9

FINANCIAL STATEMENTS OF NOT-FOR-

PROFIT ORGANISATIONS

Unit-1 : Financial Statements of Non-Trading Organisations

Learning Objectives
After studying this unit, you will be able to:
♦ Understand the meaning of Receipts and Payments Account and Income and
Expenditure Account and see the distinction between the two Accounts.
♦ Learn the technique of preparing Receipts and Payments Accounts.
♦ Identify main sources of Income and learn the technique of preparing Income and
Expenditure Account from Receipts and Payments Account.
♦ Learn the technique of preparing Balance Sheet.

1.1 Introduction
A non profit organization is a legal and accounting entity that is operated for the benefit of the
society as a whole, rather than for the benefit of a sole proprietor or a group of partners or
shareholders. Non-profit making organisations such as public hospitals, public educational
institutions, clubs, etc., conventionally prepare Receipts and Payments Account and Income
and Expenditure Account to show periodic performance and Balance Sheet to show financial
position at the end of the period. In this Unit, we shall discuss the technique of preparing
Receipts and Payments Account, Income and Expenditure Accounts and Balance Sheet of
non profit making non-trading) organisations. Also we shall discuss and illustrate the
technique of preparing Income and Expenditure Account from Receipts and Payments
Account. It may be mentioned that Income and Expenditure Account is just similar to Profit
and Loss Account prepared for the profit making organisations. In case of Income and
Expenditure Account, the excess of expenditure over income is treated as deficit. In non-profit
making organisations, total cash receipts and total cash payments are highlighted through
Receipts and Payments Account.

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 Financial Statements of Not - For - Profit Organisations

1.2 Nature of Receipts and Payments Account

A Receipts and Payments Account is a summary of the cash book. It is an elementary form of
account commonly adopted by non-profit making concerns such as hospitals, clubs, societies,
etc., for presenting periodically the result of their working. It consists of a classified summary
of cash receipts and payments over a certain period together with the cash balances at the
beginning and close of the period. The receipts are entered on the left hand side, and
payments on the right hand side i.e., same sides as those on which they appear in Cash Book.
Features:
¾ It is the summary of the cash and bank transactions like cash book, all the receipts (capital
or revenue) are debited, similarly, all the expenditures (capital or revenue) are credited.
¾ It starts with opening cash and bank balances and also ends with their closing balances.
¾ This account is usually not a part of the double entry system.
¾ It includes all cash and bank receipts and payments, whether they are related to
current, past or future periods.
¾ Surplus or deficit for an accounting period can not be ascertained from this account,
since, it shows only the cash position an excludes all non cash items.
Illustration 1
The receipts and payments for the Swaraj Club for the year ended December 31, 2010 were:
Entrance fees ` 300; Membership Fees ` 3,000; Donation for Club Pavilion ` 10,000,
Foodstuff sales ` 1,200; Salaries and Wages ` 1,200 Purchase of Foodstuff ` 800;
Construction of Club Pavilion ` 11,000; General Expenses ` 600; Rent and Taxes ` 400;
Bank Charges ` 160.
Cash in hand–Jan. 1st ` 200, Dec. 31st ` 350
Cash in Bank–Jan. 1st ` 400; Dec. 31st ` 5
Solution
Swaraj Club
Receipts and Payments Accounts
for the year ended 31st December, 2010
Dr. Cr.
Receipts ` Payments `
To Cash in hand b/d 200 By Salaries and Wages 1,200
To Cash with bank b/d 400 By Purchase of Foodstuff 800
To Entrance Fees 300 By Club Pavilion
To Membership Fees 3,000 (Expenditure on its
To Donation of Account construction) 11,000
of Club Pavilion 10,000 By General Expenses 600

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To Sales of foodstuff 1,200 By Rent and Taxes 400

By Bank Charges 160
By Cash in hand c/d 350
By Cash in bank c/d 590
15,100 15,100
1.2.1 Limitations of Receipts and Payments Account
From a study of the above account, it will be apparent that the increase in the cash and bank
balances at the end of the year, as compared to those in beginning, does not truly represent
the surplus for the year since it does not take into account the cost of construction of the
pavilion, which is in excess of the donation received, the outstanding subscription or those
which were collected in advance, etc. Ordinarily one must ascertain whether for a current year
income is sufficient to meet the current expenses. Since the Receipts and Payments Account
includes items relating to all periods or of all types, it does not serve the purpose mentioned
above. On account of these drawbacks, the preparation of Receipts and Payments Account is
not favoured except where the activities of the organization, the results of which are to be
exhibited, are simple and modest, involve no carry over from one period to the next and it has
no assets, apart from cash balance and no liabilities.
1.3 Income and Expenditure Account
The income and expenditure account is equivalent to the Profit and Loss Account of a
business enterprise. It is an account which is widely adopted by non-profit making concerns
and is prepared by following accrual principle. Only items of revenue nature pertaining to the
period of account are included therein. The preparation of the account, therefore, requires
adjustment in relevant accounts of outstanding items of income and expenditure as also
exclusion of amounts paid in advance before these are included in Income and Expenditure
Account. In so far as this, it resembles a Profit & Loss Account and serves the same function
in respect of a non-profit making concern as the later account does for a firm, carrying on
business or trade.
Features:
¾ It is a revenue account prepared at the end of the financial period for finding out the
surplus or deficit of that period.
¾ It is prepared by matching expenses against the revenue of that period concerned.
¾ Both cash and non-cash items, such as depreciation, are taken into consideration.
¾ All capital expenditures and incomes are excluded.
¾ Only current years’ income and expenses are considered.

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1.3.1 Main Sources of Income

These are subscriptions, ordinary donations, membership fees or entrances fees (if the
amount is normal or provided according to bye-laws of the society), recurring grants from local
authorities and income from investments, etc. Any amount raised for a special activity, e.g. on
sale of match tickets, is deducted from the expenditure of that activity and net amount is
shown in the income and expenditure account. Any receipt of capital nature shall not be
shown as income but will be credited to the Capital Fund or special purpose fund e.g.
"Building Fund' or if the receipts is on account of sale of a fixed asset, it shall be credited to
the asset account.
Examples:
Hospital - medicines and cost of tests and investigations.
Sports Club - sports materials, tournament expenses, etc.
Drama Club - expenses of staging plays, rent of the hall, payment to artists, etc.
Educational Societies - award of scholarships, organisation of seminars, etc.,
Library Societies - newspapers and magazines.
Any expenditure for acquisition of a fixed asset will be capitalised, though the amount of
annual depreciation shall be debited to revenue expenditure.
It may be noted that after various accounts have been adjusted as is considered necessary
and all the revenue accounts have been closed off by transfer to the Income and Expenditure
Account, there will still be a number of balances left over. These are included in the balance
sheet. A balance sheet is thus a complement to such an account. If a regular Trial Balance is
available, the preparation of the Income and Expenditure Account and the Balance Sheet is on
the lines of final accounts.
1.3.2 Distinction between Receipts and Payments Account and Income and
Expenditure Account
Non profit organizations such as public hospitals, public educational institutions, clubs, etc.,
conventionally prepare Receipt and Payment Account and Income and Expenditure Account to
show periodic performance for a particular accounting period. The distinguishing features of
both the accounts can be summarized as:
Receipt and Payment Account is an elementary form of account consisting of a classified
summary of cash receipts and payments over a certain period together with cash balances at
the beginning and close of the period. The receipts are entered on the left hand side and
payments on the right hand side i.e. same sides as those on which they appear in cash book.
All the receipts and payments whether of revenue or capital nature are included in this
account. The balance of the account at the end of a period represents the difference between
the amount of cash received and paid up. It is always in debit since it is made up of cash in
hand and at bank.

