Office of the New York State Comptroller

Division of Local Government and School Accountability

Accounting and Reporting Manual

Thomas P. DiNapoli • State Comptroller

Table of Contents
Chapter 1– Introduction..................................................................................................................... 1

Chapter 2– Funds.............................................................................................................................. 2

Chapter 3– Classification and Coding Structure............................................................................... 6

Chapter 4– Budgeting..................................................................................................................... 10

Chapter 5– Financial Reporting....................................................................................................... 19

Chapter 6– Single-Entry Cash: Fire Districts .................................................................................. 21

Chapter 7– Double-Entry Modified Accrual: Fire Districts............................................................... 30

Chapter 8– Sample Journal Entries................................................................................................ 44

Chapter 9– Account Code Definitions............................................................................................. 56

Contacts.......................................................................................................................................... 77
Chapter 1

Fire Districts in New York State

Fire districts are district corporations and political subdivisions of the State, distinct from the
municipalities in which they are located. In general, fire districts are governed by an elected board of
fire commissioners and are required to have a treasurer and secretary. The districts have the power to
require the levy of taxes on real property and to borrow in their own names.

Fire districts should not be confused with fire companies, fire departments or fire protection districts.
The fire company or companies within the district are usually volunteer fire companies incorporated
under the provisions of the Not-for-Profit Corporation Law and constitute the fire department of the
fire district which is headed by a chief. The fire district commissioners are authorized to adopt rules and
regulations governing all fire companies and departments. Fire protection districts, on the other hand,
comprise a geographical area of a town which is provided fire protection pursuant to a contract.

This Manual
The responsibility for oversight of fire districts by the State Comptroller is contained in the State
Constitution, Article 3 of the General Municipal Law and the Town Law. Among other things, the State
Comptroller’s responsibilities include: performing audits, prescribing information to be included in annual
financial reports and prescribing a uniform system of accounts for fire district accounting and reporting.

The Office of the State Comptroller (OSC) has compiled this manual as a comprehensive accounting
and reporting guide for fire district officials and others interested in accounting and financial reporting
by fire districts in New York State. The manual provides an overview of accounting and financial
reporting principles to be used by fire districts to account for and report their financial activities.

Fire districts with $500,000 or more of revenues (excluding borrowings) are required to maintain
their accounting records and report their financial activities on a double-entry modified accrual basis
of accounting, and account for current assets, current liabilities and fund balances of the district.
Revenues will be recognized in the accounting period in which they are available and measurable, and
expenditures will generally be recognized in the accounting period in which the liability is actually
incurred (See Chapter 6). Fire districts with less than $500,000 of revenues (excluding borrowings) may
continue to maintain their accounting records and report their financial activities to OSC on a single-
entry cash basis of accounting but will be required to report cash and fund balances for each of the
districts’ operating funds (See Chapter 5).

For additional information regarding fire districts, visit the State Comptroller’s website at
www.osc.state.ny.us/localgov/firedist/index.htm

Introduction 1
Chapter 2

Funds
The Uniform System of Accounts for Fire Districts is prescribed for all fire districts in New York State.
The System of Accounts provides for a standard chart of accounts and fund structure. This accounting
system is intended to serve many purposes. Primarily, it should furnish fire district officials with an
effective aid in financial management. It should also serve the taxpayers by providing a structure
for comprehensive records of fire district operations and it should provide information for program
planning and statistical analysis.

Fire District Funds

In government, moneys generated for specific purposes generally must be segregated in the accounting
records and used only for those specific purposes. To help demonstrate that such moneys are used
for the intended purposes, fire districts and all other local governments are required to use the fund
accounting concepts specified in Generally Accepted Accounting Principles.

A fund is a fiscal and accounting entity with a self-balancing set of accounts recording cash and other
financial resources, together with all related liabilities and fund balances, and charges therein, which are
segregated for the purpose of carrying on specific activities or attaining certain objectives in accordance
with special regulations, restrictions or limitations.

The funds available for use by fire districts are:

Code Funds
A General
H Capital Projects
R Reserve (cash basis only)
V Debt Service
TA Agency
TE Private-Purpose Trust

Fire districts should establish and maintain only the minimum number of funds consistent with legal
and operating requirements.

General Fund (A)

The General Fund is the major operating fund of a fire district and includes all revenues and
expenditures not accounted for and reported in another fund.

Revenues are classified by source.

Expenditures are classified to separately show the amounts expended for personal services, capital
outlay, contractual, debt service and other expenditures, and other special items for which a separate
classification is desired.

2 Accounting and Reporting Manual for Fire Districts

Capital Projects Fund (H)

The Capital Projects Fund is used to account for and report financial resources that are restricted, or
assigned to expenditures for capital outlays, including the acquisition or construction of capital facilities
and other capital assets. Separate accounting records must be maintained for each capital project and
should contain sufficient information to track and report the project’s complete financial history (i.e.
resources received and expended).

The use of separate accounting records helps to ensure that debt proceeds related to capital expenditures
are used for their intended purpose. Section 165.00 of the Local Finance Law requires that proceeds of
these types of obligations be deposited in a separate bank account, and expended only for the object or
purpose for which issued. This fund must also be used to account for construction projects financed, in
whole or in part, from General Fund or Reserve Fund moneys.

Principal and interest payments on capital borrowings are paid from appropriations from the General
Fund and not from the Capital Projects Fund, except when bond anticipation notes are redeemed from
the proceeds of bonds. Interest on bond anticipation notes may be charged to the capital project if the
board of commissioners authorizes it by resolution.

Reserve Funds (R, A)

In general, reserves are designed to segregate resources to provide for future contingencies and plan
for major capital outlays, thereby reducing the need to rely on borrowing or outlays of current funds to
finance such events.

The following reserve funds are established in accordance with General Municipal Law provisions:
Repair Reserve (Section 6-d), Contingency and Tax Stabilization Reserve (Section 6-e), Capital Reserve
(Section 6-g), Reserve for Payment on Bonded Indebtedness (Section 6-h), Mandatory Reserve (Section
6-l), Insurance Reserve (Section 6-n), Workers’ Compensation Reserve (Section 6-j), Unemployment
Insurance Reserve (Section 6-m), Employee Benefit Accrued Liability Reserve (Section 6-p) and
Retirement Contribution Reserve (Section 6-r). For detailed information regarding these reserves, refer
to our Local Government Management Guide entitled Reserve Funds.

When using the single-entry cash basis of accounting, a separate fund account must be maintained for
each reserve (R). For the double-entry modified accrual basis of accounting, legally established reserves
are accounted for in the General Fund (A).

Expenditures may be made only for the purpose for which the reserve was established. The limitation
on expenditures in Section 176(18) of the Town Law does not apply to transfers to, or expenditures
from most but not all, of these reserves.

Funds 3
The principal sources of revenue for these funds are budgetary appropriations. For districts using the
cash-basis of accounting to comply with the law, the amount appropriated should be transferred from
the General Fund to the Reserve Fund.

Any interest or earnings on deposits and investments of reserve moneys is credited to the reserve fund.

Debt Service Fund (V)

The Debt Service Fund is provided to account for and report financial resources that are restricted
or assigned to expenditures for the payment of principal and interest on long-term debt. Financial
resources that are being accumulated for principal and interest maturing in future years also should be
reported in this fund. Debt Service Funds are not required unless segregation of resources is legally
mandated. Resources legally required to be segregated include:

• Proceeds from sales of property on which debt is outstanding.

• State and Federal aid received for a project on which debt is outstanding.

• Interest earned on investment of proceeds of long-term debt which were not budgeted as a source
of financing for the project.

• Unexpended proceeds of long-term debt.

Taxes levied for debt service may be credited directly to this fund or transferred from other funds.
Proceeds from the sale of advance refunding bonds and the subsequent payment to the trustee bank
must be recorded in this fund.

A single Debt Service Fund must be maintained; however, subsidiary records must be maintained for
individual debt issuances.

4 Accounting and Reporting Manual for Fire Districts

Permanent Fund (PN)

A Permanent Fund is used to account for resources that are legally restricted to the extent that only
earnings, not principal, may be used for purposes that benefit the local government.

Fiduciary Funds (TA, TE)

Fiduciary Funds are provided to account for moneys received by the fire district treasurer which
must be held for purposes other than operation of the fire district or which must be paid to other
governments or persons.

There are two Fiduciary Funds. The prefix “TA” is used to identify Agency Funds and the prefix “TE”
is used to identify Private-Purpose Trust Funds.

Agency Funds (TA) account for assets held by the fire district as an agent for individuals, private
organizations or other governments and/or other funds. Agency funds are custodial in nature, and do
not involve measuring the results of operations. There is no operating statement, only a balance sheet.

Private-Purpose Trust Funds (TE) account for all other trust arrangements under which principal and
income benefit individuals, private organizations or other governments. Transactions of TE funds are
accounted for on an accrual basis.

Capital Assets and Long-Term Liabilities (K, W)

Non-Current Governmental Assets (K) – Accounts established to account for capital assets.

Non-Current Governmental Liabilities (W) – Accounts established to account for the unmatured
general long-term debt and liabilities which are not recorded as liabilities in another fund.

Funds 5
Chapter 3

Classification and Coding Structure

Fire districts in New York State are required to use a standard system for classifying and coding
accounting transactions.

Classification:

A classification of accounts is a systematic arrangement of accounts based upon a definite scheme. The
purpose of classifying accounts is to provide a standard format for recording and reporting financial
transactions which allows comparisons to be made with other fire districts or other financial periods.
The classification system serves as a basis for budgeting, accounting and reporting, as well as for
administrative control purposes, accountability to the Office of the State Comptroller and the general
public, cost accounting, and the compilation of financial statistical data on the state level.

Coding:

Coding of accounts facilitates the classification of data on source documents and the posting of entries
in the accounting records. It enables identification of transactions quickly and provides consistency
in reporting. The coding system used in New York State is an alphanumeric system - a letter or
combination of letters followed by a series of digits.

The alpha portion of each code, consisting of one or two letters, identifies the fund. The following
funds are provided for fire districts in New York State:

Fund Alpha Code

General A
Capital Projects H
Reserve - cash basis only R
Debt Service V
Permanent PN
Agency TA
Private-Purpose Trust TE

The numeric portion of each code, which immediately follows the alpha portion, identifies general
ledger, revenue and expenditure/expense accounts. The same account code number, where applicable, is
used in all funds.

6 Accounting and Reporting Manual for Fire Districts

General ledger codes have three digits and are arranged in balance sheet order: assets, deferred
outflows of resources, liabilities, deferred inflows of resources and fund equity.

100 – 499 Assets and Deferred Outflows of Resources

600 – 699 Liabilities and Deferred Inflows of Resources
800 – 999 Fund Equity

For example, 200 identifies the asset CASH in each fund. A200 identifies the asset CASH in the
GENERAL FUND.

Revenue codes have four digits and are arranged by source (where the revenue originated):

1000 – 2999 Local Sources

3000 – 3999 State Sources
4000 – 4999 Federal Sources
5000 – 5999 Interfund Transfers and Proceeds of Obligations

Each category is further subdivided to better identify the revenue source. For example, 2401 identifies
INTEREST AND EARNINGS in each fund. GENERAL FUND INTEREST AND EARNINGS
would be classified A2401.

Expenditure codes have a minimum of 5 digits and are arranged by functional unit and object of
expenditure. The term function refers to the primary classification and description of the purpose of
the expenditure. The first four digits identify the function:

1000 – 1999 General Support

3000 – 3999 Fire Protection
9000 – 9099 Employee Benefits
9700 – 9799 Debt Service
9900 – 9999 Interfund Transfer

Each function is further subdivided to better classify the expenditure. For example, expenditure
code 3410 in the Fire Protection function identifies expenditures incurred for firefighting and fire
protection activities.

Expenditures should be further classified by character, that is, on the basis of the fiscal period they are
presumed to benefit. The major character classifications are current, capital outlay and debt service.
Character classifications may be accomplished by grouping the object classifications, discussed below,
which are subdivisions of the character classification.

Classification and Coding Structure 7

The object of the expenditure (the fifth digit in the code) is a secondary classification and identifies
the item purchased or service obtained in order to carry out a function. The object is identified by the
fifth digit:

.1 Personal Services
.2 Equipment and Capital Outlay
.4 Contractual and Other
.6 Debt Service Principal
.7 Debt Service Interest
.8 Employee Benefits
.9 Interfund Transfer
.0 Total for Reporting Purposes

Code 3410 from above can then be further classified as A3410.4 indicating a GENERAL FUND
expenditure for CONTRACTUAL SERVICES for fire protection.

