Estimate for work - sample, form and example of preparation. Estimate of income and expenses in non-profit organizations, targeted financing When can you change the estimate
The main document on the basis of which non-profit organizations carry out activities and, therefore, organize accounting, is the estimate of income and expenses. This document is drawn up, as a rule, annually based on the amounts of expected receipts and directions for spending existing and received funds.
Let us remind you that sources of financing the activities of a non-profit organization can be:
Entry membership fees;
Founders' contributions;
Voluntary contributions and donations from legal entities and individuals;
Targeted income from legal entities and individuals, including foreign ones (including grants);
Budget allocations;
Income from non-operating operations;
Funds from own business activities.
There is no unified form of income and expense estimates approved at the federal level and mandatory for use by all non-profit organizations. This is largely due to the fact that non-profit organizations can be created to achieve different goals and perform very different functions, even within the same form of income and expense estimates. Consequently, the form of the estimate, the composition and structure of indicators, as well as the system for grouping and detailing data should be developed by the non-profit organization (government bodies) itself based on the assigned tasks.
An approximate form of estimates of income and expenses may look like this (conditional data are given) (see Table 2).
table 2
Estimate of income and expenses
public association "________"
for 200___ year
(in thousand rubles)
|
The name of indicators |
For 200___ year -total: |
Including by quarter: |
||||
|
I. INCOME |
||||||
|
Balance of funds as of 01/01/200__ | ||||||
|
Founders' contributions | ||||||
|
Entry fees | ||||||
|
Membership fee | ||||||
|
Voluntary donations from legal entities | ||||||
|
Voluntary donations from individuals | ||||||
|
Special-purpose financing | ||||||
|
Income from business activities | ||||||
|
Total income: | ||||||
|
II. |
||||||
|
EXPENSES | ||||||
|
Employees' wages | ||||||
|
Payroll accruals (including unified social tax and contributions to the Federal Social Insurance Fund of the Russian Federation) | ||||||
|
Communal expenses | ||||||
|
Administrative expenses | ||||||
|
Household expenses and expenses for repair of fixed assets | ||||||
|
Target Spending | ||||||
|
Contingency reserve | ||||||
|
Total expenses | ||||||
|
Balance as of 12/31/200___ | ||||||
Of course, the work of planning income and using the amounts received does not end with just drawing up an estimate of income and expenses. Each line of the estimate must be confirmed by a corresponding calculation or supporting document. Here are brief recommendations for each type of income and expense.
Revenue part of the estimate:
1) contributions of founders. Income of this type cannot be permanent - they arise only when a non-profit organization is created and when its authorized capital is increased through additional contributions. In general, the deadline for making contributions by founders cannot exceed twelve months from the date of state registration of the organization as a legal entity. Consequently, for the next financial year, receipts under this line can be planned in amounts equal to the debt of the founders as of the beginning of the planned year, and the period in which they can be received should not extend beyond the period for making contributions limited by law. The basis for planning is data taken from the constituent documents and information about the debt of the founders (if any) as of the beginning of the planned year;
2) entry fees. Unlike contributions from founders, this type of income can go to a non-profit organization during the entire period of its operation. Accurate planning of this type of income is quite difficult. However, with a certain formulation of analytical work, based on data on the number of new members in previous years, a fairly satisfactory forecast can be made. The example above takes into account the general trend in which the number of new members of a non-profit organization increases slightly at the end of the calendar year and decreases at the beginning. The basis for planning is a calculation carried out by analysts of a non-profit organization;
3) membership fees. For the example data, it is conventionally assumed that the receipts of membership fees will be the same throughout the year. In practice, taking into account members who have newly joined and left the non-profit organization, the amount of receipts may be subject to significant fluctuations. Thus, the basis for planning can only be additional calculations made on the basis of the analysis;
4) voluntary donations from legal entities and individuals. Despite the apparent uncertainty of the size of such income, the amount of income for this line can be determined with a high degree of accuracy. This is due to the fact that voluntary donations and targeted contributions are the main sources of financing not so much the current expenses of non-profit organizations, but rather targeted programs and events. The total amount of expenses for carrying out certain programs and activities is determined on the basis of appropriate calculations. Consequently, the amounts of expected revenues can be calculated. What happens next depends on the activity and professionalism of the governing bodies of the non-profit organization and individual specialists. With good work, the necessary amounts will be found, and the need for cash or other assets will be fully satisfied. If the search for voluntary donors is unsuccessful, it will be necessary to sequester the expenditure part of the estimate, that is, carry out only those activities that are provided with the necessary funds;
5) targeted financing. Planning income for this line of income, as a rule, does not cause difficulties. Targeted funding most often comes from the founders of non-profit organizations for the tasks for which these organizations were created. The process of determining the amounts of targeted financing is complex and goes through several stages of development, justification and approval. As a rule, income of this type is reflected in the estimate of income and expenses based on the information from a package of documents (estimates, calculations, etc.) received from the organization or individual that is the sender of funds;
6) income from business activities. Income from business activities, as already noted, does not arise in all non-profit organizations. This method of replenishing the organization’s income is used if other sources are insufficient to meet all the organization’s needs or if these sources are irregular. Income from business activities is also planned on the basis of data from several working documents: a business plan or other similar document, which takes into account the costs included in the cost of products, works or services associated with its implementation, as well as income from the sale of the result of business activities (products , works or services). The profit received can also be used exclusively for statutory purposes. In this case, a non-profit organization can only use the amounts of net profit remaining at its disposal after paying taxes. Taxation of profits from business activities of non-profit organizations in most cases is carried out on a general basis;
7) line “Total income”. This line reflects not only the amounts of expected receipts, but also the carryover balance at the beginning of the planned year.
