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BARS Cash Manual

 

BARS Account Exports

BARS Account Exports
In this section, governments can access a report providing information on the allowability of BARS codes in fund types as well as export a chart of accounts specific to a government type.

BARS Codes to Fund Type
BARS codes may be restricted for use in the annual report filing system. The following matrix “Codes to Funds” identifies which fund group(s) that each active BARS code may be reported in.

Download FY2022 Codes to Funds here. Codes are as of November 30, 2022.

Note: It is recommended to use this matrix in conjunction with the government specific BARS Account Export provided below.

BARS Account Export
Download a government specific BARS Chart of Accounts in the export box at the bottom of this page.

Your annual report requires seven digits for all account codes however, their display in the chart of accounts export varies. The expenditure or expense accounts are presented in the export without object codes. Object codes will need to be added to the BARS Code to complete the required seven digits for the annual report. Additional details about object codes are available in the BARS Manual 1.4. The reporting at the subobject level is not required.

How to use the BARS Account Export

Select a government type
The government type selection will limit the BARS accounts that are applicable to the selected government type. If all is selected, the export will include BARS accounts for all government types.

Select basis of accounting
The basis of accounting selection will limit the BARS accounts that are applicable to the basis of accounting selected (GAAP or Cash). If all is selected, the export will include all the BARS codes regardless of their applicability to a specific basis.

Select export type
The Excel option provides a spreadsheet which you can format.
The PDF is formatted to highlight the different categories of account codes and for printing. For display purposes, the account codes contain decimal points which should be excluded in your annual report.

Select a reporting level
Above and Prescribed option includes all the accounts, including the accounts in which other codes are rolled up into for category presentation. These above prescribed codes are not valid for reporting, however they provide detailed information on the category of the codes. This listing also provides the Prescribed accounts, which are the required accounts for annual report filing.
The Prescribed option includes only the accounts which are the valid BARS account codes for annual report filing.

This section was last edited by SAO on 12/16/22
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Introduction

2 Budgeting

2.4 Budget Compliance

2.4.1 Introduction

2.4.1.10 A budget is a legal document that forecasts the financial resources of a government and authorizes the spending of those resources for a fiscal period. At a minimum, local governments’ budget must meet the requirements of Washington state law and the State Auditor’s Office. The SAO does not prescribe how to budget or what a budget should look like. The adopted budget should be of sufficient detail to be meaningful and meet the intention of the law. The SAO considers budgets showing revenues and expenditures at the legal fund level to be the minimum acceptable level of detail.

2.4.1.20 Budgeting is more than just an activity to satisfy state law. It is a sophisticated process of strategic planning, communication and policy development resulting in a detailed plan of operations for allocating and monitoring the use of limited resources among various competing demands. Teaching how to budget is outside the scope of the BARS. However, there are many educational resources available to local governments, such as the Municipal Research and Services Center  (mrsc.org) and the Government Finance Officers Association (gfoa.org).

2.4.1.30 Glossary of budgetary terms:

Annual/biennial appropriated budget – A fixed budget adopted for the government’s fiscal period. The appropriated budget was traditionally used to determine a government’s property tax levy, and a ceiling on expenditures was made absolute so that the expenditures of a government unit would not exceed its revenues. This budget was also historically a balanced budget, estimated revenues equaling appropriations. The appropriated budget is still used to set tax levies and some budget statutes still require balanced budgets, but it is more generally used to authorize a specific amount of expenditures regardless of whether estimated resources meet or exceed that amount. Appropriated budgets are required by statute in cities (Chapter 35.32A RCW, Chapter 35.33 RCW and Chapter 35A.33 RCW), counties (Chapter 36.40 RCW), and most other local governments in Washington State. These budgets are also called legal budgets, adopted budgets, or formal budgets. The appropriated budgets should be adopted by ordinance or resolution.

Appropriation – The legal spending level authorized by a budget ordinance or resolution. Spending should not exceed this level without prior approval of the governing body.

Capital improvement budget Consists of two elements: the annual/biennial portion of capital projects and annual/biennial appropriations for the purchase, construction or replacement of major fixed assets in the current fiscal period.

Comprehensive budget – A government-wide budget that includes all resources the government expects and everything it intends to spend or encumber during a fiscal period. The comprehensive budget contains annual/biennial appropriated budgets, the annual/biennial portion of continuing appropriations such as the capital improvement projects, debt amortization schedules, and grant projects, flexible budgets and all non-budgeted funds.

Continuing appropriation – A fixed budget which authorizes expenditures for a fiscal period that differs from the government’s fiscal year, such as capital projects, debt issues, grant awards, and other service projects. These expenditures require an ordinance or resolution to authorize the project, establish the assessment roll, adopt the debt amortization schedule, or accept the grant award. Such ordinances or resolutions set an absolute maximum or ceiling on the expenditures, but the time period for incurring expenditures does not coincide with the government’s fiscal year; it may even cover several years. The major difference between annual/biennial appropriated budgets and continuing appropriations is that the latter do not lapse at fiscal period end; this implies that no legislative action is required to amend the annual/biennial portion of a continuing appropriation, unless the total authorized expenditures would exceed the entire appropriation.

Encumbrances Commitments related to unperformed (executory) contracts for goods or services should be utilized to the extent necessary to assure effective budgetary control and to facilitate cash planning. Encumbrances outstanding at year end represent the estimated amount of expenditures ultimately to result if unperformed contracts in process are completed; they do not constitute expenditures or liabilities.

Final amended budget – The original budget adjusted by all reserves, transfers, allocations, supplemental appropriations, and other legally authorized legislative and executive changes applicable to the fiscal year, whenever signed into law or otherwise legally authorized.

Fixed budget – Those budgets which set an absolute maximum or ceiling on the expenditures of a particular fund, department, or other specific category. A fixed budget can be either an annual/biennial appropriated budget or a continuing appropriation. Fixed budgets must be adopted by ordinance or resolution, either for the government’s fiscal period or at the outset of a service project, debt issue, grant award, or capital project.

Flexible budgets – Are usually regarded as managerial tools, which do not set a ceiling on expenses or expenditures but establish a plan for them at various levels of service. They are especially appropriate for the day-to-day operations of a public utility where it is essential to plan fluctuations in the demand for services and where revenues will automatically increase with demand, so that a balanced budget does not depend on establishing a ceiling for expenses.

Operating budget – Presents the estimated expenditures and available resources necessary to provide the services for which the government was created. An operating budget will contain flexible budgets and fixed budgets; the fixed budgets will include annual/biennial appropriations for services and the annual/biennial portion of continuing appropriations for debt service and for service projects.

Original budget – The first complete appropriated budget. The original budget may be adjusted by reserves, transfers, allocations, supplemental appropriations, and other legally authorized legislative and executive changes before the beginning of the fiscal year. The original budget should also include actual appropriation amounts automatically carried over from prior years by law.