8 Accounting and Reporting Manual for Fire Districts

Basic Objects of Expenditure

The types of expenditures chargeable to basic objects of expenditure are indicated below. This list
cannot possibly specify every type of expenditure which might be incurred, and should be considered a
guide in classifying items not listed. If more detailed accounting information is desired, the fire districts
may use this list as a guide to subdividing the basic objects of expenditure.

.1 Personal Services
• Treasurer • Firefighter • Temporary
• Secretary • Janitor • Overtime
• Treasurer-Secretary • Vacation • Sick Leave

.2 Equipment and Capital Outlay

• Furniture and Furnishings • Power Lawn Mowers • Fire Apparatus
• Office Equipment • Two-Way Radios Pumper Truck
• Addition to Fire Station Hook and Ladder
Fire Hose
.4 Contractual Expenditures
• Office Supplies - Postage • Consultants • Fire Alarm System
• Travel Expense • Independent Accountant • Telephone
Conventions • Insurance Maintenance
Fire Travel Premium on Treasurer’s Bond Other
Other Travel Public Liability • Maintenance of Wells
• Association Dues Property Damage • Buildings and Grounds
• Uniforms Other Insurance Fuel, Light, Water
• Drills, Parades, Inspections • Legal and Auditing Fees Repairs
• Election Expense • Fire Apparatus and Equipment Rent
Rent of Voting Machines Repairs Maintenance Supplies
Publication of Notice Gasoline, Oil, Etc.
Printing and Supplies

.8 Employee Benefits
• State Retirement System • Hospital and Medical Insurance • Social Security
• Fire Retirement • Life Insurance • Disability Insurance
• Local Pension Fund • Workers’ Compensation

Control account codes are used to record the aggregate of debit and credit postings to a number
of related accounts called subsidiary accounts. Control account codes have three digits. Code 522
Expenditures is used to record claims, vouchers and payrolls paid or accrued, including those of special
reserves. Code 980 Revenues is used to record revenues, including those of special reserves.

Classification and Coding Structure 9

Chapter 4
Budgeting
The board of fire commissioners is required annually to adopt a fire district budget setting detailed
estimates of the amount of revenues to be received and expenditures to be made during the fiscal year
for which the budget is proposed [Town Law, §181(1)]. However, care must be taken to stay within
the district’s statutory spending limitation. Pursuant to Section 176(18) of the Town Law, fire districts
should annually calculate the district’s statutory spending limitation to ensure that the district does not
exceed the maximum amount which may be expended by the district without voter approval. To assist
you in preparing the district’s annual budget and calculating the district’s statutory spending limitation,
sample forms and worksheets are included on the following pages.

In 2011, legislation established a tax levy limit (tax cap) that affects all “local governments”, including
fire districts. Under this legislation, the real property taxes levied by fire districts (and other classes of
local governments) generally cannot increase by more than 2 percent of the prior year levy, or the rate
of inflation, whichever is less. However, the law allows local governments to levy an additional amount
for excludable expenditures. Fire districts can override the tax cap by passing a resolution; with a vote of
60% of the total voting power of the board.

BUDGET PREPARATION

The board of fire commissioners must adopt a proposed budget and, subject to certain public hearing
requirements, hold a public hearing on the proposed budget on the third Tuesday in October. The
proposed budget must be adopted by resolution of the board of fire commissioners on or before the
21st day prior to the public hearing. At least five days prior to the date of the hearing, notice of the
hearing must be published at least once in the fire district’s official newspaper or in a newspaper having
general circulation within the district1. Similarly, at least five days prior to the date of the hearing, a
copy of the notice must be posted on the signboard maintained by the town clerk of each of the towns
in which the fire district is located. The notice must also be posted on the municipal and/or fire district
websites, if such websites exist. The notice must state the time and place where the hearing will be held,
the purpose of the hearing, and that a copy of the proposed budget is available for inspection during
office hours in the offices of the fire district secretary and the town clerk in each town in which the
district is located. For a fire district that maintains a website, the notice of hearing must also state that
the proposed budget is posted there as well.

After the public hearing, the board of fire commissioners can adopt changes, alterations, and revisions
to the proposed budget. The budget must be adopted by November 4th and filed, along with the
district’s fund balance statement to the town clerk of each town in which the fire district is located
by November 7th. Neither the town budget officer nor the town board may make changes to the fire
district budget. The town budget officer is required to attach the adopted budget, to the annual town
budget. The fire district budget, as attached to the annual town budget, will be sent to the county for
the levy of taxes for fire district purposes. Joint fire districts must also file a certified copy with the
clerk of each village in which the district is located. Once the budget is adopted, it becomes a public
document that the district secretary must make available to the public. The district secretary is required
to reproduce a sufficient number of copies for distribution to the public upon request, without charge.
1
If the fire district has not designated an official newspaper.

10 Accounting and Reporting Manual for Fire Districts

ACCOUNTING FOR THE BUDGET

Budgetary accounting is a management control technique used to assist in controlling expenditures

and tracking revenues. This technique is important, as the annual budget is a legal compliance standard
against which the operations of government are evaluated.

The following are the budgetary accounts prescribed by OSC:

510 Estimated Revenues

511 Appropriated Reserves
521 Encumbrances
530 Obligations Authorized
599 Appropriated Fund Balance
960 Appropriations
962 Budgetary Provisions for Other Purposes

Separate accounts must be maintained for each appropriation, showing the amount appropriated,
the amounts expended, and the unexpended balance. Expenditures can only be made, and contracts
involving money can only be entered into, if an amount has been appropriated for the particular
purpose and is either available for that purpose or has been authorized to be borrowed.

MODIFYING THE BUDGET

Fire district treasurers must notify the board of fire commissioners when it is probable that available
money will not be sufficient to cover the amounts appropriated. The board may reduce appropriations
in order to prevent a deficiency, but an appropriation cannot be reduced below the minimum amount
required by law to be appropriated, and it cannot be reduced below outstanding and unpaid claims that
are chargeable to the appropriation.

Subject to limitations in Town Law Section 181-a(4), the board of fire commissioners can make
additional appropriations or increase existing appropriations through the following methods2:
• Transferring from the unexpended balance of other appropriations,
• Transferring from unassigned or assigned fund balance, as appropriate,
• Appropriating funds from unanticipated revenues,
• Borrowing pursuant to local finance law.

The rules described above do not apply to gifts that are required to be expended for particular
purposes, and to property insurance proceeds that are used to repair or replace the property. These
items can be appropriated by the board at any time for these purposes.

2
The board cannot add or increase an appropriation to a capital reserve fund.
Budgeting 11
 ________________FIRE DISTRICT
20__ BUDGET SUMMARY

Total Appropriations (from page 13) $__________________

Less:
Estimated Revenues (from page 14) $_________________
Estimated Assigned Appropriated
Fund Balance __________________ __________________

Amount to be Raised by Real Property Taxes $__________________

TAX APPORTIONMENT
(to be used when fire district is in more than one town)

Assessed Full Total Full Valuation Apportioned Tax =

Valuation Equilization Valuation Percentage (3) x Real Property
Town (AV) Rate (ER) (AV÷ER) (1)÷(2) Tax to be Raised
% (1) __________%(3) $
% (1) __________%(3)
% (1) __________%(3)
Total (2) _______100% $ *

* Must agree with Budget Summary “Amount to be Raised by Real Property Taxes”.
Town Apportioned Tax
______________________________________ $__________________
______________________________________ __________________
______________________________________ __________________
______________________________________ __________________
Total Apportioned $__________________

I certify that the estimates were approved by the fire commissioners on _____________________.
(Date)

Fire District Secretary

NOTE: File two certified copies of the adopted budget with the Town Budget Officer by November 7.

12 Accounting and Reporting Manual for Fire Districts

 APPROPRIATIONS

Actual Budget as Preliminary Adopted

Expenditures Modified Estimate Budget
20__ 20__ 20__ 20__

Salary - Treasurer $ __________ $__________ $__________ $__________

Salary - Other __________ __________ __________ __________
Other Personal Services __________ __________ __________ __________
A3410.1 Total Personal Services $ __________ $__________ $__________ $__________
A3410.2 Equipment __________ __________ __________ __________
A3410.4 Contractual Expenditures __________ __________ __________ __________
A1930.4 Judgments and Claims __________ __________ __________ __________
A9010.8 State Retirement System __________ __________ __________ __________
A9025.8 Local Pension Fund __________ __________ __________ __________
A9030.8 Social Security __________ __________ __________ __________
A9040.8 Workers’ Compensation __________ __________ __________ __________
A9050.8 Unemployment Insurance __________ __________ __________ __________
A9060.8 Hospital, Medical and
Accident Insurance __________ __________ __________ __________

A9085.8 Supp. Benefit Payments to

Disabled Firefighters __________ __________ __________ __________

A9710.6 Redemption of Bonds __________ __________ __________ __________

A97__.6 Redemption of Notes __________ __________ __________ __________

A9710.7 Interest on Bonds __________ __________ __________ __________

A97__.7 Interest on Notes __________ __________ __________ __________
A9901.9 Transfer to Other Funds __________ __________ __________ __________

Totals $ *

* Transfer to Budget Summary, page 12

Budgeting 13
 ESTIMATED REVENUES

Actual Budget as Preliminary Adopted

Revenues Modified Estimate Budget
20__ 20__ 20__ 20__

A2262 Fire Protection and

Other Services to
Other Districts
and Governments $ __________ $__________ $__________ $__________
A2401 Interest and Earnings __________ __________ __________ __________
A2410 Rentals __________ __________ __________ __________
A2660 Sales of Assets __________ __________ __________ __________
A2701 Refunds of Expenditures __________ __________ __________ __________
A2705 Gifts and Donations __________ __________ __________ __________
Miscellaneous (specify) __________ __________ __________ __________
A2770 ____________________ __________ __________ __________ __________
A2770 ____________________ __________ __________ __________ __________

A3389 State Aid, Other Public

Safety (specify) __________ __________ __________ __________

A4389 Federal Aid, Other Public

Safety (specify) __________ __________ __________ __________

A5031 Interfund Transfers __________ __________ __________ __________

Totals $__________ $__________ $__________ $__________*

* Transfer to Budget Summary, page 12

14 Accounting and Reporting Manual for Fire Districts

 FIRE DISTRICTS WORKSHEET A
COMPUTATION OF STATUTORY SPENDING LIMITATION

Divide the assessed valuation of the real property subject to taxation by the fire district as shown on
each assessment roll for the district completed in the second calendar year prior to that in which the
expenditures are to be made, by the town equalization rate established for each roll by the State Office
of Real Property Services.

(Example: For budget prepared in year 2 (current year) and taxes to be raised and expended in year
3 (next year), use assessment roll completed in year 1 (last year) divided by the town equalization rate
established for this assessment roll. Note: A different equalization rate is established for each year’s
assessment roll.)

Town Assessed Valuations (AV) Equalization Rates (ER) Full Valuations (AV/ER)

$ % $
$ %

$ %

Total Full Valuations $

Less First Million of Full Valuation 1,000,000

Excess Over First Million of Full Valuation $

Multiply Excess by One Mill x .001

Expenditures Permitted on Full Valuation Above $1,000,000 $

Add Expenditures Permitted on Full Valuation Below First $1,000,000 2,000

Statutory Spending Limitation for 20 (year 2) $

Add Exclusions from Statutory Spending Limitation
(Town Law, Section 176(18) (from Worksheet B)
Add Spending Authorized by Voters in Excess of Statutory Spending Limitation
(Town Law, Section 179) (Proposition Adopted on )
Sum of Statutory Spending Limitation, Exclusions and Excess Spending
$
Authorized by Voters
Less Budget Appropriations
Statutory Spending Limitation Margin $

Budgeting 15
 FIRE DISTRICTS WORKSHEET B
EXCLUSIONS FROM STATUTORY SPENDING LIMITATION

Payments under contracts made pursuant to subdivisions 12 and 22 of Section

176 of the Town Law:
$
Subdivision 12 - A contract for a supply of water and for furnishing, erecting,
1 maintaining, caring for and replacing fire hydrants.