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Income and Expenditure Account resembles a Profit and Loss Account and serves the same
function in respect of a non-profit making concern as the last mentioned account does for a
firm, carrying on business or trade. Income and Expenditure Account is drawn up in the same
form as the Profit and Loss Account. Expenditure of revenue nature is shown on the debit
side, income and gains of revenue nature are shown on the credit side. Income and
Expenditure Account contains all the items of income and expenditure relevant to the period of
account, whether received or paid out as well as that which have fallen due for recovery or
payment. Capital Receipts, prepayments of income and capital expenditures, prepaid
expenses are excluded. It does not start with any opening balance. The closing balance
represents the amount by which the income exceeds the expenditure only or vice versa.
1.4 Preparation of Income and Expenditure Account from Receipts
and Payments Account
Often problems set in examinations require compilation of Income and Expenditure Account
and the Balance Sheet from the Receipts and Payments Account after making adjustments in
respect of Income accrued but not collected and expenses outstanding. The preparation of
Balance Sheet in such a case in also necessary since an Income and Expenditure Account
must always be accompanied by a Balance Sheet. The procedure which should be followed in
this regard is briefly outlined below.
(i) Compute the opening balance of the Accumulated Fund, or Capital Fund of the
Institution. It will be excess of the total value of the assets over that of the liabilities at
the commencement of the period.
(ii) Open ledger accounts in respect of various items of income and expenditure (e.g.
subscription, rents, printing, purchase of sports materials etc.) in which accruals or
outstanding at the beginning or at the end of period have to be adjusted. Enter therein
any accrual or outstanding at the end of the period as well as amounts which relate to
an earlier period or the following period. The balance of the ledger accounts, therefore
will represent the amounts or income or expenditure pertaining to the period. These
should be transferred to the Income and Expenditure Account.
(iii) Post from the debit of the Receipts & Payments Account to the credit of the Income and
Expenditure Account other items of income wherein accruals and outstanding amount
have to be adjusted. Likewise, post item of expenses in which no adjustment is to be
made directly to debit of income and Expenditure Account.
(iv) Transfer the balance of Income and Expenditure Account to the Accumulated Fund
Account.
(v) Post the receipts and payments of capital nature from the Receipts and Payments
Account to the appropriate asset or liability account for incorporating in the Balance
Sheet. If a part or whole of an asset has been sold, the capital profit/loss, if any, is
credited / debited in the Income and Expenditure Account. The balance of Income and
Expenditure Account should be transferred to the Accumulated Fund Account.

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(vi) Prepare a Balance Sheet by including therein all the balances left over after transfers to
the Income and Expenditure Account have been made.
Illustration 2
During 2010, subscription received in cash is ` 42,000. It includes ` 1,600 for 2009 and `
600 for 2011. Also ` 3,000 has still to be received for 2010. Calculate the amount to be
credited to Income and Expenditure Account in respect of subscription.
Solution
`
Amount received 42,000
Add : Outstanding on 31st Dec., 2010 3,000
45,000
Less : Received on account of 2009 1,600
2011 600 2,200
42,800
The various accounts will appear as under :
Subscription Outstanding Account
2010 ` 2010 `
Jan. 1 To Balance b/d 1,600 Dec. 31 By Subscription A/c 1,600
(transfer)
Dec. 31 To Subscription A/c 3,000 Dec. 31 By Balance c/d 3,000
4,600 4,600
2011
Jan. 1 To Balance b/d 3,000
Subscription Account
2010 ` 2010 `
Dec. 31 To Subscription Dec. 31 By Cash A/c 42,000
Outstanding A/c (transfer) 1,600 Dec. 31 By Subscription
Dec. 31 To Subscription received Outstanding A/c 3,000
in advance A/c 600
Dec. 31 To Income and
Expenditure A/c (transfer) 42,800
45,000 45,000

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Subscription Received in Advance Account

2010 ` 2010 `
Dec. 31 To Balance c/d 600 Dec. 31 By Subscription A/c 600
2011
Jan. 1 By Balance b/d 600
Subscription outstanding ` 3,000 and Subscription received in advance ` 600 will be shown in
the balance sheet on the assets and liabilities side respectively.
Illustration 3
Suppose salaries paid during 2010 were ` 23,000. The following further information is
available:
Salaries unpaid on 31st Dec. 2009 1,400
" prepaid on " " " 400
" unpaid on " " 2010 1,800
" prepaid " " 2010 600
Calculate the amount to be debited to Income and expenditure account in respect of salaries
and also show necessary ledger accounts.
Solution
Salaries Account
2010 ` 2010 `
Jan. 1 To Prepaid 400 Jan. 1 By Salaries Outstanding A/c 1,400
Salaries A/c
Dec. 31 To Cash 23,000 Dec. 31 By Salaries Prepaid A/c 600
To Salaries By Transfer to Income
Outstanding A/c 1,800 & Expenditure A/c 23,200
25,200 25,200
Salaries Outstanding Account
2010 ` 2010 `
Jan. 1 To Salaries A/c 1,400 Jan. 1 By Balance b/d 1,400
Dec. 31 To Balance c/d 1,800 Dec. 31 By Salaries A/c 1,800
3,200 3,200
2009
Jan 1 By Balance b/d 1,800

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Salaries Prepaid Account

2010 ` 2010 `
Jan. 1 To Balance b/d 400 Jan. 1 By Salaries A/c 400
Dec. 31 To Salaries A/c 600 (transfer)
Dec. 31 By Balance c/d 600
1,000 1,000
2011
Jan. 1 To Balance b/d 600