Working capital budget – Combines flexible and fixed budget elements in one document for enterprise and internal service funds. Current operations are flexibly budgeted based on the estimated level of services to be provided and long-range sources and uses of assets are controlled by annual/biennial appropriations and continuing appropriations.

This section was last edited by SAO on 12/16/22
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Impact Fees

3 Accounting

3.6 Revenues

3.6.14 Impact Fees

3.6.14.10 Impact fees are charges assessed by local governments against new development projects that attempt to recover the cost incurred by government in providing the public facilities required to serve the new development. Impact fees are only used to fund facilities, such as roads, schools, and parks, that are directly associated with the new development. They may be used to pay the proportionate share of the cost of public facilities that benefit the new development; however, impact fees cannot be used to correct existing deficiencies in public facilities. In Washington, impact fees are authorized under the Growth Management Act (GMA) (RCW 82.02.050, RCW 82.02.100), as part of "voluntary agreements" under RCW 82.02.020, under the Local Transportation Act (RCW 39.92.040), and as mitigation for impacts under the State Environmental Policy Act (SEPA) (Chapter 43.21C RCW). GMA impact fees are only authorized for public streets and roads; publicly owned parks, open space, and recreation facilities; school facilities; and fire protection.

3.6.14.20 Revenues (BARS 345.8X) should be recorded when the local government has received the resources. The statutory provision requiring unused impact fees to be returned to developers is a future transaction. When refunds are paid to developers, the activity will be recorded based on the functional expenditure coding of the activity.

3.6.14.30 Impact fees should not be accounted for in a custodial fund.

Local governments are required to use these contributions for specific purposes (purpose restrictions); therefore, the government should report the resulting cash and investment balance as restricted until they are used.

This section was last edited by SAO on 12/15/22
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Reporting Requirements and Filing Instructions for Cities and Counties

4 Reporting

4.1 Reporting Principles and Requirements

4.1.5 Reporting Requirements and Filing Instructions for Cities and Counties

4.1.5.10 Pursuant to RCW 43.09.230, Annual Reports are to be certified and filed with the State Auditor’s Office (SAO) within 150 days after the close of each fiscal year.

4.1.5.20 The following matrix provides additional details regarding reporting requirements for governmental, proprietary and fiduciary funds.

X - Required to be prepared by cities and counties and submitted to the SAO
N/A - Not applicable; not required to be prepared by cities and counties.

Footnotes
[1] Cities were required to prepare the Schedule 06 beginning in reporting year 2019.
Counties are required to prepare the Schedule 06 for reporting year 2020.

[2] Cities with total revenues usually less than $300,000 are also required to submit a Schedule 22 Questionnaire.


Caution

4.1.5.30 The SAO online filing system will automatically produce the C-4 and C-5 statements for the local governments. Note that local governments with total revenues of $2 million or less are not required to prepare financial statements unless debt covenants, a contract, a grantor or the district’s legislative body requires the district to prepare the financial statements or if the government is to receive a financial statement audit. If this request is made, the financial statement package containing the C-4 and C-5 statements and notes should be prepared. The $2 million threshold calculation excludes any proceeds from issuance of long-term debt and resources held by the government in its fiduciary capacity.

4.1.5.40 If more than $750,000 in federal funding was expended by the entity during the year and a federal single audit is required, the entity must prepare financial statements if it has expenditures of federal moneys from more than one program or cluster. However, an entity that normally does not prepare financial statements may not need to prepare them for the single audit if it has expenditures from only one program or cluster. Entities should consult with their local SAO team or the SAO HelpDesk if they have questions about this requirement.

4.1.5.50 Forms

The templates for Online Filing for Schedules 01, 06, 09, 15 and 16 are available on the BARS Reporting Templates page on the SAO website. When using the Online Filing option, the system will create the Schedule based on data provided by the city/county on these templates.

Blank forms for other schedules are provided on the BARS Reporting Templates page. The use of these particular forms is not required; however, information requested by the form is prescribed. Specific instructions accompanying each statement and schedule identify which, if any, details are optional.

4.1.5.60 Subsequent corrections

All subsequent discoveries of errors and omissions in the annual report – from the date of original submission up through the end of the audit applicable to that period – are required to be corrected by resubmitting the annual report. For any misstatements discovered during the audit, governments should ensure open communication with the audit team about the correction. Any misstatements discovered after the audit is completed that affect Schedule 01 should be recorded as a prior period adjustment. If misstatements discovered after completion of the audit are material, governments should immediately alert their audit team.

4.1.5.70 Filing instructions

Electronic reporting is strongly encouraged when filing annual reports. Annual reports should be submitted via the Online Filing option on the State Auditor’s website at: https://portal.sao.wa.gov/saoportal/. Acceptable file should adhere to the prescribed record layout and should be an Excel file. It should include column headings. All columns must be formatted as text except the Actual Amount column which is numeric. More details are provided on the website.

For questions and/or support e-mail the SAO HelpDesk through Online Services.

If the city or county cannot provide the annual report in the electronic format it should mail completed physical templates to:

Annual Report
State Auditor’s Office
Local Government Support Team
P.O. Box 40031
Olympia, WA 98504-0031

4.1.5.80 Certification

Electronic reporting through the SAO website will require electronic certification of the annual report during the final steps of the submission process.

If the city or county cannot utilize the electronic reporting, prepare the certification form (provided on the BARS Reporting Templates page), including signature and date and include this form when mailing your report.

4.1.5.90 The following matrix describes required statements and schedules for cash basis cities and counties and the scope of each schedule.

Footnote
[1] There should be only one general fund. Also, if the local government accounts for the debt and capital projects related to proprietary activities in funds other than proprietary, these activities should be incorporated in the appropriate proprietary fund. All interfund transactions between funds which are combined for reporting purposes should be eliminated to avoid double counting.


Annual Report Disclosure Form
MCAG No. _______
(City/County)

(This form is not required if you are submitting the annual report electronically.)

Use the column which is appropriate for your government type. Please place a check mark or "Y" if the statements/schedules are attached. If financial statements and/or are not applicable, mark the spot "NA" (not applicable). An "NA" in your government type column will indicate that a schedule is not attached due to lack of activities described in the schedule in reported year. The blocked spot indicates the schedule is not required for that government type.

Footnotes
[1] Only cities and counties with revenue of $2 million or more are required to prepare the notes to the financial statements. See Caution, above.

[2] See BARS Manual for detailed instructions indicating which cities are required to prepare this schedule.

[3] Only cities with revenue usually less than $300,000 are required to prepare this schedule.