Subdivision 22 - A contract for furnishing fire protection within the fire district,
including emergency services and general ambulance services.

Payments under a lease to provide a supply of water for fire fighting purposes
2
made pursuant to Subdivision 12-a of Section 176 of the Town Law.

Principal and interest on bonds, bond anticipation notes, capital notes and certain
3
budget notes, and interest on certain tax anticipation notes.

Compensation of paid fire district officers, fire department officers, firefighters

4
and other paid personnel of the fire department, including fringe benefits.

District’s contribution to the New York State and Local Employees’ Retirement
5
System and the New York State and Local Police and Fire Retirement System.

Payments made when participating in a county self-insurance plan under the

6
Workers’ Compensation Law.

Insurance premiums and any payments required as a self-insurer, pursuant to

7 Volunteer Firefighters’ Benefit Law and Workers’ Compensation Law, less the
amount of certain recoveries of benefits and compensation.

Payment required annually to fund service awards to volunteer firefighters made

8
pursuant to Article 11-A of the General Municipal Law.

Cost of blanket accident insurance to insure volunteer firefighters against injury or

9
death resulting from bodily injuries suffered in the performance of their duties.

Certain payments for the care and treatment of paid firefighters for disabilities
10
incurred in performance of duty.

11 District’s contributions for Social Security.

Subtotal to carry forward (to next page) $

16 Accounting and Reporting Manual for Fire Districts

 FIRE DISTRICTS WORKSHEET B
EXCLUSIONS FROM STATUTORY SPENDING LIMITATION

Subtotal carried forward: (from previous page) $

12 Payment of principal and interest on tax anticipation notes for new fire districts.

Payment of compromised claims and judgments under Subdivisions 28 and 30 of

13
§176 of the Town Law.

Cost of insurance secured to indemnify the fire district against liability arising out
14
of ownership, use or operation of a motor vehicle owned by the fire district

Payment of monetary awards to individuals pursuant to Subdivision 31 of §176 of

15
the Town Law.

16 Cost of fuel for the fire district’s emergency vehicles, including fuel tax carryovers.

Cost of annual independent audits required by Section 181-b (formerly Section

17
181-a) of the Town Law for fire districts with revenues of $300,000 or more.

Appropriations to, or expenditures from, most reserve funds established pursuant

18
to the General Municipal Law.

District’s contribution to the State’s unemployment insurance fund for paid officers
19
and employees

Amounts received from fire protection, emergency reserve and general

20
ambulance contracts

21 Use of gift proceeds.

Use of insurance proceeds received for the loss, theft, damage or destruction of
22
real or personal property - when applied to repair or replace such property.

Use of premiums from the sale of district obligations, the unexpended portion
23 of the proceeds of fire district obligations, and the income (interest) and capital
gains realized on the temporary investment of the proceeds of district obligations.

District’s cost of insurance to indemnify the fire district against liability for benefits
required to be paid or furnished pursuant to the enhanced cancer disability
24 benefit established pursuant to General Municipal Law (GML) Section 205-cc,
or for the payment of benefits required to be paid or furnished pursuant to GML
Section 205-cc by a fire district which is a self-insurer under such law.

Total Exclusions from Statutory Spending Limitation (to Worksheet A) $

Budgeting 17
 FIRE DISTRICTS WORKSHEET C
OTHER EXCLUSIONS FROM STATUTORY SPENDING LIMITATION
BORROWING AND RESERVE FUNDS

Use of the proceeds of bonds, bond anticipation notes, capital notes or certain
1) $
budget notes.

Expenditures from most reserve funds established pursuant to the General

2) $
Municipal Law.

Use of premiums from the sale of obligations, the unexpended portion of the
3) proceeds of fire district obligations, and the income and capital gains from the $
investment of the proceeds of obligations.

NOTE: The items shown above also represent exclusions from the statutory spending limitation.
However, the amounts associated with these items may not be available at budget preparation
time. Therefore, this worksheet should be used during the fiscal year and at year’s end to help
determine if your district has stayed within legal requirements.

18 Accounting and Reporting Manual for Fire Districts

Chapter 5

Financial Reporting
Governmental accounting is concerned with the collection and analysis of a government’s finances. This
information has very little value if it cannot be communicated in a timely and effective manner. Financial
reporting serves as the link between a fire district’s financial information and the district’s users they
are designed to serve. Some of these users include the board of fire commissioners and oversight bodies,
investors, creditors, taxpayers and OSC.

Internal Reporting

Internal reporting typically is designed to accomplish two goals:

• To allow management to monitor compliance with legal and contractual provisions applicable to the
management of public funds.
• To provide management with information on current performance that it needs to make future
financial plans.

Because internal reports are designed expressly to serve the needs of management, management is free to
select whatever format or content it believes most relevant. It is highly unusual for internal reports to be
prepared in accordance with GAAP.

Annual Financial Report - AUD

All fire districts in New York State are required to prepare and file an annual financial report, commonly
referred to as the Annual Update Document (AUD), with the State Comptroller within 60 days after the
close of each fiscal year. The AUD includes fund financial statements, notes to the financial statements
and other supplemental schedules that inquire about financial-related issues of the district. The State
Comptroller provides instructions for filing the report to all chief fiscal officers prior to the completion
of the district’s fiscal year.

Audited Financial Statements

Fire districts with annual revenues of $300,000 or more must obtain an independent audit annually.
The audit must include, but is not limited to, the district’s financial condition and resources, and such
other things as the State Comptroller designates. A copy of the audit report must be given to the fire
commissioners, the town board(s) of municipalities served by the fire district and OSC within 180 days
of the end of the fiscal year audited.

Financial Reporting 19
Fire companies that contract with municipalities or fire districts to provide fire services and have
revenues of more than $300,000, must also obtain an annual audit of revenues and expenditures in
connection with such contract or contracts. The audit must indicate whether the fire company has
filed IRS form 990, Return of Organization Exempt from Income Tax, and any report required
pursuant to Section 30-a of the General Municipal Law (receipts and disbursements of foreign fire
insurance premium tax moneys). If such filings are required, but not made, the audit must examine all
revenues, expenditures and resources from any source. Upon completion of the audit, a certified copy
must be provided to the fire company and the contracting municipality within 180 days of the end of
the fiscal year.

Fire districts or fire companies with annual revenues of less than $300,000 may obtain independent
audits, but are not required to do so. This threshold, however, does not exempt fire districts or fire
companies from any statutory reporting requirements discussed above.

All fire district audits must be conducted in accordance with standards applicable to financial
audits prescribed in the Government Auditing Standards (GAGAS) issued by the Comptroller
General of the United States. OSC does not require that local governments fulfill their statutory
filing requirements in accordance with Generally Accepted Accounting Principles (GAAP) and will
continue to accept the annual financial reports with fund level statements in accordance with the
Uniform System of Accounts (USA).

Fire Districts that prepare their financial statements in conformity with the USA, a regulatory basis of
accounting prescribed by OSC, may have audits conducted in accordance with the AICPA’s Statements
on Auditing Standards. Those districts that have adopted GAAP reporting should continue to have
their statements audited in accordance with GAGAS.

All fire company audits must be conducted in accordance with the AICPA Not-for-Profit Audit and
Accounting Guide.

Length of Service Awards Program (LOSAP) Audits

If a district sponsors a LOSAP, they or the designated program administrator of the LOSAP must
obtain an annual audit by an independent certified public accountant. A copy of the audit must be given
to the program sponsor and to the State Comptroller. LOSAP audits must be completed within 270 days
of the end of the sponsor’s fiscal year. Due to other legislative requirements, fire districts may choose
to fulfill this requirement by providing the appropriate service awards program note disclosure as part
of the district’s annual audited statements, which must be completed within 180 days of the end of the
fiscal year.

20 Accounting and Reporting Manual for Fire Districts

Chapter 6

Single-Entry Cash: Fire Districts

The single-entry cash basis of accounting may be used by fire districts with less than $500,000 of
revenues. Cash basis generally means that no financial transaction is recorded in the accounting records
of the district unless cash has been received or disbursed. Cash is the only asset measured and reported
in the financial statements. Districts are also required to report their cash and fund balance (they should
be equal) on a balance sheet for each operating fund used by the districts. When the single-entry cash
basis of accounting is used, reserve fund moneys will be reported in a separate fund (R) and not as part
of the general fund.

The Chart of Accounts listed below and on the following pages show the balance sheet, revenue and
expenditure accounts used under the single-entry cash basis of accounting.

Single-Entry Cash
*Balance Sheet - Chart of Accounts

Account Fund
Name of Account
Code A R H V PN TA TE
200 Cash X X X X X X
201 Cash in Time Deposits X X X X X X

210 Petty Cash X

230 Cash, Special Reserves X

231 Cash in Time Deposits, Special Reserves X

455 Securities & Mortgages X X

461 Service Awards Program Assets X X

806 Not in Spendable Form X X X

807 Must Remain Intact X X X X

878 Capital Reserve X

882 Reserve for Repairs X

899 Other Restricted Fund Balance X X X X X

914 Assigned Appropriated Fund Balance X X X X

915 Assigned Unappropriated Fund Balance X X X X

917 Unassigned Fund Balance X X X X

Single-Entry Cash: Fire Districts 21

 Single-Entry Cash
Chart of Revenue Accounts

Account Fund
Name of Account
Code A R H V PN TA TE
1001 Real Property Taxes X
1081 Other Payments in Lieu of Taxes (Specify) X

2262 Charges for Fire Protection and Other Services X

2401 Interest and Earnings X X X X X X

2410 Rentals of Real Property X

2660 Sale of Real Property X X

2665 Sale of Equipment X

2680 Insurance Recoveries X X

2690 Other Compensation for Loss X

2701 Refunds of Prior Years Expenditures X X

2705 Gifts and Donations X X X X

2706 Grants from Local Governments X X X

2710 Premium & Accrued Interest on Obligations X X

2770 Other Unclassified Revenue (Specify) X X X X

3004 State Aid - Reorganization & Efficiency Grants X

3089 State Aid – Other (Specify) X

3960 State Aid – Emergency Disaster Assistance X X

4389 Federal Aid – Other Public Safety X X

4960 Federal Aid – Emergency Disaster Assistance X X

5031 Interfund Transfers X X X X

5085 Redemption of Investments X X

5710 Serial Bonds X X X

5720 Statutory Installment Bonds X

5730 Bond Anticipation Notes X X

5731 BANs Redeemed From Appropriations X

5750 Budget Notes X

5760 Tax Anticipation Notes X

5770 Revenue Anticipation Notes X

5785 Installment Purchase Debt X

5789 Other Debt X

5791 Proceeds of Advance Refunding Bonds X

5792 Proceeds of Current Refunding Bonds X

22 Accounting and Reporting Manual for Fire Districts

 Single-Entry Cash
Chart of Expenditure Accounts

Account Fund
Name of Account
Code A R H V PN TA TE
1380.0 Fiscal Agent Fees X
1460.0 Records Management X

1930.0 Judgments and Claims X

1980.0 Payment of MTA Payroll Tax X X X X

1989.0 Other General Government X X

3410.0 Fire X X X

4540.0 Ambulance X

8760.0 Emergency Disaster Work X

9010.0 State Retirement System X

9015.0 Fire and Police Retirement System X

9025.0 Local Pension Fund X

9030.0 Social Security X

9040.0 Workers’ Compensation X

9045.0 Life Insurance X

9050.0 Unemployment Insurance X

9055.0 Disability Insurance X

9060.0 Hospital and Medical Insurance X

Supplemental Benefit Payment to Disabled
9085.0 X
Firefighters
9089.0 Other Employee Benefits X X X

9710.0 Serial Bonds X X X

9720.0 Statutory Installment Bonds X X X

9730.0 Bond Anticipation Notes X X X

9750.0 Budget Notes X

9755.0 Deficiency Notes X

9760.0 Tax Anticipation Notes X

9770.0 Revenue Anticipation Notes X

9785.0 Installment Purchase Debt X

9789.0 Other Debt X X X

9790.0 State Loans X X

Interfund Transfers
9901.0 Transfer to Other Funds X X X X X
9905.0 Transfer to Capital Projects Fund X
Payment to Escrow Agent
9991.0 X
(Advance Refunding Bonds)

Single-Entry Cash: Fire Districts 23

 Single-Entry Cash
Fiduciary Funds Chart of Liability Accounts

Account
Name of Account
Code

TA13 Service Awards (Program Administrator Retained)

