Title 9 Part 1641

1000 category—Asset Accounts

2000 category—Liabilities, Reserves, and Capital

Account 3000—Income Control Account

Account 4000—Expense Control Account

1400 group—Development Cost Accounts

3000 group—Income Accounts

4000 group—Expense Accounts

The use of the account numbers and designations as hereinafter listed in [sic] mandatory, as is the order in which the accounts are to appear in the respective ledgers. The prescribed accounts shall be maintained by the local agency, as a minimum requirement, regardless of such further breakdown it may find desirable for internal purposes. Where the Subchapter permit [sic] the use of optional accounts, only the accounts representing the chosen option need be maintained.

Accounts are defined in Subpart 1641-2 of this Subchapter.

[See Appendix S-7 for alphabetical index to accounts.]

GENERAL LEDGER ACCOUNTS

ASSET ACCOUNTS—1000 CATEGORY

1000 ASSET ACCOUNTS

1100 Cash, Receivables, and Investments

1110 Cash

1111 Development Fund

1112 Administrative Fund

1113 Reserve Fund

1114 Security Deposits Fund

1115 Special Deposits

1116 Local Funds

1117 Petty Cash Fund

1118 Change Fund

1120 Accounts Receivable

1122 Tenants Accounts Receivable

1123 State Housing Fund

1124 State Housing Debt Fund

1129 Sundry Accounts Receivable

1140 Accrued Receivables

1141 Subsidies—State of New York

1142 Subsidies—Other

Memo Subsidies—Tax Exemption (Cumulative)

1143 Accrued Interest Receivable on Mortgages

1144 Accrued Interest Receivable on Investments

1170 Investments

1172 Development Fund

1173 Administration Fund

1176 Reserve Fund

1200 Deferred Charges and Prepayments

1210 Deferred Charges to Insurance

1211 Prepaid Insurance

1212 Anticipated Returnable Premiums

1230 Prepaid Utilities

1231 Prepaid Water

1260 Inventories

1261 Fuel Inventory

1262 Paint Supplies Inventory

1269 Sundry Inventories

1270 Prepaid Rent

1280 Prepaid Taxes

1290 Sundry Deferred Charges and Prepayments

1300 Working Capital

1400 Development Costs

(Detailed Development Cost Accounts are listed immediately

following the Control Accounts for Income and Expense)

1500 Incompleted Contracts

1600 Suspense and Clearance Accounts

1610 Indeterminate Expenditures

1620 Ineligible Expenditures

1640 Payroll Clearance

1650 Revolving Fund

1670 Insurance Claims Clearance

1680 Interfund Clearance

1680 D Interfund Clearance—Development

1680 A Interfund Clearance—Administration

1680 R Interfund Clearance—Reserve

1690 Sundry Suspense and Clearance

1695 Tenants Disbursements Clearance

LIABILITIES, RESERVES AND CAPITAL—2000 CATEGORY

2000 LIABILITIES, RESERVES AND CAPITAL

2100 Payables and Accruals

2110 Accounts Payable

2111 Vendors and Contractors—Accounts Payable

2111 D Vendors and Contractors—Development

2111 A Vendors and Contractors—Administration

2112 Contract Retentions

2113 Deposits—Others Than Tenants

2114 Tenants Security Deposits

2115 Unclaimed Salaries and Wages

2117 Deductions and Withholdings

2119 Sundry Accounts Payable

2120 Temporary Loan Notes Payable

2130 Accrued Liabilities

2132 Accrued Interest Payable

2134 Accrued Utilities

2135 Accrued Salaries and Wages

2136 Accrued Insurance

2137 Accrued Real Estate Taxes

2138 Accrued Pension Fund Contributions

2139 Sundry Accruals

2200 Deferred Credits

2230 Premium on Temporary Loan Notes

2240 Tenants Prepaid Rents

2250 Prepaid State of New York Subsidies

2260 Other Prepaid Cash Subsidies

*2280 Interfund Payables

*2280 D Interfund Payables—Development

*2280 A Interfund Payables—Administration

*2280 R Interfund Payables—Reserve

2300 Indebtedness to State of New York

2310 Certificates of Indebtedness

2311 Certificates of Indebtedness**—Authorized

2312 Certificates of Indebtedness**—Unissued

2313 Certificates of Indebtedness**—Amortized

2314 Certificates of Indebtedness**—Subscribed

2400 Contract Awards

2500 Reserves

2510 Replacement Reserve

2511 Interest Earned on Reserve Fund Investments

2512 Gain or Loss on Reserve Fund Investments

2520 Vacancy and Collection Loss Reserve

2530 Painting and Decorating Reserve

2560 Reserve for Working Capital

2590 Reserve for Operating Improvements

2600 Accumulated Amortization

EARNED SURPLUS

2700 Income and Expense Clearance

2710 Prior Years Adjustments

2800 Capital Surplus

CONTROL ACCOUNTS

3000 Income Control Account

4000 Expense Control Account

(End of General Ledger Accounts)

____

*All material listed under “2280 Interfund Payables” repealed by resolution filed June 4, 1962.

**So in original. Apparently should be “Indebtedness”.

SUBSIDIARY LEDGER ACCOUNTS

DEVELOPMENT COST ACCOUNTS—1400 GROUP

1400 Development Costs

1410 Direct Costs

1420 Carrying Charges

1430 Architectural and Engineering

1440 Acquisition of Sites

1460 Structures, Equipment and Improvement

Any future subaccount numbers to be assigned as per approved Development Cost Budget.

1470 Preoccupancy Charges and Credits

1480 Other Charges and Credits to Development Costs

1490 Contingencies and Working Capital

INCOME ACCOUNTS—3000 GROUP

3000 INCOME CONTROL ACCOUNT

( To be maintained in General Ledger)

3110 Dwelling Rent Schedule

3111 Dwelling Vacancy Loss

3390 Net Non-Dwelling Rent

3510 Sales and Services to Tenants

3590 Miscellaneous Project Income

3610 Interest Earned

3800 Subsidies

3810 State of New York Cash Subsidy

3820 Other Cash Subsidy

3830 Annual Local Tax Exemption Subsidy (Memo)

EXPENSE ACCOUNTS—4000 AND 6000 GROUPS

4000 EXPENSE CONTROL ACCOUNT

To be Maintained in the General Ledger. Controls both the 4000 and the 6000 Groups

4100 Management

4110 Project Office Salaries

4120 Central Office Salaries

4130 Legal, Fiscal and Other Fees

4140 Project Office Expense

4150 Central Office Expense

4200 Operating Services

4210 Janitorial

4220 Watchmen

4300 Dwelling and Commercial Utilities

4310 Water

4320 Electricity

4330 Gas

4340 Fuel

4350 Heating Wages

4400 Repairs and Maintenance

4401 Maintenance Supervision Salaries

4402 Project Maintenance Salaries

4403 Central Maintenance Salaries

4410 Grounds

4420 Structures

4430 Painting and Decorating

4440 Mechanical Systems

4480 Ranges and Refrigerators

4490 Other Equipment

4700 Other Expenses

4710 Insurance

4713 Municipal Service Charges

4716 Interest on Indebtedness

4717 Amortization on Indebtedness

4730 Real Estate Taxes

4740 Pension and Other Funds

4760 Community Activities

4770 Collection Losses

4800 Reserve Provisions

4891 Provision for Replacements

4894 Provision for Painting and Decorating

4895 Provision for Vacancy and Collection Losses

4899 Provision for Operating Improvements

6000 Extraordinary Expenses

6010 Prior Years Adjustments

6100 Miscellaneous Losses

6210 Operating Improvements

The accounts listed on the chart of accounts [see § 1641-5, supra] are defined in this section. Questions concerning the classification of charges and credits not covered by the account definitions should be referred to the division for ruling.

ASSET ACCOUNTS—1000 GROUP

1100 Cash, Receivables, and Investments

This group of accounts includes all cash, accounts, notes and accrued receivables, and investments held by a local agency in the name of, or for the benefit of, a given project. Separate accounts under this heading shall be maintained as herein prescribed.

1110 Cash

This group of accounts includes all cash of a given project on hand or on deposit. Separate accounts shall be maintained under this heading as herein prescribed. When a given fund consists of more than one bank account, each such bank account shall be designated as a separate subaccount under the applicable fund. For example, if development funds are deposited in two banks, the bank accounts are designated as Development Fund #1, and Development Fund #2, respectively, and separate ledger accounts kept for each bank account, the ledger accounts being designated as account 1111.1, 1111.2, etc. Savings accounts in savings and loan associations and commercial banks, and certificates of deposits with commercial banks, are classified as investments and should not be included under the heading of cash. See 1170 group of accounts, Investments, for further details.

1111 Development Fund

The debit balance of this account shall reflect funds received for the development of the project, less expenditures made, in accordance with the contract for State aid.

1112 Administration Fund

The debit balance of this account represents the unexpended cash balance of revenue received from the management and operation of the project, including subsidies.

1113 Reserve Fund

The debit balance of this account represents the amount of uninvested cash on deposit in a bank account specifically designated for such reserve funds as are required to be segregated from the Administration Fund. See Part 1647, Operating Period Accounting, for the operation of this account.

1114 Security Deposits Fund

The debit balance of this account represents the uninvested amount of cash paid by tenants to secure a local agency against losses arising from nonpayment of rent or from other causes. These deposits, by law, are held in trust for the tenants, and should be segregated from all other funds. If security deposits funds are invested by the local housing authority or deposited in a bank account paying interest, the interest thereon is the property of the tenants, and the debit balance in account 1114 will also include the undistributed portion of such interest received. Where a Consolidated Security Deposits Fund has been approved by the division for the housing authority, the balance in this account represents the project's equity in the Consolidated Security Deposits Fund of the authority.

1115 Special Deposits

This account is provided for unusual transactions which may arise, such as the deposit of a sum of money in escrow while a pending claim against a local agency is being resolved. The use of this account will be restricted to such transactions as are approved by the Division of Housing. Container deposits, etc., should be charged to account 1129, Sundry Accounts Receivable.

1116 Local Funds

The debit balance of this account represents the unexpended cash balance of funds donated to, or borrowed by, a local agency for payment of other than eligible development or operating costs of a State-aided project or for the payment of indeterminate expenditures.

1117 Petty Cash Fund

The debit balance of this account represents the amount of imprest cash fund available for the payment of nominal expenses.

1118 Change Fund

The debit balance of this account represents the cash fund made available from the Administration Fund for convenience in making change. The amount of cash on hand in this fund should at all time[s] be constant for the total amount of the fund as established. The Change Fund is maintained and operated independently of the Petty Cash Fund.

1120 Accounts Receivable

This group of accounts shall include all amounts due from tenants, and all amounts, except accrued receivables other than rent, due on open account not evidenced by a formal instrument of indebtedness in favor of the local authority, such as a note. Separate accounts are provided under this heading, as follows:

1122 Tenants Accounts Receivable

This account shall control the balances on the individual tenants account cards, and the account balance shall represent the net of the debit and credit balances of the individual tenants' accounts. At the end of each quarter, the sum of the individual credit balances shall be reported, as account 2240, Tenants' Prepaid Rents. See subdivision (j) of section 1642-4.3, Part 1642, Basic Instructions, for entries and procedures. The above instructions under 1122 apply to the subaccounts listed below.

This balance represents the amount due from tenants who are occupying apartments or have vacated apartments in the permanent operating project.

This balance represents the amount due from residential and commercial tenants who are occupying or have vacated accommodations on the site. This situation occurs if the authority has acquired property, with tenants in occupancy, which land is to be incorporated into the project site.

The balance in this account represents the amount due from former owners for rent and sundry charges, who remain in occupancy after property was acquired by the authority for the project. It also includes unpaid rent and sundry charges owed by commercial tenants who have been granted fixture awards.

Where a housing authority has rehabilitated old buildings to provide additional dwelling units, this account represents past due rent and sundry charges due from tenants.

The balance in this account represents the amount due from tenants who are occupying dwellings on property acquired by the authority for the purposes of offsite clearance.

1123 State Housing Fund

This account will reflect any balance that may be due to the local agency from the State of New York from funds received by the State representing the proceeds of the sale of bonds (exclusive of the premium thereon) earmarked for a specific project and paid into the State Housing Fund. Such balance may consist of cash on deposit with the State Comptroller, or of cash and investments.