This section was last edited by SAO on 12/13/22
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Table of Contents

Index of Sections

Charts of Accounts1
BARS Account Export 
General Ledger Accounts1.2
Object Codes1.4
Revenue/Expenditure Accounts Overview1.14
Account Structure1.1
Applicability1.1.6
Structure1.1.2
Budgeting2
Budget Compliance2.4
Introduction2.4.1
Budget Adoption and Amendments2.4.3
Budget Process2.4.2
Accounting3
Accounting Principles and Internal Control3.1
Fund Types and Accounting Principles3.1.7
Bank Reconciliations3.1.9
Beginning and Ending Cash and Investments Classifications3.1.8
Internal Control3.1.3
Original Supporting Documentation3.1.4
Assets3.2
Compensating Balances3.2.5
County’s External Investment Pool3.2.9
Deposits and Investments3.2.1
Money Held in Trust3.2.4
Special Assessments3.2.7
Sweeping Interest and Investment Returns into General Fund3.2.3
Capital Assets3.3
Capital Assets Management3.3.8
Liabilities3.4
Accounting for LOCAL Program Financing Activities3.4.11
Bonds and Revenue Warrants3.4.3
Environmental and Certain Assets Retirement Liabilities3.4.18
Intergovernmental and Forgivable Loans3.4.7
Issuance of Duplicate Instruments3.4.5
Leases and Installment Purchases3.4.1
Other Postemployment Benefits (OPEB)3.4.16
Pension Liabilities3.4.13
Refunding Debt3.4.14
Solid Waste Utilities: Closure and Postclosure Cost Accounting3.4.10
Revenues3.6
Cash Receipting3.6.1
County Auditor's Operation and Maintenance Fund (Recording Fees)3.6.2
County Treasurer's Operation and Maintenance Fund3.6.3
Criminal Justice Funding3.6.4
Diversion of County Road Property Tax3.6.5
Electronic Funds Transfer – Receipts3.6.6
Impact Fees3.6.14
Liquor Tax and Profits Two Percent Substance Abuse Treatment Programs3.6.8
Prosecuting Attorneys' Salaries3.6.12
Suspense Funds3.6.11
Utility Tax3.6.13
Working Advances from Department of Social and Health Services (DSHS)3.6.10
Awards (Formerly Grants)3.7
Certain Grants and Other Financial Assistance (Formerly Pass-Through Grants)3.7.2
Federal Awards (Formerly Grants Accounting)3.7.1
Expenditures3.8
Confidential Funds (Drug Buy Money, Investigative Funds)3.8.9
Electronic Funds Transfer – Disbursements3.8.11
Employee Travel3.8.2
Imprest, Petty Cash and Other Revolving Funds3.8.8
Memberships in Civic and Service Organizations3.8.13
Mobile Devices3.8.3
Paths and Trails – Accounting3.8.10
Purchase Cards3.8.4
Redeemed Warrants/Cancelled Checks3.8.7
Unemployment and Deferred Compensation3.8.1
Use of Payroll and Claims Funds3.8.6
Voter Registration and Election Costs Allocation3.8.12
Voucher Certification and Approval3.8.5
Interfund Activities3.9
Interfund Activities Overview3.9.8
Equipment Rental and Revolving (ER&R) Fund3.9.7
Loans3.9.1
Overhead Cost Allocation3.9.5
Property Transfers3.9.2
Reimbursements3.9.4
Utility Surplus Transfers3.9.3
Compliance3.10
Bond Coverage for Public Officials and Employees3.10.3
County Fair Operations3.10.1
Limitation of Indebtedness3.10.5
New Entity Creation and Dissolution Notification3.10.6
Promotional Hosting3.10.7
Public Works Records3.10.4
Reporting Losses of Public Funds or Assets or Other Illegal Activity3.10.2
Special Topics3.11
Transportation Benefit District (TBD)3.11.1
Reporting4
Reporting Principles and Requirements4.1
Reporting Requirements and Filing Instructions for Cities and Counties4.1.5
Reporting Requirements and Filing Instructions for Special Purpose Districts4.1.6
Certification4.1.3
GAAP Versus Cash Basis Reporting4.1.7
Financial Statements4.3
Determining Fiduciary Activities to be Reported in Custodial Funds4.3.14
Fund Resources and Uses Arising from Cash Transactions (C-4)4.3.12
Fiduciary Fund Resources and Uses Arising from Cash Transactions (C-5)4.3.13
Notes to Financial Statements4.6
Instructions4.6.2
Note 1 – Summary of Significant Accounting Policies
See the BARS Manual 4.6 menu for additional Note X templates/instructions.
Supplementary and Other Information4.14
Liabilities (Schedule 09)4.14.13
Expenditures of Federal Awards (Schedule 16)4.14.5
SAO Annual Report Schedules4.8
Revenues/Expenditures/Expenses (Schedule 01)4.8.1
Summary of Bank Reconciliation (Schedule 06)4.8.17
Expenditures of State Financial Assistance (Schedule 15)4.8.16
Public Works − Cities and Counties (Schedule 17)4.8.6
Sales and Use Tax for Public Facilities – Rural Counties (Schedule 20)4.8.8
Risk Management (Schedule 21)4.8.9
Assessment Questionnaire (Schedule 22)4.8.14

This section was last edited by SAO on 12/16/22
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BARS Alerts & Overview of Changes

BARS Alerts

02/07/2023Opioid Settlement Update
12/17/2022Annual update, see changes in table below

Overview of Changes – Applicable to the Reporting Year 2022

TopicReferenceDescription of Changes
   Chart of Account
BARS Account Export512.50 (Municipal Court Expenses)512.50 (Municipal Court Expense) – Retired see 512.51 and 512.52

BARS Account Export

512.51 (Non-Contracted Court)512.51 New Code – This code is to be used for municipal governments that provide their own court services.
BARS Account Export512.52 (Contracted Courts)512.52 New Code – This code is to be used when a municipal government contracts out their court services and should also be used by governments providing the court services to another municipality.
BARS Account Export 54P (Transportation)Transportation codes are restricted to governmental funds (Exceptions are codes 542.65, 547.10, 546.00, 547.20)
BARS Account Export341.81 (Data/Word Processing, Printing, Duplication & IT services)341.81 (Data/Word Processing, Printing, Duplication & IT services) Allowed for Fire Districts that provide IT services to other Fire Districts.
BARS Account Export518.61 (Judgments & Settlements)518.61 (Judgments & Settlements) Restricted to fund types 100, 200, 300, 500, 700. Only to be used by general purpose governments.
BARS Account Export333.45.30 (Federal Indirect Award from Institute of Museum and Library Services (IMLS))333.45.30 New Code – This code is to be used for federal indirect awards from the Institute of Museum and Library Services (IMLS).
BARS Account Export331.45.30 (Federal Direct Award from Institute of Museum and Library Services (IMLS))331.45.30 New Code – This code is to be used for federal direct awards from the Institute of Museum and Library Services (IMLS).
BARS Account ExportAdded instructions and a new resource "Codes to Funds"Added instructions for chart of accounts export. All codes from the Chart of Accounts as of November 30th are included in the resource with the allowable fund types indicated.