Expense part of the estimate.
1) wages of employees. Labor costs calculated according to tariff rates or other forms and systems of wages, as well as the amount of expenses for payment of various allowances, additional payments and compensation payments are reflected in the estimate based on the data of the developed and approved staffing table of the non-profit organization, as well as the necessary calculations, attached to the staffing table. When developing the staffing table and calculations for it, both the general amounts of payments due to employees in accordance with the form and wage system adopted in the organization, and personal amounts of payments taking into account the level of qualifications and experience of specific employees (long service bonus, professional excellence) are taken into account etc.);
2) wage accruals (including the unified social tax and contributions to the Social Insurance Fund of the Russian Federation). Payroll calculations are made when developing the staffing table. The need to separate labor costs and accruals for these expenses into two separate types of expenses is due to the accepted principles of the formation of accounting and statistical reporting, as well as the fact that the recipients of funds are fundamentally different recipients (employees of non-profit organizations and budgets);
3) utility costs. The corresponding calculations must also be attached to this expense line. These calculations are made on the basis of data from concluded contracts for the supply of various types of utility services, as well as annexes to these contracts, which indicate the volumes of consumed services (by month of the calendar year) and prices for these services. Typically, these expenses are distributed unevenly throughout the calendar year. The above example takes into account an increase in expenses in winter and a comparative reduction in summer;
4) administrative expenses. This type of cost includes office expenses, expenses for travel, consulting, information and other similar services. Expense planning can be carried out either according to standards from any base (total amount of expenses, labor costs, etc.) or through special calculations for each type of expense;
5) business expenses and expenses for repairs of fixed assets. Business expenses include expenses for business maintenance (operation of buildings and structures, cleaning of territories and premises, etc.). This type of cost can also be determined according to an established standard. As for repairs, they are planned and preventive, and therefore, for each year, the technical services of the organization develop a package of documents indicating the timing and type of repairs, and also determine the needs for funds and inventories necessary for repairs. . The data necessary for drawing up an estimate can be taken from these documents. By the way, the new edition of Chapter 25 “Organizational Profit Tax” of the Tax Code of the Russian Federation recommends that business entities set standards for expenses for the repair of fixed assets depending on their original or replacement cost. It is advisable to use the same approach when establishing standard business expenses. In the given example, it is taken into account that in practice, repairs of fixed assets are carried out unevenly throughout the year, namely: the largest volume of work occurs in the third quarter;
6) targeted expenses. This type of expense is planned simultaneously with target income. The necessary data can be obtained from the same documents as the data required for planning the corresponding income line. For educational purposes, the example shows figures from which we can conclude that the amount of revenue will fluctuate significantly between quarters of the year, and expenses will be uniform. This is a common practice: the investor plans transfers based on his capabilities, and the task of non-profit organizations is to ensure uniform use of the funds received, which involves the accumulation of funds in some periods and the excess of expenses over income in other periods;
7) other expenses. If necessary, this line includes costs that are not reflected in other lines;
8) reserve for unforeseen expenses. The presence of this line in the estimate of income and expenses is not mandatory. The advisability of including such expenses may be justified by the presence of similar expenses in previous reporting periods. It seems most rational to establish a reserve based on the total amount of expenses (excluding the reserve). In the example, this standard is taken to be 2%.
Auxiliary forms of reporting documents are developed in a similar manner.
In practice, many questions arise regarding the cost structure of a non-profit organization (hereinafter referred to as NPO) and the procedure for drawing up estimates. Can indirect expenses be increased to reduce taxable income? Are there standard budget forms for NPOs? Let's consider these and other questions using the example of an educational NPO.
The specifics of NPO activities can be very diverse. The status of NPOs is determined by Federal Law No. 7-FZ of January 12, 1996 “On Non-Profit Organizations” (hereinafter referred to as Law No. 7-FZ). The main difference between an NPO and other legal entities is that making a profit is not its main goal of activity, and the profit received is not distributed among participants, but is directed towards achieving the main goals of such an organization (Clause 1, Article 2 of Law No. 7-FZ) .
In other words, the activities of NPOs (regardless of the form created) do not involve making a profit as the main goal.
General requirements for estimates
The main document defining the financial and economic activities of NPOs is the estimate.
Let us immediately note that there are no standard forms of estimates, and there are also no regulations governing the filling out of estimates. Therefore, when drawing up estimates, you need to be guided by the specifics of the activities of NPOs.