1124 State Housing Debt Fund

This account is charged with the amount of the premiums received by the State from purchasers of State housing bonds over and above their face value, with the interest received by the State on State Housing Fund Investments, and with the remittances made by the authority to the State to meet payments of interest and amortization on State housing bonds and is credited with such payments of interest and amortization as have been made to bondholders by the State. The authority will be advised by the division of the amount of the premium to be recorded. Interest on State Housing Fund Investments should, also, not be accrued or recorded until the authority is advised by the division as to the amount of the interest. See Part 1646, Debt Service, for accounting entries.

1129 Sundry Accounts Receivable

The debit balance of this account represents amounts receivable as a result of transactions for which specific accounts are not provided above. Accounts shall be maintained with each individual, firm, organization, or other entity, in a subsidiary sundry accounts receivable ledger to be controlled by this account.

As an aid in reconciling the funds, it is recommended that the authority use the following subaccounts to indicate the fund involved:

1129 D Sundry Accounts Receivable—Development

1129 A Sundry Accounts Receivable—Administration

1129 R Sundry Accounts Receivable— Reserve

With respect to transactions between funds, use the 1680 group of accounts.

1140 Accrued Receivables

This group of accounts shall include all subsidies due on account of the operation of a given project and all accrued receivables other than rent. The term accrued receivables refers to revenue accruing with the lapse of time or as services are performed, and periodically recognized. Separate accounts are provided under this heading, as follows:

1141 Subsidies—State of New York

The debit balance of this account represents the accrued annual subsidies that may be due from the State of New York. See Part 1648, Subsidies, for accounting entries.

1142 Subsidies—Other

The debit balance of this account represents the amount of accrued local subsidies in the form of cash that may be due from the city, town, village, or other political subdivision obligated to pay such subsidies under the terms of a contract for State aid.

Memo Subsidies—Tax Exemption (Cumulative)

The debit balance of this account represents, for record-keeping purposes only, the cumulative value of the exemption from local real estate taxes granted to the project in accordance with the provisions of the Public Housing Law and the contract for State aid. The entries to this account shall be made at the close of each fiscal year, beginning with the fiscal year in which the date of substantial completion falls, for the value of the tax exemption subsidy for that year, the credit being made to the memo income account, Tax Exemption Subsidies, (Annual), kept with the 3800 group of accounts. Both these memo accounts are for the purpose of reflecting on the books of record the accumulated tax exemption enjoyed by the project and are not to be reflected on the financial reports.

1143 Accrued Interest Receivable on Mortgages

The debit balance of this account represents the accrued interest receivable on mortgages acquired in connection with the acquisition of land, title to which has not yet been acquired by the local agency. In the acquisition of land by private negotiation, local agencies will very often deal with the owners of the land and the holders of the mortgage separately and may buy the mortgage prior to obtaining title to the land. The accrual of interest will cease as of the date the title to the land is acquired, and the mortgage is merged into the fee.

1144 Accrued Interest Receivable on Investments

The debit balance of this account represents the accrued interest receivable on investments of the local agency. Interest on State Housing Fund Investments shall not be accrued, but shall be charged to account 1124, State Housing Debt Fund, when the local agency is advised by the Division of Housing as to the amount of such interest received by the State and paid into the State Housing Debt Fund. The increase or decrease in redemption value of local agency investments in series F, G, J and K United States savings bonds shall not be charged to this account, but shall be charged to the appropriate investment subaccount of the 1170 group of accounts, See Part 1645, Investments, for accounting entries. As an aid in reconciling the funds, it is recommended that the authority use the following subaccounts to indicate the fund involved:

1144 D Accrued Interest Receivable on Development Fund Investments

1144 A Accrued Interest Receivable on Administration Fund Investments

1144 R Accrued Interest Receivable on Reserve Fund Investment

1170 Investments

There shall be included in this group of accounts all investments of project funds, in formal securities, made by the local agency. Savings accounts in savings and loan associations and commercial banks, and certificates of deposit with commercial banks, are to be included in this account and treated like an investment in a formal security. This group of accounts does not include investments made by the State of the proceeds of bond issues paid into the State Housing Fund nor mortgages acquired by the local agency in connection with the acquisition of land. The individual contracts for State aid should be referred to for possible limitations and restrictions on the investments of the various funds by the local agency. Accounting entries and procedures in connection with investments will be found in Part 1645, Investments. Separate accounts shall be maintained, by source of funds invested, as follows:

1172 Development Fund Investments

The debit balance of this account represents the book value of investments purchased or made from the Development Fund.

1173 Administration Fund Investments

The debit balance of this account represents the book value of all investments purchased or made from the Administration Fund.

1176 Reserve Fund Investments

The debit balance of this account represents the book value of all investments purchased or made from the Reserve Fund.

1200 Deferred Charges and Prepayments

There shall be included in this group of accounts all expenditures made or accrued in one period which shall become a charge to operations or development costs, in subsequent periods. Separate accounts shall be maintained, as follows:

1210 Deferred Charges to Insurance

The debit balances of the accounts in this group represent the amount of the unexpired portion of insurance premiums and the amount of rebates, return premiums, or dividends due on expiration of policies with mutual insurance companies. Refer to Part 1642, Basic Instructions, for entries and procedures. Separate accounts shall be maintained as follows:

1211 Prepaid Insurance This account includes the unexpired portion of stock company insurance premiums and of the estimated net premium where the insurer is a mutual insurance company. Estimated net premium is defined as the difference between the gross premium on the face of the policy and the estimated rebate or return premium from the mutual insurance company accruing upon the expiration of the policy.

As an aid in reconciling the funds, it is recommended that the authority use the following subaccounts to indicate the fund involved.

1211 D Prepaid Insurance—Development 1211 A Prepaid Insurance—Administration

1212 Anticipated Returnable Premiums

This account includes deposit premiums and the estimated amount of rebates, return premiums, or dividends that will become due upon the expiration of policies, such as those placed with mutual insurance companies.

As an aid in reconciling the funds, it is recommended that the authority use the following subaccounts to indicate the fund involved:

1212 D Anticipated Returnable Premiums—Development 1212 A Anticipated Returnable Premiums—Administration

1230 Prepaid Utilities

Payments for utilities chargeable to expense in future periods shall be charged to this group of accounts in the interim. Separate accounts shall be maintained by type of utility. The following is the only account now prescribed:

1231 Prepaid Water

When payment has been made in advance for water, the total payment made should be charged to this account. Thereafter, the proportionate part of such charge should be written off, the appropriate development cost or operating expense account being debited and this account credited.

1260 Inventories

Ordinarily, all commodities, supplies, and materials, except fuel and paint supplies, will be charged directly to the appropriate cost or expense accounts when purchased. Purchases of fuel and paint supplies, however, shall first be charged to the inventory accounts prescribed in this group of accounts and the amounts consumed subsequently credited out of inventory and charged to the appropriate expense accounts in the manner described in Part 1642, Basic Instructions. In addition to the general ledger account controlling the money value of the inventory of paint supplies, a stores system to control the physical quantities of paint supplies shall be maintained. Stores systems to record and control the physical quantities of other commodities, supplies, and materials purchased, issued, and consumed may be prescribed by the Division of Housing or adopted by the local agency, but they need not be controlled by general ledger inventory accounts. Refer to Part 1642, Basic Instruction, for entries and procedures. Separate accounts are prescribed, as follows:

1261 Fuel Inventory

The debit balance of this account includes the inventory value of coal, fuel oil, etc.

1262 Paint Supplies Inventory

The debit balance of this account includes the inventory value of paint, paint supplies, and painting accessories such as ladders, drop cloths, brushes, etc.

1269 Sundry Inventories

The debit balance of this account represents the value of any inventory established other than fuel or paint supplies.

1270 Prepaid Rent

The debit balance of this account represents the amount of rent paid or vouchered by the local agency for premises occupied by it (such as a central office), but applicable to a future period.

1280 Prepaid Taxes

The debit balance of this account represents the amount of taxes which have been paid or vouchered, but which are applicable to a future period.

1290 Sundry Deferred Charges and Prepayments

The debit balance of this account represents the amount of prepayments of costs or expenses applicable to future period which are not specifically chargeable to other accounts in the 1200 group.

1300 Working Capital

The debit balance of this account represents the amount of funds borrowed from the proceeds of a State housing bond issue in excess of the development cost of a project, as certified by the Commissioner of Housing. This account is used only after the project is declared physically completed and the amount of working capital has been certified by the Commissioner of Housing. See section 1646-8.1 for the accounting entries.

1400 Development Costs

The debit balances of the accounts in this group represent all eligible costs and expenses of project development which have been capitalized in accordance with a contract for State aid between the local agency and the State. The balances of these accounts shall be net of credits to development costs. This account is a general ledger control account. Detailed development costs accounts subsidiary to this account are defined following the general ledger accounts.

1500 Incompleted Contracts

The debit balance of this account represents the amount of the unliquidated balance of development cost and management contracts. This account is contra to account 2400, Contract Awards. For balance sheet purposes, this account should be shown as a deduction from account 2400, Contract Awards.

As an aid in reconciling the funds, it is recommended that the authority use the following subaccounts to indicate the fund involved:

1500 D Incompleted Contracts—Development

1500 A Incompleted Contracts—Management

1600 Suspense and Clearance

This group of accounts includes all items the charging of which is suspended pending the determination of the particular cost or expense accounts to be charged. It also includes items which cannot ultimately be charged to other specific accounts, such as ineligible expenditures. Separate accounts shall be maintained under this heading as follows:

1610 Indeterminate Expenditures

The debit balance of this account represents expenditures incurred by the local agency prior to the date of the contract for State aid, the eligibility of which as development costs is subject to audit and approval by the division. Such expenditures shall be paid out of local agency funds other than funds advanced or to be advanced by the State or project revenues. After review and approval by the division, the amount of such expenditures as are determined to be eligible shall be transferred from this account and charged to account 1400, Development Costs. The local agency may then reimburse itself for the expenditures approved as eligible out of loan funds advanced or to be advanced by the State. Local agencies should predetermine, as far as possible, the eligibility of indeterminate expenditures inasmuch as the eligible purposes for which such expenditures may be made are principally restricted to those in connection with the application for financial assistance or a housing survey. In addition, the division may limit, in advance, the total amount of otherwise eligible indeterminate expenditures which may be reimbursable out of loan funds. No disposition of the balance, if any, remaining in this account, after eligible expenditures have been transferred to development costs, shall be made without prior division approval. Refer to Part 1640, General Information, for procedures in connection with indeterminate expenditure.

1620 Ineligible Expenditures

The debit balance of this account represents the amount of expenditures, made by a local agency subsequent to the date of a contract for State aid, and charged to project revenues or funds advanced or to be advanced by the State, which, upon audit and review, have been determined by the division to be ineligible to be charged to project revenues or to funds advanced or to be advanced by the State. Refer to Part 1640, General Information, for procedures in connection with eligibility standards, audit and review of expenditures, determination of ineligibility, and reimbursement of funds for ineligible expenditures which have been paid therefrom. The liability for ineligible expenditures charged but not paid shall be transferred to account 2119, Accounts Payable, Sundry, pending payment by the local agency out of funds other than project revenues, or funds advanced or to be advanced by the State.

As an aid in reconciling the funds, it is recommended that the authority use the following subaccounts to indicate the fund involved:

1620 D Ineligible Expenditures—Development 1620 A Ineligible Expenditures—Administration

1640 Payroll Clearance

This account is charged at the end of each payroll period with the actual disbursements (net) for salaries and wages, from the cash disbursements-voucher register. This account is credited with the net amount paid, the total of which is reflected in column (9) of the periodical payroll form, Exhibit 29 of Appendix S-8. The use of this account is ordinarily indicated only where the authority is operating more than one project or a central office. The detailed procedure with respect to making entries in this account is more fully explained in Part 1642, Basic Instructions. As an aid in reconciling the funds, it is recommended that the authority use the following subaccounts to indicate the fund involved:

1640 D Payroll Clearance—Development 1640 A Payroll Clearance—Administration

1650 Revolving Fund

A Revolving Fund, in the form of a separate bank account, may be established, with prior written division approval, where an authority is operating more than one project for the purpose of paying joint expenses. The balance in this account represents the project's equity in the Revolving Fund of the housing authority. As an aid in reconciling the funds, it is recommended that the authority use the following subaccounts to indicate the fund involved:

1650 D Revolving Fund—Development 1650 A Revolving Fund—Administration

1670 Insurance Claims

1680 Interfund Clearance

1680 D Interfund Clearance—Development

A debit balance in this account represents the amount due to the Development Fund from the Administration and/or Reserve Funds; a credit balance in this account represents the amount owing by the Development Fund to the Administration and/or Reserve Funds.