Budgeting

Budget Adoption and Amendments2.4.32.4.3 Removed statement that this guidance applies only to cities and counties since it applies to all government types.
  

Accounting

Original Supporting Documentation3.1.43.1.4 Clarified guidance on electronic documentation and digital signatures.
Fund Types & Accounting Principles3.1.73.1.7.40 – Clarified how to account for non-cash transactions and receipting by a third party for the benefit of the government.
3.1.7.50 – Clarified which transactions can be reported in Permanent Funds.
Leases and Installment Purchases3.4.13.4.1 Leases – New section for the leases standard
Intergovernmental and Forgivable Loans3.4.73.4.7 Intergovernmental and Forgivable Loans – Moved accounting for forgivable loans out of the Schedule 09 instructions and added information on intergovernmental loans.
Accounting for LOCAL Program Financing Activities3.4.113.4.11.30 – Added that deposits of LOCAL program resources into bank accounts besides LGIP still must be reported.
Pension Liabilities3.4.133.4.13 Updates, changes, and clarifications for reporting pensions made throughout.
Other Postemployment Benefits (OPEB)3.4.163.4.16 Updates, changes, and clarifications for reporting other postemployment benefits made throughout.
Federal Awards - Accounting3.7.13.7.1 Updates, changes, and clarifications for reporting federal awards made throughout (annual updates).
Use of Payroll and Claims Funds3.8.63.8.6.30 – Added information on registered warrants issued by counties.
Imprest, Petty Cash and Other Revolving Funds3.8.83.8.8.20 – Added a new section, bullet 6, for debit and ATM card use.
Interfund Loans3.9.13.9.1.10 – Added when interfund loans could be used and requirements for interfund loans from the General Fund.
3.9.1.31 – Added information on negative fund balances and the accounting for those balances.
3.9.1.32 – Added information on when interfund payments become interfund loans.
Limitation of Indebtedness3.10.53.10.5.60 – Changed capital leases to installment purchases
3.10.5.70 – Added leases to the obligations that do not constitute debt for debt limitation.
Promotional Hosting3.10.7Added public facility districts to governments that can participate in promotional hosting.
Reporting
Reporting Requirements and Filing Instructions for Cities and Counties4.1.5Removed Schedule 19 from the list of required schedules.
Reporting Requirements and Filing Instructions for Special Purpose Districts4.1.6Removed Schedule 19 from the list of required schedules.
Determining Fiduciary Activities to be Reported in Custodial Funds4.3.144.3.14 Added determinations for Flexible Savings (FSAs) and Health Savings Accounts (HSAs), both when a government controls the asset and when the government does not.
Sales and Use Tax for Public Facilities – Rural Counties (Schedule 20)4.8.84.8.8 Added an example of the new online filing template for Schedule 20.
Expenditures of Federal Awards (Schedule 16)4.14.54.14.5 Updates, changes, and clarifications for reporting federal awards made throughout (annual updates).
Schedule of Long-term Liabilities (Schedule 09)4.14.134.14.13 Removed information on forgivable loans. It was moved to the new Intergovernmental and Forgivable Loans section. Added Schedule 09 lease reporting ID#s.
Note X – Budget ComplianceNote X – Budget ComplianceAdded information for reporting biennial budgets.
Note X – COVID-19Note X – COVID-19Removed the requirements for all governments to report this note.
Note X – Fiduciary ActivititesNote X – Fiduciary ActivititesRemoved.
Note X – Going ConcernNote X – Going ConcernAdded instructions for when to use each part of the note.
Note X – Leases (Lessees)Note X – Leases (Lessees)New note for disclosing lease liabilities.
Note X – Long-term DebtNote X – Long-term DebtAdded information for conduit debt.
Note X – Pension PlansNote X – Pension PlansUpdates, changes, and clarifications for reporting pensions made throughout.
Note X – TelecommunicationsNote X – TelecommunicationsNew note for governments that are providing telecommunications services (wholesale and retail broadband).
  Online Filing
Schedule 01 TemplatesBARS Reporting TemplatesSchedule 01 templates for online filing schedules have been updated.
Pension and OPEB TemplatesBARS Reporting TemplatesFiscal year 2022 Pension Calculation Worksheet template is available for download.
Schedule 19 – Labor RelationsBARS Reporting TemplatesRemoved due to change in state law.

BARS Alerts

12/17/2021Leases accounting is effective for fiscal year 2022 reporting in 2023.
See the Leases project page for more information.
12/17/2021Annual update, see changes in table below

Overview of Changes – Applicable to the Reporting Year 2021

TopicReferenceDescription of Changes
   Chart of Account
BARS Account ExportAll BARS CodesRemember to download the most current version of the BARS Chart of Accounts.

BARS Account Export

344.70 (Transits, Railroads and Other Transportation Systems Services)344.70 (Transits, Railroads and Other Transportation Systems Services) - Retired code, please see 344.71 and 344.72
BARS Account Export344.71 (Transits, Railroads and Other Transportation Systems Services)344.71 New Code - Include private vanpool charges, streetcar and monorail fares, disabled/aging transportation fees, etc. For cities/counties: this code is not reported on the road/street report to WSDOT.
BARS Account Export 344.72 (Ferry and Water Taxi Services)344.72 New Code - Include the proceeds of ferries and water taxis. Include a vessel replacement surcharge fee (RCW 36.54.200)
BARS Account Export369.70 (Pension/OPEB Contributions)369.70 (Pension/OPEB Contributions) Should only be used for contributions made to a pension/OPEB plan administered by the reporting government. Not for use in the fiduciary funds.
BARS Account Export518.61 (Judgments and Settlements)518.61 (Judgments and Settlement) Updated description to include proprietary funds
BARS Account Export544.70 (Miscellaneous)544.70 (Miscellaneous) - Retired, use appropriate 544XX codes
BARS Account Export547.00 (Transits, Railroads and Other Transportation Systems Services)547.00 (Transits, Railroads and Other Transportation Systems Services) - Retired, please see 547.10 and 547.20
BARS Account Export547.10 (Transits, Railroads and Other Transportation Systems Services)547.10 New Code - This account should be used only if the local government operates its own, or with other governments, transit, railroad or other transportation system. These expenditures are related to public transportation. For cities/counties: this code is not reported on the road/street report to WSDOT.
BARS Account Export547.20 (Ferry and Water Taxi Services)547.20 New Code - This account should only be used if the local government operates its own, or with other governments, ferries and/or water taxis.
  