1.5 Balance Sheet

A Balance Sheet is the statement of assets and liabilities of an accounting unit at a given date. It is
generally prepared at the end of an accounting period after the Income and Expenditure Account has
been prepared. It is classified summary of the ledger balances left over, after accounts of all the
revenue items have been closed off by transfer to the Income and Expenditure Account. In not for
profit organizations, the excess of total assets over total outside liabilities is known as Capital Fund.
The Capital fund represents the amount contributed by members. If however, members have not
contributed any amount, the name should be Accumulated Fund. The surplus or deficit, if any, on the
year's working as disclosed by the Income and Expenditure Account is shown either as an addition to
or deduction from the Capital / Accumulated Fund brought forward from the previous period.
1.6 Accounting Treatment of Some Special Items
1.6.1 Donations
These may have been raised either for meeting some revenue or capital expenditure; those
intended for the first mentioned purpose are credited directly to the Income and Expenditure
Account but others, if the donors have declared their specific intention, are credited to special fund
account and in the absence thereof, to the Capital Fund Account. If any investments are purchased
out of a special fund or an asset is acquired there from, these are disclosed separately. Any
income received from such investments or any donations collected for a special purpose are
credited to an account indicating the purpose and correspondingly the expenditure incurred in
carrying out the purpose of the fund is debited to this account. On no account any such expense is
charged to the Income and Expenditure Account. The term "Fund" is strictly applicable to the
amounts collected for a special purpose when these are invested, e.g. Scholarship Fund, Prize
Fund etc. In other cases, when the amounts collected are not invested in securities or assets
distinguishable from those belonging to the institution, the word "Account" is more appropriate e.g.
Building Account, Tournament Account etc.
Instead of paying cash, a donor may sometimes give away or transfer a security or some other
readily realisable asset. In such a case, the value of asset on valuation, must be credited to the
fund for which the amount has been donated. The Bombay Public Trust Rules, 1951(under
revision) required that such amounts should be included in the Income and Expenditure Account of

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the Trust. If this is done the amount should be simultaneously transferred to the special fund by
raising a debit of an equivalent amount in the Income and Expenditure Account.
1.6.2 Entrance and Admission Fees
Such fees which are payable by a member on admission to club or society are normally
considered capital receipts creditable to Capital Fund. This is because these do not give rise
to any special obligation towards the member who is entitled to the same privileges as others
who have paid only their annual subscription. Nevertheless, where the amount is small, meant
to cover expenses concerning admission, or the rules of the society provided that such fees
could be treated as income of the society, these amounts may be included in the Income and
Expenditure Account.
1.6.3 Subscription
Subscriptions being an income, should be allocated over the period of their accrual. For
testing the knowledge of candidates of this important accounting principle, questions are often
set in examinations wherein figures of subscription collected by a society during the year as
well as those outstanding at the beginning of the year and at its close are given. If some
subscriptions have been received in advance, their amount is also indicated. In such cases, it
is always desirable to set up a Subscription Account for determining the amount of
subscription pertaining for the period for which accounts are being prepared. For example, if it
is stated that subscriptions collected by a society during the year 2010 amounted to ` 1,850
out of which ` 200 represented subscription for the year 2009; ` 100 were subscriptions
collected in advance for the year 2011, and subscriptions amounting to ` 500 were
outstanding for recovery at the end of 2010, the adjusting journal entries and the Subscription
Account should be set up as follows :
` `
Subscription Outstanding Account Dr. 500
To Subscriptions Account 500
(The amount outstanding for this year credited to Subscription
Account)
Subscription A/c Dr. 300
To Outstanding Subscription A/c 200
To Subscriptions Received in Advance A/c 100
(Subscription received ` 200 for the previous year and ` 100 for
the next year, adjusted)
Subscription Account
Dr. Cr.
2010 ` 2010 `
Jan 1 To Outstanding Subscriptions 200 Dec. By Cash A/c 1,850

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Dec. 31 To Subscriptions By Subscriptions

received in advance 100 outstanding 500
To Income and Expenditure
Account, transfer 2,050
2,350 2,350
The amount of outstanding subscription is adjusted in the Subscription Account by debit to
Outstanding Subscription Account and that balance is shown as an asset in Balance Sheet.
The Subscription Account is closed off by transferring its balance at the end of the year to the
Income and Expenditure Account.
1.6.4 Life Members
Fees received for life membership is a capital receipt as it is of non-recurring nature. It is
directly added to capital fund or general fund
For adjusting lump sum subscription collected from the life members, one of the following
methods can be adopted:
(1) The entire amount may be carried forward in a special account until the member dies,
when the same may be transferred to the credit of the Accumulated Fund.
(2) An amount equal to the normal annual subscription may be transferred every year to the
Income and Expenditure Account and balance carried forward till it is exhausted. If,
however, the life member dies before the whole of the amount paid by him has been
transferred in this way, the balance should be transferred to the Accumulated Fund on
the date of his death.
(3) An amount, calculated according to the age and average life of the member, may
annually be transferred to the credit of Income and Expenditure Account.
1.7 Preparation of Balance Sheet
¾ Preparation of opening balance sheet and calculation of surplus: If capital fund
or accumulated surplus in the beginning of the year is not given, it is calculated by
deducting liabilities from assets in the beginning of year. While calculating opening
capital fund, care should be taken to include prepaid expenses and accrued incomes
as assets and outstanding expenses and advance incomes as liabilities. Any surplus
earned during the year is added to the opening capital fund and deficit suffered during
the year is deducted from the opening capital fund.
¾ Cash and bank balance: Closing cash and bank balance as disclosed in Receipt and
Payment Account is shown in the assets side of Balance Sheet. If there is a bank
overdraft, it is to be shown on the liabilities side of the balance sheet.
¾ Fixed assets: Opening balances of Fixed Assets(Furniture, building, equipment, etc.)
are increased by the amount of purchases and reduced by sales of the same and
depreciation on the same.

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¾ Liabilities: Opening balances of liabilities should be adjusted for any increase or

decrease in the same.
Illustration 4
The following was the Receipts and Payments Account of Exe Club for the year ended Dec.
31, 2010
Receipts ` Payments `
Cash in hand 100 Groundsman's Fee 750
Balance at Bank as per Pass Book : Moving Machine 1,500
Deposit Account 2,230 Rent of Ground 250
Current Account 600 Cost of Teas 250
Bank Interest 30 Fares 400
Donations and Subscriptions 2,600 Printing & Office Expenses 280
Receipts from teas 300 Repairs to Equipment 500
Contribution to fares 100 Honoraria to Secretary
Sale of Equipment 80 and Treasurer of 2009 400
Net proceeds of Variety Balance at Bank as per Pass
Book:
Entertainment 780 Deposit Account 3,090
Donation for forth Current Account 150
coming Tournament 1,000 Cash in hand 250
7,820 7,820
You are given the following additional information:
Jan. 1, 2010 Dec. 31, 2010
` `
Subscription due 150 100
Amount due for printing etc. 100 80
Cheques unpresented being payment for repairs 300 260
Estimated value of machinery and equipment 800 1750
Interest not yet entered in the Pass book 20
Bonus to Groundsman 300
For the year ended Dec. 31, 2010, the honoraria to the Secretary and Treasurer are to be
increased by a total of ` 200.
Prepare the Income and Expenditure Account for 2010 and the relevant Balance Sheet.