1680 A Interfund Clearance—Administration

A debit balance in this account represents the amount due to the Administration Fund from the Development and/or Reserve Funds; a credit balance in this account represents the amount owing by the Administration Fund to the Development and/or Reserve Funds.

1680 R Interfund Clearance—Reserve

A debit balance in this account represents the amount due to the Reserve Fund from the Development and/or Administration Funds; a credit balance in this account represents the amount owing by the Reserve Fund to the Development and/or Administration Funds.

1690 Sundry Suspense and Clearance

This account shall be charged and credited with such suspense and clearance items for which accounts have not been otherwise provided in the 1600 group of accounts.

1695 Tenants Disbursements Clearance

This account shall be used to record the liability for legal fees, marshall fees, court costs and other costs directly chargeable to tenants, pending the payment of invoices by the local agency. When the invoice is received and approved for payment, a miscellaneous charge and credit ticket (Exhibit 22 of Appendix S-8) shall be prepared for each item on the invoice and the charges posted simultaneously to the tenants charges and credit book (Exhibit 25 of Appendix S-8) and to the individual tenants ledger cards. The total amount of the invoice will thereby be reflected as a charge to Tenants Accounts Receivable, account 1122, and as a credit to account 1695, Tenants Disbursements Clearance, through the medium of the TCC book. When the invoice is paid, account 1695 shall be charged.

LIABILITIES, RESERVES AND CAPITAL—2000 GROUP

2100 Payables and Accruals

This account group shall include all payables and accruals of the local agency as indicated by the account designations that follow. Separate accounts shall be maintained under this heading as follows:

2110 Accounts Payable

This group of accounts shall include all amounts payable by the local agency on open account not evidenced by a formal instrument of indebtedness such as a note. Separate accounts are provided under this heading, as follows:

2111 Vendors and Contractors—Accounts Payable

2111 D Vendors and Contractors—Development

The credit balance of this account represents amounts due and payable from the Development Fund which have been vouchered. Contract retentions, taxes payable, and accrued liabilities should be credited to the appropriate accounts provided therefor. If salaries and wages payable from Development Funds have been vouchered, and remain unclaimed for one month, the vouchers should be cancelled and the amounts transferred by journal voucher to account 2115, Unclaimed Salaries and Wages.

2111 A Vendors and Contractors—Administration

The credit balance of this account represents amounts due and payable from the Administration Fund which have been vouchered. Contract retentions, taxes payable, and accrued liabilities should be credited to the appropriate accounts provided therefor. If salaries and wages payable from Administration Funds have been vouchered, and remain unclaimed for one month, the vouchers should be cancelled and the amounts transferred by journal voucher to account 2115, Unclaimed Salaries and Wages.

2112 Contract Retentions

The credit balance of this account represents the amounts withheld from payments of contractors' periodical estimates or other contracts payable from the Development and Administration Funds. The balance of this account shall agree with the total of the Contract Retentions column on the schedule of Contract Awards submitted with the periodical financial reports.

As an aid in reconciling the funds, it is recommended that the authority use the following subaccounts to indicate the fund involved:

2112 D Contract Retentions—Development 2112 A Contract Retentions—Administration

2113 Deposits—Other Than Tenants

If the deposit has been received in connection with the sale of real property or salvage from demolition, however, and the underlying transaction has been consummated, the deposit should be considered as being on account of the sales or contract price, and should be credited, upon consummation, to the appropriate development cost account (see e.g., account 1440.15, Sale of Site Land, or account 1440.14, Demolition and Clearing).

2114 Tenants' Security Deposits

The credit balance of this account represents the cumulative interest earned on all tenant security deposits.

2115 Unclaimed Salaries and Wages

The credit balance of this account represents the amount of all unclaimed salaries and wages due employees. This account shall be cleared of all wages and salaries remaining unclaimed for one year.

2117 Deductions and Withholdings

The credit balance of this account represents the payroll deductions for income tax which have not been remitted to the Director of Internal Revenue. If the total income taxes withheld exceeds $100 for either of the first two months of a calendar quarter, the local agency is obliged to deposit the taxes with a Federal reserve bank or commercial bank authorized to receive them, within 15 days after the close of the calendar month.

The credit balance of this account represents the salary deductions for employees' pensions, which have not been remitted to the pension system.

The credit balance of this account represents the combined amount of the local agency's contributions and payroll deductions for social security, which have not been remitted to the State social agency.

2119 Sundry Accounts Payable

The credit balance of this account represents all accounts payable (except for transactions between funds—use account 2280) not allocable to other specific accounts provided in the 2110 group. Accounts shall be maintained with each individual, firm, organization, or other entity, in a subsidiary sundry accounts payable ledger to be controlled by this account. As an aid in reconciling the funds, it is recommended that the authority use the following subaccounts to indicate the fund involved:

2119 D Sundry Accounts Payable—Development 2119 A Sundry Accounts Payable—Administration 2119 R Sundry Accounts Payable—Reserve

2120 Temporary Loan Notes Payable

The credit balance of this account represents the amount of the outstanding Temporary Loan Notes of the local agency. DO NOT include the advance loan notes to the State of New York held in escrow, under the terms of a requisition agreement as security for the payment of interest and principal of the Temporary Loan Note or certificates of indebtedness issued to the State. The former are shown as a footnote to the balance sheet and the latter are separately classified and shown under the Indebtedness to State of New York (2300 group of accounts). Refer to Part 1643, Financing, for entries and procedures pertaining to temporary financing.

2130 Accrued Liabilities

This group of accounts shall include all items of cost or expense applicable to the current period, which are due and payable in a subsequent period. Separate accounts are provided under this heading, as follows:

2132 Accrued Interest Payable

This account shall be credited with all interest accrued on all indebtedness to the State of New York. Refer to Part 1644, Debt Service, for the operation of this account.

This account shall be credited with all interest accrued on all indebtedness other than indebtedness to the State of New York. Refer to Part 1645, Debt Service, for the operation of this account.

2134 Accrued Utilities

The credit balance of this account represents the amount of utility expense accrued. The use of subaccounts in the general ledger to analyze accrued utilities by type of utility is optional. Suggested subaccounts follow:

The analysis, if made, should not, however, be reflected in statements or reports to the division.

2135 Accrued Salaries and Wages

The credit balance of this account represents the amount of salaries and wages accrued and unpaid. This account is used to reflect the liability of the project for salaries and wages accrued to the end of an accounting period, but not payable until the following period, as where the ends of the accounting and the payroll periods do not coincide. Refer to Part 1642, Basic Instructions, for the operation of this account and account 1640, the Payroll Clearance Account.

2136 Accrued Insurance

The credit balance of this account represents the amount of accrued insurance cost or expense. Refer to Part 1642, Basic Instructions for the operation of this account. As an aid in reconciling the funds, it is recommended that the authority use the following subaccounts to indicate the fund involved:

2136 D Accrued Insurance—Development 2136 A Accrued Insurance—Administration

2137 Acrued Real Estate Taxes

The credit balance of this account represents the amount of accrued real estate taxes. Income taxes withheld from salaries and wages should be credited to account 2117, Income Taxes Withheld.

2138 Accrued Pension Fund Contributions

The credit balance of this account represents the local agency's contribution for employees' pensions. As an aid in reconciling the funds, it is recommended that the authority use the following subaccounts to indicate the fund involved:

2138 D Accrued Pension Fund Contributions—Development

2138 A Accrued Pension Fund Contributions—Administration

2139 Sundry Accruals

The credit balance of this account represents the amount of accrued cost or expense not allocable to the other specific accounts provided in the 2130 group of accounts.

2200 Deferred Credits

This group of accounts shall include all liabilities for premiums on temporary loan notes, prepaid rents, subsidies received and not applied, and amounts received in payment for services to be rendered at a future date. Separate accounts are provided under this heading as follows:

2230 Premium on Temporary Loan Notes

The credit balance of this account represents the premium received on the sale of a local agency's Temporary Loan Notes, as amortized pursuant to procedures set forth in section 1644-2.5.

2240 Tenants Prepaid Rents

The credit balance of this account reflects the total of the individual credit balances in account 1122, Tenants' Accounts Receivable. See Part 1642, Basic Instructions, for entries and procedures.

2250 Prepaid State of New York Subsidies

There shall be included in this group of accounts all subsidies received from the State of New York which are to be applied to meet deficits resulting from operations in current or future periods. Refer to Part 1648, Subsidies, for accounting procedures and entries in connection with State subsidies.

2260 Other Prepaid Cash Subsidies

In the event that a portion of the local subsidy is in the form of cash, the total amount of such cash subsidy received shall be credited to this account before being applied. The credit balance of this account represents the balance of cash subsidies received from others than the State of New York which has not been applied to meet deficits in current operations. Refer to Part 1648, Subsidies, for entries and procedures in connection with other cash subsidies.

2300 Indebtedness to the State of New York

This group of accounts shall include all outstanding indebtedness to the State of New York arising out of financing prior or subsequent to the issuance of bonds by the State, that may be evidenced by certificates of indebtedness or otherwise. Advance loan notes payable to the State of New York, executed and held in escrow, shall not, however, be included in this group of accounts, but shall be disclosed in a footnote to the balance sheet. Refer to Part 1643, Financing, for procedures in connection with this group of accounts. Separate accounts are provided under this heading as follows:

2310 Certificate of Indebtedness

2311 Certificates of Indebtedness Authorized

The credit balance of this account represents the amount of Certificates of Indebtedness to the State of New York which has been authorized by resolution of the local agency.

2312 Certificates of Indebtedness Unissued

The debit balance of this account represents the amount of Certificates of Indebtedness to the State of New York which has been authorized but not issued.

2313 Indebtedness Amortized—State of New York

The debit balance of this account represents payments made by the State to holders of housing bonds in reduction of the amount of bonds issued and outstanding. The balance in this account is cumulative. Refer to Part 1644, Debt Service, for procedures in connection with the amortization of the local agency's indebtedness to the State.

2314 Certificates of Indebtedness Subscribed

The credit balance of this account represents the amount of housing bonds issued by the State for which the local agency has not yet issued its Certificates of Indebtedness.

2400 Contract Awards

The credit balance of this account represents the value of the uncompleted portion of development cost and management contracts and that portion of contracts completed which has not been vouchered. This account is contra to account 1500, Incompleted Contracts. As an aid in reconciling the funds, it is recommended that the authority use the following subaccounts to indicate the fund involved:

2400 D Contract Awards—Development

2400 A Contract Awards—Management

2500 Reserves

This group of accounts shall include all amounts reserved out of revenue. It shall also include the amount reserved for working capital out of the proceeds of a State bond issue. Refer to Part 1646, Development Period Accounting, for procedures in connection with the Reserve for Working Capital and to Part 1647, Operating Period Accounting, in connection with other reserves. All reserves, except the Reserve for Working Capital, shall be segregated from other funds and shall be in the form of cash and investments. Separate accounts shall be maintained under this heading, as follows:

2510 Replacement Reserve

The credit balance of this account represents the amount reserved, in the manner prescribed by the Division of Housing, for future replacements of deteriorated equipment. The use and extent to which this reserve is employed in the purchase of replacements shall be in accordance with the division procedure and instructions of the division. See the instructions governing the application and use of the Replacement Reserve in Part 1647, Operating Period Accounting. The interest earned on all investments of reserve funds, whether made for the Replacement Reserve or for other reserves, although recorded separately in account 2511, shall be considered as a part of the Replacement Reserve.