Accounting

Fund Types & Accounting Principles3.1.7Internal Service Funds - Added guidance on accounting for internal service funds providing services to fiduciary funds and the use of internal service funds at special purpose districts.
County External Investment Pools3.2.9Updated and clarified this section. Applicable to all counties.
Capital Asset Management3.3.83.3.8.10 Added the definition of impairment and the coding of impairment transactions.
Refunding Debt3.4.143.4.14.100 Updated the journal entry examples for refunding debt.
Environmental and Certain Assets Retirement Liabilities3.4.183.4.18.30, 3.4.18.45, 3.4.18.50 Added clarifications on reporting non-environmental asset retirement obligations and what can cause an asset retirement obligation
Criminal Justice Funding3.6.43.6.4.10 Added how to code the sale of confiscated and forfeited items.
Impact Fees3.6.14New section - Added the accounting for impact fees under RCW 82.02 and 39.92.040
Federal Awards - Accounting (Formerly Grants - Accounting)3.7.13.7.1 Changed title to Federal Awards to include all items that must be reported on the Expenditures of Federal Awards (Schedule 16). Updates, changes, and clarifications for reporting awards made throughout.
Certain Grants and Other Financial Assistance (Formerly Pass-Through Grants)3.7.23.7.2 Changed title to Certain Grants and Other Financial Assistance to match national standard titles.
Purchase Cards3.8.43.8.4.10 Removed references to debit cards
Added Additional Reference Section
   
  

Reporting

Reporting Requirements and Filing Instructions for Cities and Counties4.1.54.1.5.30 Clarified instances where cities/towns and counties do not need to prepare financial statements.
Reporting Requirements and Filing Instructions for Special Purpose Districts4.1.6Added Footnote 2 for no activity governments reporting, no formal Schedule 22, but the government must attach bank statements and any meeting minutes for the fiscal year.
4.1.6.20 Clarified instances where special purpose districts do not need to prepare financial statements.
4.1.6.25 Updated the definition for no financial activity to include small automatic bank fees and SAO audit billings.
Revenues/Expenditures/Expenses (Schedule 01)4.8.1Rewrote the section to provide additional links and instructions.
Public Works (Schedule 17)4.8.64.8.6.30 Clarified that the amount reported on the Schedule 17 should include all public works, including county road construction.
Risk Management (Schedule 21)4.8.94.8.9.40 Clarified definitions in the instructions to preparer.
Annual Questionnaire for Accountability Audit (Schedule 22)4.8.144.8.14.10 Added clarification that governments who file a no activity report will not be required to submit a formal Schedule 22, but will need to submit supporting documents.
Expenditures of Federal Awards (Schedule 16)4.14.5Added Quick Links to specific guidance
4.14.5.70 Added additional information on COVID-19 Expenditures including donated personal protective equipment purchased with COVID-19 federal financial assistance, COVID 19 Vaccines - Immunization Cooperative Agreements CFDA #93.268, Provider Relief Fund (PRF) CFDA #93.498
4.14.5.155 Moved and retitled 4.14.5.230 to Preparing the preformatted SEFA template for upload to Online Filing
4.14.5.180 Added yellow flag caution under column 4 instructions.
4.14.5.230 Changed to example of finalized Schedule of Expenditures of Federal Awards.
Note 1 – Summary of Significant Accounting PoliciesNote 1 – Summary of Significant Accounting PoliciesCorrected ending classifications that are different from GAAP bullet.
Note X – Joint Ventures, Component Unit(s), and Related PartiesNote X – Joint Ventures, Component Unit(s), and Related PartiesClarified when a joint venture, component unit and foundation should be reported.
Separated related party from the other items.
Note X – COVID-19Note X – COVID-19All local governments must include this note.
Provided examples for when there has been no substantial impacts.
Note X – Environmental and Certain Asset Retirement LiabilitiesNote X – Environmental and Certain Asset Retirement LiabilitiesRemoved section from Note X - Other Disclosures and provided more examples for different situations.
Note X – Other DisclosuresNote X – Other DisclosuresRemoved the Environmental and Certain Asset Retirement Liabilities section.
   Online Filing
Schedule 01Schedule 01Schedule 01 templates for online filing schedules have been updated.
Pension and OPEB TemplatesPension and OPEB TemplatesFiscal year 2021 Pension and OPEB templates are available for download
Online Filing Flag DescriptionsOnline Filing Flag DescriptionsUpdated the Guide to Online Filing Flag Descriptions to include new red flags.

BARS Alerts

04/24/2020COVID-19 BARS Coding
10/01/2020CARES Act Grant Monies Expenditure Codes
12/18/2020Annual update, see changes below
3/12/2021COVID-19 Vaccine and Donating PPE Reporting Requirements

Overview of Changes – Applicable to the Reporting Year 2020

TopicReferenceDescription of Changes
  

Chart of Accounts

BARS Account ExportAll BARS CodesRemember to download the most current version of the BARS Chart of Accounts.

BARS Account Export

386 (Court Remittances) 3860000 –
Updated the referenced RCWs for courts.
Allowed only in Fiduciary Funds.
BARS Account Export586 (Court Remittances)5860000 –
Updated the referenced RCWs for courts.
Allowed only in Fiduciary Funds.
BARS Account Export Any use of all functional BARS accounts in fiduciary funds389/589, 386/586 and 361 are the ONLY codes allowed in fiduciary funds. All other codes will be red flagged.
BARS Account Export3899000 (Other Custodial Activities)3899000 –
Only allowed in governmental and proprietary funds, not allowed in the fiduciary funds.
BARS Account Export5899000 (Other Custodial Activities)5899000 –
Only allowed in governmental and proprietary funds, not allowed in the fiduciary funds.
BARS Account Export316.40 (Business & Occupation Tax – Utility)316.40 (Business & Occupation Tax – Utility) –
Not allowed in proprietary funds.
BARS Account Export341/51P (General Government)341 and 51P (General Government) BARS Codes →
Allowed only in governmental funds and internal service funds.

Exception - 341.70 Sale of Merchandise - allowed in governmental and proprietary funds.

See additional 518 information below.
BARS Account Export343.60 (Cemetery Sales & Services)343.60 (Cemetery Sales & Services) –
Not allowed in permanent funds.
BARS Account Export343.80/538.00 (Combined Utilities)343.80/538.00 (Combined Utilities) –
Allowed only for Public Utility Districts.
BARS Account Export348.00 (Internal Service Funds Sales and Services)348.00 (Internal Service Funds Sales and Services) –
Allowed only in internal service funds. Read more about the use of 348.00 and internal service funds in the audit connection blog, “BARS Code Spotlight”.
BARS Account Export382/582 (Deposits/Retainage)382/582 (Deposits/Retainage) –
Not allowed in fiduciary funds. Allowed only in the governmental and proprietary funds.
BARS Account Export518 (Centralized/General Services) CodesAll 518 (Centralized/General Services) –
For general purpose governments only.