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Solution
Income & Expenditure Account of Exe Club
for the year ending 31st Dec. 2010
` `
To Groundsman's fee 750 By Donations and Subscription 2,550
To Rent of Ground 250 By Receipts from teas 50
To Travelling Expenses 400 (Fares) less expenses
Less : Contribution 100 300 By Proceeds of Variety
To Printing & Office Expenses 260 Entertainment 780
To Repairs 460 By Interest 50
To Depreciation on Machinery
Op. balance and
Purchases 2,300
Less: Closing Balance 1,750
550
Less: Sale 80 470
To Honoraria
To Sect. & Treasurer 600
To Bonus to Groundsman 300
To Excess of Income over
Expenditure 40
3,430 3,430
Balance Sheet of Exe Club as on 31st Dec. 2010
Liabilities ` Assets `
Outstanding Expenses:
Groundsman Bonus 300 Cash in hand 250
Printing 80 Cash in Deposit A/c 3,090
Honoraria 600 Subscription Due 100
Bank Overdraft (260-150) 110 Interest Due 20
Capital Fund: Opening 3,080 Machinery & Equipments 1,750
Add: Surplus for the year 40 3,120
Tournament Fund (Donation) 1,000
5,210 5,210

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Opening Balance Sheet

` `
Outstanding Expenses Cash in hand 100
and Honoraria 500 Cash in Deposit A/c 2,230
Capital Fund (Balancing Figure) 3,080 Cash in Current A/c 300
Subscription Due 150
Machinery 800
3,580 3,580
Illustration 5
The Income and Expenditure Account of the Youth Club for the Year 2010 is as follows :
` `
To Salaries 4,750 By Subscription 7,500
" General Expenses 500 " Entrance Fees 250
" Audit Fee 250 " Contribution for
" Secretary's Honorarium 1,000 annual dinner 1,000
" Stationery & Printing 450 " Profit on Annual
" Annual Dinner Expenses 1,500 Sport meet 750
" Interest & Bank Charges 150
" Depreciation 300
" Surplus 600
9,500 9,500
This account had been prepared after the following adjustments:
`
Subscription outstanding at the end of 2009 600
Subscription received in Advance on 31st December, 2009 450
Subscription received in advance on 31st December, 2010 270
Subscription outstanding on 31st Dec., 2010 750
Salaries Outstanding at the beginning and the end of 2010 were respectively ` 400 and `
450. General Expenses include insurance prepaid to the extent of ` 60. Audit fee for 2010 is
as yet unpaid. During 2010 audit fee for 2009 was paid amounting to ` 200.
The Club owned a freehold lease of ground valued at ` 10,000. The club had sports equipment on
1st January, 2010 valued at ` 2,600. At the end of the year, after depreciation, this equipment
amounted to ` 2,700. In 2009, the Club has raised a bank loan of ` 2,000. This was outstanding
throughout 2008. On 31st December, 2010 cash in hand amounting to ` 1,600.
Prepare the Receipts and Payments Account for 2010 and Balance Sheet as at the end of the
year.

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Solution
The Youth Club
Receipts and Payments Account
for the year ended 31st Dec., 2010
` ` ` `
To Balance b/d 1,390 By Salaries 4,750
(balancing figure) Add: Paid for 2009 400
" Subscriptions _____
As per Income & 5,150
Expenditure Account 7,500 Less: Unpaid for 2010 450 4,700
Add: 2009's Received 600
" 2011's Received 270
8,370 " General Expenses 500
Less: 2010's Received in 2009 450 Add : Paid for 2009 60 560
7,920 " Audit fee (2010) 200
Less: 2010's Outstanding 750 7,170 " Secy. Honorarium 1,000
" Stationery & Printing 450
" Annual Dinner Expenses 1,500
" Entrance Fees 250 " Interest & Bank Charges 150
" Contribution for " Sports Equipments
annual dinner 1,000 [2700-(2600-300)] 400
" Profit on Sport meet :
Receipt less expenses 750 " Balance c/d 1,600
10,560 10,560
To Balance b/d 1,600
Balance Sheet of Youth Club as at December 31, 2010
Liabilities ` ` Assets ` `
Subscription received Freehold Ground 10,000
in advance 270 Sport Equipment:
Audit Fee Outstanding 250 As per last
Salaries Outstanding 450 Balance Sheet 2,600
Bank Loan 2,000 Additions 400
Capital Fund : 3,000
Balance as per previous Less : Depreciation 300 2,700
Balance Sheet 11,540
Add : Surplus for 2010 600 12,140 Subscription Outstanding 750
Insurance Prepaid 60
Cash in hand 1,600
15,110 15,110

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Balance Sheet of Youth Club as at 31st December, 2010

Liabilities ` Assets `
Subscriptions received in advance 450 Freehold Ground 10,000
Salaries Outstanding 400 Sports Equipment 2,600
Audit fees unpaid 200 Subscriptions Outstanding 600
Bank Loan 2,000 Cash in hand 1,390
Capital Fund (balancing figure) 11,540
14,590 14,590
Illustration 6
From the following Income and Expenditure Account and the Balance Sheet of a club, prepare its
Receipts and Payments Account and Subscription Account for the year ended 31st March, 2011:
Income & Expenditure Account for the year 2010-11
` `
To Upkeep of Ground 10,000 By Subscriptions 17,320
" Printing 1,000 " Sale of Newspapers (Old) 260
" Salaries 11,000 " Lectures 1,500
" Depreciation on Furniture 1,000 " Entrance Fee 1,300
" Rent 600 " Misc. Income 400
" Deficit 2,820
23,600 23,600
Balance Sheet as at 31st March, 2011
Liabilities ` Assets `
Subscription in Advance Furniture 9,000
(2008-09) 100 Ground and Building 47,000
Prize Fund : Prize Fund Investment 20,000
Opening Balance 25,000 Cash in Hand 2,300
Add : Interest 1,000 Subscription (2007-08) 700
26,000
Less : Prizes 2,000 24,000
General Fund :
Opening Balance 56,420
Less : Deficit 2,820
53,600
Add : Entrance Fee 1,300 54,900
79,000 79,000

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The following adjustment have been made in the above accounts:

(1) Upkeep of ground ` 600 and Printing ` 240 relating to 2006-07 were paid in 2007-08
(2) One-half of entrance fee has been capitalised by transfer to General Fund.
(3) Subscription outstanding in 2006-2007 was ` 800 and for 2007-08 ` 700.
(4) Subscription received in advance in 2006-2007 was ` 200 and in 2007-08 for 2008-09 `
100.
Solution
Receipts and Payment Account
for the year ending 31st March, 2011
Receipts ` Payments `
To Balance b/d By Upkeep of Ground
(Balancing figure) 4,660 (10,000+600) 10,600
" Subscription 17,320 " Printing (1000+240) 1,240
" Interest on Prize Fund Investments 1,000 " Salaries 11,000
Lecture (fee) 1,500 " Rent 600
" Entrance Fee 2,600 " Prizes 2,000
" Sale of Newspapers (old) 260 " Balance c/d 2,300
" Misc. Income 400
27,740 27,740
Working note: ` 600 paid for upkeep of ground for 2009-2010 and ` 240 paid for printing
have been added to the amount shown as expenditure for the year to arrive at total payment
under these heads.
Subscription Account
2010 ` 2010 `
April To Subscription April 1 By Cash (Balancing figure) 17,320
Outstanding " Subscription
(2009-2010) 800 Outstanding (2010-11) 700
" Subscription " Subscription
In Advance (2010-11) 100 in Advance (2009-10) 200
2011
March Income &
Expenditure A/c 17,320
18,220 18,220
Illustration 7
The Sportwriters Club gives the following Receipts and Payments Account for the year ended
March 31, 2011 :