TE13 Service Awards (Administered by Fire District)

TA17 Deferred Compensation

TA18 State Retirement

TA19 Disability Insurance

TA20 Group Insurance

TA21 New York State Income Tax

TA22 Federal Income Tax

TA23 Income Executions

TA24 Association and Union Dues

TA25 U.S. Savings Bonds

TA26 Social Security Tax

TA30 Guaranty and Bid Deposits

TA50 Foreign Fire Insurance Tax

TA85 Other Funds (Specify)
TA Agency
TE Private-Purpose Trust

24 Accounting and Reporting Manual for Fire Districts

 Single-Entry Cash
Schedule of Non-Current Governmental Assets and Liabilities

Fund
K W
Account
Name of Account
Code Non-Current Non-Current
Governmental Governmental
Assets Liabilities
Assets
101 Land X
102 Buildings X

103 Improvements Other Than Buildings X

104 Machinery and Equipment X

105 Construction Work in Progress X

Liabilities
619 State Loans Payable X
626 Bond Anticipation Notes Payable X

628 Bonds Payable X

637 Due to Employees’ Retirement System X

683 Other Post Employment Benefits X

685 Installment Purchase Debt X

686 Judgments and Claims Payable X

687 Compensated Absences X

689 Other Long-Term Debt X

Totals
129 Total Non-Current Governmental Liabilities X
159 Total Non-Current Governmental Assets X

Single-Entry Cash: Fire Districts 25

 Single-Entry Cash
SAMPLE FORM CASH RECEIPTS

26
Fire District

Capital
Receipt Acct. General Agency Other
Date Received From Projects Deposits
No. No. Funds Funds Funds
Fund
Amount Date
Feb 10 Town of Arc 101 A1001 5,000.00 5,000.00 Feb 11

Mar 2 Town of Arc 102 A1001 5,000.00 5,000.00 Mar 3

Mar 5 Village of Arc 103 A2665 100.00 100.00 Mar 6
Mar 15 Town of Arc 104 A1001 7,198.00 7,198.00 Mar 16
March Total 12,298.00 12,298.00

Jun 30 General Fund 105 TA21 4.38

Accounting and Reporting Manual for Fire Districts

Jun 30 General Fund 106 TA26 16.67
June Total 21.05 21.05 July 1

July 15 General Fund 107 TA26 16.67 16.67 July 18

Aug 15 Acme Bank 108 H5710 28,000.00 28,000.00 Aug 15

Nov 14 State Insurance Dept 109 TA50 154.00 154.00 Nov 15

Dec 12 Town of Arc 110 A2410 40.00

Dec 12 Honest Insurance Co. 111 A2701 7.44 47.44 Dec 13
Dec 30 General Fund 112 TA21 4.38
Dec 30 General Fund 113 TA26 16.67 21.05 Dec 30
Dec 30 Eugene Good 114 A2705 50.00 50.00 Dec 30
December Total 97.44 21.05 118.49
Total for Year 17,395.44 212.77 28,000.00 45,608.21
 Single-Entry Cash
SAMPLE FORM CLASSIFICATION OF RECEIPTS

Fire District

General Fund

A-1001 A-2410 A-2701

A-2660 Other
Date Received Posting Real Rentals Refund of
Sale of Real
20___ From Ref. Property of Real Prior Years'
Property
Taxes Property Expenditures $ Account
Feb 28 CR 1 5,000.00
Mar 31 CR 1 5,000.00
Mar 31 CR 1 100.00
Mar 31 CR 1 7,198.00
Dec 31 CR 1 40.00
Dec 31 CR 1 7.44
Dec 31 CR 1 50.00 A2705
Totals 17,198.00 40.00 100.00 7.44 50.00

Single-Entry Cash: Fire Districts 27

 Single-Entry Cash
SAMPLE FORM CASH PAYMENTS

Fire District

Capital
Date Check General Agency Other Account
Payee or Reference Projects
20___ No. Fund Fund Funds No.
Fund
Jan 31 Abstract No. 1 1,202.00
Feb 28 Abstract No. 2 2,217.22
Mar 31 Abstract No. 3 534.88
Apr 30 Abstract No. 4 1,148.00
May 31 Abstract No. 5 305.54

Jun 30 Abstract No. 6 478.52

Jun 30 Payroll No. 1 1,750.00
June Total 2,228.52

Jul 15 Agency Fund 16.67

Jul 15 Social Security 33.34 TA26
Jul 15 State Tax Department 4.38 TA21
Jul 31 Abstract No. 7 1,722.03
July Total 1,738.70 37.72

Aug 31 Abstract No. 8 257.34

Sep 15 High Reach Snorkel Co. 28,000.00 H3410.2
Sep 30 Abstract No. 9 1,700.05
Oct 31 Abstract No. 10 1,350.00
Nov 30 Abstract No. 11 1,123.94

Dec 31 Payroll No. 2 1,750.00

Dec 31 Abstract No. 12 1,610.10
December Total 3,360.10
TOTAL FOR YEAR 17,166.29 37.72

*Note: General Fund account numbers are listed on abstracts and not shown here. You may list all other payments on abstracts with the account
numbers in which case account numbers would not be shown in the Cash Payments Book.

28 Accounting and Reporting Manual for Fire Districts

 Single-Entry Cash
SAMPLE FORM CLASSIFICATION OF PAYMENTS

Fire District

General Fund

A3401.4
A3401.1 A3410.2
Date Contractual Account
Posting Reference Personal Equipment Other
20___ & Other No.
Services
Expenses
Jan 31 Abstract No. 1 202.00 1,000.00
Feb 28 Abstract No. 2 417.22 1,000.00 A9710.6
Feb 28 Abstract No. 2 60.00 A9710.7
Feb 28 Abstract No. 2 740.00 A9040.8
Mar 31 Abstract No. 3 534.88
Apr 30 Abstract No. 4 200.00 698.00 250.00 A9055.8
May 31 Abstract No. 5 305.54
Jun 30 Abstract No. 6 180.00 298.52
Jun 30 Payroll No. 1 1,750.00
Jul 15l CD No. 1 16.67 A9030.8
Jul 31 Abstract No. 7 500.00 1,222.03
Aug 31 Abstract No. 8 212.34 45.00 A9045.8
Sep 30 Abstract No. 9 800.00 900.05
Oct 31 Abstract No. 10 1,350.00
Nov 30 Abstract No. 11 1,123.94
Dec 31 Payroll No. 2 1,750.00
Dec 31 Abstract No. 12 1,610.10
TOTALS $3,500.00 $1,882.00 $9,672.62 $2,111.67

Single-Entry Cash: Fire Districts 29

Chapter 7

Double-Entry Modified Accrual: Fire Districts

Fire districts with revenues of $500,000 or more are required to use the modified accrual basis of
accounting, rather than the single-entry cash basis of accounting. The modified accrual basis is unique
to governments.

Under this method of accounting, revenues and other financial resources are recognized when they
become susceptible to accrual, which is when they become both measurable and available to finance
expenditures of the current fiscal year. Measurable refers to the ability to quantify in monetary terms
the amount of the revenue. Available means collectible within the current fiscal year or shortly after the
fiscal year end to pay liabilities of the current year. Expenditures, with certain exceptions such as debt
service payments, are recognized when the fund liability is incurred.

The measurement focus refers to what is measured and reported in the financial statements. The current
financial resources measurement focus that fire districts use classifies assets as spendable resources
such as cash and other assets that generally will be converted to cash or consumed during the applicable
accounting period. Liabilities, such as accounts payable, are generally paid during the applicable
accounting period or soon thereafter.

For reporting purposes, all reserve fund activity will initially be accounted for and reported in the
general fund as opposed to the separate reserve fund used by districts using the single-entry cash basis
of accounting.

30 Accounting and Reporting Manual for Fire Districts

 Double-Entry Modified Accrual
Chart of General Ledger Accounts

Account Fund
Name of Account
Code A H V PN TA TE
Cash:
200 Cash X X X X X X
201 Cash in Time Deposits X X X X X X
210 Petty Cash X
221 Cash for Tax Anticipation Notes X
222 Cash for Revenue Anticipation Notes X
223 Cash with Fiscal Agent X
225 Cash from Deficiency Note X
230 Cash, Special Reserves X X X X X
231 Cash in Time Deposits, Special Reserves X X X X X

Receivables:
380 Accounts Receivable X X

Due Froms:
391 Due from Other Funds X X X X X
410 State and Federal, Other X X
440 Due from Other Governments X X

Inventory:
445 Inventory X

Investments:
450 Investment in Securities X X X X X X
451 Investment in Repurchase Agreements X X X X X X
452 Investment in Securities, Special Reserves X X X X
453 Investment in Repurchase Agreements, Special Reserves X X X X
455 Securities & Mortgages X X
461 Service Award Program Assets X X

Prepaid Expenses:
480 Prepaid Expenses X

Budget and Expenditures:

510 Estimated Revenues X X X X X
511 Appropriated Reserves X
521 Encumbrances X
522 Expenditures X X X X X
530 Obligations Authorized X
599 Appropriated Fund Balance X X

Double-Entry Modified Accrual: Fire Districts 31

 Double-Entry Modified Accrual
Chart of General Ledger Accounts (continued)

Account Fund
Name of Account
Code A H V PN TA TE
Liabilities:
600 Accounts Payable X X X X
601 Accrued Liabilities X X
620 Tax Anticipation Notes Payable X
621 Revenue Anticipation Notes Payable X X
622 Budget Notes Payable X
624 Deficiency Notes Payable X
626 Bond Anticipation Notes Payable X X
629 Bond Interest and Matured Bonds Payable X X
630 Due to Other Funds X X X X X
631 Due to Other Governments X
637 Due to Employees’ Retirement System X
651 Accrued Interest Payable X
687 Compensated Absences (Vacation and Sick Leave) X
688 Other Liabilities X X X X
690 Overpayments X
691 Deferred Inflow of Resources X
695 Deferred Tax Revenue – Reserve for Excess X

32 Accounting and Reporting Manual for Fire Districts

 Double-Entry Modified Accrual
Chart of General Ledger Accounts (continued)

Account Fund
Name of Account
Code A H V PN TA TE
Fund Equity:
806 Not in Spendable Form X X X
807 Must Remain Intact X X X X
815 Unemployment Insurance Reserve X
827 Retirement Contribution Reserve X
867 Reserve for Employee Benefits and Accrued Liabilities X
878 Capital Reserve X X
880 Contingency and Tax Stabilization Reserve X
882 Reserve for Repairs X
884 Reserve for Debt X X
899 Other Restricted Fund Balance X X X X
914 Assigned Appropriated Fund Balance X X X X
915 Assigned Unappropriated Fund Balance X X X X
917 Unassigned Fund Balance X X X X
Budget and Revenues:
960 Appropriations X X X
962 Budgetary Provision for Other Uses X
980 Revenues X X X

Double-Entry Modified Accrual: Fire Districts 33

 Double-Entry Modified Accrual
Chart of Revenue Accounts

Account Fund
Name of Account
Code A H V PN TE
1001 Real Property Taxes X
1081 Other Payments in Lieu of Taxes (Specify) X
2262 Charges for Fire Protection and Other X
2401 Interest and Earnings X X X X X
2410 Rental of Real Property X
2660 Sale of Real Property X
2665 Sale of Equipment X
2680 Insurance Recoveries X
2690 Other Compensation for Loss X
2701 Refunds of Prior Years Expenditures X X
2705 Gifts and Donations X X X X
2706 Grants from Local Governments X X
2710 Premium & Accrued Interest on Obligations X X
2770 Other Unclassified Revenue (Specify) X X X
3004 State Aid - Reorganization and Efficiency Grants X
3089 State Aid - Other (Specify) X
3960 State Aid - Emergency Disaster Assistance X X
4389 Federal Aid - Other Public Safety X X
4960 Federal Aid – Emergency Disaster Assistance X X
5031 Interfund Transfers X X X
5710 Serial Bonds X X X
5720 Statutory Installment Bonds X
5730 Bond Anticipation Notes X X
5731 BANs Redeemed from Appropriations X
5785 Installment Purchase Debt X
5789 Other Debt X
5791 Proceeds of Advance Refunding Bonds X
5792 Current Refunding Bonds X