Thus, NPOs can generate general estimates, as well as detailed estimates for individual projects that are financed from targeted sources.
When drawing up estimates, it is necessary to proceed from the fact that funds received for specific purposes should be spent only for these purposes.
The estimate reflects not the actual, but the expected volume, target direction and temporary distribution of income and expenses.
Estimated income and expenses of an educational NPO
The estimate of income and expenses of an educational non-profit organization is a documented plan for the receipt and expenditure of funds of such an organization.
Estimates can be drawn up for an educational NGO as a whole for a certain period (month, quarter, year, several years, etc.), or for a separate program (training project, area of activity), or for a specific event, or for a separate article. expenses (for example, administrative expenses, entertainment expenses, travel expenses).
As already mentioned, there is no unified form of income and expense estimates. The exception is educational budgetary institutions. For them, line ministries and departments approve the necessary estimates.
The estimate of income and expenses of non-profit organizations, first of all, is formed in the context of sources of revenue generation.
To differentiate between revenue and targeted financing, educational non-profits can use accounts 90 “Sales” and 86 “Targeted financing”.
Accounting for various receipts must be carried out on separate sub-accounts (the so-called sub-accounts of the 1st, 2nd and 3rd order, if accounting is carried out in the 1C program). The number of sub-accounts to be opened will depend on the number of training programs and events, forms of training, etc.
For example, taking into account the specifics of the activities of an educational NPO and the reporting forms provided to the Ministry of Education of Russia, as well as to track the implementation of estimates, we recommend introducing subaccounts under account 86 “Targeted financing” for intermediate operations and separate accounting of revenues (Table 1).
|
Name |
Subconto 1 |
Subconto 2 |
Subconto 3 |
||
|---|---|---|---|---|---|
|
Targeted funding from the budget |
Purpose of targeted funds |
Treaties |
Movements of target funds |
||
|
Educational programs |
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|
Free food |
|||||
|
Other targeted funding and proceeds |
Purpose of targeted funds |
Treaties |
Movements of target funds |
||
|
Non-governmental funding (including anonymous donations) |
|||||
|
Receipt of donation |
Purpose of targeted funds |
Counterparties |
|||
|
Donations from legal entities and individuals |
|||||
|
Donations from parents (persons representing gymnasium students) |
|||||
|
Expenses for targeted funding and donations |
Purpose of targeted funds |
Counterparties |
Expenditures |
Such a chart of accounts should be fixed in the accounting policy for the purposes of accounting for educational non-profit organizations. Before moving on to the procedure for drawing up estimates, a few words about the features of tax accounting for non-profit organizations.
Features of tax accounting
NPOs can apply a general taxation system and a simplified taxation system. When applying the general taxation system, it is necessary to take into account a number of features determined by the nature of the institution’s activities.
Income tax benefit
According to Art. 246 of the Tax Code of the Russian Federation, non-profit organizations are recognized as payers of income tax on a general basis. At the same time, funds received by such organizations for the maintenance and conduct of statutory activities are not subject to income tax (clause 1, subclause 14, article 251 of the Tax Code of the Russian Federation). The taxpayer must ensure separate accounting of target funds and their use in accordance with the conditions of receipt. At the end of the tax period, the NPO submits to the tax authority a report on the intended use of the funds received (sheet 07 of the income tax return).
For example, income received by an educational NPO from the provision of paid educational services is subject to income tax in the generally established manner (Article 249 of the Tax Code of the Russian Federation, letter of the Ministry of Finance of Russia dated June 24, 2010 No. 03-03-04/63, resolution of the Federal Antimonopoly Service of the Volga Region dated December 12. 2013 No. A55-5909/2013, Decision of the Supreme Arbitration Court of the Russian Federation dated 04/09/2014 No. VAS-3384/14 refused to transfer the case to the Presidium of the Supreme Arbitration Court of the Russian Federation).
Note!
Educational institutions have the right to apply a 0 percent rate for income tax, subject to the conditions established by Art. 284.1 Tax Code of the Russian Federation. The application of a zero rate is possible only for the types of educational activities included in the List approved by Decree of the Government of the Russian Federation of November 10, 2011 No. 917.
VAT benefit
NPOs are VAT payers (with the exception of those organizations that apply special tax regimes). The objects of taxation are transactions involving the sale of goods, products, works and services (Article 146 of the Tax Code of the Russian Federation). At the same time, targeted funds received by NPOs (entrance and membership fees, donations and other funds) are not subject to VAT if their receipt is not related to the sale of goods, works, services (subclause 1, clause 1, article 146 of the Tax Code of the Russian Federation).
At the same time, benefits are provided for a number of NPOs.
For example, services provided by non-profit organizations for the implementation of general educational and (or) professional educational programs (basic and (or) additional), professional training programs specified in the license, or the educational process, as well as additional educational services corresponding to the level and focus, are exempt from VAT educational programs specified in the license, with the exception of consulting services, as well as services for leasing premises (subclause 14, clause 2, article 149 of the Tax Code of the Russian Federation, letter of the Federal Tax Service of Russia dated August 25, 2015 No. GD-3-3/3230@) .