2511 Interest Earned on Reserve Fund Investments

The credit balance of this account represents the cumulative interest earned on all investments purchased with moneys in the Reserve Fund (account 1111 R). Such interest shall not be recorded as income, nor apportioned to the applicable reserves, but shall be considered as part of the Replacements Reserve. Refer to Part 1645, Investments, for procedures in connection with interest on Reserve Fund Investments.

2512 Gain or Loss on Disposition of Reserve Fund Investments

The balance of this account represents the net of the credits arising from the gain on disposition of all Reserve Fund investments and the debits from loss on disposition. Such gain or loss shall not be considered income or expense, nor apportioned among the applicable reserves, but shall be considered as augmenting or decreasing the Replacement Reserve. Refer to Part 1645, Investments, for procedures in connection with this account.

2520 Vacancy and Collection Loss Reserve

The credit balance of this account represents the amount reserved and available for future vacancy and collection losses in accordance with the procedures set forth in Part 1647, Operating Period Accounting.

2530 Painting and Decorating Reserve

The credit balance of this account represents the amount reserved and available for future painting and decorating expense in accordance with the procedures set forth in Part 1647, Operating Period Accounting.

2560 Reserve for Working Capital

The credit balance of this account represents the excess of the funds borrowed from the proceeds of a State housing bond issue over the development cost of the project, as certified by the commissioner when the project is declared physically completed. This account is contra to account 1300, Working Capital, and is set up on the books only after the project is declared physically completed. Section 70 of the Public Housing Law provides that Working Capital cannot be in excess of two per cent of development cost or $100,000, whichever is less. See section 1646-8.1 for the accounting entries.

2590 Reserve for Operating Improvements

The credit balance of this account represents the amounts reserved out of project revenues for operating improvements where development funds are not available. The segregation of project revenues for operating improvement reserves requires prior written division approval. Where a Reserve for Operating Improvements is authorized to be established, the provision should be charged to account 4899, Provision for Operating Improvements.

2600 Accumulated Amortization

The credit balance of this account represents the cumulative total of the amounts periodically set aside from income to liquidate the local agency's indebtedness to the State of New York. Refer to Part 1644, Debt Service, for entries and procedures in connection with the provision of amortization out of income, the remittance of amortization payments to the State, and the application of the local agency's payments by the State.

EARNED SURPLUS

2700 Income and Expense Clearance Account

This account operates as a profit and loss account into which are closed, at the end of each fiscal year subsequent to the date of substantial completion, the Income Control Account (account 3000) and the Expense Control Account (account 4000). Refer to sections 1647-7.1—1647-7.5 for detailed accounting entries in connection with closing the books. The account also operates as an earned surplus account for the accumulation of the periodically recognized gains or losses, if any, resulting from the operations of the project proper. Credit balances, if any, shall be expended for or applied only to such purposes as the Division of Housing shall direct. The Division may further require that such credit balances be deposited in a separate bank account.

Income and expense arising from the operation of site and offsite property, prior to demolition, from rehabilitated and relocated properties, and during the initial operating period are closed into the respective development cost accounts provided. Refer to the 1400 group of account definitions and Part 1646, Development Period Accounting, for instructions pertaining thereto.

2710 Prior Years Adjustments

This account is charged and credited with items of expense and income amounting to $50 or more each, applicable to a given year which have been discovered subsequent to the closing of the books for that year. Prior years adjustments shall be held in suspense in this account pending review and approval of the proposed disposition of the items by the division pursuant to the procedure described in section 1647-7.6 of this Subchapter, to which reference should be made. Prior year adjustments of less than $50 each shall not be charged or credited to this account but shall be absorbed in the applicable income (3000 group) or expense (4000 group) account. The $50 test shall be applied to each individual transaction standing by itself.

2800 Capital Surplus

The credit balance of this account shall include all funds or assets received by the local agency through appropriations by State, city, county, village, or other political subdivision or by gift or donation.

CONTROL ACCOUNTS

Accounts controlling income and expense applicable to the operating period of the project proper shall be maintained in the general ledger, as follows:

Income Control

This account shall control all income applicable to the operating period of the project proper and shall be supported by the detailed income accounts, in the 3000 group of accounts, the definitions of which will be found immediately following those of the 1400 group of development cost accounts.

4000 Expense Control Account

This account shall control all expenses applicable to the operating period of the project proper and shall be supported by the detailed expense accounts in the 4000 and 6000 group of accounts, the definitions of which will be found immediately following those of the 3000 group of detailed income accounts.

The restriction of the use of the general ledger control accounts defined above to income and expense applicable to the operating period of the project proper should be noted. Income and expense from operations during other phases of the local agency's program are capitalized and controlled by various development cost accounts. The latter are supported, as are the 3000 and 4000 Control Accounts defined above by detailed income and expense accounts of the 3000, 4000 and 6000 groups, maintained in separate income and expense analysis ledgers. See, for example, account 1420.4, Site Income, and account 1420.5, Site Expense, for the control of income and expense from the operation of the site of the project proper prior to construction, account 1470.3, Net Deficit or (Income), for income and expense during the initial operating period, and account 1440.16, Offsite Clearance, account 1440.17, Rehabilitation, and account 1440.18, Relocation of Buildings, for the income and expense of operations in connection with the related programs.

1400 GROUP—DEVELOPMENT COSTS

1410 Direct Costs

The term executive employees, as used in this Subchapter, includes but is not necessarily limited to the executive secretary and staff, accountants, comptrollers, stenographers, typists, clerks, office-machine operators, switchboard operators, file clerks, messengers, errand boys, and similar employees. Do not include the salaries of such employees attached to technical, legal, or informational staffs. (See accounts 1410.2, 1410.4 and 1410.16.)

1420 Carrying Charges

This major group of cost accounts shall include interest on indebtedness, taxes on property included within the project proper and the cost of specified types of insurance for the project proper during the development period; income and expense of operating the project proper prior to construction; the cost of issuing State housing bonds and the premium on the bonds, if any.

Insurance normally carried by contractors and included in the contract amount may, under unusual circumstances, be carried by the local agency. The premiums, in such event, shall also be charged to this account.

This account shall be charged with the cost of premiums for owners contingent (protective) liability insurance carried for the protection of the local agency while demolition and construction operations are in progress. The full premium for this insurance should be charged to this account, and no portion allocated to operations.

This account was established to determine the additional development cost of a project due to the delay resulting from World War II. The use of this account has been discontinued and it is provided here solely for recording and carrying forward balances by those local agencies which had occasion to make use of the account during the war.

1430 Architectural and Engineering

This major group of cost accounts shall include architectural and engineering costs, including supervision and inspection, to the extent that such costs are directly traceable to the development of the project proper. Architectural and engineering costs in connection with related programs shall be charged directly to the costs of those programs.

This account shall be charged with the costs of special services in connection with architectural and engineering work for the project proper, performed on a per diem or time basis.

This account shall be charged with travel expenses and/or per diem allowances, in lieu of subsistence, of architects and engineers (other than local agency employees) when on official business of the local agency in connection with the development of the project proper. Do not include travel expense of officers or employees of the local agency (see account 1410.5) or travel expense of the State's construction advisor, auditors, and staffs (see account 1410.15).

This account shall be charged with all costs incurred for borings or test pits in connection with the selection of sites for the project proper or the compilation of engineering data.

This account shall be charged with the costs of any models necessary to the development of the project proper, which have not been provided for under the architects' and engineers' contracts and which have been approved by the division.

This account shall be charged with the costs of tests of materials, such as concrete, entering into the construction of the project proper.

1440 Acquisition of Sites

This account shall be charged with the amount of condemnation awards for fixtures and equipment on the site of the project proper, when such awards are made separately from condemnation awards for land and improvements other than fixtures and equipment. Do not include interest on such awards (see account 1440.3) or condemnation costs in connection therewith (see account 1440.11).

This account shall be charged with the amount of the interest, if any, on all condemnation awards with respect to the project proper, whether in connection with land, improvements, or fixtures.

This account shall be charged with the cost of boundary, plot, property line, topographical, utility, and other surveys of the site of the project proper, and the cost of monuments, markers, maps, blueprints, and photostats in connection therewith. These surveys are made in connection with land acquisition, and as a basis for the architectural and engineering design of the project, after the site has been selected and approved and the contract for State aid signed. They should not be confused with the Housing Survey (see account 1410.17), or surveys of alternative sites made in connection with the application for financial assistance (see account 1410.19), or surveys made in connection with the relocation of tenants (see account 1440.13).

This account shall be charged with the cost of fees for the appraisal of all land and improvements to be acquired for the project proper, on sites approved by the commissioner. Do not include the cost of court testimony on appraisals, when required in connection with condemnation proceedings (see account 1440.11).

This account shall be charged with the cost of examination of title, preparation of abstracts, furnishing of title insurance, and legal and other fees in connection with the examination of title of land to be acquired for the project proper. The prior approval of the division's legal bureau is required for fees paid under this item.

This account shall be charged with considerations paid to bind agreements to purchase properties for the site of the project proper. Such considerations may take the form of binders prior to the execution of the contract for the purchase of land, or of deposits paid upon contract, or of options. Upon the closing of title, the amount of the binder, deposit, or option applicable to the particular property shall be transferred to account 1440.1, Land Purchase Price, to which account the balance of the purchase price will be charged directly. When the acquisition of the project site has been completed, there will remain in account 1440.7 the costs of binders, deposits and options for properties not acquired and which are not recoverable.

This account shall be charged with attorneys' fees or salaries, as have the prior approval of the division, process officer fees and other incidental expenses, and the cost of other necessary legal services in connection with land closings and land acquisition for the project proper. Do not include legal services and expenses in connection with the examination of title (see account 1440.6) or condemnation proceedings (see account 1440.11) or fees, salaries, and commissions paid to an attorney acting in other than a legal capacity, as for example, in the negotiation for the purchase of land (see account 1440.10). Legal services and expenses in connection with the management of the site prior to construction shall be charged to account 1420.5, Site Expense during Development, unless such services are included in the retainer paid to counsel for the local agency and charged to account 1410.4.

This account shall be charged with commissions or salaries paid for negotiating the purchase of land for the project proper with the prior approval of the division.

This account shall be charged with all costs and expenses, except interest on condemnation awards, incurred in connection with, and incidental to, the acquisition, through condemnation proceedings, of the site of the project proper, or any part thereof, and the improvements, fixtures, and equipment thereon, such as legal fees and expenses, fees for court testimony, court costs, stenographic costs, etc. This account should not be charged with any costs that would ordinarily be incurred in connection with the acquisition of the site if there were no condemnation proceedings.

In general, it will be found that all offsite clearance costs will fall into the above classifications and that there will be no occasion to use the Architectural and Engineering (1430), Structures, Equipment and Improvements (1460), Preoccupancy Charges and Credits (1470), or Contingency (1490) classifications.

In general, it will be found that all relocation of buildings costs will fall into the above classifications. It will also be found, generally speaking, that the buildings included in the relocation of buildings program will have been acquired in connection with the assembly of the site of the project proper or the offsite, and are being moved to house site tenants, in lieu of demolition. In such event, the cost of the building itself shall remain as a charge to the land acquisition costs of the site, or offsite, the relocation of buildings account being charged only for the costs of moving, acquiring and preparing the new site, etc.

The full scheduled rent shall be charged, and vacancy loss recorded, beginning with the first day of the month following that in which 95 per cent of the total dwelling units included in the relocation of building program become available for occupancy. Prior to this date, such Direct Costs (1410 classification) not attributable to the operation of a separate relocation of buildings management office, and such Carrying Charges (1420 classification) as are chargeable to relocation of building costs shall be charged to the appropriate accounts in the 1440.18(10) and 1440.18(20) groups (exclusive of account 1440.18[20.5]) but subsequent thereto, such costs shall be charged to Relocated Buildings Expense, account 1420.18(20.5). Other features of the accounting during the operation of the relocated buildings are:

1460 Structures, Equipment and Improvements

Where a contract is awarded to more than one contractor, the individual contracts should be distinguished by suffixing a letter of the alphabet in the order of the awards. Thus, demolition contracts would be identified as 4A, 4B, 4C etc. When contracts are combined, the combined contract shall be identified by using the component contract numbers. Thus, foundations and general construction are sometimes awarded as one contract. If so, the contract should be identified as contract no. 5-6.