34 Accounting and Reporting Manual for Fire Districts

 Double-Entry Modified Accrual
Chart of Appropriation Accounts

Account Fund
Name of Account
Code A H V PN TE
1380.0 Fiscal Agent Fees X
1460.0 Records Management X
1930.0 Judgments and Claims X
1980.0 Payment of MTA Payroll Tax X X X X
1989.0 Other General Government X X
3410.0 Fire X X
4540.0 Ambulance X
8760.0 Emergency Disaster Work X
9010.0 State Retirement System X
9015.0 Fire and Police Retirement System X
9025.0 Local Pension Fund X
9030.0 Social Security X
9040.0 Workers’ Compensation X
9045.0 Life Insurance X
9050.0 Unemployment Insurance X
9055.0 Disability Insurance X
9060.0 Hospital and Medical Insurance X
9085.0 Supplemental Benefit Payment to Disabled Firefighters X
9089.0 Other Employee Benefits X X X
9710.0 Serial Bonds X X X
9720.0 Statutory Installment Bonds X X X
9730.0 Bond Anticipation Notes X X X
9750.0 Budget Notes X
9755.0 Deficiency Notes X
9760.0 Tax Anticipation Notes X
9770.0 Revenue Anticipation Notes X
9785.0 Installment Purchase Debt X X
9789.0 Other Debt X X X X
9790.0 State Loans X X
Interfund Transfers
9901.0 Transfer to Other Funds X X X X
9950.0 Transfer to Capital Projects Fund X
9991.0 Payments to Escrow Agent (Advance Refunding Bonds) X

Double-Entry Modified Accrual: Fire Districts 35

 Double-Entry Modified Accrual
Fiduciary Funds Chart of Liability Accounts

Account
Name of Account
Code

TA13 Service Awards (Program Administrator Retained)

TE13 Service Awards (Administered by Fire District)

TA17 Deferred Compensation

TA18 State Retirement

TA19 Disability Insurance

TA20 Group Insurance

TA21 New York State Income Tax

TA22 Federal Income Tax

TA23 Income Executions

TA24 Association and Union Dues

TA25 U.S. Savings Bonds

TA26 Social Security Tax

TA30 Guaranty and Bid Deposits

TA50 Foreign Fire Insurance Tax

TA85 Other Funds (Specify)

TA Agency
TE Private-Purpose Trust*
*Private-purpose trust funds require the reporting of revenues and expenses using the account codes from the
appropriate Chart of Accounts.

36 Accounting and Reporting Manual for Fire Districts

 Double-Entry Modified Accrual
Schedule of Non-Current Governmental Assets and Liabilities

Fund
K W
Account
Name of Account
Code Non-Current Non-Current
Governmental Governmental
Assets Liabilities
Assets
101 Land X
102 Buildings X

103 Improvements Other Than Buildings X

104 Machinery and Equipment X

105 Construction Work in Progress X

Accumulated Depreciation
112 Buildings X
113 Improvements Other than Buildings X

114 Machinery and Equipment X

Liabilities
619 State Loans Payable X
626 Bond Anticipation Notes Payable X

628 Bonds Payable X

637 Due to Employees’ Retirement System X

683 Other Post Employment Benefits X

685 Installment Purchase Debt X

686 Judgments and Claims Payable X

687 Compensated Absences X

689 Other Long-Term Debt X

Totals
129 Total Non-Current Governmental Liabilities X
159 Total Non-Current Governmental Assets X

Double-Entry Modified Accrual: Fire Districts 37

 Double-Entry Modified Accrual
SAMPLE FORM GENERAL JOURNAL

General FUND

Date Account
Account and Explanation Debit Credit
20 No.

Jan. 2 Estimated Revenues A510 17,438.00

Appropriations A960 17,438.00
To record budget for 20
(See budget for details).

Jan. 5 Expenditures A522 1,050.00

Fire A3410.2
Accounts Payable A600 1,050.00
To record an expenditure for the purchase of fire equipment.

Jan. 31 Accounts Payable A600 1,050.00

Cash A200 1,050.00
To record the actual payment to the vendor for fire equipment.

38 Accounting and Reporting Manual for Fire Districts

 Double-Entry Modified Accrual
SAMPLE FORM CASH RECEIPTS JOURNAL

General FUND
Page CR1
Credit
Date Received Receipt Account Debit Debit Credit
980
20 From No. Code 200 Cash Other Other
Revenues
Feb. 10 Town of Arc 101 A1001 5,000.00 5,000.00

Mar. 2 Town of Arc 102 A1001 5,000.00 5,000.00

Mar. 5 Village of Arc 103 A2660 100.00 100.00
Mar. 15 Town of Arc 104 A1001 7,198.00 7,198.00
March Total 12,298.00 12,298.00

Double-Entry Modified Accrual: Fire Districts 39

 Double-Entry Modified Accrual
SAMPLE FORM CASH DISBURSEMENTS JOURNAL

General FUND
Page CD1
Debit
Date Paid Check Account Credit Credit Debit
522
20 To No. Code 200 Cash Other Other
Expenditure
Jan. 31 Abstract No. 1 1,202.00 1,202.00
Feb. 28 Abstract No. 2 2,217.22 2,217.22

40 Accounting and Reporting Manual for Fire Districts

 Double-Entry Modified Accrual
SAMPLE FORM GENERAL LEDGER

Account: Revenues Acct. No. A980

Date 2000 Explanation Ref. Debit Credit Balance

Feb. 28 CR1 5,000.00 5,000.00

Mar. 31 CR1 12,298.00 17,298.00

Double-Entry Modified Accrual: Fire Districts 41

 Double-Entry Modified Accrual
SAMPLE FORM SUBSIDIARY REVENUE LEDGER

Account: Real Property Taxes Acct. No. A1001

Estimated Balance
Date 20 Explanation Ref. Actual Revenues
Revenue Unearned
Jan. 21 GJ1 17,198.00 17,198.00
Feb. 28 CR1 5,000.00 12,198.00
Mar. 31 CR1 12,198.00 -0-

42 Accounting and Reporting Manual for Fire Districts

 Double-Entry Modified Accrual
SAMPLE FORM SUBSIDIARY APPROPRIATION - EXPENDITURE LEDGER

Account: Fire Protection - Contractual Acct. No. A3410.4

Payee/ Unencumbered
Date 20 Ref. Appropriations Encumbrances Expenditures
Description Balance
Jan. 2 GJ1 9,800.00 9,800.00
Jan. 5 GJ1 1,050.00 8,750.00
Jan. 31 GJ1 -1,050.00 9,800.00
Jan. 31 CD1 1,000.00 8,800.00

Double-Entry Modified Accrual: Fire Districts 43

 Chapter 8
Sample Journal Entries

Opening Entry

1 To record the opening entry of the General Fund as shown by records at the close of the fiscal year 2013 (prior year):
Sub Account Debit Credit
A200 Cash $203,000
A230 Cash, Special Reserves $25,800
A380 Accounts Receivable $1,200
A600 Accounts Payable $6,000
A912 Unrestricted Fund Balance $224,000
Note: A912 Unrestricted Fund Balance is used for accounting only, not for reporting purposes. Amounts in this account should be allocated to
either A915 Assigned Unappropriated Fund Balance or A917 Unassigned Fund Balance for reporting purposes, as appropriate.

Budget Entry and Subsequent Modifications

2 To record the annual budget for the General Fund as adopted by the governing board for fiscal year 2014 (current year):
Sub Account Debit Credit
A510 Estimated Revenues $510,000
A1001 Real Property Taxes $485,000
A2660 Sale of Equipment $20,000
A2705 Gifts and Donations $5,000
A599 Appropriated Fund Balance $8,000
A960 Appropriations $518,000
A3410 Fire $430,000
A9025 Local Pension Fund $23,000
A9040 Workers' Compensation $65,000
Note: Opening budget entries would normally be recorded as one combined entry at the beginning of the district’s fiscal year. Certain budget
entries have been included throughout these journal entries for illustration purposes. See entries 14, 20a, 20b and 27 for more detail on budget
entries related to encumbrances, reserves, and capital projects.

3a To record authorized transfers between appropriations:

Sub Account Debit Credit
A960 Appropriations $2,400
A9040 Workers' Compensation $2,400
A960 Appropriations $2,400
A9025 Local Pension Fund $2,400

44 Accounting and Reporting Manual for Fire Districts

 Sample Journal Entries

3b To record the appropriation of fund balance to increase existing or to meet additional appropriations:
Sub Account Debit Credit
A599 Appropriated Fund Balance $2,000
A960 Appropriations $2,000
A4540.4 Ambulance $2,000

3c To record the appropriation of unanticipated revenues to meet additional appropriations:

Sub Account Debit Credit
A510 Estimated Revenues $12,000
A2680 Insurance Recoveries $3,500
A2705 Gifts and Donations $5,000
A4960 Federal Aid - Emergency Disaster Assistance $3,500
A960 Appropriations $12,000
A3410.4 Fire - Repairs $12,000

To record a reduction of appropriations and estimated revenues whenever the board of commissioners determines that the revenue
4 will not equal the budget estimates:
Sub Account Debit Credit
A960 Appropriations $1,000
A3410.4 Fire - Repairs $1,000
A510 Estimated Revenues $1,000
A4960 Federal Aid - Emergency Disaster Assistance $1,000

Sample Journal Entries 45

 Sample Journal Entries

Real Property Taxes

Fire Districts that use the cash basis of accounting must use entry 6 to account for real property tax
revenues. Fire Districts using modified accrual accounting may use either entries 5a & 5b or 6.

5a To record taxes levied for the purpose of the budget:

Sub Account Debit Credit
A440 Due From Other Governments $485,000
A980 Revenues $485,000
A1001 Real Property Taxes $485,000

5b To record receipt of tax moneys:

Sub Account Debit Credit
A200 Cash $485,000
A440 Due From Other Governments $485,000

6 To record taxes levied for the purpose of the budget when cash is received:
Sub Account Debit Credit
A200 Cash $485,000
A980 Revenues $485,000
A1001 Real Property Taxes $485,000

46 Accounting and Reporting Manual for Fire Districts

 Sample Journal Entries

Revenue Entries
Other Than Real Property Taxes

7 To record the receipt of cash donations:

Sub Account Debit Credit
A200 Cash $15,000
A980 Revenues $15,000
A2705 Gifts and Donations $15,000

8 To record amounts receivable from the sale of equipment:

Sub Account Debit Credit
A380 Accounts Receivable $18,500
A980 Revenues $18,500
A2660 Sale of Equipment $18,500

9 To record the receipt of cash for the sale of equipment which had been previously accrued:
Sub Account Debit Credit
A200 Cash $16,200
A380 Accounts Receivable $16,200

To record the investment of funds in either certificates of deposit or time deposit accounts permitted by Section 11 of the General
10 Municipal Law:
Sub Account Debit Credit
A201 Cash in Time Deposits $50,000
A200 Cash $50,000

11 To record the redemption of certificates of deposit or time deposit accounts and interest earned on the investment:
Sub Account Debit Credit
A200 Cash $51,000
A201 Cash in Time Deposits $50,000
A980 Revenues $1,000
A2401 Interest and Earnings $1,000

Sample Journal Entries 47

 Sample Journal Entries

Expenditures

12 To record an amount expended from appropriations:

Sub Account Debit Credit
A522 Expenditures $80,000
A3410.4 Fire - Repairs $16,000
A9025.8 Local Pension Fund $25,400
A9040.8 Workers' Compensation $36,600
A4540.4 Ambulance $2,000
A600 Accounts Payable $80,000

13 To record payment of invoice:

Sub Account Debit Credit
A600 Accounts Payable $80,000
A200 Cash $80,000

48 Accounting and Reporting Manual for Fire Districts

 Sample Journal Entries

Encumbrances

14 To increase the 2014 (current year) budget appropriations for fiscal year 2013 (prior year) encumbrances:
Sub Account Debit Credit
A599 Appropriated Fund Balance $1,500
A960 Appropriations $1,500
A3410.4 Fire $1,500
Note: This entry has been separated from the opening budget entry (2) for illustration purposes. Normally these entries would be recorded as
one combined entry.

15 To reopen encumbrances from fiscal year 2013 (prior year):

Sub Account Debit Credit
A521 Encumbrances $1,500
A3410.4 Fire $1,500
A915 Assigned Unappropriated Fund Balance $1,500

Note: Encumbrances may be reopened to restricted fund balance if the funds that were encumbered came from a restricted source.