Note!
Transactions for the sale of additional educational services, including seminars, master classes and lectures, without issuing a document on education, are exempt from VAT if these services correspond to the level and focus of educational programs specified in the license (letter from the Ministry of Finance of Russia dated December 4, 2015 No. SD -4-3/21268@, dated 12/05/2012 No. 03-07-07/127, dated 11/01/2012 No. 03-07-07/112).
If the cost of notebooks, pens and food for students under the terms of the contract is included in the cost of seminars, VAT is not calculated for the provision of educational services (letter of the Ministry of Finance of Russia dated May 27, 2015 No. 03-07-11/30461).
Benefits for other taxes
Tax benefits in terms of other taxes at the federal level are not established for NPOs. However, such a right is given to the constituent entities of the Russian Federation.
The procedure for drawing up estimates
Now let's move directly to the question of how to make an estimate.
In order to draw up an estimate, you need to clearly understand the structure of income and expenses by item.
Other income of NPOs may include such income as income from the provision of assets for temporary use for a fee, from the sale of fixed assets and other property, etc.
In addition, the sources of formation of property of educational NPOs include:
Revenue from the sale of products, performance of work (for example, tuition fees received);
Dividends received;
Bank interest;
Founders' contributions;
Voluntary donations;
Other income.
When forming the selling price for educational services, it should be taken into account that the legislator left the determination of the amount of tuition fees at the discretion of the parties (Article 54 of the Federal Law of December 29, 2012 No. 273-FZ “On Education in the Russian Federation”).
To determine the amount of payment, educational NPOs must calculate all of their training-related expenses. The absence of an estimate of expenses, in case of early termination of the contract of educational services, will not allow the educational NPO to show the actual expenses incurred that are not subject to reimbursement (Appeal ruling of the St. Petersburg Court dated October 27, 2014 No. 33-17919/2014).
Is it possible to redistribute (increase) costs in the estimate from targeted funding to “regular” activities?
Direct costs, such as materials supplied for a specific event, the salary of a lecturer teaching a specific program, are allocated directly to the specific program.
When an educational organization provides paid services or sells goods, administrative expenses must be distributed, including between business activities and targeted projects.
The rules for the distribution of administrative expenses, called indirect costs in accounting (for example, office supplies, salaries of management personnel, taxes), are prescribed in the accounting policies of non-profit organizations.
If such a methodology is not included in the accounting policy, tax authorities may reasonably consider that the cost of educational services is overstated by the amount of expenses related to non-commercial activities.
A generalized list of direct and indirect expenses should also be fixed in the accounting policies of non-profit organizations. The procedure for classifying costs as direct and indirect costs is generally accepted. Direct costs can be attributed directly to the service provided.
Indirect costs can be distributed in proportion to the number of individuals studying or the general wage fund or income (funds for targeted income or revenue from the provision of other services according to the constituent documents of the NPO).
In order to increase indirect costs that reduce the amount of income from ordinary activities (for example, revenue from the provision of paid additional education services, provision of property for rent), it is necessary to first make several calculation options based on possible cost distribution bases.
Let's look at an example of how indirect costs can be distributed among sources of financing at the planning stage of the expenditure portion of the estimate.
Let's say an NPO decides to distribute indirect costs in proportion to income from activities.
Generalized indicators of funds received are presented in table. 2.
Table 2. Revenue estimate (in thousand rubles))
Generalized indicators for spending funds are presented in table. 3.
Table 3. Cost estimate (in thousand rubles)
|
Name of income items |
Total for 2017 |
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|---|---|---|---|---|---|---|
|
Communication services |
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|
Internet |
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|
Public utilities |
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|
Stationery and other materials |
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|
Salaries of administrative and management personnel |
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Based on the distribution coefficient, indirect costs can be attributed to a decrease in income, as shown in table. 4.
Table 4. Estimate of income and expenses in terms of paid training services (in thousand rubles)
|
Name of income/expense items |
Including by quarters of 2017: |
Total for 2017 |
||||
|---|---|---|---|---|---|---|
|
Income from the provision of paid training services |
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|
Revenue from the provision of paid training services |
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|
Direct expenses |
||||||
|
Materials |
||||||
|
Wage |
||||||
|
Deductions from wages to extra-budgetary funds |
||||||
|
TOTAL direct expenses |
||||||
|
Administrative expenses |
||||||
|
Communication services |
||||||
|
Internet |
||||||
|
Public utilities |
||||||
|
Stationery and other materials |
||||||
|
Salaries of administrative and management personnel |
||||||
|
Deductions from wages to extra-budgetary funds |
||||||
|
TOTAL overhead costs |
||||||
|
TOTAL expenses |
||||||
Note that the base for the distribution of indirect costs in an educational non-profit organization can be chosen in proportion to another indicator, in addition to the one given in the example. For example, such an indicator could be the wage fund of key personnel. The amount of indirect costs that reduce income from a particular type of activity depends on the selected distribution base. Subsequently, the actual total expenses incurred are distributed between types of activities based on the approved indicators of the estimate of income and expenses. To evenly distribute these expenses by type of activity, you can develop additional (auxiliary) tables for the estimate of income and expenses with a breakdown of planned indicators by income and expenses quarterly (monthly).