This account shall be charged with the value of the work completed by the general contractor. The total of this account should agree with the amount entered in the column headed, “Value of Work Completed” on the Schedule of Contract Awards, Exhibit 26 of Appendix S-11.

This account shall be charged with the value of work completed by the plumbing contractor. The total of this account should agree with the amount entered in the column headed, “Value of Work Completed” on the Schedule of Contract Awards, Exhibit 26 of Appendix S-11.

This account shall be charged with the value of work completed by the heating and ventilating contractor. Payments for temporary heat (labor and fuel) should be charged to account 1460.11. The total of this account should agree with the amount entered in the column headed “Value of Work Completed” on the Schedule of Contract Awards, Exhibit 26 of Appendix S-11.

This account shall be charged with the value of work completed by the electrical contractor. The total of this account should agree with the account entered in the column headed, “Value of Work Completed” on the Schedule of Contract Awards, Exhibit 26, of Appendix S-11.

This account shall be charged with the value of work completed by the topsoil and planting contractor. The total of this account should agree with the amount entered in the column headed, “Value of Work Completed” on the Schedule of Contract Awards, Exhibit 26 of Appendix S-11.

This account shall be charged with the cost of ranges purchased by the local agency for the tenant's apartments. This account shall also be charged with the cost of ranges purchased during the development period in excess of the current requirements and to be used for future replacement where a tenants' range becomes inoperative. Any range purchased for use of the community center shall be charged to account 1460.9, Management Equipment. Also include in this account any costs incurred for storage and insurance on ranges for the period prior to their installation in the apartments.

The account shall be charged with the cost of refrigerators purchased by the local agency for the tenants' apartments. This account shall also be charged with the cost of refrigerators purchased during the development period in excess of the current requirements and to be used for future replacement where a tenant's refrigerator becomes inoperative. Any refrigerator purchased for use of the community center shall be charged to account 1460.9, Management Equipment. Also included in this account any costs incurred for storage and insurance on refrigerators for the period prior to their installation in the apartments.

This account shall be charged with the cost of furnishing and erecting the elevators by the elevator contractor. The total should agree with the amount entered in the column headed, “Value of Work Completed” on the Schedule of Contracts Awards, Exhibit 26 of Appendix S-11.

This account shall be charged with the original cost of nonexpendable equipment purchased during the development period and with the original cost on nonexpendable equipment purchased after substantial completion from development funds. As a basis for determining which items are nonexpendable, all items which cost $25 or more each shall be charged to this account. Items of management equipment which cost less than $25 shall be charged to account 1410.8 during construction, to account 1470.3 (4490) during initial occupancy and to account 4490 after substantial completion. Some examples of the type of management equipment to be charged to this account are as follows:

This account shall be charged with the cost of the initial stock of supplies for the project's stockroom during the initial occupancy period. This account shall also be charged with any initial supplies that are received at the project after substantial completion and charged to Development Fund. A physical inventory shall be maintained of these supplies in accordance with Subpart 1642-7.

This account shall be charged, with the costs of heating the buildings (fuel and labor) by the contractor prior to the acceptance of the buildings by the local agency.

Under some circumstances, the initial painting of the project may be deferred until after initial occupancy or after substantial completion. In such cases, the estimated cost of the initial painting will be set aside from Development Funds. The cost of such initial painting should be charged to this account (1460.12).

1470 Preoccupancy Charges and Credits

This major group of cost accounts shall include all costs incidental to the initial operation of the project proper, including the direct costs of selecting tenants, preliminary expenses prior to the beginning of the initial operating period, and any net deficit or income during the initial operating period.

This account shall be charged directly with all salaries of personnel especially employed for tenant selection and with all expenses incidental to tenant selection such as the cost of receiving, processing, and investigating applications up to the end of the initial operating period. Thereafter, this type of expense will be considered a part of the regular operating expenses and charged to the operation of the project proper.

1480 Other Charges and Credits to Development Costs

This account is established to record charges and credits to development costs for which provision has not been made in other development cost accounts. In general, it will be found that most credits arising during the development period will follow the charge. Thus, amounts received from sales of salvage, or from demolition contractors are credited to account 1440.14, Demolition and Clearing, etc. Charges and credits from the following typical sources shall, however, be made to this account, a subanalysis being maintained:

1490 Contingencies and Working Capital

INCOME ACCOUNTS—3000 GROUP

3000 Income Control Account

3110 Dwelling Rent Schedule 3111 Dwelling Vacancy Loss 3390 Non-Dwelling Rental 3510 Sales and Services to Tenants 3590 Miscellaneous Project Income 3610 Interest Earned 3800 Subsidies

Breakdowns in addition to those prescribed for the detailed income accounts may be desirable on very large projects or under special circumstances. Such additional breakdowns may be made so long as the information in the form of the prescribed accounts will be available.

3110 Dwelling Rent Schedule

3111 Dwelling Vacancy Loss

3390 Net Non-Dwelling Rent

This account shall be credited with all rental charges made to lessees of non-dwelling facilities (including charges and surcharges for utilities and equipment, whether included in the rent of billed separately). Vacancy loss shall not be computed for any of the accounts in this group. Non-dwelling facilities include stores, garages, parking spaces, doctor's offices, community facilities, etc. Charges to non-dwelling tenants for goods and services other than those provided as part of the rental charge, as hereinabove defined, shall not be included in this account (see account 3510, Sales and Services to Tenants).

3510 Sales and Services to Tenants

3590 Miscellaneous Project Income

This account shall be credited with all income, both operating and nonoperating which cannot be classified under any other income account. Credits to this account shall include penalties for late payments of rent, fines and penalties for infractions of rules and regulations, lockouts, rental of equipment (other than equipment included under a non-dwelling lease, which is credited to the non-dwelling rental account), commissions and profits from telephone pay-stations, washing machine consessions, vending machines, gain on the disposition of investments, or on the settlement of fire-loss claims, forfeited bid deposits on management contracts, etc. This account shall not include charges for goods and services not provided as part of the rental charge, made directly to tenants' accounts receivable.

3610 Interest Earned

3800 Subsidies

This major group of accounts shall include cash subsidies paid or due from the State or local bodies obligated to pay such subsidies under the terms of the contract for State aid, and taken into income. It also includes a memo account for local subsidies in the form of tax exemption. Separate accounts shall be maintained as follows:

3810 State of New York Cash Subsidy

3820 Other Cash Subsidy

3830 Annual Local Tax Exemption Subsidy (Memo)

This account will reflect the annual value of the exemption from local real estate taxes granted to the project in accordance with the Public Housing Law and the contract for State aid. At the end of each fiscal year, beginning with the fiscal year in which the date of substantial completion falls, a journal voucher should be prepared debiting the Subsidies—Tax Exemption (Cumulative) memo account, kept with the 1140 group of accounts, and crediting this account with the value of the tax exemption subsidy for that year. The Tax Exemption Subsidy (Annual) memo account is then ruled off when the income and expense accounts of the 3000 and 4000 groups are closed out. These memo accounts are provided for record-keeping purposes only, the balance on the Subsidies—Tax Exemption (Cumulative) memo account providing a cumulative record and the entries in the Annual Local Tax Exemption Subsidy (Memo) providing an annual record. The latter entry is not controlled by, and should not be reflected in, account 3000, the Income Control Account, as are the entries to the other accounts in the 3000 group.

EXPENSE ACCOUNTS—4000 GROUP

4000 Expense Control Account

4100 Management 4200 Operating Services 4300 Dwelling and Commercial Utilities 4400 Repairs and Maintenance 4700 Other Expenses 4800 Reserve Provisions 6000 Extraordinary Expenses

Breakdowns in addition to those prescribed in the detailed expense accounts described in the following pages may be desirable on very large projects, or under special circumstances. Such additional breakdowns may be made so long as the information in the form of the prescribed accounts is available.

4100 Management

4110 Project Office Salaries

This account shall include salaries of all persons engaged in the project office (or other local agency office serving only one project) for performing functions such as general management supervision; tenant selection; renting and leasing; handling tenant complaints and service requests; collections; budgeting and accounting; reporting; personnel administration; requisitioning and purchasing of supplies and materials; stenographic and clerical services; telephone operators; office machine operators. This account does not include salaries (either full-time or applicable pro rata share) of persons and staff engaged in supervision of repairs and maintenance (see account 4401) or of persons engaged in direct or active leadership in health education, and recreation activities (see account 4760). It shall, however, include the salaries of personnel, such as the executive secretary, executive director, or project manager performing authorized coordinating, executive, or advisory functions relating to the operation of the project.

4120 Central Office Salaries

This account is to be used only when a central office is established to serve more than one project. Such portions of the salaries of persons engaged at the central office as are directly traceable to the management of the project and approved by the division as properly chargeable to the revenues of the project shall be charged to this account. Such salaries will, in general, be of the same type as project office salaries chargeable to account 4110. The proration of central office salaries to the various projects served shall require the prior approval of the division.

4130 Legal, Fiscal and Other Fees

4140 Project Office Expense

This account shall be charged with all items, other than salaries, in connection with the operation of the project office (or other local agency office serving only one project) for the purpose of carrying out the overall direction, control, and operation of the project, such as: report and accounting forms; stationery and other office supplies; printing; advertising; informational expense; postage; incidental express, freight and drayage not identified with and charged to the same account as the article shipped; communications, including messenger service; tenant investigation reports; armored car service; safe deposit box rentals; rent of office space, if any; travel expense; rent of office machinery, and equipment; towel service, etc. The cost of office furniture, fixtures, and equipment shall not be charged to this account. See accounts 4490 and 6210.

4150 Central Office Expense

This account is to be used only when a central office is established to serve more than one project. Such portions of central office expenses as are directly traceable to the management of the project and are approved by the division as properly chargeable to the revenues of the project shall be charged to this account. Such expenses will, in general, be of the same type as project office expenses chargeable to account 4140. The proration of central office expense to the various projects served shall require the prior approval of the division.

4200 Operating Services

This major group of expense accounts shall include salaries and other expense incurred in performing janitorial, exterminating, watchmen, and refuse removal services. Separate accounts shall be maintained, as follows:

4210 Janitorial

The salaries of employees engaged principally in janitorial functions, such as porters, janitors and caretakers shall be charged to this account. Where employees perform other services which are incidental to their janitorial activities, their entire salaries shall be charged to this account and no distribution shall be made for these incidental duties. See accounts 4402 and 4403 for Repair and Maintenance Salaries.

This account shall include the cost of all supplies, material and expendable equipment applicable to washing, cleaning, waxing, and polishing, the cost of uniforms for janitorial personnel, and of cleaning and laundering them. It shall also include the cost of rubbish and garbage collection and incinerator operation in apartments, group dwellings, or in stations to which tenants bring refuse, including the cost of collection of garbage and rubbish from pickup points, its removal from the project site or the operation of central incinerators.

This account shall include the cost of all labor, supplies, material, expendable equipment and contract costs in connection with routine disinfecting and extermination of rodents and household insect pests. It shall not include exterminating costs in connection with horticultural pests (see account 4410, Repairs and Maintenance—Grounds) or termites (see account 4420, Repairs and Maintenance—Structures) or costs in connection with extermination which are charged to tenants (see account 1695).

4220 Watchmen

This account shall be charged with the salaries of watchmen, housing guards and housing officers.

This account shall be charged with the uniforms, badges, equipment, and other items of expense for those employees charged to account 4220.1, or the cost of watchmen services rendered by contract.

4300 Dwelling and Commercial Utilities

This major group of expense accounts shall include the cost of all dwelling, non-dwelling, and commercial utility services, whether purchased from utility companies or produced by the project. Utility charges to these accounts include those supplied to dwelling tenants and non-dwelling lessees, whether included in the rental charge or billed separately. The cost of repairs and maintenance of utility systems shall not be included in these accounts. Separate accounts shall be maintained, as follows:

4310 Water

This account shall include the cost of water for all purposes purchased from either private or municipal water plants.

4320 Electricity

This account shall include the cost of electrical energy for all purposes. Where electricity charges to tenants are made on a metered basis, the cost of reading electric meters shall also be charged to this account. The cost of repairs and maintenance of the electrical system shall not be included (see account 4440.2).