16 To record encumbrances for fiscal year 2014 for unfilled purchase orders:
Sub Account Debit Credit
A521 Encumbrances $2,300
A3410.4 Fire $2,300
A821 Reserve for Encumbrances $2,300
Note: A821 Reserve for Encumbrances is used for accounting purposes during the year, but is no longer used for reporting purposes at year
end. For year end reporting, outstanding encumbrances should be closed out to fund balance. See entry 19 for additional detail.

17 To liquidate encumbrances when the purchase order is filled:

Sub Account Debit Credit
A821 Reserve for Encumbrances $1,500
A521 Encumbrances $1,500
A3410.4 Fire $1,500
Note: A821 Reserve for Encumbrances is used for accounting purposes during the year, but is no longer used for reporting purposes at year
end. For year end reporting, outstanding encumbrances should be closed out to fund balance. See entry 19 for additional detail.

Sample Journal Entries 49

 Sample Journal Entries

18 To record the purchase:

Sub Account Debit Credit
A522 Expenditures $2,300
A3410.4 Fire $2,300
A200 Cash $2,300

19 To close outstanding encumbrances at the end of the fiscal year 2014:

Sub Account Debit Credit
A915 Assigned Unappropriated Fund Balance $1,500
A521 Encumbrances $1,500

Note: Encumbrances may be closed to restricted fund balance if the funds that were encumbered came from a restricted source.

50 Accounting and Reporting Manual for Fire Districts

 Sample Journal Entries

Reserve Entries

20a To fund a repair reserve in the adopted budget:

Sub Account Debit Credit
A510 Estimated Revenues $10,000
A1001 Real Property Taxes $10,000
A962 Budgetary Provision for Other Uses (Repair Reserve) $10,000
Note: This entry has been separated from the opening budget entry (2) for illustration purposes. Normally these entries would be recorded as
one combined entry.

20b To appropriate funds from a reserve in the adopted budget:

Sub Account Debit Credit
A511 Appropriated Reserves (Repair Reserve) $12,000
A960 Appropriations $12,000
A3410.4 Fire $12,000
Note: This entry has been separated from the opening budget entry (2) for illustration purposes. Normally these entries would be recorded as
one combined entry.

21a To use fund balance, either at year end or during the year, to fund the repair reserve:
Sub Account Debit Credit
A912 Unrestricted Fund Balance $10,000
A882 Reserve for Repairs $10,000
Note: A912 Unrestricted Fund Balance is used for accounting only, not for reporting purposes. Amounts in this account should be allocated to
either A915 Assigned Unappropiated Fund Balance or A917 Unassigned Fund Balances for reporting purposes, as appropriate.

21b To classify assets as restricted:

Sub Account Debit Credit
A230 Cash, Special Reserve $10,000
A200 Cash $10,000

22 To record interest earned by reserve and restricted cash:

Sub Account Debit Credit
A230 Cash, Special Reserves $300
A980 Revenues $300
A2401 Interest and Earnings $300

23 To record the amount expended from the appropriated reserve:

Sub Account Debit Credit
A522 Expenditures $12,000
A3410.4 Fire $12,000
A230 Cash, Special Reserves $12,000

Sample Journal Entries 51

 Sample Journal Entries

Closing Entries

24 To record the closing of operating revenues at the end of the fiscal year 2014:
Sub Account Debit Credit
A980 Revenues $519,800
A912 Unrestricted Fund Balance $519,500
A882 Reserve for Repairs $300
Note: A912 Unrestricted Fund Balance is used for accounting only, not for reporting purposes. Amounts in this account should be allocated to
either A915 Assigned Unappropriated Fund Balance or A917 Unassigned Fund Balance for reporting purposes, as appropriate.

25 To record the closing of operating expenditures at the end of the fiscal year 2014:
Sub Account Debit Credit
A912 Unrestricted Fund Balance $82,300
A882 Reserve for Repairs $12,000
A522 Expenditures $94,300
Note: A912 Unrestricted Fund Balance is used for accounting only, not for reporting purposes. Amounts in this account should be allocated to
either A915 Assigned Unappropriated Fund Balance or A917 Unassigned Fund Balance for reporting purposes, as appropriate.

26 To close budgetary accounts at the end of the fiscal year 2014:

Sub Account Debit Credit
A960 Appropriations $543,000
A962 Budgetary Provisions for Other Uses $10,000
A510 Estimated Revenues $531,000
A511 Appropriated Reserves (Repair Reserve) $12,000
A599 Appropriated Fund Balance $10,000

52 Accounting and Reporting Manual for Fire Districts

 Sample Journal Entries

Capital Projects Fund

27 To record the authorization of Capital Project #1 and the manner in which it will be financed:
Sub Account Debit Credit
H510 Estimated Revenues $150,000
H5710 Serial Bonds $125,000
H5031 Interfund Transfer $25,000
H960 Appropriations $150,000

28 To record the amount appropriated from the general fund:

Sub Account Debit Credit
H391 Due from Other Funds $25,000
H980 Revenues $25,000
H5031 Interfund Transfer $25,000

29 To record transfer from the general fund:

Sub Account Debit Credit
H200 Cash $25,000
H391 Due from Other Funds $25,000

30 To record the receipt of a temporary transfer from the general fund to pay some of the preliminary project costs:
Sub Account Debit Credit
H200 Cash $10,000
H630 Due to Other Funds $10,000

31 To record the payment of project costs, such as engineering fees:

Sub Account Debit Credit
H522 Project Expenditures $6,000
H3410.2 Fire $6,000
H200 Cash $6,000

32 To record the receipt of the proceeds of bond anticipation notes:

Sub Account Debit Credit
H200 Cash $85,000
H626 Bond Anticipation Notes Payable $85,000

Sample Journal Entries 53

 Sample Journal Entries

To record payments to contractors for process payments for construction-in-progress (billing of $100,000 with 10 percent retainage
33 to be withheld):
Sub Account Debit Credit
H522 Expenditures $90,000
H3410.2 Fire $90,000
H200 Cash $90,000

To record the receipt of treasury bills from a contractor, equal to the amount of retainage, as security for the release of the cash due
34 to the contractor:
Sub Account Debit Credit
H455 Securities and Mortgages $10,000
H200 Cash $10,000
Note: GML allows fire districts to release the cash retained upon the request of the contractor and the contractor’s replacement of the cash with
bonds, notes, or other obligations guaranteed by the United States, New York State, or any political subdivision of New York State.

35a To record the sale of bonds:

Sub Account Debit Credit
H200 Cash $125,000
H980 Revenues $125,000
H5710 Serial Bonds $125,000

35b In addition to the entry above, the following entry will be made on the Schedule of Non-Current Governmental Liabilities:
Sub Account Debit Credit
W129 Total Non-Current Government Liabilities 125,000
W628 Bonds Payable 125,000

36a To record payment of BAN principal:

Sub Account Debit Credit
H626 Bond Anticipation Notes Payable 85,000
H200 Cash 85,000

36b If the BAN principal was paid from an appropriation in the general fund, the entry in the Capital Projects fund would be:
Sub Account Debit Credit
H626 Bond Anticipation Note Payable $85,000
H980 Revenues $85,000
H5731 Bond Anticipation Notes Redeemed from Appropriations $85,000

54 Accounting and Reporting Manual for Fire Districts

 Sample Journal Entries

37 To record the release of amounts due to contractors upon final approval of the project:
Sub Account Debit Credit
H522 Expenditures $10,000
H3410.2 Fire $10,000
H200 Cash $10,000
Note: Credit would be to H455 if cash retained has been replaced by eligible securities. Interest earned on the obligations being retained is due
to the contractor unless there is an agreement stating otherwise.

38 To close project expenditures at the end of the fiscal year 2014:

Sub Account Debit Credit
H912 Fund Balance, Unrestricted $106,000
H522 Project Expenditures $106,000
Note: A912 Unrestricted Fund Balance is used for accounting only, not for reporting purposes. Amounts in this account should be allocated to
either A915 Assigned Unappropriated Fund Balance or A917 Unassigned Fund Balance for reporting purposes, as appropriate.

39 To close project revenues at the end of the fiscal year 2014:

Sub Account Debit Credit
H980 Revenues $150,000
H912 Fund Balance, Unrestricted $150,000
Note: A912 Unrestricted Fund Balance is used for accounting only, not for reporting purposes. Amounts in this account should be allocated to
either A915 Assigned Unappropriated Fund Balance or A917 Unassigned Fund Balance for reporting purposes, as appropriate.

40 To close the capital project authorization at conclusion of the project:

Sub Account Debit Credit
H960 Appropriations $150,000
H510 Estimated Revenues $150,000

41 To transfer the unexpended balance of the capital project to the Debt Service Fund:
Sub Account Debit Credit
H522 Expenditures $44,000
H9901.9 Transfers, Other Funds $44,000
H200 Cash $44,000
Note: If the unexpended balance is required to be used to pay off the debt on the capital projects fund, it should be transferred to the Debt
Service Fund. If not, it should be transferred to the General Fund.

Sample Journal Entries 55

Chapter 9

Account Code Definitions

Explanation of General Ledger Accounts

101 Land
The cost of land acquired by a district for its own use. If the land is purchased, the amount reported is to
include the purchase price and incidental costs incurred to put the land in condition for its intended use,
such as legal fees and excavating costs. For donated land, the district should report the land’s fair market
value at the time of acquisition.

Site improvements acquired with the land may be reported in this account, unless depreciation on such
improvements is required.

102 Buildings
The cost of acquiring a building, or making additions and improvements to existing buildings by a
district. The cost of fixtures permanently attached to the structure must also be reported in this account.

The cost of repairs and maintenance to a building should not be reported in this account. These costs
should be recognized as an expense when incurred.

103 Improvements Other than Buildings (Optional)

The cost of site improvement with a limited life (where replacement will be required in the future). Such
improvements may include paving, fencing, and landscaping.

104 Machinery and Equipment

The cost of machinery and equipment, including trade-in allowance. For donated machinery and
equipment, the appraised value should be used.

105 Construction Work in Progress (Optional)

The costs made during the fiscal year on a building or other project that will not be completed at the
close of the period.

56 Accounting and Reporting Manual for Fire Districts

112 Accumulated Depreciation – Buildings (Optional)
A contra-asset account for account 102- Buildings. If used, the individual property record cards must
reflect the depreciation charge details.

113 Accumulated Depreciation – Improvements Other than Buildings (Optional)

A contra-asset account for account 103- Improvements Other than Buildings. If used, the individual
property record cards must reflect the depreciation charge details.

114 Accumulated Depreciation – Equipment (Optional)

A contra-asset account for account 104- Machinery and Equipment. If used, the individual property
record cards must reflect the depreciation charge details.

129 Total Non-Current Government Liabilities

Reflects the total amount of non-current liabilities reported on the Schedule of Non-Current
Government Liabilities (W).

159 Total Non-Current Government Assets

Reflects the total amount of non-current assets reported on the Schedule of Non-Current Government
Assets (K).

200 Cash
The total amount of cash held by the district, except for cash recorded in another cash account listed
below. Segregation of cash in separate bank accounts is generally not required.

201 Cash in Time Deposits

Cash deposited and held in interest-bearing time deposit accounts or in time certificates of deposit.

210 Petty Cash

Cash maintained in a district’s petty cash fund. The petty cash fund includes moneys set aside to make
change or pay small obligations when the issuance of a formal voucher or check is not cost effective.

Account Code Definitions 57

221 Cash for Tax Anticipation Notes
Cash set aside for the payment of tax anticipation notes. An analysis of the account should be
maintained showing, separately, the cash applicable to each year of tax levy.

222 Cash for Revenue Anticipation Notes

Cash set aside for payment of revenue anticipation notes.

225 Cash for Deficiency Note

Cash set aside for payment of deficiency notes.

223 Cash with Fiscal Agent

Cash held by the fiscal agent for payment on principal and interest on outstanding obligations. The
balance should agree with the balance in 629 Bond Interest and Matured Bonds Payable, and should be
reconciled with the bank account.

230 Cash, Special Reserves

Cash held in special reserve funds that were established pursuant to General Municipal Law.

An analysis or a subsidiary account should be maintained to segregate the cash balance of each special
reserve fund.

231 Cash in Time Deposits, Special Reserves

The portion of reserve fund cash that was deposited in interest-bearing time deposit accounts or in time
certificates of deposit.