Based on the results of the calculations, it is necessary to fix a method of distributing indirect costs that is beneficial for NPOs in the accounting policy.
The procedure for approving estimates of income and expenses
According to paragraph 3 of Art. 29 of Law No. 7-FZ, the exclusive competence of the highest management body of a non-profit organization includes the decision, in particular, of the following issues: determining the priority areas of activity of a non-profit organization, the principles of the formation and use of its property.
The financial plan (estimate) is approved by the highest management body of the NPO. Such an organization can coordinate its budgets only with sponsors, donors and grantors, as well as founders (members, participants).
In any case, government bodies (including the tax inspectorate) do not have the right to interfere in the activities of an NPO and make changes in the direction of spending funds of such an organization if their use is targeted and corresponds to the statutory goals of the NPO.
As already mentioned, the estimate is a plan for upcoming income and expenses. Accordingly, an estimate is not a dogma, but a changeable and adjustable tool for planning the activities of an educational NPO.
After the start of any educational program, new situations may arise in which it is necessary to clarify the costs planned in the estimate (in order to increase or redistribute costs).
If necessary, the NPO may revise its estimates, observing the necessary formalities. It is important to remember that it is not allowed to use funds from one target program for another without the written consent of the donor, grantmaker, etc. The exception is the case when the funds are transferred with the wording “for the statutory purposes of the organization.”
An estimate of revenue and costs (also called a financial plan) in organizations not engaged in commercial activities is formed for the purpose of planning a budget for a future period of time. Its preparation is mandatory if management is interested in the uninterrupted normal functioning of the enterprise. In the article we will tell you how to prepare an estimate of income and expenses of a non-profit organization + a sample of filling it out, and answer frequently asked questions.
Non-profit organization - what is it?
Finance in a non-profit firm
Despite the fact that a non-profit enterprise has no income, it will still need finance:
- to maintain work,
- for renting premises,
- to pay managers,
- for economic needs,
- for the implementation of projects, etc.
Sources of funds may be:
- entry fees for participants,
- present,
- grants,
- interest on cash deposits,
- charitable contributions.
What is an estimate and why is it needed?
An estimate is a plan of income and expenses for a certain period of time. The estimate should reflect any aspects that involve the movement of money. The document is generated based on the needs of a specific enterprise and contains information about the entire company or only about a specific project. The estimate is based on accounting data, but is considered an approximate document. The accuracy of the entered figures depends on how competently and fully the developments, needs of the company, plans, and experience of past years are taken into account.
Who does the budgeting?
The fact that the enterprise is non-profit does not affect the procedure for drawing up estimates - they are compiled by an accountant or an official who has assumed his responsibilities (director, for example), as in a commercial company. Whoever is appointed responsible for working on the estimate, the finished document is certainly transferred to the chief executive officer of the company - he must approve the paper and sign it or make comments and return it for revision.
The personal signature of the management is usually sufficient, but if the internal regulations of the enterprise stipulate that documents must be certified with the seal of the organization, the estimate must also have a seal imprint.
How to make an estimate for an NPO
The estimate is divided into income and expense parts. The document can be detailed or brief - it is allowed to consider each cost item separately or only in groups. The budget of income and expenses reflects plans for a specific period (usually a quarter, 6 or 12 months) and contains a list of items of cash receipts and expenses that are standard for a given company. It is also necessary to provide a separate line for expenses that are not planned, but may occur.
In order to competently draw up an estimate for a non-profit enterprise, you need to adhere to the recommendations outlined below, while paying attention to the characteristics of a particular company:
- There is no unified form or strict requirements for estimates of non-profit firms. It is advisable to fix its template in the company’s internal act; this will significantly speed up the process of drawing up the document.
- It is allowed to make entries by hand or typewritten.
- The structure of the estimate is divided into 3 parts: “header” (introduction), main section (often done in tabular form), conclusion (conclusions).
- For the document, sheets of any convenient size are taken. If more than one sheet is required, all pages are laced together (fixing with staples is not encouraged), the last one is marked with the number of sheets stapled and signed by the designer and management.
- A document that has been approved, according to the rules, should not be adjusted, but when the company’s accounting policy suggests the possibility of making amendments, corrections are allowed (within the reporting period).
Calculations based on which the amounts of funds were prescribed can be attached to the document, but this is not a mandatory requirement.
How to approve an estimate, who approves the estimate
The estimate must be approved and approved by the highest governing body or collegial elected bodies, which operates on an ongoing basis. The second is given this right on the basis of the provisions of the Charter of the enterprise. The procedure for document approval depends on the form of company creation.
| Form for creating an NPO | Who approves the estimate |
| Unitary | |
| Fund | Governing body |
| Autonomous non-profit organization | Supervisory Board |
| Religious organization | The body authorized for approval is prescribed in the provisions of the Charter |
| Corporate | |
| Consumer cooperative | General meeting of participants |
| Public organization | |
| Public association | |
| Association | |
| Union | |
| Property Owners Association | |
| Cossack society | |
| Community of Indigenous Minorities of the Russian Federation | |
| Bar Association | |
| Bar association, law office or legal consultation | |
How long is the estimate for?