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Receipts and Payments A/c

Receipts ` Payments `
To Balance b/d 4,820 By Salaries 12,000
" Subscriptions 28,600 " Rent and electricity 7,220
" Miscellaneous income 700 " Library books 1,000
" Interest on Fixed deposit 2,000 " Magazines and newspapers 2,172
" Sundry expenses 10,278
" Sports equipments 1,000
" Balance c/d 2,450
36,120 36,120
Figures of other assets and liabilities are furnished as follows:
as at March 31
` `
2010 2011
Salaries outstanding 710 170
Outstanding rent & electricity 84 973
Outstanding for magazines and newspapers 226 340
Fixed Deposit (10%) with bank 20,000 20,000
Interest accrued thereon 500 500
Subscription receivable 1,263 1,575
Prepaid expenses 417 620
Furniture 9,600
Sports equipments 7,200
Library books 5,000
The closing values of furniture and sports equipments are to be determined after charging
depreciation at 10% and 20% p.a. respectively inclusive of the additions, if any, during the
year. The Club's library books are revalued at the end of every year and the value at the end
of March 31, 2011 was ` 5,250.
From the above information you are required to prepare:
(a) The Club's Balance Sheet as at March 31, 2010;
(b) The Club's Income and Expenditure Account for the year ended March 31, 2011.
(c) The Club's Closing Balance Sheet as at March 31, 2011

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Solution
(a) Sportswriters Club
Balance Sheet as on 31st March, 2010
Liabilities ` ` Assets `
Outstanding expenses : Furniture 9,600
Salaries 710 Library Books 5,000
Rent & Electricity 864 Sports Equipment 7,200
Magazines & Newspapers 226 1,800 Fixed Deposit 20,000
Cash in hand & at Bank 4,820
Capital Fund (Balancing figure) 47,000 Prepaid Expenses 417
Subscription receivable 1,263
Interest accrued 500
48,800 48,800
(b) Income and Expenditure Account for the year ending 31st March, 2011
Expenditure ` Income `
To Salaries 11,460 By Subscription 28,912
" Rent & Electricity 7,329 " Interest 2,000
" Magazines & Newspapers 2,286 " Misc. Income 700
" Sundry Expenses 10,075 " Excess of expenditure
" Depreciation : over income 2,888
Furniture 960
Sports Equipment 1,640
Library Books 750 3,350
34,500 34,500
(c) Balance Sheet of Sports Writers Club
as on 31st March, 2011
Liabilities ` ` Assets ` `
Outstanding Expenses : Furniture
Salaries 170 Cost 9,600
Rent & Electricity 973 Less : Depreciation 960 8,640
Newspapers 340 1,483 Magazines &
Capital Fund: Sport Equipment:
Opening balance 47,000 Opening balance 7,200
Less : Excess of Addition 1,000
exp. over income 2,888 44,112 8,200
Less : Depreciation 1,640 6,560
Library Books :

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Opening Balance 5,000

Addition 1,000
6,000
Less : Depreciation 750 5,250
Fixed Deposit 20,000
Cash in hand & at Bank 2,450
Prepaid Expenses 620
Subscription Receivable 1,575
Interest accrued 500
45,595 45,595
Working Notes :
(i) Expenses Salaries Rent & Magazines Sundry
Electricity & News- Expenses
Papers
` ` ` `
Paid during the year 12,000 7,220 2,172 10,278
Add : Outstanding on 31.3.2011 170 973 340 ––
Prepaid on 31.3.2010 –– –– –– 417
12,170 8,193 2,512 10,695
Less : Outstanding on 31.3.2010 710 864 226 ––
Less : Prepaid on 31.3.2011 –– –– –– 620
Expenditure for the year 11,460 7,329 2,286 10,075
`
(ii) Depreciation
(a) Furniture @10% on ` 9,600 960
(b) Sports Equipment @ 20% on ` 8,200 1,640
(c) Library books-book value 6,000
Revalued at 5,250 750
(iii) Subscription
Received in cash 28,600
Add : Receivable on 31.3.2011 1,575
30,175
Less : Receivable on 31.3.2010 1,263
28,912
Illustration 8
From the following data, prepare an Income and Expenditure Account for the year ended 31st
December. 2010, and a statement of affairs as at that date of the Mayura Hospital :

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Receipts and Payments Account for the

year ended 31 December, 2010
To Balances ` By Salaries : `
Cash 400 (` 3,600 for 2009) 15,600
Bank 2,600 3,000 " Hospital Equipment 8,500
" Furniture purchased 3,000
" Subscriptions : " Additions to Building 25,000
For 2009 2,550 " Printing and Stationery 1,200
For 2010 12,250 " Diet expenses 7,800
For 2011 1,200 " Rent and rates
" Government Grant : (` 150 for 2011) 1,000
For building 40,000 " Electricity and water
for maintenance 10,000 charges 1,200
Fees from sundry patients 2,400 " office expenses 1,000
" Investments 10,000
" Donations (not to be 4,000 " Balances :
capitalised) Cash 700
" Net collections from Bank 3,400
benefit shows 3,000 4,100
78,400 78,400
Additional information : `
Value of building under construction as on 31.12.2010 70,000
Value of hospital equipment on 31.12.2010 25,500
Building Fund as on 1.1. 2010 40,000
Subscriptions in arrears as on 31.12.2009 3,250
Investments in 8% Govt. securities were made on 1st July, 2010.
Solution
Mayura hospital
Income & Expenditure Account for the year
ended 31 December, 2010
Expenditure ` Income `
To Salaries 12,000 By Subscriptions 12,250
" Diet expenses 7,800 " Govt. Grants (Maintenance) 10,000
" Rent & Rates 850 " Fees, Sundry Patients 2,400
" Printing & Stationery 1,200 " Donations 4,000
" Electricity & Water-charges 1,200 " Benefit shows (net collections) 3,000
" Office expenses 1,000 " Interest on Investments 400
" Excess of Income over
expenditure transferred to 8,000
Capital Fund 32,050 32,050

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Statement of Affairs as on 31st Dec., 2010

Liabilities ` ` Assets ` `
Capital Fund : Building :
Opening balance 24,650 Opening balance 45,000
Excess of Income Addition 25,000 70,000
Over Expenditure 8,000 32,650
Hospital Equipment :
Building Fund : Opening balance 17,000
Opening balance 40,000 Addition 8,500 25,500
Add : Govt. Grant 40,000 80,000
Furniture 3,000
Subscriptions Investments-8% Govt.
received in advance 1,200 Securities 10,000
Subscriptions receivable 700
Accrued interest 400
Prepaid expenses (Rent) 150
Cash at Bank 3,400
Cash in hand 700
1,13,850 1,13,850
Working Notes :
(1) Statements of Affairs as on 31st Dec., 2009
Liabilities ` Assets `
Capital Fund Building 45,000
(Balancing Figure) 24,650 Equipment 17,000
Building Fund 40,000 Subscription Receivable 3,250
Creditors for Expenses : Cash at Bank 2,600
Salaries payable 3,600 Cash in hand 400
68,250 68,250
(2) Building `
Balance on 31st Dec. 2010 70,000
Paid during the year 25,000
Balance on 31st Dec. 2009 45,000
(3) Equipment
Balance on 31st Dec. 2010 25,500
Paid during the year 8,500
Balance on 31st Dec. 2009 17,000