518.65 Impact Fee Distributions to Local Governments - General Fund and Special Revenue Fund use only.

518.70 Printing Services - General Fund and Internal Service Fund use only.

518.80 Information Technology Services - General Fund and Internal Service Fund use only.

All other 518 codes not listed above - Allowed in all governmental funds or internal service funds.
BARS Account Export519 (Risk Management Services)For general purpose governments only.
Allowed only in general fund and internal service fund.   
*Exception: Risk Pools may use 519 in enterprise funds.
BARS Account Export541 (Roads/Streets Construction – Preservation Projects)541 (Roads/Streets Construction – Preservation Projects) –
This GAAP only code is no longer active in the Cash Basis Chart of Accounts.
BARS Account Export548 (Public Works – Centralized Services)548 (Public Works – Centralized Services) –
Allowed only in general fund and internal service fund.
BARS Account Export308 / 508 (beginning/ending cash and investment balance codes)Cash Basis Cash and Investment Balance Codes –
308.21/508.21: Allowed only in permanent funds and private-purpose trust funds.
308.31/508.31: Allowed in all fund types.
308.41/508.41: Allowed in all fund types except fiduciary. 308.51/508.51: Allowed in all fund types except fiduciary. *308.91/508.91: Allowed in all fund types except fiduciary.
*Only the general fund can report a positive unassigned balance.
   
Budgeting
Budget Adoption and Amendments2.4.3Updated the referenced RCWs and updated for any changes to RCWs
  

Accounting

Fund Types & Accounting Principles3.1.7Fiduciary funds – Added a reference to the new Determining Fiduciary Activities to be Reported in Custodial Funds
Beginning and Ending Cash and Investments Classifications3.1.8Updated full section to include the new beginning and ending cash and investments classifications
County External Investment Pools3.2.93.2.9.20 updated link to the RCW
Capital Asset Management3.3.83.3.8.40 Clarified the definition and requirements for capitalization threshold
Accounting for LOCAL Program3.4.11Updated the Washington State Treasurer link to the LOCAL program
Pensions3.4.13Annual update for the DRS PEFI changes
OPEB3.4.163.4.17.80 Updated the years in the measurement date table
Liquor Tax and Profits – Two Percent Substance Abuse Treatment Programs3.6.83.6.8.10 Changed "Programs must be approved by the behavioral health organization and the secretary of the Department of Social and Health Services" to "…secretary of the Department of Health" to match RCW 71.24.555
DSHS Advances3.6.10Removed references to modified accrual accounting
Grants – Accounting3.7.13.7.1 Updated references to Office of Management and Budget (OMB) Circulars
3.7.1.20 Included other federal financial assistance guidance
3.7.1.30 Removed reference to the American Recovery and Reinvestment Act (ARRA)
3.7.1.30 Added Identification of COVID-19 related awards requirements
3.7.1.41 Removed the Common Rule Administrative Requirements section
3.7.1.51 Removed the OMB Circular A-87 Cost Principals section
Unemployment and Deferred Compensation3.8.13.8.1.100 Added requirements for reporting defined compensation plans.
Paths and Trails3.8.10Updated references to RCW
3.8.10.70 Updated references to reserved versus restricted
Overhead Cost Allocation3.9.5Updated references to RCW
3.9.5.80 Removed references to OMB Circular A-87
3.9.5.100 Removed references to OMB Circular A-87
Added an "Additional resources" section
Limitation of Indebtedness3.10.5Updated references to RCW
Created a Footnotes section
Transportation Benefit Districts3.11.13.11.1.120 Changed a reference from a negative 3850000 code to a 5850000 code.
Added an Additional Resources section
   
  

Reporting

Reporting Requirements and Filing Instructions for Cities and Counties4.1.54.1.5.10 Removed references to the Schedule 07 and Schedule 11
4.1.5.10 Updated the county requirements to include the Schedule 06
Fund Resources and Uses Arising from Cash Transactions (C-4)4.3.12Updated section to remove references to reserved/unreserved and replaced with new cash and investment classifications
4.3.12.100 Updated the sample C-4 with new format
Determining Fiduciary Activities Reported in Custodial Funds4.3.14New section for determining fiduciary custodial funds
Schedule 064.8.17City and County Fiscal Year 2020 reporting requirement
Clarified instructions for the Schedule 06
Schedule 094.14.13Section number updated to 4.14.13 (from 4.8.13).
4.14.13.100 Updated information on reporting pension (264.30) and OPEB liabilities (264.40)
4.14.13.110 Updated the due date instructions to list I.D. Numbers that do not require a due date to be reported.
Schedule 164.14.5Section number updated to 4.14.5 (from 4.8.5).
Annual update for SEFA including updates to the note requirements and COVID-19 reporting requirements
Schedule 174.8.64.8.6.20 Updated reporting requirements for counties due to changes in RCW
Schedule 214.8.94.8.9.20 Added information for the Washington Paid Family & Medical Leave self-insurance.
Note 1 – SSAPNote 1 – SSAPRemoved references to reserved/unreserved and updated with new cash and investment classification
Note X – COVID-19Note X – COVID-19Created a separate note for COVID-19 reporting requirements
Note X – Going ConcernNote X – Going ConcernClarified reporting requirements and included reporting requirements for bankruptcy
Note X – Long-term Debt (formerly Debt Service Requirements)Note X – Long-term Debt (formerly Debt Service Requirements)Updated the disclosure to include direct borrowings, direct placements, and significant debt agreement terms
Note X – Other DisclosuresNote X – Other DisclosuresRemoved reference to COVID-19 required note
Note X – PFML Note X – PFML New note for disclosure for governments that are self-insured for the Washington Paid Family & Medical Leave 
   Online Filing
Schedule 01Schedule 01All Schedule 01s are updated for the new cash and investment balance classifications
Schedule 06Schedule 06Schedule 06 is required for Fiscal Year 2020 reporting for both cities and counties
Schedule 07Schedule 07Schedule 07 has been removed. Replaced with the Schedule 06.
Schedule 11Schedule 11Schedule 11 has been removed. Replaced with the Schedule 06.
Schedule 16Schedule 16Schedule 16 and the Schedule 16 Notes have been updated for the required reporting of CARES Act monies
Schedule 21Schedule 21Schedule 21 has been updated it include new questions and information on the PFML (State medical leave)
Pension and OPEB TemplatesPension and OPEB TemplatesFiscal Year 2020 Pension and OPEB templates are being refreshed and will be available for download.
Online Filing Flag DescriptionsOnline Filing Flag DescriptionsGuide to Online Filing Flag Descriptions has been added to the Forms and Other Resources section of the BARS Reporting Templates page.