380 Accounts Receivable

Amounts owed to a district from private individuals or organizations for goods or services rendered
(but not including amounts due from other funds or governments).

A subsidiary record should be maintained for each debtor.

This account should be reviewed monthly to determine if any charges are overdue. If they remain
unpaid after diligent effort to collect, appropriate action should be taken to enforce payment.

58 Accounting and Reporting Manual for Fire Districts

391 Due from Other Funds
Amounts owed to a particular fund by another fund. An analysis of this account, or subsidiary
accounts, will be maintained to show the amounts due from each fund.

410 Due from State and Federal

Amounts due to a district (such as aid or reimbursement) from the State or Federal government.
Adjustments to this account should be supported by correspondence from the agencies concerned.

440 Due from Other Governments

Amounts due from other governments, other than the State or Federal government. Subsidiary accounts
should be maintained.

445 Inventory
Bulk purchases made by a district. The balance represents the value of materials in inventory.

450 Investment in Securities

Investments in securities, other than certificates of deposit, special time deposits, repurchase
agreements and securities purchased from reserve funds.

A subsidiary record should be maintained detailing the specifics of each investment.

451 Investment in Repurchase Agreements

Investments in repurchase agreements for all moneys other than those of special reserves. A repurchase
agreement is entered into when a district purchases securities from a financial institution and in return the
financial institution promises to repurchase the securities at the purchase price plus interest at a future date.

Any excess over the purchase price will be credited to 980 Revenues - 2401 Interest and Earnings.

452 Investment in Securities, Special Reserves

Investments of special reserve moneys in securities other than certificates of deposit, special time
deposits and repurchase agreements.

Any excess over the purchase price will be credited to 980 Revenues - 2401 Interest and Earnings.

Account Code Definitions 59

453 Investment in Repurchase Agreements, Special Reserves
Investments of special reserve moneys in repurchase agreements.
Any excess over the purchase price will be credited to 980 Revenues - 2401 Interest and Earnings.

455 Securities & Mortgages

The value of securities and mortgages held by the fiscal officer.

461 Service Award Program Assets

Assets held by the district or program administrator for a service award program established pursuant
to General Municipal Law, Article 11-A.
Adjustments to this account may be made during the year or at fiscal year’s end.

480 Prepaid Expenses

Payment made by a district in advance for goods and services.

510 Estimated Revenues

A budgetary account a district must use to record and summarize budgetary revenues, not actual
revenues, expected to be received in the current fiscal year.

511 Appropriated Reserves

A budgetary account a district must use to record the amount of special reserves appropriated in the
current year’s budget. An analysis of the account should be maintained to segregate the amounts
appropriated from each special reserve.

521 Encumbrances
The balance in this account represents the total outstanding encumbrances; the details will be
maintained in the subsidiary appropriation ledger.
Encumbrances are obligations in the form of purchase orders or contracts. They are not expenditures
or liabilities, but represent the estimated amount of expenditures likely to result if the purchase order/
contracts are completed.
Before year-end closing, the balance should agree with the balance of 821 Reserve for Encumbrances.

60 Accounting and Reporting Manual for Fire Districts

522 Expenditures
A control account a district must use to record all expenditures made during the year. Details of this
account must be maintained in the subsidiary appropriation-expenditure ledger.

530 Obligations Authorized

A budgetary account a district must use to record the amount of obligations authorized to finance
appropriations of the current year.

599 Appropriated Fund Balance

A budgetary account a district must use to record the amount of fund balance appropriated in the
current year’s budget.

600 Accounts Payable

Amounts a district owes to private individuals, firms or corporations for goods or services received.

601 Accrued Liabilities

This account is used at the close of the fiscal year to accrue the liability for payroll expenditures
chargeable to the current fiscal year, but not due and payable until the following fiscal year.

Expenditures for which vouchers or bills have been received should be credited to 600 Accounts
Payable, 630 Due to Other Funds, or 631 Due to Other Governments according to the character of the
vendor (i.e., commercial, interfund or other government).

619 State Loans Payable

Amounts owed to New York State for loans that were received by a district.

620 Tax Anticipation Notes Payable

The balance in this account reflects the face value of outstanding notes issued in anticipation of the
collection of taxes levied against real property. A note register must be maintained pursuant to Local
Finance Law, §163.00.

Account Code Definitions 61

621 Revenue Anticipation Notes Payable
The balance in this account reflects the face value of outstanding notes issued in anticipation of
collection of revenue other than real property taxes. A note register must be maintained pursuant to
Local Finance Law, §163.00.

622 Budget Notes Payable

The balance in this account reflects the face value of outstanding notes issued to finance unanticipated
expenditures. A note register must be maintained pursuant to Local Finance Law, §163.00.

624 Deficiency Notes Payable

The balance in this account reflects the face value of outstanding notes issued to finance a deficiency in
any fund where actual revenues were less than the amount estimated in the budget. A note register must
be maintained pursuant to Local Finance Law, §163.00.

626 Bond Anticipation Notes Payable

The balance in this account reflects the face value of outstanding notes issued for which bonds have
been authorized. A note register must be maintained pursuant to Local Finance Law, §163.00.

628 Bonds Payable

The balance in this account reflects the face value of bonds outstanding. A note register must be
maintained pursuant to Local Finance Law, §163.00.

629 Bond Interest and Matured Bonds Payable

This account should reflect any unpaid principal and interest on mature bonds. The balance in this
account should agree with the balance in account 223 Cash with Fiscal Agent.

630 Due to Other Funds

Amounts owed to a particular fund by another fund. An analysis of this account should be maintained
to identify the amount due to each fund.

62 Accounting and Reporting Manual for Fire Districts

631 Due to Other Governments
Amounts owed to other government units. A subsidiary record should be maintained to show the
liability to each unit of government.

637 Due to Employees’ Retirement System

Amounts owed to the New York State and Local Retirement System and the New York State Police and
Fire Retirement System.

651 Accrued Interest Payable

Interest costs that have been incurred but are not due until a later date.

683 Other Post Employment Benefits

Post employment benefits, other than pensions, a district expects to pay.

685 Installment Purchase Debt

Amounts due for installment purchase debt.

686 Judgments and Claims Payable

Amounts due as a result of judgments or court decisions.

687 Compensated Absences

Absences, such as vacation or sick leave, for which a district expects to pay its employees.

Unless sick leave vests, it is not required to include the value of accumulated sick leave. Vested rights are
those for which the employer has an obligation to make payment even if an employee terminates; thus,
they are not contingent on an employee’s future service.

688 Other Liabilities

This account may be used to record any other current liabilities that are not represented in the above
categories.

Account Code Definitions 63

689 Other Long-Term Debt (Specify)
This account may be used to record other long-term debt that is not represented in any of the above
categories. For example, a non-cancelable operating lease of more than one year should be reported in
this account.

690 Overpayments
This account is used to record overpayments.

691 Deferred Inflow of Resources

Assets acquired by a district that are applicable to a future reporting period.

695 Deferred Tax Revenue – Reserve for Excess

The amount of real property tax revenue that a district must place in a reserve pursuant to Chapter 97 of
the Laws of 2011.

806 Not in Spendable Form

The portion of fund balance that is inherently nonspendable in the current year because of its form.
Examples include prepaid items, inventory, and non-financial assets held for resale.

807 Must Remain Intact

The portion of fund balance that is inherently nonspendable in the current year because it must remain
intact. An example includes the principal amount of an endowment.

815 Unemployment Insurance Reserve

The portion of fund balance reserved for reimbursements to the State Unemployment Insurance Fund.
This reserve would only be used if a district has elected to use the benefit reimbursement method.

821 Reserve for Encumbrances

This account is no longer active for AUD reporting purposes; however, districts may still use this for
accounting purposes during the year to track the amount of outstanding encumbrances. At year-end,
any balance in the account should be closed out to fund balance.

64 Accounting and Reporting Manual for Fire Districts

827 Retirement Contributions Reserve
The portion of fund balance reserved for future payments of retirement contributions.

867 Reserve for Employee Benefits and Accrued Liabilities

The portion of fund balance reserved for payment of any accrued “employee benefit” due to an
employee on termination of the employee’s services.

878 Capital Reserve

The portion of fund balance reserved to finance the cost of construction, reconstruction, or acquisition
of future capital improvements.

880 Contingency and Tax Stabilization Reserve

The portion of fund balance reserved to finance unanticipated revenue loss or unanticipated
expenditures chargeable to the general fund portion of the annual budget.

882 Reserve for Repairs

The portion of fund balance reserved to pay for certain repairs to capital improvements or equipment.
The type of repairs must not be recurring.

884 Reserve for Debt

The portion of fund balance reserved for moneys that are legally restricted for payment of debt service.

899 Other Restricted Fund Balance

The portion of fund balance that is subject to externally enforceable legal purpose restrictions imposed
by creditors, grantors, contributors, or laws and regulations of other governments; or through enabling
legislation, other than that already captured in reserve codes.

912 Unrestricted Fund Balance

The portion of fund balance that is neither nonspendable nor restricted. Districts cannot use this
account for AUD reporting purposes. At year-end, the balance in this account must be closed out to
either 915 Assigned Unappropriated Fund Balance or 917 Unassigned Fund Balance.

Account Code Definitions 65

914 Assigned Appropriated Fund Balance
The portion of fund balance that has been appropriated into the ensuing years’ annual budget.

915 Assigned Unappropriated Fund Balance

The portion of fund balance that the Board of Commissioners have established an intended use of the
moneys.

917 Unassigned Fund Balance

The portion of fund balance that has not been restricted, or assigned.

960 Appropriations
This is a budgetary account a district must use to record and summarize all budgetary actions of the
governing board. It will not be used to record actual expenditures.

962 Budgetary Provision for Other Purposes

This is a budgetary account a district must use to record taxes levied for purposes other than current
operations, such as a repair reserve, or to redeem a current liability, such as budget notes.

980 Revenues
This is a control account a district uses to record all revenues received during the year. Details of this
account must be maintained in the subsidiary ledger.

66 Accounting and Reporting Manual for Fire Districts

Explanation of Revenue Accounts

1001 Real Property Taxes

Real property taxes received for fire district purposes. If the fire district is in two or more towns, the
amount of taxes from each town should be itemized in reporting.

1081 Other Payments in Lieu of Taxes (Specify)

Payments received in lieu of real property taxes, such as voluntary payments by exempt property owners.

2262 Charges for Fire Protection and Other Services

Revenue received pursuant to a contract to provide for protection, emergency or general ambulance
service outside the fire district.

2401 Interest and Earnings

Interest received on bank deposits and interest on earnings on investments.

2410 Rentals of Real Property

Revenue received from the rental of fire district property.

2660 Sale of Real Property

Cash proceeds received from the sale of a capital asset. (Note: if the capital asset is a “capital
improvement” as defined in Section 6-c of the General Municipal Law, and the capital improvement
was financed with bonds or notes which were outstanding on the date of the sale, then Section 6-l of
the General Municipal Law may require the proceeds of the sale to be deposited in a mandatory reserve
fund for the purpose of retiring the obligations.)

2665 Sale of Equipment

Revenues received from the sale of surplus equipment.

Account Code Definitions 67

2680 Insurance Recoveries
Revenues received from insurance and insurance carriers because of a district’s economic loss sustained
from unexpected events.

2690 Other Compensation for Loss

Revenues received from an institution other than the district’s insurance carrier for damages to
property.

2701 Refunds of Prior Year’s Expenditures

Refunds of expenditures, recovery of overpayment and rebate on insurance from expenditures made in
a prior year. Refunds received in the current year should be recorded in the appropriation account that
was originally charged.

2705 Gifts and Donations

Amounts received as gifts and donations from private sources.

2706 Grants from Local Governments

Grants received from another local government.

2710 Premium & Accrued Interest on Obligations

Revenues received due to an adjustment in the interest rate that reflects the difference between the
present value and the face amount of an obligation when the former is greater than the latter.

2770 Other Unclassified Revenue (Specify)

Revenues received from sources in which a specific code has not been provided. Entries must be
itemized and explained in reporting.

3004 State Aid – Reorganization & Efficiency Grants

Revenues related to reorganization and efficiency grants received from the State, including, but not
limited to, Local Government Re-Organization Grants, Citizen Empowerment Tax Credits, Local
Government Efficiency Grants, and Local Government Performance and Efficiency Programs.