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(4) Subscription due for 2009

Receivable on 31st Dec. 2009 3,250
Received in 2010 2,550
Still Receivable for 2009 700
Illustration 9
The receipts and payments account and the income and expenditure account of a Club for the
year ended 31st December, 2010 were as follows:
Receipts and Payments Account
Receipts ` Payments `
To Balance c/d. 2,500 By Books purchased 1,000
To Subscriptions: ` By Printing and Stationery 200
2009 600 By Salary 1,500
2010 4,300 4,900 By Advertisement 200
To Interest 500 By Electric Charge 400
To Donation for special fund 300 By Balance c/d 7,350
To Rent: `
2009 150
2010 300 450
To Govt. Grants 2,000
10,650 10,650
Income and Expenditure Account
Expenditure ` Income `
To Salary 2,800 By Interest 400
To Tent Hire 200 By Subscription 4,800
To Electric charges 400 By Rent 2,300
To Depreciation on Building 750 By Govt. Grant 2,000
To Printing and Stationery 200
To Advertisement 150
To Surplus 5,000
9,500 9,500
The club’s assets as on 1st January 2010 were :
Building ` 15,000; Books ` 10,000
Furniture ` 4,000; Investments ` 10,000
Liabilities as on that date were ` 50 for advertisement and ` 100 for salary.
You are required to prepare the balance sheet of the club on 31st December, 2009 and 31st
December, 2010.

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Solution:
Balance Sheet
As at 31st December, 2009
` `
Capital fund 42,200 Cash in hand 2,500
Outstanding for advertisement 50 Subscriptions outstanding 600
Outstanding for salary 100 Interest outstanding 100
Rent receivable 150
Buildings 15,000
Books 10,000
Books Purchased 4,000
Investments 10,000
42,350 42,350
Balance Sheet
As at 31st December, 2010
` `
Donation for Special Fund 300 Cash in hand 7,350
Outstanding for salary 1,400 Subscriptions outstanding 500
Outstanding for Tent hire 200 Books 10,000
Capital Fund Add: Purchase 1,000 11,000
Balance on 31/12/09 42,200
Add: Surplus 5,000 47,200 Books 15,000
Less: Dep. 750 14,250
Furniture 4,000
Investments 10,000
Accrued Rent 2,000
49,100 49,100

Summary
• A non profit organization is a legal and accounting entity that is operated for the benefit of
the society as a whole, rather than for the benefit of a sole proprietor or a group of
partners or shareholders. Financial Statements of such organizations consists of:
1. Receipts and Payments Account
2. Income and Expenditure Account
3. Balance Sheet
• A Receipts and Payments Account is a summary of the cash book.

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• The income and expenditure account is equivalent to the Profit and Loss Account of a
business enterprise. It is an account which is widely adopted by non-profit making
concerns and is prepared by following accrual principle. Only items of revenue nature
pertaining to the period of account are included therein.
• It may be noted that after various accounts have been adjusted as is considered
necessary and all the revenue accounts have been closed off by transfer to the Income
and Expenditure Account, there will still be a number of balances left over. These are
included in the balance sheet. A balance sheet is thus a complement to such an account.
Donations, Entrance and Admission Fees, Subscription, Life Members are some of the
sources of incomes for the non-profit organizations. These items have separate treatments
with some being capitalized while others being treated on accrual basis, as told before.

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Unit – 2 : Accounting For Educational Institutions

Learning Objectives
After studying this unit, you will be able to:
♦ Understand various sources of income and avenues of expenses in an educational
institution.
♦ Learn the techniques of preparation of Income and Expenditure Account and Balance
Sheet of an Educational institution.

2.1 Organisational Pattern & Salient Features of An Educational

Institution
The educational institutions which are functioning in India are mostly registered as Societies
under the Indian Societies Registration Act of 1860, in some of the States, where Public Trust
Acts have been passed all the Societies registered under the Indian Societies Registration
Act, 1860 are required to be simultaneously registered under the Trust Act. Accordingly, in the
State of Maharashtra, all the Societies have simultaneously been registered under the
Bombay Public Trust Act, 1950.
The Trust Societies are autonomous bodies with office bearers consisting of President,
Secretary, Treasurer and Executive Committee Members. The General Body consists of all
the Members of the Society. In case of Societies/Trusts which run a number of colleges and
schools etc., for managing the affairs of each individual school or college, there is a governing
body, wherein the head of the Unit, such as Principal of the college or Head Master of the
school as, the case may be, are also members of the Governing Body.
The function of the Governing Body is to supervise the smooth functioning of the individual
school or college.
The basic tenets pre-suppose, that part of the expenses of the educational institutions are to
met from the funds raised by the educational institutions themselves, either from donations, or
from charities, collected from benevolent citizens in the country.
The State Governments through grant-in-aid-code have evolved different patterns of giving
assistance to the educational institutions. There is, as such, no uniformity in the giving of
assistance to the educational institutions in the form of grants.
All the educational institutions follow financial year as their accounting year.
2.2 Sources of Finance for Running The Educational Institution
There are three main sources through which amounts are collected by the educational
institutions. These are:

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(1) Donation from Public;

(2) Fees in the from of annual tuition fees, term fees, admission fees, laboratory fee etc.,
and
(3) Grants received from the Government.
The Government grants are of four kinds namely Maintenance Grant, Equipment grant,
Building Grant and such other grants as may be sanctioned by the Government from time to
time.
2.2.1 Donation from Public
These are received either for recurring or non-recurring purposes. Donations are received
either in cash or in kind. The 'in kind' donations are in the form of land and building, shares
and securities, utensils, furniture and fixtures and the like, generally with a desire to
perpetuate the memory of a distinguished member of the family of the donor.
2.2.2 Capitation fee or admission fee
Amounts are collected from parents/guardians of the students who seek admission in the
educational institution. These are either in the form of capitation fees or admission fees and
are generally collected by the Parent Body which runs the institution. In recent times, such
collections have been a matter of severe attack and ban.
2.2.3 Laboratory and Library deposit
These are generally collected by schools and colleges and they remain with the institution till
the student finally leaves it.
The School Code prescribes the rates of tuition and other fees, to be charged from the
students.
2.2.4 Use of Term Fee
A separate account of receipts and expenditures shall be maintained and surplus carried over
to the next year. The following are main items on which term fee can be used:
(1) Medical Inspection.
(2) School Magazine-manuscript and/or printing.
(3) Examination expenses i.e. printing, including cyclo-styling of question papers and
supply of answer books if there is sufficient balance.
(4) Contribution to athletic and cultural associations, connected with school activities.
(5) School functions and festivals.
(6) Inter-class and Inter-school tournaments.
(7) Sports and Games-major and minor.
(8) Newspapers and magazines.

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(9) Extra-curricular excursion and visits.

