APPENDIX M2
DEPARTMENTAL (CENTRAL OFFICE LEVEL) GENERAL LEDGER ACCOUNTS
AND PRO FORMA ENTRIES - COMPENSATION, PENSION AND EDUCATION PROGRAMS
Appendix M-2 contains the general ledger account descriptions and pro forma entries to be used by the Department of Veterans Benefits at the Central Office level for benefit appropriations 36X0102 and 36X0137. This appendix applies not only to the automated systems but also to the manual system. The following general ledger accounts described herein will be used:
Account . Number Title 3_1012 Disbursing Authority 3_2226 Unallotted Allocation 3_2227 Unobligated Allotment 352228 Undelivered Orders 3_2229 Accrued Expenditures 3_2241 Capital 3_6032 Disbursing Authority Advanced or . Withdrawn by Central Office 3_6311 Allocations Issued or Received
APPENDIX M21. GENERAL LEDGER ACCOUNTS
1. The general ledger accounts maintained for benefit appropriations 36X010' and 36X0137 have been assigned a fourdigit symbol preceded by a twodigit prefix. The number "3" designating benefit appropriations, has been assigned as the first of the twodigit prefix. The second digit of the prefix will identify the specific appropriation as follows:
Series 2d Digit Symbol Title 3_0000 4 36X0102 Compensation and . 5 36X0137 Pension, VA . . . Readjustment Benefits, VA
2. The account descriptions indicate the title and type of account, purpose and entries representing the most common types of transactions. In order to simplify printing requirements, the last two-digit identifying prefix has been omitted in listing contra accounts. However, all accounts will be maintained by appropriation. In the event it is necessary to make an entry which is not prescribed, the accountant shall record such transaction in a manner consistent with sound judgment and accounting practices, and in accordance with general principles outlined in Chapter 1.
3_1012 DISBURSING AUTHORITY
This is a debit balance (asset) account maintained by appropriation to show the amount of undistributed disbursing authority.
Debits: Credits: a. Advances of disbursing a. Withdrawal of disbursing authority from Controller. authority by Controller. Contra to 3_6032. Contra to 3_6032. b. Withdrawal of disbursing b. Disbursing authority issued authority from field stations. to field stations. Contra to 3_6032. Contra to 3_6032
3_2226 UNALLOTTED ALLOCATION
This is a credit balance (accountability) account maintained by appropriation to show the amount of allocation available for allotment.
Debits: Credits: a. Decrease in allocation. a. Allocation or increase in Contra to 3_6311. allocation. . Contra to 3_6311. b. Disbursing authority issued . to field stations. b. Disbursing authority Contra to 3_2227. withdrawn from field stations. . Contra to 3_2227.
3_2227 UNOBLIGATED ALLOTMENT
This is a credit balance (accountability) account maintained by appropriation to show the total amount of unobligated balance of allotment.
Debits: Credits:
a. Disbursing authority a. Disbursing authority issued
withdrawn from field stations. to field stations.
Contra to 3_2226. Contra to 3_2226.
b. Net monthly cash b. Amount of decrease between
expenditures. current month and prior month
Contra to 3_2229. accruals.
Contra to 3_2229.
c. Amount of increase between .
current month and prior month c. Reversal of the amount of
accruals. advances and prepayments
Contra to 3_2229. recorded in the prior month.
. Contra to 352228.
d. Amount of advances and .
prepayments applicable to .
subsequent months training and .
subsistence allowances as of .
the end of the current .
accounting month. .
Contra to 352228. .
352228 UNDELIVERED ORDERS
This is a credit balance (accountability) account maintained by appropriation 36X0137 to show the total amount of payments (advances and prepayments) made applicable to subsequent months training allowances.
Debits: Credits: a. Reversal of amount recorded a. Amount of advances and as advances and prepayments prepayments applicable to in the prior months. subsequent months training and Contra to 352227. subsistence allowances as of . the end of the current . accounting month. Contra to 352227.
3_2229 ACCRUED EXPENDITURES
This is a credit balance (accountability) account maintained by appropriation to show the net amount of liabilities incurred.
Debits: Credits: a. Amount of decrease between a. Net monthly cash current month and prior month expenditures. Contra accruals. to 3_2227. Contra to 3_2227. . . b. Amount of increase between b. Net cumulative balance current month and prior month closed at end of fiscal year. accruals. Contra to 3_2241. Contra to 3_2227.
3_2241 CAPITAL
This is a credit balance (accountability) account maintained by appropriation to show the net worth resulting from operations. Normally, entries will be made to this account only through prescribed closing entries at the end of the fiscal year.
Debits: Credits: a. Net debit balance in a. Net cumulative accrued interoffice account closed at expenditures closed at end of end of fiscal year. fiscal year. Contra to 3_6311. Contra to 3_2229. . b. Net credit balance in . interoffice account closed at . end of fiscal year. . Contra to 3_6032.
3_6032 DISBURSING AUTHORITY ADVANCED OR WITHDRAWN BY CENTRAL OFFICE
This is a credit balance (interoffice) account maintained by appropriation and station number to show the net amount of disbursing authority received.
Debits: Credits: a. Withdrawal of disbursing a. Advance of disbursing authority by Controller. authority from Controller. Contra to 3_ 1012. Contra to 3_1012. b. Disbursing authority issued b. Withdrawal of disbursing to field stations. authority from field stations. Contra to 3_1012. Contra to 3_ 1012. c. Net cumulative credit balance . closed at end of fiscal year. . Contra to 3_2241. .
3_6311 ALLOCATIONS ISSUED OR RECEIVED
This is a debit balance (interoffice) account maintained by appropriation to show the net allocations received from the Controller.
Debits: Credits: a. Allocation or increase in a. Decrease in allocation. allocation. Contra to 3_2226. Contra to 3_2226. . b. Net cumulative debit balance . closed at end of fiscal year. . Contra to 3_2241. . .
APPENDIX M-2-2. PRO FORMA ENTRIES
Appendix M22 contains most of the general ledger entries made by the Department of Veterans Benefits at the Central Office level for the benefit appropriations 36X0102 and 36X0137.
PRO FORMA ENTRIES
1. Allocation or Increase in Allocation and Advance of Disbursing Authority
3_1012/3_6032
3_6311/3_2226
2. Decrease in Allocation and Withdrawal of Disbursing Authority
3_6032/3_1012
3_2226/3_6311
3. Disbursing Authority Issued to Field Stations
3_6032/3_ 1012
3_222613_2227
4. Disbursing Authority Withdrawn From Field Stations
3_1012/3_6032
3_222713 _2226
5. Net Monthly Cash Expenditures
3_2227/3_2229
6. Amount of Net Increase Between Current Month and Prior Month Accruals
3_2227/3_2229
7. Amount of Net Decrease Between Current Month and Prior Month Accruals
3_2229/3_2227
8. Amount of Advances and Prepayments at End of Month Applicable to Subsequent Months Training and Subsistence Allowances
352227/352228
9. Reversal of Amount of Advance and Prepayments Recorded in the Prior Month
352228/352227
10. Fiscal Yearend Closing Entries
a. 3_2229/3_2241
b. 3_2241 /3_6311
c. 3_6032/3_2241