4330 Gas

This account shall include the cost of gas for all purposes, except the cost of gas for heating or hot water where gas is the principal means of providing heat or hot water (see account 4340). Where separate meters are not used for the gas chargeable to the latter account, the utility company should be called upon to furnish an estimate of consumption to be used as a basis for the proration of gas costs. Where gas charges to tenants are made on a metered basis, the cost of reading gas meters shall be charged to this account. The cost of repairs and maintenance of the gas system shall not be included (see account 4440.1).

4340 Fuel

This account shall include the cost of coal, fuel oil, purchased steam, gas, and any other fuels for heating of space or hot water, and supplied by the project to tenants as a part of the rent. Do not include the cost of coal, fuel oil, or other fuels purchased by the project and resold to tenants on a reimbursable basis (see account 1695). Where the use of gas is incidental to the provision of heat or hot water (such as the gas consumed in an oil burner pilot light) and is not the principal means of providing the same, no charge for the gas so used shall be made to this account (see account 4330, Gas). Do not include the cost of heating supplies (see account 4440.3) or heating labor (see account 4350).

4350 Heating Wages

This account shall be charged with the salaries of housing firemen and stationary engineers. This account shall also be charged with the salary of any other employee where the principal portion of his duties are in connection with the operation of the project's heating system. The cost of labor in connection with repairs and maintenance of the heating system shall not be charged to this account (see account 4402), unless performed by above listed employees.

4400 Repairs and Maintenance

4401 Maintenance Supervision Salaries

This account shall be charged with the salaries and wages of personnel engaged at the project in the supervision of operating services, utilities, or repair and maintenance activities, as for example the superintendent and assistant superintendent titles. It shall also include the salaries of project office personnel (clerks, typists and stenographers) who devote the major portion of their time to the superintendent's office. Do not include any part of the salaries of the executive secretary, executive director, project manager, or manager-superintendent (see account 4110) or the salaries of personnel employed at the central office in the over-all supervision of operating services, utilities, or repair and maintenance activities (see account 4120).

4402 Project Maintenance Salaries

This account shall be charged with the salaries of employees on the project staff in the following titles: maintenance mechanic, maintenance laborer, groundsman, gardener, laborer and any other employee who devotes the major portion of his time to project repairs and maintenance activities.

4403 Central Maintenance Salaries

This account shall be charged with the salaries of maintenance personnel attached to central office, whose time is prorated among various projects. The charges shall be based upon the time spent at the project. The duties of the maintenance personnel charged to this account are similar to those charged to accounts 4401 and 4402.

4410 Grounds

This account shall include all costs of MRR&R for lawns, planted areas, shrubs, trees, etc., fences, wading pools, clothes poles, flag poles, benches and retaining walls, surfaced areas as recreation areas, sidewalks, paths, walkways, parking spaces, individual driveways, cul-de-sacs, streets, roads, public driveways and areas not normally maintained by local government. This account shall also be charged with the costs of snow removal.

4420 Structures

This account shall include all costs of MRR&R, except those costs which are properly chargeable to account 2510, Reserve for Replacements, as described in paragraph (b) under account 4400 above, in connection with all structural work such as: carpentry; wood and asphalt tile floors; roofing and sheet metal; tile work; caulking and waterproofing; lathing and plastering; glazing; hardware; screens, storm doors, stormsash (including seasonal removal and installation); kitchen-cabinets; counter tops; etc. Do not include these costs in connection with grounds (see account 4410).

4430 Painting and Decorating

This account is to be charged with the wages and salaries of painters, painters helpers, plasterers and plasterers helpers.

This account shall include all material and contract costs in connection with exterior and interior painting and decorating such as: washing and cleaning painted surfaces preparatory to or in lieu of painting, plaster patching, paper hanging, floor refinishing, curtain rods, painting radiators, exposed plumbing and heating pipes, boiler, generators, yard appurtenances, playground and other equipment. The replacement, washing and repair of window shades shall also be charged to this account.

Refer to Part 1647, Operating Period Accounting, for entries and procedures in connection with the charges to be made to this account and account 4894, Provision for Painting and Decorating.

4440 Mechanical Systems

This account shall include all costs of MRR&R, both inside and outside of structures except those costs properly chargeable to account 2510, Reserve for Replacements, as described in paragraph (b), under account 4400, above, such as piping, supplies, tanks, meters, valves, pumps, motors and controls, plumbing fixtures, etc., in connection with the hot and cold water systems, the gas system, including individual hot water heaters, and the drainage and sewerage systems.

This account shall include all costs of MRR&R, both inside and outside of structures, except those costs properly chargeable to account 2510, Reserve for Replacements, as described in paragraph (b), under account 4400, above, in connection with the electrical system, such as: transformers; exterior distribution lines and equipment, interior wiring; meters; fixtures; lamps; fuses; street lighting systems; fire alarm and communications systems; etc.

This account shall include all costs of MRR&R, except those costs properly chargeable to account 2510, Reserve for Replacements, as described in paragraph (b), under account 4400, above, in connection with central, group, or individual space heating plants and central or group water heating plants such as: boilers, firing equipment; furnaces; fans and pumps; distribution systems, both interior and exterior including mains, valves, pipes, ducts, meters, automatic controls; radiation, including radiators, radiator valves, traps, and grilles, individual or group furnaces, including valves, motors, fans and controls; stoves, when used for space heating; ventilating equipment and controls. Do not include the cost of labor in connection with routine adjustment, oiling, and inspection of heating equipment. See account 4350 for cost of labor performed by heating staff and account 4402 for cost of labor performed by the project maintenance staff. This account shall also be charged for the cost of heating supplies, such as pokers, slice-bars, tube-brushes, shovels, ashcans, ash-can trucks, boiler feed-water treatments, fuel oil solvents, and lubricating oil, wiping rags, etc.

This account shall include all costs of MRR&R in connection with elevators including maintenance contracts and inspection fees; except those costs properly chargeable to account 2510, Reserve for Replacements, as described in paragraph (b) under account 4400, above.

4480 Ranges and Refrigerators

This account shall include all costs of MRR&R, except those costs properly chargeable to account 2510, Reserve for Replacements, as described in paragraph (b) under account 4400, above, in connection with coal, oil, gas, or electric stoves or ranges used wholly or in part for cooking. This account shall also include the costs of washing and cleaning ranges when performed in connection with overhauling, renovating and repairing ranges.

This account shall include all costs of MRR&R, except those costs properly chargeable to account 2510, Reserve for Replacements, as described in paragraph (b), under account 4400, above in connection with mechanical refrigerators or ice-boxes. This account shall also include the costs of washing and cleaning of refrigerators when performed in connection with overhauling, renovating, and repairing refrigerators.

4490 Other Equipment

This account shall be charged with the cost of nonexpendable equipment purchased during the operating period from administration funds. All items which cost $25 or more shall be considered nonexpendable and shall be charged to account 4490.1. Items of furniture and equipment which cost less than $25 shall be considered expendable and shall be charged to account 4490.2. Items of furniture and equipment to be used in the community activities program shall be charged to account 4760.2. Some examples of the types of furniture and equipment to be charged to this account are as follows:

Any of the above items included in the approved operating budget as costs properly chargeable to account 2510, Reserve for Replacements, or to account 6210, Operating Improvements, are not to be charged to this account. Purchase of an item or group of items charged to this account in the amount of $100 or more shall require prior approval of the division, unless included in the approved operating budget. However, any purchase, although included in the approved budget, in excess of the dollar limitation governing expenditures as stated in the budget approval letter shall require separate prior approval of the division. A physical inventory shall be maintained of all items charged to this account in accordance with Subpart 1642-7.

This account shall include costs for Repairs and Maintenance of all items charged to account 4490.1. It shall also be charged with items of expendable furniture and equipment as defined under account 4490.1 above. This account shall also be charged with gasoline, oil and other operating costs of vehicles.

4700 Other Expenses

This major group of expense accounts shall include items of fixed expenses such as insurance, taxes, interest, etc.; community activities; collection losses. Separate accounts shall be maintained, as follows:

4710 Insurance

This account shall include the total amount of premiums applicable to the period for all forms of insurance carried, such as fire and extended coverage, boiler, elevator, automobile, owners and landlord public liability, workmen's compensation, burglary, theft, fidelity and surety bonds, etc. See Part 1642, Basic Instructions, for accounting entries and procedures.

4713 Municipal Service Charges

Where special conditions exist and the contract for State aid expressly permits payment to the municipality or other local body for services and facilities, this account shall be charged with all such payments. These services may consist of fire, police and health protection, schools and educational services and facilities, sewer service, snow removal, collection and disposal of garbage, trash and ashes, maintenance of streets, etc. If the charge is made on an annual basis, one quarter of the annual charge should be charged to this account at the end of each quarter, in accordance with the procedure described under account 4730, Taxes.

4716 Interest on Indebtedness

This account shall be charged with the interest on outstanding indebtedness of the local agency, accrued quarterly in accordance with the instructions in Part 1644 Debt Service. Charges to this account will accrue as of the first day of the month following that in which the initial operating period terminates.

4717 Amortization of Indebtedness

Beginning with the date of substantial completion or the date of issue of bonds by the State, whichever is later, this account shall be charged with the proportionate amount of the scheduled payment on account of the principal amount of the loan outstanding that will be due and payable by the local agency on the next succeeding principal payment date. The charges shall be accrued quarterly, in accordance with Part 1644, Debt Service.

4730 Real Estate Taxes

4740 Pension and Other Funds

This account shall be charged with the following items:

4760 Community Activities

This account shall be charged with the salaries of a housing community coordinator, recreation director, consultant—social agencies or any other employee authorized to conduct, supervise or participate in a community activities program. No allocation should be made of the salary of an employee, such as a project manager or housing assistant whose community activity duties are incidental to his main duties.

This account shall be charged with the cost of materials, supplies and equipment in connection with health programs, health education, health centers, clinics, infirmaries, etc.; child care and similar welfare services; educational and civic activities; recreation, including playgrounds and community centers. The extent to which the cost of these activities shall, however, be charged to project revenues shall have the prior approval of the Division of Housing. A physical inventory shall be maintained of all items of nonexpendable equipment charged to this account in accordance with Subpart 1642-7. As a basis for determining which items are to be inventoried, all items or a group of items which cost $25 or more shall be considered nonexpendable. Any items of equipment included in the approved operating budget as costs properly chargeable to account 2510, Reserve for Replacements, are not to be charged to this account. Purchase of equipment in the amount of $100 or more shall require prior approval of the division, unless included in the approved operating budget. However, any purchase, although included in the approved budget, in excess of the dollar limitation governing expenditures as stated in the budget approval letter shall require separate prior approval of the division.

4770 Collection Losses

4800 Reserve Provisions

This group of accounts shall include all provisions for reserves permitted by division policy. Separate accounts shall be maintained as follows:

4891 Provision for Replacements

4894 Provision for Painting and Decorating

4895 Provision for Vacancy and Collection Losses

4899 Provision for Operating Improvements

This account shall include the amount set aside from revenue for operating improvements, where Development Funds are not available. All charges to this account require prior written division approval. See account 2590, Reserve for Operating Improvements, for the credit entries which are contra to the charges to this account.

6000 Extraordinary Expenses

This group of accounts shall include operating items of a nonrecurring nature and all expenses arising from other than normal operations. The accounts in this group shall be controlled by account 4000, Expense Control Account, in the same manner as the normal operating expenses included in the 4000 category of accounts. Separate accounts shall be maintained as follows:

6010 Prior Years Adjustments

This account shall be charged or credited with prior years adjustments amounting to $50 or more each, the disposition of which as a charge or credit to current year's operations has been approved by the division. See Subpart 1647-7 for a definition of Prior Years Adjustments and for a description of the review and disposition procedure. See also account 2710 for prior years adjustments held in suspense pending division review.

6100 Miscellaneous Losses

This account shall include all costs in connection with the settlement of claims for personal injury or damage to property such as clothing, luggage, furniture or other personal effects arising out of operations, and for which insurance is not carried by the local agency. This account shall also be charged with losses, such as automobile collision costs, where the authority cannot collect for damage to its own property because of the lack of insurance coverage; losses on the sale of Administration Fund Investments; the difference between the proceeds of the insurance claim and the costs of restoring the damaged property and of making the claim, where the costs are in excess of the amount recovered (see account 1670, Insurance Claims Clearance), etc.