(10) School competition such as elocution competition etc.
(11) Scouting and Guiding.
(12) School Band.
(13) Social and Cultural activities and equipment required for the same.
(14) Vocational Guidance in general.
(15) Prizes for Co-curricular activities.
(16) Any other extra-curricular or co-curricular activities.
(17) Maintenance of playground.
(18) Purchase of books for Pupils Library.
(19) Drawing and Craft material.
(20) Audio-Visual Education.
(21) Curricular visits and excursions.
(22) Equipment for Physical education.
2.2.5 Recurring grants
Recurring grants in the form of Maintenance Grants are received in instalments spread out
throughout the year.
2.2.6 Use of grant-in-aid
The School Code provides a detailed list of items of expenditure which are admissible for
grant-in-aid:
(1) Staff salaries and allowances
(2) Leave Allowance.
(3) Bad Climate Allowance.
(4) Water Allowance.
(5) Leave Salary.
(6) Expenditure on training of teachers.
(7) Pension and Gratuity as may be applicable.
(8) Expenditure on the appointment of Librarian.
(9) Rent, Taxes and Insurance.
(10) Other Contingencies: Under this head is covered expenditure of printing and stationery,
conveyance expenditure, expenditure on purchase of books and furniture equipment

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(for which no special grant has been claimed provided it is upto the limit of 12 percent of
the total admissible expenditure in Maharashtra).
(11) Current repairs to the extent of 5 percent of the amount of grant of total expenditure of
the School or 1-1/2 percent of the cost of the building calculated as directed under
Government Resolution No.2321 dated 1-9-1923 as modified from time to time.
(12) Miscellaneous Expenses:
School Garden, Physical Education.
(13) Prizes.
(14) Expenditure on co-operative stores.
(15) Registration fee paid to the Board for recognition.
(16) Maintenance of Tiffin Rooms.
(17) Bonus to Teachers.
(18) Electrical charges.
(19) Telephone Charges.
(20) Expenditure in connection with Conferences.
(21) Subscription to educational Association etc.
(22) Medical charges.
(23) Audit fees of the auditors in accordance with prescribed scale. The minimum being ` 75
upto admissible expenditure ` 50,000 and minimum ` 300 for expenditure over `
50,000.
(24) Sales-tax and General tax on purchase of the school requirements.
(25) Payments for merit scholarships.
Illustration 1
From the following Trial Balance of Education Society as on 31st Dec., 2010; prepare an
Income & Expenditure Account and a Balance Sheet:
Dr. Cr.
` `
Furniture & Fittings 12,500
Additions to Furniture (during the year) 3,200
Library Books 17,500
Addition to Library (during the year) 4,300
Building 2,75,000
General Investment 1,50,000
Investment Reserve fund 15,000

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Sundry Debtors and Creditors 5,000 14,500

Entrance Fee 15,200
Examination Fee 2,400
Subscription Received 20,000
Certificate fee 500
Hire of Society's Hall 6,500
Interest on Investment 5,500
Sundry receipts 600
Staff Salaries 10,200
Printing, Stationery & Advertising 1,000
Taxes & Insurance 800
Examination Expenses 600
Subscription of Periodicals 1,200
Prize Trust Fund 16,000
Prize Trust Investment 15,800
Prize Trust Income 650
Prize Awarded 450
Prize Fund Bank 275
Donations received (to be capitalised) 18,000
General Expenses 375
Capital Fund 3,89,150
Cash at Bank 5,500
Cash in hand 300
5,04,000 5,04,000
The following further information is supplied to enable you to make the necessary
adjustments:
`
Subscriptions receivable 4,500
Subscription received in advance 500
Interest on General Investment accrued 450
Staff salaries outstanding 1,800
Taxes & Insurance Paid in Advance 500
Provide depreciation at the following rates (including the additions):
Library books 15% p.a.
Furniture & fittings 5% p.a.
Building 5% p.a.
The market value of General Investments on 31st Dec. 2010 was ` 1,30,000. You are not
required to make any provision for this fall in value.

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Solution
Bharat Education Society
Income and expenditure Account
for the year ended at 31st Dec., 2010
` ` ` `
To Staff salaries 10,200 By Subscription 20,000
" Add: Outstanding 1,800 12,000 Add: Outstanding 4,500
" Printing, Stationery 24,500
& Advertising 1,000 Less: Received
" Taxes & Insurance 800 in advance 500
Less: Prepaid 500 300 24,000
" Examination Expenses 600 " Entrance Fee 15,200
" Subscription to " Examination Fee 2,400
Periodicals 1,200 " Certificate Fee 500
" General expenses 375
" Depreciation : " Hire of Society's Hall 6,500
Library Books 3,270
Furniture & Fittings 785 " Interest on Investment
Received 5,500
Building 13,750 17,805 Add: Accrued 450 5,950
" Excess of Income " Sundry Receipts 600
Over Expenditure 21,870
55,150 55,150
Balance Sheet of Bharat Education Society as on 31st Dec., 2010
Liabilities ` ` Assets ` `
Capital Fund 3,89,150 Building cost 2,75,000
Add: Excess of Less: Depreciation 13,750 2,61,250
Income over
Expenditure 21,870 4,11,020 Furniture & Fittings 12,500
Investment Res. Fund 15,000
Prize Trust Fund 16,000 Add: Additions
Income less Prizes 200 16,200 during the year 3,200
Capital Reserve 18,000 15,700
Subscription received Less: Depreciation 785 14,915
in advance 500
Salaries Outstanding 1,800
Sundry Creditors 14,500 Library Books 17,500
Add: Additions

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during the year 4,300

21,800
Less: Depreciation 3,270 18,530
General Investment 1,50,000
(M.V. ` 1,30,000)
Interest Accrued 450
Sundry Debtors 5,000
Prize Trust Investments 15,800
Prize Fund cash at bank 275
Cash at Bank 5,500
Cash in hand 300
Subscription due 4,500
Taxes & Insurance prepaid 500
4,77,020 4,77,020
Illustration 2
From the following balances and particulars of Republic College prepare Income &
Expenditure Account for the year ended March, 2011 and a Balance Sheet as on the date :
` `
Seminars & Conference Receipts 4,80,000
Consultancy Receipts 1,28,000
Security Deposit-Students 1,50,000
Capital fund 16,06,000
Research Fund 8,00,000
Building Fund 25,00,000
Provident Fund 5,10,000
Tuition Fee received 8,00,000
Government Grants 5,00,000
Donations 50,000
Interest & Dividends on Investments 1,85,000
Hostel Room Rent 1,75,000
Mess Receipts (Net) 2,00,000
College Stores-Sales 7,50,000
Outstanding expenses 2,25,000
Stock of-stores and Supplies 3,00,000
Purchases-Stores & Supplies 8,00,000
Salaries-Teaching 8,50,000
Research 1,20,000
Scholarships 80,000

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Students Welfare expenses 38,000