There is also no guidance on this issue in the legislation. The estimate can be prepared for a calendar year and divided into quarters or months. It is not necessary to split it; you can enter data for 12 months without specifying which period the calculations relate to. The document can be created for several years, and then the articles can be separated by year. The estimate is not drawn up “for show” - the director and financial managers of the company are obliged to organize activities, bringing the indicators as close as possible to those indicated in the estimate.
At the end of the reporting period, the responsible person analyzes to what extent what was conceived and planned was realized, and whether the figures correspond to the calculations in the estimate.
The results of the analysis are recorded in the act; it also states the actual expenses incurred and the volume of cash receipts. Analysis is necessary, and its implementation cannot be ignored - comparison of plans and actual indicators helps to assess deviations and shortcomings in the company’s budget planning, as well as eliminate shortcomings when creating estimates in the future.
Sample of filling out an estimate
- Let's look at how to fill out the estimate form correctly. The “head” of the sheet contains:
- full name of the non-profit enterprise,
- day of document formation,
the period for which it was drawn up.
- The main (tabular) part includes:
- the amount of funds remaining from the previous reporting period;
- items of cash receipts are indicated in order of priority, taking into account the specifics of the company’s activities (approximate amounts are indicated opposite the items);
- the company's expenses are recorded using the same scheme;
the total is calculated.
Legislative acts on the topic
Typical mistakes when compiling Mistake #1.
A non-profit firm does not prepare an estimate of financial revenues and expenses, since the calculations never coincide with the actual figures.
The estimate must be drawn up in any case, and every time there is a discrepancy between the planned and actual indicators, it is necessary to analyze the reasons for this phenomenon - in this way, over time, it is possible to bring the expected results as close as possible to the actual ones. Mistake #2.
Amendments were made to the estimate of income and expenses of NPOs at the end of the reporting period in which it was compiled.
Answers to common questions Question No. 1.
In this case, the estimate should be changed. This can be done as many times as management orders, since in the case of a large discrepancy between planned and actual indicators, the company may be accused of misuse of money.
Question No. 2. Who should approve the new estimate, which was adjusted as soon as a significant difference became visible between the calculations in the document and the real costs of the non-profit organization?
The estimate of income and costs in case of change is certified by the same management body that signed the first version of the document.
In the accounting of a non-profit organization (NPO), the main place is occupied by the accounting of funds for targeted financing. The term “targeted financing” is found both in accounting, in particular, for the name of account 86, and in tax law. There is no such concept in civil law, however, when drawing up various types of contracts, it is necessary to be guided only by the norms of civil law.
The closest concepts of civil law for the activities of NPOs are gift agreements (Article 572 of the Civil Code of the Russian Federation) and donations (Article 582 of the Civil Code of the Russian Federation). A donation is the donation of a thing or right for generally beneficial purposes. Donations are made to citizens, medical and educational institutions, social protection institutions, charitable, scientific and educational institutions, foundations, museums and other cultural institutions, PUBLIC and religious organizations.
Donations predetermine the obligations of the recipient. Thus, the donor has the right to put forward a condition that the property transferred to him be used for a specific purpose. Violation of this duty by the beneficiary may result in cancellation of the donation.
A legal entity accepting a donation, for the use of which a certain condition has been established, must keep separate records of all operations involving the use of donated property.
Tax accounting
In the activities of NPOs, there is income in the form of funds and other property that are received as gratuitous assistance (assistance) in the manner established by Law No. 95-FZ, as well as property received by the taxpayer as part of targeted financing. Organizations are required to keep separate records of income received and expenses incurred within the framework of targeted financing. In the absence of such accounting, these funds are considered as subject to taxation from the date of their receipt. Targeted funding also includes received grants. Grants are recognized as funds or other property if their transfer (receipt) meets the following conditions:
grants are provided on a gratuitous and irrevocable basis by Russian individuals, NON-PROFIT ORGANIZATIONS, as well as foreign and international organizations and associations according to the list of such organizations approved by the Government of the Russian Federation, for the implementation of specific programs in the field of education, art, culture, public health, environmental protection , protection of human and civil rights and freedoms provided for by the legislation of the Russian Federation, social services for the poor and socially unprotected categories of citizens, as well as for conducting specific scientific research;
grants are provided on conditions determined by the grantor, with a mandatory report on the intended use of the grant.
When determining the tax base, targeted revenues are not taken into account: from the budget to budget recipients and for the maintenance of NPOs, for their conduct of statutory activities; transferred free of charge from other organizations and (or) individuals and used by recipients for their intended purpose. Taxpayers who are recipients of targeted revenues are required to keep separate records of received (produced) income (expenses).