6210 Operating Improvements

ALPHABETICAL CROSS INDEX TO ACCOUNT TITLES

Account Designation Account No.

A

Accounts Payable 2110

Accounts Receivable—Sundry 1129

Accounts Receivable—Tenants 1122

Accrued Insurance 2136

Accrued Interest Payable—Temporary Loan Notes 2132.2

Accrued Interest Payable—State of New York 2132.1

Accrued Interest Receivable on Investments 1144

Accrued Interest Receivable on Mortgages 1143

Accrued Liabilities 2130

Accrued Pension Fund Contributions 2138

Accrued Real Estate Tax 2137

Accrued Receivables 1140

Accrued Salaries and Wages 2135

Accrued Utilities 2134

Accumulated Amortization 2600

Acquisition of Sites 1440

Administration Fund 1112

Administration Fund Investments 1173

Advertising 1410.13

Amortization on Indebtedness 4717

Annual Local Tax Exemption Subsidy (Memo) 3830

Anticipated Returnable Premiums 1212

Appraisal Fees 1440.5

Architectural and Engineering 1430

B

Basic Rent Schedule 3110.1

Blueprinting 1430.5

Borings and Test Pits 1430.4

C

Capital Surplus 2800

Carrying Charges 1420

Cash 1110

Central Maintenance Salaries 4403

Central Office Expense 4150

Central Office Salaries 4120

Certificates of Indebtedness Amortized 2313

Certificates of Indebtedness Authorized 2311

Certificates of Indebtedness Subscribed 2314

Certificates of Indebtedness Unissued 2312

Change Fund 1118

Collection Losses 4770

Communication Services 1410.10

Community Activities 4760

Condemnation Costs 1440.11

Consideration for Options 1440.7

Contingencies and Working Capital 1490

Contract Awards 2400

Contract Retentions 2112

Cost of Application 1410.19

Cost of Borrowing 1420.7

D

Deferred Charges and Prepayments 1200

Deferred Credits 2200

Deductions and Withholdings 2117

Demolition and Clearing 1440.14

Deposits other than Tenants 2113

Development Costs 1400

Development Fund 1111

Development Fund Investments 1172

Direct Costs 1410

Dwelling and Commercial Utilities 4300

Dwelling Rent Schedule 3110

Dwelling Rent Surcharges 3110.2

Dwelling Vacancy Loss 3111

E

Electrical 1460.4

Electrical System 4440.2

Electricity 4320

Elevators 1460.8

Elevator System 4440.4

Employees Retirement Fund 1410.9

Equipment Repairs and Supplies 4490.2

Excess Utility Charges 3110.4

Expense Control Account 4000

Exterminating 4210.3

Extraordinary Expenses 6000

F

Fees—Other 1430.2

Fees—Under Contract 1430.1

Fidelity Bonds and Insurance Premiums 1410.12

Fiscal Expense 1410.14

Fixture Awards 1440.2

Fuel 4340

Fuel Inventory 1261

Furniture and Fixture—Office 1410.7

Future Painting 1460.12

G

Gain or Loss on Reserve Fund Investments 2512

Gas 4330

General Construction 1460.1

Grounds 4410

H

Heating and Ventilating 1460.3

Heating and Ventilating System 4440.3

Heating Wages 4350

Housing Survey 1410.17

I

Income and Expense Clearance 2700

Income Control Account 3000

Income Taxes Withheld 2117.1

Incompleted Contracts 1500

Indebtedness to State of New York 2300

Indeterminate Expenditures 1610

Ineligible Expenditures 1620

Informational Expense 1410.16

Inspection Costs 1430.7

Insurance 1420.3

Insurance 4710

Insurance Claims Clearance 1670

Interest Expense 1420.1

Interest Income 1420.2

Interest Earned 3610

Interest Earned on Reserve Fund Investments 2511

Interest Earned on Tenants' Security Deposits 2114.1

Interest on Condemnation Awards 1440.3

Interest on Indebtedness 4716

Interfund Clearance 1680

Inventories 1260

Investments 1170

J

Janitorial—Wages 4210.1

Janitorial—Other 4210.2

L

Land Purchase Price 1440.1

Legal, Fiscal and Other Fees 4130

Legal Services and Expenses 1410.4

Legal Services and Expenses (Land Only) 1440.8

Local Funds 1116

M

Maintenance Supervision Salaries 4401

Management 4100

Management Equipment 1460.9

Management Supplies 1460.10

Material Testing 1430.10

Mechanical Systems 4440

Miscellaneous Losses 6100

Miscellaneous Project Income 3590

Models 1430.6

Municipal Service Charges 4713

N

Negotiation Costs 1440.10

Net Deficit or (Income) - Initial Operating Period 1470.3

Net Non-Dwelling Rent 3390

O

Office Furniture and Equipment,

Maintenance Equipment, and Motor Vehicles 4490.1

Office Supplies and Sundry 1410.8

Offsite Clearance 1440.16

Operating Improvements 6210

Operating Services 4200

Other Cash Subsidy 3820

Other Charges and Credits to Development Costs 1480

Other Equipment 4490

Other Expenses 4700

Other Prepaid Cash Subsidies 2260

P

Painting and Decorating 4430

Painting and Decorating Reserve 2530

Paint Supplies Inventory 1262

Payables and Accruals 2100

Payroll Clearance 1640

Payroll—Executive 1410.1

Payroll—Technical 1410.2

Pension Fund Deductions 2117.3

Pension and Other Funds 4740

Petty Cash Fund 1117

Photographs 1410.11

Plumbing 1460.2

Plumbing and Gas Systems 4440.1

Preliminary Expenses 1470.2

Premium on State Housing Bonds 1420.8

Premium on Temporary Loan Notes 2230

Preoccupancy Charges and Credits 1470

Prepaid Insurance 1211

Prepaid Rent 1270

Prepaid State of New York Subsidies 2250

Prepaid Taxes 1280

Prepaid Utilities 1230

Prepaid Water 1231

Prior Years Adjustments 2710

Prior Years Adjustments 6010

Project Maintenance Salaries 4402

Project Office Expense 4143

Project Office Salaries 4110

Provision for Operating Improvements 4899

Provision for Painting and Decorating 4894

Provision for Replacements 4891

Provision for Vacancy and Collection Losses 4895

R

Ranges 1460.6

Ranges and Refrigerators 4480

Real Estate Taxes 4730

Real Estate Taxes 1420.6

Refrigerators 1460.7

Rehabilitation 1440.17

Relocation of Buildings 1440.18

Relocation of Tenants 1440.13

Rent—Office 1410.6

Repairs and Maintenance 4400

Replacement Reserve 2510

Reserve for Working Capital 2560

Reserve for Operating Improvements 2590

Reserve Fund 1113

Reserve Fund Investments 1176

Reserve Provisions 4800

Reserves 2500

Retroactive Surcharges 3110.3

Revolving Fund 1650

S

Sale of Site Land 1440.15

Sales and Services to Tenants 3510

Security Deposits Fund 1114

Site Expense 1420.5

Site Income 1420.4

Social Security Deductions and Employer's Contribution 2117.4

Special Deposits 1115

State Construction Advisor, Auditor, and Staffs 1410.15

State Housing Fund 1123

State Housing Debt Fund 1124

State of New York Cash Subsidy 3810

Structures 4420

Structures, Equipment and Improvements 1460

Subsidies 3800

Subsidies—Other (Accrued Receivable) 1142

Subsidies—State of New York (Accrued Receivable) 1141

Subsidies—Tax Exemption (Cumulative) Memo

Sundry Accounts Payable 2119

Sundry Accounts Receivable 1129

Sundry Accruals 2139

Sundry Deferred Charges and Prepayments 1290

Sundry Inventories 1269

Sundry Suspense and Clearance 1690

Surveys and Maps 1440.4

Suspense and Clearance Accounts 1600

T

Tax Exemption Subsidy (Annual) 3830

Temporary Heat 1460.11

Temporary Loan Notes Payable 2120

Tenants Accounts Receivable 1122

Tenants Disbursements Clearance 1695

Tenants Prepaid Rents 2240

Tenants Security Deposits 2114

Tenant Selection Costs 1470.1

Title Examination 1440.6

Topsoil and Planting 1460.5

Travel 1410.5

Travel (Architect's) 1430.3

U

Unclaimed Salaries and Wages 2115

V

Vacancy and Collection Loss Reserve 2520

Vendors and Contractors Accounts Payable 2111

W

War Delay Period 1420.9

Watchmen 4220

Water 4310

Working Capital 1300

ALPHABETICAL INDEX TO DEVELOPMENT COST ACCOUNTS

(1400 Group)

Account Designation Account No.

