income is to be recorded, as
						described in section
						1642-3.8. Collection losses are
						recorded by separate journal voucher, as described in section
						1642-4.6.
(d) In situations where the division does not
						require the recording or reporting of vacancy losses, such as in the case of
						commercial rentals, other non-dwelling rentals, buildings on or off the site
						marked by the local agency for demolition, and during the initial operating
						period of the project proper, it is nevertheless recommended that the charging
						of the tenants accounts be made from established rent schedules and a
						memorandum record of vacancy losses, to agree with the established rent
						schedule, be maintained.
New York Codes, Rules and Regulations › Title 9 - EXECUTIVE DEPARTMENT › Subtitle S - Division of Housing and Community Renewal › Chapter III - Low Rent Housing › Subchapter D - Accounting Manual For Public Housing Agencies › Part 1642 - Basic Instructions › Subpart 1642-4 - Tenant Accounting › Section 1642-4.9 - Change fund

Current through Register Vol. 46, No. 28, July 10, 2024
For convenience in making change, an appropriate amount
						  may be withdrawn from the administration fund. The amount of cash in this fund
						  shall at all times be constant for the total amount established. Where more
						  than one person is authorized to accept monies, each shall be assigned a fund
						  for his or her sole use. Funds so established shall be used for change purposes
						  only and no expenditures shall be made therefrom.
New York Codes, Rules and Regulations › Title 9 - EXECUTIVE DEPARTMENT › Subtitle S - Division of Housing and Community Renewal › Chapter III - Low Rent Housing › Subchapter D - Accounting Manual For Public Housing Agencies › Part 1642 - Basic Instructions › Subpart 1642-4 - Tenant Accounting › Section 1642-4.10 - Inactive or closed accounts

Current through Register Vol. 46, No. 28, July 10, 2024
(a) As
						tenants vacate units, it is essential that proper disposition be made of the
						old accounts. Accounts of former tenants with a balance, either debit or
						credit, shall remain in the tenants ledger. It is recommended that this type of
						account be kept in the back of the ledger. Accounts of former tenants on which
						there is no balance shall be filed separately pending the periodic division
						audit. Subsequent to the audit they shall be transferred to a permanent
						alphabetical file.
(b) In the case
						of credit balances due vacated tenants with no known forwarding address or
						whose whereabouts are unknown, although every effort has been made to locate
						them, such credit balances shall be kept open for one year from the date unit
						was vacated, the checks returned undelivered being redeposited and credited to
						tenants accounts receivable. At the end of one year, such credit balances shall
						be transferred by journal entry to account 3590, Miscellaneous Project Income.
						The transfer entries in the miscellaneous project income account shall be made
						separately to show the name of each tenant, the tenant's account number, and
						the amount of the balance transferred. If, after such transfer is made to
						"Other Income", a tenant should make a claim for the amount, the payment
						therefor shall be charged to account 4140, Project Office Expense. A notation
						of payment of each such claim shall be made in the tenant's original ledger
						account and against the credit item in the miscellaneous project income account
						to preclude the possibility of a duplicate payment of a refund.
New York Codes, Rules and Regulations › Title 9 - EXECUTIVE DEPARTMENT › Subtitle S - Division of Housing and Community Renewal › Chapter III - Low Rent Housing › Subchapter D - Accounting Manual For Public Housing Agencies › Part 1642 - Basic Instructions › Subpart 1642-4 - Tenant Accounting › Section 1642-4.11 - Cash overages and shortages