Funds received can be recognized as target income and expenses only if they fully comply with the requirements of the person who provided the financing. To control the intended use of funds, it is necessary to ensure the identity of the indicators of the financial statements and accounting registers, as well as the data of primary documents.
The basis for organizing accounting and documentation should be the correspondence of subaccounts (or subconto) of account 86 “Targeted financing” to specific sources of targeted financing. The accounting (financial) statements of the organization include summarized data on all subaccounts of targeted financing, its revenue and expenditure parts. The accounting registers must present a detailed picture of each source of financing.
Supporting documents must strictly relate to the specific contract. It is necessary to compare the expenses incurred with certain budget or estimate items. In the absence of such a system for identifying primary documents with sources of targeted funding, inspection authorities will most likely not be able to draw conclusions about the intended use of funds and the maintenance of separate records. The consequence will be the classification of target income as non-operating income and their subsequent taxation.
It is impossible to consider any financial and economic transaction, removing it from the general context of the organization’s activities. Therefore, it is necessary to compare all types of information that may be relevant to the accounting of target funds. When preparing an income tax return to reflect received targeted funds, NPOs fill out sheet 07 “Report on the targeted use of property (including funds), work, services received as part of charitable activities, targeted receipts, targeted financing.” The Ministry of Taxes of Russia in the recommendations "Tax accounting system recommended by the Ministry of Taxes of Russia for calculating profits in accordance with the norms of Chapter 25 of the Tax Code of the Russian Federation" offered non-profit organizations forms of Registers for accounting of earmarked funds in the form of:
Register for accounting of receipts of target funds;
Register of accounting for the expenditure of target funds;
Register for accounting of earmarked funds used for purposes other than their intended purpose.
Accounting
Accounting for target income and expenses can be attributed to complex and controversial issues in accounting for non-profit organizations. Currently, account 86 is used to summarize information on target income and expenses. To reflect target expenses, organizations, at their choice, recorded in the accounting policy, can use either account 86 directly, or 20 “Main production”, or 26 “General business expenses”. Account 20 for these purposes is directly recommended by the Ministry of Finance of Russia (see Approved by order of the Ministry of Finance of Russia dated February 7, 2006 No. 24n.)
Chart of accounts for accounting financial and economic activities of organizations and Instructions for its application, approved by Order of the Ministry of Finance of Russia dated October 31, 2000 No. 94n.
I recommend using account 20 to account for expenses incurred by the organization in its main type of activity (statutory non-commercial activity). When the work is completed, account 20 is closed to Debit 86 for the corresponding subaccounts.
The inconveniences in using accounts 20 and 26 are as follows. When using account 20, traditionally, accounting should be kept according to economic elements, which has no practical benefit in the activities of NPOs, and makes the accounting mechanism very cumbersome. Account 26 does not fully correspond in name to the values taken into account, since in addition to general business expenses, NPOs also have other types of expenses. In addition, according to accounting rules, this account must be closed monthly, which is not always justified in the course of business activities of an NPO, and account 20 can be closed after the event.
Therefore, for accounting for target funds, account 86 is the main one. Despite this, there is no unified methodology for accounting for target income and expenses. The task is somewhat simplified when the organization has one source of funding and implements a single target program. In practice, this happens extremely rarely. As a rule, an NPO has several sources of funding and carries out several targeted projects or programs.
In the debit and credit of account 86, you need to enter the necessary subaccounts and divide the receipts, in accordance with the source of receipt, and debit 86 expenses related to these incomes.
Since the basis of the activities of a non-profit organization is an estimate, the methodology for accounting for target funds must be built using similar approaches. One of the principles of accounting for NPOs is the unity and comparability of accounting and tax reporting data. Based on this, it can be recommended to build an accounting system, reflecting sources of financing in the subaccounts of account 86. The accounting information collected in sub-accounts is the basis for drawing up a report to a specific financing organization or individual. Since organizations are implementing several projects and programs, the second level of subaccounts can be recommended to reflect income and expenses for targeted projects and programs. The next level of detail may correspond to specific budget lines for each target program. As a result, the details of account 86 will look like this:
first level of sub-account (sub-account) - sources of financing reflected in the sub-accounts of the first level of the target financing account;
second level of sub-account (sub-account) - names of target projects and programs reflected in the second-level sub-accounts;
the third level of subaccount (subconto) - budget items of specific target projects in accordance with the estimate of income and expenses for this event.
Estimate of income and expenses of a non-profit organization
The accounting system of an NPO must contain information not only about the state of assets and liabilities, the presence and volume of the organization’s property, but also, unlike a commercial organization, about how the received target funds were used. The basis for reflecting this type of information is the estimate. Federal Law No. 7-FZ of January 12, 1996 “On Non-Profit Organizations” states that each NPO must have an independent balance sheet or budget. The estimate of income and expenses can be defined as a plan for the upcoming receipts of material and cash resources, as well as expenses of the organization.