A

Abstracts of Title 1440.6

Accountant's Salaries 1410.1

Advertising 1410.13

Advertising—Issuance of State Bonds 1420.7

Advertising—Temporary Financing 1410.14

Annual Report 1410.16

Appraisal Fees 1440.5

Appraisals—Cost of Court Testimony 1440.11

Architect—per diem 1430.2

Architect—under contract 1430.1

Armored Car Service 1410.12

Attorney Fees 1410.4

Attorney Fees—Bond Counsel 1410.14

Attorney Fees—Collection of Rents 1420.5

Attorney Fees—Condemnation 1440.11

Attorney Fees—Land Acquisition 1440.8

Attorney Fees—Title Examination 1440.6

Auditors, State, Expenses 1410.15

Automobiles 1460.9

Automobile Mileage 1410.5

Automobile Equipment 1460.9

B

Basketball Stop 1460.9

Benches, Work 1460.9

Binders on Land Contracts 1440.7

Blueprinting—Application for Financial Assistance 1410.19

Blueprinting—Architect and Engineer Plans 1430.5

Blueprinting—Other 1410.8

Boiler Insurance 1420.3

Bond Counsel 1410.14

Bonds, Cost of Issuing 1420.7

Bonds, Premium Received 1420.8

Bookkeeper Salaries 1410.1

Books 1410.8

Borings 1430.4

Boundary Surveys 1440.4

C

Cans, Garbage 1460.9

Cans, Trash 1460.9

Caulking Gun 1460.9

Charges and Credits, Development Costs 1480

Clearing of Project Proper 1440.14

Commissions—Negotiating Purchase of Land 1440.10

Community Space Equipment 1460.9

Compressors 1460.9

Condemnation Costs 1440.11

Considerations for Options 1440.7

Construction, General 1460.1

Construction Advisor, State 1410.15

Construction Advisor's Staff, State 1410.15

Contractor, Electrical 1460.4

Contractor, Elevators 1460.8

Contractor, General 1460.1

Contractor, Heating and Ventilating 1460.3

Contractor, Plumbing 1460.2

Contractor, Topsoil and Planting 1460.5

Cost of Borrowing 1420.7

Court Testimony, Cost of, in Connection with Appraisals 1440.5

D

Dedication of Project Expense 1410.16

Deficit—Initial Operating Period 1470.3

Demolition of Project Proper 1440.14

Deposits Paid on Land Contract 1440.7

Development Costs—Other Charges and Credits 1480

Development Fund Investments—Gain or Loss on Disposition 1480

E

Electrical Contractor 1460.4

Elevator Contractor 1460.8

Engineer, per diem 1430.2

Engineer, under contract 1430.1

Equipment, Automobile 1460.9

Equipment, Community Space 1460.9

Equipment, Fire and Air Raid 1460.9

Equipment, Maintenance and Repair 1460.9

Equipment, Management 1460.9

Equipment, Operating Service 1460.9

Eviction Costs—Clear Site of Tenants 1440.13

Eviction Costs—in Connection with Collection of Rents

during Site Management Period 1420.5

Examination of Title 1440.6

Executive Secretary Salaries 1410.1

Expenses, Site 1420.5

Expressage 1410.8

Extinguishers 1460.9

F

Fidelity Bonds 1410.12

Field Office Costs 1430.7

Fire Hose 1460.9

Fire Insurance—Auto 1410.12

Fire Insurance—Buildings 1420.3

Fire Insurance—Materials Stored off the Site 1420.3

Fir. Insurance—Office Furniture and Fixtures 1410.12

Fire Uniforms 1460.9

Fiscal Fees 1410.14

Fixture Awards 1440.2

Floor Waxing Machine 1460.9

Furniture and Fixtures—Office 1410.7

Future Painting 1460.9

G

Gain on Disposition of Development Fund Investments 1480

Gain on Settlement of Insurance Claims 1480

Garbage Cans 1460.9

Garden Hose 1460.9

General Construction 1460.1

General Contractor 1460.1

Guns, Caulking 1460.9

Guns, Spray 1460.9

H

Heating and Ventilating Contractor 1460.3

Heat, Temporary 1460.11

Hose, Fire 1460.9

Hose, Garden 1460.9

Housing Survey 1410.17

I

Income—Initial Operating Period 1470.3

Income—Site 1420.4

Infirmary Table 1460.9

Initial Operating Period—Net Deficit or (Income) 1470.3

Informational Expense 1410.16

Inspection Costs 1430.7

Insurance Claims, Gain or Loss on Settlement 1480

Insurance on Tenants Ranges Prior to Occupancy 1460.6

Insurance on Tenants Refrigerators Prior to Occupancy 1460.7

Insurance, Title 1440.6

Interest Expense 1420.1

Interest Expense—Condemnation Awards 1440.3

Interest Income 1420.2

J

Janitorial Supplies and Expenses 1410.8

Jeeps 1460.9

Joiners 1460.9

L

Ladders 1460.9

Land Cost 1440.1

Lawn Mowers 1460.9

Legal Fees—Examination of Title 1440.6

Legal Services and Expenses

Condemnation Proceedings 1440.11

Land 1440.8

Management of Site Prior to Construction 1420.5

Negotiation for Purchase of Land 1440.10

Retainer Paid to Counsel 1410.4

Liability Insurance

Auto 1410.12

Buildings to be Demolished 1420.3

Land 1420.3

Newly Constructed Buildings 1420.3

Office Space 1410.12

Owners Contingent 1420.3

Light—Rented Office 1410.6

Losses Not Covered by Insurance 1480

Loss on Disposition of Development Fund Investments 1480

Loss on Settlement of Insurance Claims 1480

M

Machine, Painting 1460.9

Machine, Waxing, Floor 1460.9

Magazines 1410.8

Maintenance and Repair Equipment 1460.9

Management Equipment 1460.9

Management Supplies 1460.9

Maps 1440.4

Material Testing 1430.10

Messenger Service 1410.10

Models 1430.6

Motor Vehicles, Cost of Operation 1410.5

Mowers, Lawn 1460.9

N

Negotiation Costs 1440.10

Net Deficit or (Income)—Initial Operating Period 1470.3

Notary Fees 1410.8

O

Office Equipment 1410.7

Office Machines 1410.7

Offsite Clearance Costs 1440.16

Operating Service Equipment 1460.9

Options, Consideration for 1440.7

Other Charges and Credits to Development Costs 1480

P

Painting, Future 1460.9

Painting, Machine 1460.9

Pension Funds, Authority's Share of Cost 1410.9

Photographs 1410.11

Photographs—Application for Financial Assistance 1410.19

Photographs—for News Releases 1410.16

Plot Surveys 1440.4

Plumbing Contractor 1460.2

Postage 1410.8

Power Tools 1460.9

Preliminary Expenses 1470.2

Preoccupancy Charges and Credits 1470

Premiums on State Housing Bonds 1420.8

Printing 1410.8

Printing—Application for Loan 1410.19

Printing-Architectural and Engineering Plans 1430.5

Printing—Informational Activities 1410.16

Project Manager Salaries 1410.1

Project Signs 1410.13

Property Line Surveys 1440.4

Public Liability Insurance on Office Space 1410.12

R

Ranges 1460.6

Ranges—Community Center 1460.9

Ranges—Storage and Insurance 1460.6

Real Estate Taxes 1420.6

Refrigerators 1460.7

Refrigerators—Community Center 1460.9

Refrigerators—Storage and Insurance 1460.7

Rehabilitating Existing Buildings 1440.17

Relocating Existing Buildings 1440.18

Relocation of Tenants 1440.13

Rent—Office 1410.6

Retirement Funds—Authority's Share of Cost 1410.9

Robbery Insurance 1410.12

S

Safe Burglary Insurance 1410.12

Safe Deposit Box Rental 1410.8

Sale of Site Land 1440.15

Salvage—Moving and Storage Costs 1440.14

Selection of Tenants 1470.1

Signs, Project 1410.13

Site Expense 1420.5

Site Income 1420.4

Snow Plows 1460.9

Spray Gun 1460.9

State Auditors Expenses 1410.15

State Construction Advisors 1410.15

State Construction Advisor—Staff 1410.15

Stationery 1410.8

Stenographer Salaries 1410.1

Storage—Tenants Ranges Prior to Occupancy 1460.6

Storage—Tenants Refrigerators Prior to Occupancy 1460.7

Supplies, Management 1460.9

Survey, Housing 1410.17

Surveys and Maps 1440.4

Swings 1460.9

T

Table, Infirmary 1460.9

Taxes, Real Estate 1420.6

Taxi Fares 1410.5

Telegraph 1410.10

Telephone 1410.10

Temporary Heat 1460.11

Tenant Relocation 1440.13

Tenant Selection Costs 1470.1

Testing—Materials 1430.10

Test Pits and Borings 1430.4

Theft Insurance—Auto 1410.12

Threaders 1460.9

Title Examinations 1440.6

Title Insurance 1440.6

Tools 1460.9

Topographical Surveys 1440.4

Topsoil and Planting Contractor 1460.5

Tractors 1460.9

Trash Cans 1460.9

Travel 1410.5

Travel—Architects and Engineers (Not Authority Employees) 1430.3

Travel—State Construction Advisor and Staffs 1410.15

Trucks 1460.9

Typist Salaries 1410.1

U

Uniforms, Fire 1460.9

Uninsured Losses 1480

Utility Surveys 1440.4

V

Valuable Papers Insurance 1410.12

Ventilating Contractor 1460.3

Vises 1460.9

W

Watchmen Salaries

At Site Prior to Completion of Demolition 1440.14

At Site Subsequent to Demolition 1430.7

Attached to Project Management Staff

Initial Occupancy 1470.3

Prior to Initial Occupancy 1470.2

Waxing, Machine, Floor 1460.9

Work Benches 1460.9

Workmen's Compensation Insurance 1410.12

ALPHABETICAL INDEX TO INCOME AND EXPENSE ACCOUNTS

(3000 and 4000 Group)

Account Designation Account No.

A

Accounting Forms 4140

Accounting Machines 4490.1

Accounting Services, Independent Public Accountant 4130

Adding Machines 4490.1

Advertising 4140

Armored Car Service 4140

Asphalt Tile Floor, RM&R of 4420

Assistant Superintendent Salaries 4401

Automobiles, Gas and Oil, RM&R 4490.2

Automobiles, Purchase of 4490.1

B

Badges, Watchmen 4220.2

Benches, RM&R 4410

Boilers, Heating, RM&R 4440.3

Bond Counsel 4130

Burners, Oil, RM&R 4440.3

C

Caretaker Salaries 4210.1

Carpentry 4420

Caulking 4420

Central Office Expense 4150

Central Office Salaries 4120

Cleaning Janitor's Uniforms 4210.2

Clothes Poles 4410

Coal, Heating 4340

Collection Agency Fees (Not Chargeable to Tenants) 4130

Collection Losses 4770

Commissions Received from Concessions 3590

Communications 4140

Communication Systems 4440.2

Community Coordinator Salaries 4760.1

Consultant—Social Agency, Salaries 4760.1

Court Costs (Not Chargeable to Tenants) 4130

Curtain Rods 4430.2

D

Desks 4490.1

Dictating Machine 4490.1

E

Electricity 4320

Excess Utility Charges 3110

Exterminating (Not Chargeable to Tenants) 4210.3

Extinguishers, Fire 4490.1

F

Fans 4490.1

Fencing 4410

Fertilizing, Trees, Grounds 4410

Filing Cabinets 4490.1

Fire Alarm System 4440.2

Fire Hose 4490.1

Fireman, Housing—Salaries 4350

Fire Uniforms 4490.1

Flag Poles 4410

Floors 4420

Floor Waxing Machine 4490.1

Fuel Oil, Heating 4340

Furnace 4440.3

G

Gain on Disposition of Investments

Administration Fund 3590

Development Fund (after Substantial Completion) 3590

Reserve Fund (see account number 2512)

Garbage Collection 4210.2

Gardener Salaries 4402

Gas, Cooking 4330

Gasoline for Vehicles 4490.2

Glass 4420

Glazing 4420

Grounds, Signs RM&R of 4410

Groundsman Salaries 4402

Group Insurance—Authority's Share 4740

Guards, Housing-Salaries 4210.1

Guard Rails, RM&R of 4410

H

Hardware 4420

Heating Fuels 4340

Heating Supplies 4440.3

Housing Community Coordinator Salaries 4760.1

Housing Fireman Salaries 4350

Housing Guard Salaries 4220.1

Housing Officers Salaries 4220.1

I

Informational Expense 4140

Insurance 4710

Insurance, Group—Authority's Share 4740

J

Janitorial Salaries 4210.1

Janitorial Supplies 4210.2

K

Keys 4420

Kitchen Cabinets 4420

L

Laborer Salaries 4402

Ladders 4490.1

Lamps 4440.2

Lathing 4420

Lawn Mower 4490.1

Lawns, RM&R of 4410

Legal Services, Fees for 4130

Locks, RM&R of 4420

Losses on Sale of Administration Fund Investments 6100

Losses—Uninsured 6100

M

Maintenance Laborer Salaries 4402

Maintenance Mechanic Salaries 4402

Meters, RM&R of

Electric 4440.2

Gas 4440.1

Water 4440.1

Mimeograph Machine 4490.1

O

Officers, Housing—Salaries 4220.1

Office Space 4140

Office Supplies 4140

Oil, Fuel for Heating 4340

Oil, Vehicles 4490.2

Operating Improvements 6210

P

Paint 4430.2

Painting Machine 4490.1

Painters Helper Salaries 4430.1

Painters Salaries 4430.1

Paper Hanging 4430.2

Parking Areas 4410

Penalties 3590

Pension System, Employers Share 4740

Piping 4440.1

Plasterers Helpers Salaries 4430.1

Plasterers Salaries 4430.1

Plaster Patching 4430.2

Plumbing Supplies 4440.1

Porter Salaries 4210.1

Postage 4140

Printing 4140

Project Office Expense 4140

Project Office Salaries 4110

Property Losses (Uninsured) 6100

Provision for Operating Improvements 4899

Provision for Painting and Decorating 4894

Provision for Replacements 4891

Provision for Vacancy and Collection Losses 4895

Pumps 4440.1

R

Radiators 4440.3

Rails, Guard, RM&R of 4410

Ranges, RM&R of 4480.1

Recreation Director Salaries 4760.1

Refrigerators, RM&R of 4480.2

Rent 3110

Rentals, Machinery and Equipment 4140

Report Forms 4140

Retirement System—Employers Share 4740

Roads 4410

Roofing, RM&R of 4420

S

Safe 4490.1

Safe Deposit Box Rent 4140

Salaries—Central Office 4120

Salaries—Project Office 4110

Screens 4420

Signs 4410

Shades, Window 4430.2

Sidewalks 4410

Snow Plows 4490.1

Snow Removal 4410

Social Security—Employers Share 4740

Spray Gun 4490.1

Stationery 4140

Store Rental Income 3390

Storm Doors 4420

Stoves, Cooking 4480.1

Superintendent Salaries 4401

Surcharges 3110

T

Taxes, Real Estate 4730

Taxes, Social Security 4740

Tile Work 4420

Towel Service 4140

Tractor 4490.1

Transformers 4440.2

Travel Expense 4140

Trucks 4490.1

Typewriters 4490.1

U

Uniforms, Fire 4490.1

Uniforms, Janitorial 4410.2

Uniforms, Watchmen 4220.2

Uninsured Losses 6100

V

Vacancy Loss 3311

Valves 4440.1

Ventilating Equipment 4440.3

W

Wall Washing 4430.2

Walls, Retaining 4410

Watchmen Salaries 4220.1

Water 4310

Waterproofing 4420

Window Shades 4430.2

Wiring, Interior 4440.2