Repairs & Maintenance 1,12,000
Games & Sports Expenses 50,000
Misc. Expenses 65,000
Research Fund Investments 8,00,000
Other Investments 18,50,000
Provident Fund Investment 5,10,000
Seminar & Conference Expenses 4,50,000
Consultancy Expenses 28,000
Land 1,00,000
Building 16,00,000
Plant and Machinery 8,50,000
Furniture and Fittings 6,00,000
Motor Vehicle 1,80,000
Provision for Depreciation
Building 4,80,000
Plant & Equipment 5,10,000
Furniture & Fittings 3,36,000
Cash at Bank 6,42,000
Library 3,60,000
1,03,85,000 1,03,85,000
Adjustments:
`
(1) Materials & Supplies consumed:
Teaching 50,000
Research 1,50,000
Students Welfare 75,000
Games or Sports 25,000
(2) Tuition fee receivable from Government for
backward class Scholars 80,000
(3) Stores selling prices are fixed to give a
net profit of 10% on selling price
(4) Depreciation is provided on straight line basis at the following rates:
(1) Building 5%
(2) Plant & Equipment 10%
(3) Furniture & Fixtures 10%
(4) Motor Vehicle 20%

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Solution
Republic College
Income and Expenditure Account
for the year ending 31st March, 2011
Expenditure ` ` Income ` `
To Salaries: Teaching 8,50,000 By Tuitions & other fee 8,80,000
Research 1,20,000
" Material & Supplies Consumed " Govt. Grants 5,00,000
Teaching 50,000 " Income from
Research 1,50,000 Investments 1,85,000
" Hostel room Rent 1,75,000
" Repairs & Maintenance 1,12,000 " Mess Receipts 2,00,000
" Sports & Games Exp. " profit-stores sales 75,000
Cash 50,000 " Seminar and Conferences
Materials 25,000 75,000 Income 4,80,000
Less : Exp. 4,50,000 30,000
To Students Welfare Exp.
Cash 38,000 " Consultancy charges :
Materials 75,000 1,13,000 Income 1,28,000
Less : Exp. 28,000
" Misc. Expenses 65,000 1,00,000
" Scholarships 80,000 " Donations 50,000
" Depreciation
Building 80,000
Plant & Equipment 85,000
Furniture 60,000
Motor Vehicle 36,000
" Excess of Income over
Expenditure 3,19,000
21,95,000 21,95,000
Republic College
Balance Sheet as on 31st March, 2011
Liabilities ` ` Assets ` `
Fixed Assets:
Capital Fund Land 1,00,000
Opening balance 16,06,000 Building Cost 16,00,000
Add : Excess of Income
over Expenditure 3,19,000 19,25,000 Less: Dep. 5,60,000
Other Funds 10,40,000

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Research Fund 8,00,000 Equipment

Building Fund 25,00,000 Cost 8,50,000
Less : Dep. 5,95,000 2,55,000
Current Liabilities :
Outstanding Expenses 2,25,000 Furniture & Fittings:
Provident Fund 5,10,000 Cost 6,00,000
Security Deposit 1,50,000 Less : Dep. 3,96,000
2,04,000
Motor Vehicles
Cost : 1,80,000
Less : Dep. 36,000
1,44,000
Library 3,60,000
Investments:
Capital Fund Investments 18,50,000
Research Fund Investment 8,00,000
P.F. Investment 5,10,000
Stock :
Material & Supplies 1,25,000
Grants receivable 80,000
Cash in hand & at Bank 6,42,000
61,10,000 61,10,000
Working Notes :
(1) Material & Supplies-Closing Stock
Opening Stock 3,00,000
Purchases 8,00,000
11,00,000
Less : Cost of Sales 6,75,000
Consumed 3,00,000 9,75,000
Balance 1,25,000
(2) Provisions for Depreciation
Building Plant & Furniture
Equipment & Fitting
` ` `
Opening Balance 4,80,000 5,10,000 3,36,000
Addition 80,000 85,000 60,000
Closing Balance 5,60,000 5,95,000 3,96,000

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2.3 Technique of Maintaining Fund Accounts

Non-business organizations, particularly educational institutions, sometimes, maintain
separate accounts/funds for any specific activity of the organization such as sports, prizes,
refreshments, etc. and in that case, presentation of information in financial statements is made
fund-wise. Fund based accounting essentially involves preparation of financial statements
fund-wise. In case of institution like colleges, schools and universities-separate ledgers are
maintained for each fund. Fund ledgers are self balancing in nature. A fund may be created for
purchase, acquisition or construction of fixed assets or for any specific activities of the
organisations or for both. For example, a building fund may be created with a view to
purchase, acquire or construct buildings. All receipts in connection with the acquisition or
construction of buildings are separated from the main accounts and shown in the building
fund. Any expenditure incurred for the purpose of construction or acquisition of building are
made out of this fund. When building is ultimately acquired or constructed, the asset is
recognised in the general balance sheet and consequently that portion of the building fund
which has been utilised for the acquisition or construction of the building should be transferred
to general fund. Depreciation can be charged on such funds only after its completion or
acquisition.
In the same way, separate funds may be created for equipments, major repairs to fixed assets
and for other developmental activities.
Illustration 3
Noida School maintains separate building fund. As on 31.3.2009, balance of building fund was
` 10,00,000 and it was represented by fixed deposit (15% per annum) of ` 6,00,000 and
current account balance of ` 4,00,000. During the year 2009-10, the school collected as
donations towards the building fund ` 5,60,000 and transferred 40% of developmental fees
collected ` 22,56,500 to building fund. Capital work progress as on 31st March, 2009 was `
8,25,000 for which contractors' bill upto 75% was paid on 14.4.2009. The extension of building
was finished on 31.12.2009 costing ` 7,25,000 for which contractors' bill was fully met. It was
decided to transfer the cost of completed building (` 15,50,000) to the corresponding asset
account.
You are required to pass journal entries to incorporate the above transactions in the books of
Noida School for the year 2009-10 and show the trial balance of building fund ledger.
Solution
Journal Entries for Building Fund Ledger
` `
(1) Bank A/c Dr. 5,60,000
To Building fund A/c 5,60,000
(On collection of donations)

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 Financial Statements of Not - For - Profit Organisations

(2) Bank A/c Dr. 9,02,600

To Building fund A/c 9,02,600
(40% of the development fees directly
transferred to building fund)
(3) Fixed deposit A/c Dr. 90,000
To Interest A/c 90,000
(On accrual of interest)
(4) Interest A/c Dr. 90,000
To Building fund 90,000
(Interest accrued on fixed deposit transferred)
(5) Capital work in progress A/c Dr. 7,25,000
To Contractors' A/c 7,25,000
(Work completed and certified during the year)
(6) Contractors' A/c Dr. 13,43,750
To Bank A/c 13,43,750
(Payments made during the year)
(7) Building A/c Dr. 15,50,000
To Capital work in progress A/c 15,50,000
(Transfer of completed buildings to Asset A/c)
(8) Building Fund A/c Dr. 15,50,000
To General Fund A/c 15,50,000
(Corresponding building fund transferred)
Trial Balance of Building Fund as on 31st March, 2010
Dr. Cr.
` `
Building Fund 10,02,600
Contractors' A/c 2,06,250
Fixed Deposit A/c 6,90,000
Current A/c 5,18,850 ------------
12,08,850 12,08,850

Summary
Educational institutions are different from non-trading organizations both in terms of their
sources of income as well as the freedom to choose their accounting years.

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