BARS Alerts

01/13/2020Annual update, see changes below
04/07/2020Note X - Deposits and Investments Update
04/21/2020Note X - Other Disclosures (Subsequent Event COVID-19)
04/24/2020COVID-19 BARS Coding
10/01/2020CARES Act Grant Monies Expenditure Codes

Overview of Significant Changes – Applicable to the Reporting Year 2019

 Topic

 

Reference

 

Description of Changes

 

  

CHART OF ACCOUNTS

BARS Account Export 3952000, Compensation for Loss/Impairment of Capital Assets3952000, Compensation for Loss/Impairment of Capital Assets
Added the following information: Insurance recoveries that are related to storm cleanup and are realized, or are measurable and available, in the same year as the related cleanup expenditures should be netted against those expenditures. Insurance recoveries that are related to cleanup and are recognized in subsequent periods should be reported as other financing sources or extraordinary items, as appropriate.

BARS Account Export

3132700, Affordable and Supportive Housing Sales and Use Tax 3132700, Affordable and Supportive Housing Sales and Use Tax
A new BARS code 3132700 was assigned to code the sales and use tax authroized by the SHB 1406, Laws of 2019.

BARS Account Export

Department of Health supplementFor BARS codes 5620000
Added the link to the new Department of Health supplement for BARS codes 5620000 which includes the detailed codes.
BARS Account Export 5100000 GuidanceFor BARS codes 5100000, General government function, these codes should only be used by cities, towns, and counties. Risk Pools may use 5190000.
BARS Account Export5990000 GuidanceFor BARS codes 5990000, Payments for Refunded Debt, these codes should be used for payments to an escrow agent for refunding debt payments and direct payments of refunded debt (e.g., BANs, refinancing or loans, etc.). Note this correlates to current refundings, advanced refundings utilize 5930000 codes.
Revenue/Expenditure Accounts Overview 1.14.10Other Increases and Other Decreases in Fund Resources
Added BARS Codes 3821000, Refundable Deposits, 3822000, Retainage Deposits, and 5821000, Refund of Deposits, 5822000, Refund of Retainage Deposits to be used for deposits that are not custodial activities. These codes are replacing 3891000, 5891000, 3892000, 5892000 which are no longer valid BARS codes.
Object CodesRemoved the reminder that 2018 was the final year for use of object code 50.

 

General Ledger Accounts
1.2.30 Updated the General Ledger Chart to match the Schedule 09 coding requirement and simplified other sections.
   
  

ACCOUNTING

Internal Control3.1.33.1.3.10 Updated information about the "Green Book."
3.1.3.30 Added information that states the SAO is not part of the internal control functions of a government.
3.1.3.40 Updated the five components of internal controls.
3.1.3.90 Updated information about the different areas that should be reviewed for creating internal controls.
Original Supporting Documentation3.1.43.1.4.10 Updated the link to the Local Government Records Retention Schedule.
Fund Types and Accounting Principles3.1.73.1.7.50 Added clarifying information about Debt service funds, Capital project funds, and Fiduciary funds.
Bank Reconciliations3.1.9New section on bank reconciliations.
Transportation Benefit Districts (TBD)3.11.13.11.1.70 Removed reference to object code 50 in reference to contract expenditure and updated to object code 40.
Capital Assets Management 

3.3.8

3.3.8.60 Added information that is required to be recorded for each capital asset, and clarified some of the tracking system requirements.

Other Postemployment Benefits (OPEB)

3.4.163.4.16.30 Included information about OPEB reporting requirements, the types of OPEB plans, links to the State Actuary tools used for liability calculations. OPEB liability reporting on the Schedule 09 required in 2019.
Environmental and Certain Assets Retirement Liabilities3.4.183.4.18.20 Included information about common indicators of obligations arising from operations.
County Auditor’s Operation and Maintenance Fund (Recording Fees)3.6.2Counties - 3.6.2.75 Added reference to RCW 36.22.240 and requirements.
Electronic Funds Transfer - Receipts3.6.6Removed "signed" in 3.6.620 b. which now says "A file must be maintained of those payers who have authorized to add moneys to your account electronically including the proceeds form third party vendors for credit card remittances."
Electronic Funds Transfer - Disbursement3.8.11Removed "signed" in 3.8.11.20 b. which now says "A file must be maintained of authorizations by payees who have therby agreed to have moneys added to their accounts electronically."
Electronic Funds Transfer - Disbursement3.8.11Added the fourth bullet in 3.8.11.30 which now says "Policies and procedures should be in place to validate these authorization to protect resources being transferred electronically."
   
  

REPORTING

Fund Resources and Uses Arising from Cash Transactions (C-4)4.3.124.3.12.60 Changed "other increases in fund resources" and "other decreases in fund resources" to "other increases" and "other decreases."
Fiduciary Fund Resources and Uses Arising from Cash Transactions (C-5)4.3.134.3.13.40 Changed "Prior Period Adjustments, Net" to "Net Adjustments."
Expenditures of Federal Awards (Schedule 16)4.8.5 4.8.5.40 Removed reference to the fact that the SEFA must be prepared on the same basis of accounting since Uniform Guidance does not require the SEFA.
4.8.5.50 Removed references to CFDA 10.665: Title I - Schools and Roads, Title II - Special Projects on Federal Land, Title III - County Projects in the Direct costs of expenditure transactions associated with grants, cost-reimbursement contracts, cooperative agreements, and direct appropriations.
4.8.5.128 Revised the requirements for Disbursements to Subrecipients to "expended" rather than "paid."
4.8.5.130 Updated the exceptions for EPA Drinking Water State Revolving Fund (CFDA 66.468) and Clean Water State Revolving Fund (CFDA 66.458).
4.8.5.230 Removed Note 8 American Recovery and Reinvestment Act (ARRA) of 2009 from the SEFA Notes Template.
Summary of Bank Reconciliations (Schedule 06)4.8.17Rewrote the complete section to match the new Schedule 06.
Note 1 - Summary of Significant Accounting Policies Added a link to the new Component Unit(s), Joint Ventures, and Related Parties note.
Note X - Component Unit(s), Joint Ventures, and Related PartiesCreated a new note to move the guidance for component units, joint ventures, and related parties. Note - this information was previously located in the "Other Disclosures" note template.
Note X - Debt Service RequirementsInstructions to Preparer -
Added "When reporting loans, only amount actually drawn should be included here.
Note X - Deposits and InvestmentsRewrote the note template and added to the note to include investment pool requirements.
Note X - External Investment PoolNew Note
Counties - Provided guidance for disclosing external investment pools.
Note X - OPEB PlansAdded the reporting of the OPEB liability and examples in the instructions to preparers.
Note X - Other DisclosuresRemoved information for related parties, component units or joint ventures. Added information about Pollution Remediation/Retirement of Certain Assets.
Note X - Pension PlansAdded guidance for defined contribution pension plans when a government contributes.
   
