§ 4300.146. General accounting and reporting.
(a) Generally accepted accounting principles shall be followed by counties, county joinders and contracted agencies in reporting for the county program. Counties and county joinders shall adhere to the accepted concepts of governmental accounting and establish those funds, account groups or crosswalks necessary for proper reporting to the Department. If there are conflicts between applicable regulations and generally accepted accounting principles, counties, county joinders and contracted agencies shall comply with the regulations.
(b) The accrual basis of accounting requires the reporting of expenses, purchases and other bills in the period when incurred—regardless of when paid—and the reporting of revenues, fees and contributions in the period when earned—regardless of when received. The account structure and reporting to the Department for the county program, including contracted agencies, are based on accrual accounting with the following modifications:
(1) Revenue is recognized when received in cash, except those revenues that are susceptible to accrual. Revenue shall be measurable and available to pay current liabilities to be susceptible to accrual. Revenue is measurable if there is sufficient information to provide a reasonable estimate of the amount of revenue to be received. Available revenue means earned revenue collectible within the fiscal period or within 60 days thereafter to pay liabilities of the current period, except that contract agencies shall consider receivables from the county as revenues regardless of when collected.
(2) Expenditures for employe leave are recognized in the fiscal period in which they are actually paid.
(c) The expenditure reports shall be completed to reflect costs incurred in operations and service delivery. The amount includes those sums actually paid for incurred expenses, as well as those other accrued liabilities payable during the reporting period. The revenue accounts shall reflect total income earned, including the amount which is received, as well as that portion which is due as accounts receivable.
(d) Ledgers shall be maintained in sufficient detail for necessary fiscal management. Transactions entered in the records shall be identified to permit them to be traced back to their source.
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