It is necessary to highlight the sources through which a non-profit organization exists:
Entry fees;
Membership fee;
Voluntary donations;
Targeted revenues from budgetary organizations:
a) for statutory activities
b) for a specific program (in this case, a contract is drawn up with an estimate for each specific program, in which income will be equal to expenses)
c) subsidies, subventions
d) financial assistance
Profit from business activities remaining after taxation.
Based on this, it is clear that even organizations using the simplified taxation system (STS) must maintain accounting and tax records to correctly determine profit from commercial activities, since for our organizations this income position is often very significant.
The NPO's estimate is drawn up for the calendar year, as well as for the implementation of a specific program or project. The draft estimate is discussed and approved by the highest governing body in accordance with the organization's charter. Changes that need to be made to the estimate should be agreed in writing with the authority that approved the original version.
To simplify the work somewhat, we can recommend drawing up an estimate for the same items of income and expenses that are provided for in the income and expense report. An approximate estimate of an NPO for a financial year may look like account card 86 (in the 1C program) with full details of income and expenses.
The estimate for a target project or program is drawn up in accordance with the goals of the project (program) and approved by the financing party. Most often these are legal entities.
However, at the moment, not all the subtleties of accounting for earmarked funds are regulated at the legislative and regulatory levels. When working with targeted funds, NPOs are required to comply as accurately as possible with the norms and rules of Russian legislation and be reflected in their accounting policies.
A non-profit organization must have an independent balance sheet or budget.
In the course of implementing targeted programs in a non-profit organization, an estimate of income and expenses is drawn up. This is the main document on the basis of which a non-profit organization operates.
Estimate for a non-profit organization – a documented plan for the receipts and expenditures of material and monetary resources of the organization. The estimate regulates the activities of a non-profit organization. It is the main document defining the financial and economic activities of the organization.
When drawing up estimates, it is necessary to proceed from the fact that funds received for specific purposes should be spent only for these purposes. Changing expense items is possible only with written consent from the donor. A nonprofit organization's target revenues must be equal to its target expenses. Otherwise, funds spent for other purposes are subject to withdrawal to the federal budget.
The estimate reflects the expected volume, target direction and temporary distribution of income and expenses. It can be compiled for any period (month, quarter, year (often), etc.).
There is no unified form of estimates of income and expenses (the exception is budgetary institutions, for which line ministries and departments approve the necessary estimates). This is explained by the fact that non-profit organizations can have an extremely wide range of functions, the financing of which is difficult to formalize. Therefore, the form of the estimate, the composition and structure of indicators, as well as the system for grouping and detailing data for convenience and taking into account the specifics of a particular non-profit organization are developed by the organization itself based on the assigned tasks. An example of the form of estimates of income and expenses is given below (Table 2.1).
Table 2.1
Estimate of income and expenses (example)
I approve
(name of the highest management body of the NPO)
“___” _______________200__g.
Estimate of income and expenses
____________________________________
(name of NPO)
| The name of indicators | I approve for a year, thousand rubles. | Including by quarter |
||||
| I. Balance at the beginning of the year | ||||||
| II. Income, total | ||||||
| Founders' contributions | ||||||
| Entry fees | ||||||
| Membership fee | ||||||
| Voluntary donations | ||||||
| Special-purpose financing | ||||||
| Income from business activities | ||||||
| III. Expenses, total | ||||||
| Wage | ||||||
| Contributions to social funds from wages | ||||||
| Travel expenses | ||||||
| Rental expenses | ||||||
| Communal expenses | ||||||
| Administrative expenses | ||||||
| Housekeeping and repair expenses | ||||||
| Target Spending | ||||||
| other expenses | ||||||
| Contingency reserve | ||||||
| IV. Balance at the end of the year | ||||||
Head of the organization _______________________________ “___” ____________200__
Chief Accountant _______________________________ “___” ____________200__
(signature) (signature decryption)
The financial plan (estimate) is approved by the highest management body of the non-profit organization. It is advisable to draw up a separate estimate for each target program. In each of the programs, it is advisable to provide a separate item for administrative expenses. At the end of the reporting period, it is recommended to draw up a report on the execution of the estimate and approve it by the same body as the estimate.
A non-profit organization can coordinate its budgets only with sponsors, donors and grantors, as well as founders (members, participants). We emphasize that government authorities, including tax authorities, do not have the right to interfere in the activities of a non-profit organization and make adjustments to the direction of spending the funds of a non-profit organization if such use is targeted and corresponds to the statutory goals of the organization.
If necessary, a non-profit organization may revise its estimates, observing the necessary formalities. It should be remembered that it is not allowed to use funds from one target program for another without the written consent of the donor. The exception is the case when funds are transferred with the wording “for the statutory purposes of the organization.”
The only restriction regarding the expenditure of funds is that the wage fund for the administrative and managerial staff of a charitable organization should not exceed 20% of the financial resources spent by the organization for the financial year. At the same time, the limit specified in the Law does not apply to the remuneration of persons participating in the implementation of charitable programs.
Estimates are usually used when filling out a Report on the targeted use of funds received and a Report on the targeted use of property (including funds), works, services received as part of charitable activities, targeted income, targeted financing.