  

ONLINE FILING

Schedule 01Red FlagsGovernments will receive a red flag if they report functional codes in custodial funds. Note only applicable 36X and 389/589 codes may be used.
Schedule 06RequirementsSchedule 06 is required for CASH basis cities and towns for FY2019. Optional for CASH basis counties for FY2019, required for FY2020 reporting. Schedule 06 template is available on the BARS Reporting templates page.
Schedule 09264.40, OPEB LiabilitiesAdded 264.40 to the Schedule 09 codes for reporting OPEB liabilities.
Schedule 09263.93, Environmental liabilities Added 263.93 to the Schedule 09 codes for reporting Environmental liabilities (e.g. pollution remediation, certain asset retirement, etc.).
   

Overview of Significant Changes – Applicable to the Reporting Year 2018

TopicReferenceDescription of Changes
  CHART OF ACCOUNTS
BARS Account Export3132500, Housing and Related Services Sale and Use TaxNew account for governments collecting sales and use tax as authorized in RCW 82.14.530.
BARS Account Export3329330, Medical Transformation DemonstrationNew account for revenues for Medicaid payments related to an implementation of the Transformation Plans. The addition was communicated on August 1, 2018 in BARS Alert.
BARS Account Export3329340, Ground Emergency Medical Transportation (GEMT) Payment ProgramNew account for revenues from Medicaid related to the GEMT program. The addition was communicated on August 1, 2018 in BARS Alert.
BARS Account Export3360211, County Fair FundExpanded definition to clarify use of this code.
BARS Account Export3360700, PFD Lodging Tax DistributionCode applicable only to Seattle and King County.
BARS Account Export3432000, Television/Cable/Internet Sales and ServicesExpanded the title and the definition to include internet services as authorized by Chapter 186, Laws of 2018.
BARS Account Export3697000, Pension/OPEB ContributionsRevised title and definition to clarify use of this account for pension and OPEB related revenues only.
BARS Account Export51530, Legal ServicesThe account was divided between internal and external legal services. Within each category were created more separate accounts for different specific legal expenditures. The change will allow governments to analyze and compare costs much more effectively. This also aligns accounting records with procedures auditors are required by professional standards to perform on legal liabilities, so it will help make the audit process more efficient. This change was already announced in 2016 and was not required for the FY 2017 reports; however, the new accounts will be required for 2018 reporting.
Object Codes Object code 50 was removed and the definitions of object codes 30 and 40 adjusted to include the transactions which were previously reported using object 50. For other details see BARS Alert issued August 1, 2018.
   
  ACCOUNTING
Fund Types and Accounting Principles3.1.7The recent changes in governmental accounting regarding fiduciary activities are effective for reporting periods beginning after December 15, 2018; however we incorporated the required changes in this version of manual. The additional information will be available on our website under Fiduciary Funds in BARS manual.

 

Also, updated was the discussion of enterprise [400] funds. There are no new reporting requirements and the update expands the current prescription.

Capital Assets Management3.3.8The entire section was revised to provide a comprehensive guidance for accounting of capital assets. The update also incorporates the changes to RCW 36.32.210 which removed the annual inventory requirement. This change was communicated on March 21, 2018 in BARS Alert.
Other Postemployment Benefits (OPEB)3.4.16This section provides a short overview of other postemployment benefits (OPEB). Starting with financial reports for a fiscal year 2018, all local governments are required to report liabilities related to OPEB, if applicable, in the notes to the financial statements. [This update provides also samples of disclosure regarding OPEB in the Reporting/Notes to Financial Statements section.]
County Auditor’s Operation and Maintenance Fund (Recording Fees)3.6.2The section was updated to reflect the 2018 legislative changes in the amounts of collected surcharges.
Federal Grants Received During the Open Period – Accounting3.7.3The section was removed since it conflicts with statutory restrictions regarding an open period.
ER&R3.9.7New section was added regarding Equipment Rental and Revolving (ER&R) Fund. This guidance was previously available outside the BARS manual and it is now incorporated into the manual allowing an easy access.
Interfund Activities Overview3.9.8Added a new section to provide a general overview of interfund transactions.
   
  REPORTING
  The recent changes in governmental accounting regarding fiduciary activities are effective for reporting periods beginning after December 15, 2018; however we incorporated the required changes in this version of manual. The additional information will be available on our website under Fiduciary Funds in BARS manual.

 

The following sections were updated 4.1.5.90, 4.1.6.80, 4.3.13 (also includes the change in the pension trust fund title), 4.8.2.50, 4.8.4.30, 4.8.13.50, Note X- Deposits and Investments – paragraph [7]. These changes involved only a title change from agency to custodial funds.

Note 1 – Summary of Significant Accounting Policies A. Fund Accounting – revised first paragraph; added investment and pension/OPEB trust funds to listing of fiduciary funds.

 

C. Budgets – the budgetary section was extracted and added as a separate note since budgetary disclosure is not considered an accounting policy.

Note X – Fiduciary Activities New note Fiduciary Activities was added to explain the change in counties’ reporting of 2017 money held for the special purpose districts. The affected counties were notified in an email dated May 29, 2018. The note is still required for the counties which will be reporting the special purpose districts for the first time in 2018. If they reported them in 2017, the note is not longer required.
Note X – OPEB Plans A new reporting requirements regarding other than pension postemployment benefits (OPEB). Please see the Accounting/Liabilities/Other Postemployment Benefits section for more details.
Schedule 07 The local government should prepare either the Schedule 07, Disbursement Activity and Schedule 11, Cash Activity OR Schedule 06, Summary of Bank Reconciliation for 2018 annual report.
Schedule 09 Clarified that the governments should be reporting both short- and long-term liabilities on the Schedule. Also added new ID. Numbers for registered warrants and lines of credits.
Schedule 11 The local government should prepare either the Schedule 07, Disbursement Activity and Schedule 11, Cash Activity OR Schedule 06, Summary of Bank Reconciliation for 2018 annual report.
Schedule 164.8.5.60

 

4.8.5.120

4.8.5.130

4.8.5180

Note 4, Federal Loans

Revision reflect the clarification for reporting federal grants provided by federal agencies.

 

Remove discussion regarding ARRA grants.

The example of reporting FEMA grants was updated.

Updated for changes related to reporting the following grants: EPA Drinking Water (CFDA 66.468), Clean Water (CFDA 66.458), USDA Interim Financing (CFDA10.760) and (CFDA 10.766).

Revised rules for reporting grants with missing CFDA numbers.

Added sentence regarding interim financing.

Schedule 21 The Schedule was revised to provide relevant information needed in assessing and auditing governments’ risk management circumstances.
   
  ONLINE FILING
Schedule 09 The Schedule 09, Schedule of Liabilities, includes a new validation check for net pension liabilities. Governments will receive a red flag if they have pension related liabilities but do not report them on the Schedule 09 or if they are using the incorrect ID No.