68 Accounting and Reporting Manual for Fire Districts

3089 State Aid – Other (Specify)
Aid received from the State for general government purposes not related to reorganization and
efficiency grants or emergency disaster relief.

3960 State Aid – Emergency Disaster Assistance

Revenues received from the State for emergency disaster assistance.

4305 Federal Aid – Civil Defense

Revenues received from the federal government for civil defense purposes.

4389 Federal Aid - Other

Aid received from the federal government for general government purposes.

4960 Federal Aid – Emergency Disaster Assistance

Revenues received from the federal government for emergency disaster assistance.

5031 Interfund Transfers

Contributions received from other funds.

5085 Redemption of Investments (Single-Entry Cash Only)

Proceeds from the sale of investments. Interest and earnings on investments should be credited to
account 2401 Interest and Earnings.

5710 Serial Bonds

Proceeds from the issuance of serial bonds.

5720 Statutory Installment Bonds

Proceeds from the issuance of statutory installment bonds.

Account Code Definitions 69

5730 Bond Anticipation Notes
Proceeds from the issuance of bond anticipation notes. These notes may be issued only when bonds
have been authorized. The proceeds of the notes may be expended only for the purposes for which the
bonds were authorized, or to pay debt service on the notes.

5731 BANS Redeemed for Appropriations

This account represents other financing sources in the Capital Projects Fund and should be used to
record the liquidation of Capital Projects Fund liability when the payment of a BAN principal is made
from the General Fund (i.e. when the expenditure for the principal payment is recorded in the General
Fund).

5750 Budget Notes (Single-Entry Cash Only)

Proceeds from budget notes issued.

5760 Tax Anticipation Notes (Single-Entry Cash Only)

Proceeds from tax anticipation notes issued.

5770 Revenue Anticipation Notes (Single-Entry Cash Only)

Proceeds from revenue anticipation notes issued.

5785 Installment Purchase Debt

Proceeds from installment purchase debt.

5789 Other Debt

Proceeds from other types of debt that are not reported in any other account.

5791 Proceeds of Advance Refunding Bonds

Proceeds of refunding bonds that are issued in advance of the actual redemption of the old debt. These
proceeds are placed in an escrow account pending the call date or maturity date of the old debt.

70 Accounting and Reporting Manual for Fire Districts

5792 Proceeds of Current Refunding Bonds
Proceeds of refunding bonds that are used to redeem old debt.

Explanation of Appropriation Accounts

1380.0 Fiscal Agent Fees

Fees, such as debt issuance costs, paid to a bank acting as a fiscal agent.

1460.0 Records Management

Charges related to the records management function, such as equipment and contractual items.

1930.0 Judgments and Claims

Expenses for settlement of judgments and claims.

1980.0 Payment of MTA Payroll Tax

Expenditures made for the payment of the Metropolitan Commuter Transportation Mobility Tax. This
expenditure may only affect those districts located in Dutchess, Nassau, Orange, Putnam, Rockland,
Suffolk, and Westchester County.

1989.0 Other (Specify)

Charges for other general support expenditures. Each expenditure should be explained.

3410.0 Fire Protection

This account should be charged with expenditures incurred for firefighting and fire protection activities.

Record in H3410.2 apparatus, equipment, construction or purchase of buildings and land purchased
from the proceeds of bonds, bond anticipation notes or capital notes and from moneys transferred from
the General Fund.

Account Code Definitions 71

4540.0 Ambulance
The costs for providing general ambulance services.

8760.0 Emergency Disaster Work

Expenditures incurred in connection with a federal or State emergency disaster assistance program.

9010.0 State Retirement System*

9015.0 Fire and Police Retirement System*

9025.0 Local Pension Fund*

9030.0 Social Security*

9040.0 Workers’ Compensation*

9045.0 Life Insurance*

9050.0 Unemployment Insurance*

9055.0 Disability Insurance*

9060.0 Hospital and Medical Insurance*

9085.0 Supplemental Benefits Payment to Disabled Firefighters*

9089.0 Other Employee Benefits*

* Expenditures paid by a district on behalf of its employees. Districts should charge their share of the
related expenditures to these accounts. Do not include deductions from employee’s wages and salaries.

72 Accounting and Reporting Manual for Fire Districts

9710.0 Serial Bonds
Expenditures made for principal and interest payments on serial bonds.

9720.0 Statutory Installment Bonds

Expenditures made for principal and interest payments on bonded debt.

9730.0 Bond Anticipation Notes

Expenditures made for principal and interest payments on bond anticipation notes (BANs). BANs
redeemed from bond proceeds should be recorded in the Capital Projects Fund.

9750.0 Budget Notes

Expenditures made for principal and interest payments on budget notes.

9755.0 Deficiency Notes

Expenditures made for principal and interest payments on deficiency notes.

9760.0 Tax Anticipation Notes

Expenditures made for principal and interest payments on tax anticipation notes.

9770.0 Revenue Anticipation Notes

Record the payment of principal and interest on the various types of notes when the district uses the
single-entry cash method of accounting. For districts using the double- entry modified accrual basis,
only the payment of interest will be recorded here. The note principal will be recorded against the
general ledger liability account.

9785.0 Installment Purchase Debt

Expenditures made for principal and interest payments on installment purchase contracts.

Account Code Definitions 73

9789.0 Other Long-Term Debt
Expenditures made for principal and interest payments for other long-term debt (authority loans, etc.).

9790.0 State Loans

Expenditures made for principal and interest payments on State loans.

9901.0 Transfer to Other Funds

Charge authorized transfers to the General Fund though this account.

9950.0 Transfer to Capital Projects Fund

Charge authorized transfers to the Capital Projects Fund though this account.

9991.0 Payment to Escrow Agent (Advance Refunding Bonds)

Payments made to a fiscal agent for defeasance of bonds.

Explanation of Fiduciary Funds

TA(E)13 Service Awards

When a program administrator is retained, the accounts are handled as agency funds with TA
designations. When the program is administered by the fire district, the accounts are handled as a
private-purpose trust. As such, the accounts will be designated as TE.

TA17 Deferred Compensation

The balance in this account represents amount of cash and securities held by Deferred Compensation
Plan Providers.

TA18 State Retirement

The balance in this account represents payroll deductions pending remittal to the State for normal
contributions, loan repayments, and arrears payments.

74 Accounting and Reporting Manual for Fire Districts

TA19 Disability Insurance
The balance of this account represents amounts accumulated for payment of disability insurance contracts.

TA20 Group Insurance

The balance of this account represents amounts accumulated for payment of group insurance contracts.

Appropriate subsidiary accounts will be required to identify the amounts applicable to each type of
group insurance contract.

TA21 New York State Income Tax

The balance of this account represents payroll deductions pending remittance to the State. Support
detail will be maintained on each person’s earnings record showing deductions for the payroll period.

TA22 Federal Income Tax

This account is not required to be used when payroll deductions are deposited immediately in a bank to
the credit of the Federal government. It will be used when direct payment is made to the Internal Revenue
Service, or when deposits are made to the credit of the Federal government for two or more payrolls.

The balance will represent payroll deductions pending remittance to the Internal Revenue Service, or
subsequent transmittal to a designated depository. Supporting detail will be maintained on each person’s
earnings record showing deductions for each payroll period.

TA23 Income Executions

The balance of this account represents deductions from earnings for garnishees pending remittance to
the sheriff or other officer.

Subsidiary records are required to identify the amounts deducted with the related executions. Fees for
filing an execution or for modifying or vacating an execution will be credited directly to revenue in the
General Fund.

TA24 Association and Union Dues

The balance of this account represents payroll deductions for dues pending remittance to the association
or organization of civil service employees.

Supporting detail will be maintained on each person’s earnings record showing deductions for each
payroll period.

Account Code Definitions 75

TA25 U.S. Savings Bonds
The balance of this account represents payroll deductions for the purchase of U.S. Savings Bonds
pending the purchase of such bonds. A subsidiary account will be maintained for each officer or
employee showing the detail of deductions credited to their account, disbursements made therefrom
and the balance remaining.

TA26 Social Security Tax

This account is not required to be used when payroll deductions are deposited immediately in a bank to
the credit of the Federal government. It will be used when direct payment is made to the Internal Revenue
Service, or when deposits are made to the credit of the Federal government for two or more payrolls.

The balance of this account represents payroll deductions and the local share pending remittance to the
Internal Revenue Service, or subsequent transmittal to a designated repository. Supporting detail will be
maintained on each person’s earnings record showing deductions for each payroll period.

TA30 Guaranty and Bid Deposits

The balance will represent the aggregate of amounts held by the fiscal officer on bids and guarantees.
Subsidiary detail will be maintained to identify the amount held from each depositor for each purpose. Cash
and securities should be separately recorded and identified in both the control and subsidiary accounts.

TA50 Foreign Fire Insurance Tax

The source of these funds may be the Town Supervisor, the N.Y.S. Insurance Department or Foreign or
Alien Fire Insurance Corporations. This money may only be used for the benefit of the firefighters and
must be paid over to the treasurer of the fire company.

TA85 Other Funds (Specify)

This account should be used to record any other type of fiduciary fund that does not fit into any of the
categories mentioned above.

76 Accounting and Reporting Manual for Fire Districts

 Office of the NEW YORK STATE

COMPTROLLER
New Yor k St at e Compt roller
THOMAS P. DiNAPOLI

Division of Local Government

and School Accountability
SYRACUSE GLENS FALLS
ROCHESTER
BUFFALO

110 State Street, 12th floor, Albany, NY 12236 BINGHAMTON

Tel: 518.474.4037 • Fax: 518.486.6479 NEWBURGH

Email: [email protected]
www.osc.state.ny.us/localgov HAUPPAUGE

Andrew A. SanFilippo, Technical Assistance is available at any of our Regional Offices

Executive Deputy Comptroller BINGHAMTON REGIONAL OFFICE
Tel 607.721.8306 • Fax 607.721.8313 • Email [email protected]
Executive • 518.474.4037 Counties: Broome, Chenango, Cortland, Delaware, Otsego, Schoharie, Sullivan, Tioga, Tompkins
Gabriel F. Deyo, Deputy Comptroller
BUFFALO REGIONAL OFFICE
Tracey Hitchen Boyd, Assistant Comptroller
Tel 716.847.3647 • Fax 716.847.3643 • Email [email protected]
Counties: Allegany, Cattaraugus, Chautauqua, Erie, Genesee, Niagara, Orleans, Wyoming
Audits, Local Government Services and
Professional Standards • 518.474.5404 GLENS FALLS REGIONAL OFFICE
(Audits, Technical Assistance, Accounting and Audit Standards) Tel 518.793.0057 • Fax 518.793.5797 • Email [email protected]
Counties: Albany, Clinton, Essex, Franklin, Fulton, Hamilton, Montgomery, Rensselaer, Saratoga,
Schenectady, Warren, Washington
Local Government and School Accountability
Help Line • 866.321.8503 or 518.408.4934 HAUPPAUGE REGIONAL OFFICE
(Electronic Filing, Financial Reporting, Justice Courts, Training) Tel 631.952.6534 • Fax 631.952.6530 • Email [email protected]
Counties: Nassau, Suffolk

NEWBURGH REGIONAL OFFICE

Tel 845.567.0858 • Fax 845.567.0080 • Email [email protected]
Division of Legal Services Counties: Columbia, Dutchess, Greene, Orange, Putnam, Rockland, Ulster, Westchester
Municipal Law Section • 518.474.5586
ROCHESTER REGIONAL OFFICE
Tel 585.454.2460 • Fax 585.454.3545 • Email [email protected]
Counties: Cayuga, Chemung, Livingston, Monroe, Ontario, Schuyler, Seneca, Steuben, Wayne, Yates
New York State & Local Retirement System
Retirement Information Services SYRACUSE REGIONAL OFFICE
Tel 315.428.4192 • Fax 315.426.2119 • Email [email protected]
Inquiries on Employee Benefits and Programs
Counties: Herkimer, Jefferson, Lewis, Madison, Oneida, Onondaga, Oswego, St. Lawrence
518.474.7736
STATEWIDE AUDIT
Tel 607.721.8306 • Fax 607.721.8313

Directory 77
Contact
Office of the New York State Comptroller
Division of Local Government and School Accountability

110 State Street, 12th floor

Albany, NY 12236
Tel: (518) 474-4037
Fax: (518) 486-6479
or email us: [email protected]

www.osc.state.ny.us/localgov/index.htm

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