Reporting Requirements for Annual Financial Reports of State Agencies and Universities
Capital Assets
Depreciation
Recording Depreciation of Capital Assets
Run the SPA CAAB 201S report to determine the amount of depreciation earned during the fiscal year. This report presents the following information for all capital assets by AFR category and depreciable indicator.
- Beginning and ending accumulated depreciation balances
- Additions
- Deletions
- Adjustments (restatements)
- Transfer in
- Transfer out
- Construction in Progress (CIP)
This report excludes suspense, surplus and inventoried property as well as property recorded with the acquisition method assets held in trust. Amounts are signed as on Note 2 with Debits (+) and Credits (−). Therefore, a negative in the additions column is an increase in accumulated depreciation.
The additions column of this report must match the new depreciation for each capital asset category that was added to an agency’s property ledger and needs to be recorded in USAS.
Business-Type Activities (Fund Type 05) and
Component Units (Fund Type 15)
Valid general ledger accounts:
- 0328 Accum Deprec Facilities and Other Improvements
- 0330 Accum Deprec Buildings and Building Improvements
- 0340 Accum Deprec Infrastructure
- 0350 Accum Deprec Furniture and Equipment
- 0356 Accum Deprec Vehicles, Boats and Aircraft
- 0384 Accum Deprec Other Capital Assets
Valid COBJs:
- 7937 RP Facility & Other Improvements/Depreciation Exp
- 7936 RP Building and Building Improvements/Depreciation Exp
- 7938 RP Infrastructure/Depreciation Expense
- 7939 Personal Property/Depreciation Expense
Note: Post furniture and equipment, vehicles, boats and aircraft and other capital assets to COBJ 7939.
| Seq No | Batch Type | Doc Type | Eff Date | Fin Agy | TC | AY | PCA | COBJ | Amount | R | Fund | Input GL |
|---|---|---|---|---|---|---|---|---|---|---|---|---|
| To Record the Depreciation of Capital Assets | ||||||||||||
| (1) | 5 | U | 0832CY | XXX | 632 | CY | 99999 | 7XXX | $ XX.XX | XXXX | XXXX | |
Accounting effect of above entry:
| Debit | Credit | ||
|---|---|---|---|
| (1) | To Record the Depreciation of Capital Assets | ||
| 5600 GAAP Expenditure Offset | $ XX.XX | ||
| XXXX General Ledger Account for Asset Depreciating | $ XX.XX |
Governmental Activities – Basis Conversion (Fund Type 11)
Valid general ledger accounts:
- 0628 BC Accum Deprec Facilities and Other Improvements
- 0630 BC Accum Deprec Buildings and Building Improvements
- 0640 BC Accum Deprec Infrastructure
- 0650 BC Accum Deprec Furniture and Equipment
- 0656 BC Accum Deprec Vehicles, Boats and Aircraft
- 0684 BC Accum Deprec Other Capital Assets
Valid COBJs:
- 7937 RP Facility & Other Improvements/Depreciation Exp
- 7936 RP Building and Building Improvements/Depreciation Exp
- 7938 RP Infrastructure/Depreciation Expense
- 7939 Personal Property/Depreciation Expense
Note: Post furniture and equipment, vehicles, boats and aircraft and other capital assets to COBJ 7939.
| Seq No | Batch Type | Doc Type | Eff Date | Fin Agy | TC | AY | PCA | COBJ | Amount | R | Fund | Input GL |
|---|---|---|---|---|---|---|---|---|---|---|---|---|
| To Record the Depreciation of Capital Assets | ||||||||||||
| (1) | 5 | U | 0832CY | XXX | 512 | CY | 99999 | 7XXX | $ XX.XX | XXXX | XXXX | |
Accounting effect of above entry:
| Debit | Credit | ||
|---|---|---|---|
| (1) | To Record the Depreciation of Capital Assets | ||
| 5650 BC Expenditure Control | $ XX.XX | ||
| XXXX General Ledger Account for Asset Depreciating | $ XX.XX |