Current through Register Vol. 46, No. 28, July 10, 2024
The local agency shall prepare a resolution, for the
						  division's approval, setting up procedures and policies in connection with cash
						  overages and shortages. Pending the disposition of such overages and shortages
						  in accordance with the approved resolution, cash overages and shortages shall
						  be charged and credited to a sundry suspense and clearance account, designated
						  cash overages and shortages. The bonding company should be promptly notified of
						  any appreciable shortage, regardless of origin, and where the shortage appears
						  to be due to misappropriation or embezzlement, a claim should be filed for
						  reimbursement.
New York Codes, Rules and Regulations › Title 9 - EXECUTIVE DEPARTMENT › Subtitle S - Division of Housing and Community Renewal › Chapter III - Low Rent Housing › Subchapter D - Accounting Manual For Public Housing Agencies › Part 1642 - Basic Instructions › Subpart 1642-4 - Tenant Accounting › Section 1642-4.12 - Alphabetical cross index

Current through Register Vol. 46, No. 28, July 10, 2024
An index file should be maintained alphabetically by
						  surname, of all tenants residing in the project. Such a file will assist
						  cashiers in locating tenants' ledger cards. This file should show the tenant's
						  name, address, telephone number, account number, monthly authorized rental,
						  date of occupancy, and date vacated. As tenants vacate the development, the
						  file of such tenants should be withdrawn.
New York Codes, Rules and Regulations › Title 9 - EXECUTIVE DEPARTMENT › Subtitle S - Division of Housing and Community Renewal › Chapter III - Low Rent Housing › Subchapter D - Accounting Manual For Public Housing Agencies › Part 1642 - Basic Instructions › Subpart 1642-5 - Security Deposits › Section 1642-5.1 - General

Current through Register Vol. 46, No. 28, July 10, 2024
(a) For protection
						against loss or damage to local agency property occupied or used by a tenant
						and discovered upon the vacating of the unit by the tenant, and to insure the
						payment of rent which may be due at that time, local agencies may require
						tenants to pay an amount, known as a security deposit, in advance of and as a
						condition to occupancy. This amount is in addition to and is normally paid in
						advance of occupancy simultaneously with the first month's rent. Security
						deposits are held by the local agency until the termination of the tenancy when
						deduction is made of any amount that may remain due from the tenant and the
						balance is refunded. Under the law of the State of New York, security deposits
						are made trust funds. Their misapplication is a serious matter and can involve
						criminal as well as civil penalties.
(b) The following general rules should be
						strictly adhered to:
(1) Security deposits
						should be segregated in a separate interest bearing bank account, and each
						person making such advance shall be notified in writing as to name and address
						of such banking organization, and amount of deposit. Security deposits are to
						be held in such account, undisturbed until tenant vacates, and may not be
						applied to loss or damage to local agency property in the interim. The local
						agency should compensate itself for such interim losses and damages by
						charging, and collecting from, the tenants currently, and not by applying the
						security deposits.
(2) The security
						deposit, plus interest, but less any deductions for rent due, loss or damage to
						property, or other charges, shall be returned to the tenant as soon as possible
						after the apartment is vacated.
(3)
						Security deposit refunds are to be mailed to a forwarding address after the
						vacated apartment has been inspected and rented. The new address of the vacated
						tenant is to be recorded on the ledger card of the vacated tenant. In addition,
						a statement shall be mailed to the former tenant indicating all charges and
						credits to his account.
(4)
						Security deposit refund checks are not to be cashed from project funds under
						any circumstances.
(5) Unclaimed
						security deposits should be kept open at least six years from date tenant
						vacates premises.
(6) The housing
						project shall be entitled to receive for administration expenses, the sum of
						one percent per annum of the security money so deposited. The balance of the
						interest credited by the banking organization shall be annually paid to the
						person making the deposit of security money.
New York Codes, Rules and Regulations › Title 9 - EXECUTIVE DEPARTMENT › Subtitle S - Division of Housing and Community Renewal › Chapter III - Low Rent Housing › Subchapter D - Accounting Manual For Public Housing Agencies › Part 1642 - Basic Instructions › Subpart 1642-5 - Security Deposits › Section 1642-5.2 - Security deposits ledger

Current through Register Vol. 46, No. 28, July 10, 2024
The security deposits ledger has been described in
						  section 1642-3.14.