Money documents: features, types

2024 Author: Howard Calhoun | [email protected]. Last modified: 2023-12-17 10:16

Municipal and state institutions use monetary documents in their activities. In budget accounting, they are means of payment with a nominal value. These tools are used in cases where settlements have been made, but the services they have paid for have not yet been rendered.

Money documents are…

An example of the considered financial instruments is paid coupons for food, fuel, oil. In the accounting policy, the organization characterizes the main aspects of its activities. It also defines a list of monetary documents that will be used in business activities. When choosing, the institution is guided by paragraph 169 of Instruction No. 157n. According to the regulations, monetary instruments are:

1. Notifications for postal orders.
2. Paid vouchers to camp sites, sanatoriums, rest homes. The exception is referrals received by institutions from the regional divisions of the FSS, free of charge from trade unions, public and other organizations.
3. Stamps and envelopes withthem.

An institution may include other monetary documents in its accounting policy. These could be:

1. Tickets used on public transport in the city.
2. Cards for payment of cellular communications, international / long-distance calls, Internet access.
3. Rail and air tickets.

Nuances

Money documents are negotiable assets, by their very nature. According to the Instruction, they should be stored at the cash desk of the institution. Receipt and issue should be made out by credit/expenditure orders. The forms of the latter were approved by Order of the Ministry of Finance No. 173n. Incoming/outgoing orders must be recorded in the appropriate journal separately from papers fixing cash transactions.

Accounting

Money documents are reflected on separate sheets in the cash book. At the same time, they are marked "Stock". In analytics, monetary documents are accounted for by types in the card for summarizing information about funds and settlement transactions. The card is opened with entries on the residual amounts at the beginning of the year. Current information is entered no later than the day following the date of the operation. At the end of the month, the balances are calculated.

Tours

These monetary documents are provided under the report. The organization of recreation in sanatoriums should be provided for by the charter or other local act of the institution. After returning, employees provide an advance report, to whichthe voucher stub (return ticket) is attached.

Tickets

When buying them in advance, it becomes necessary to store them. Purchased tickets are handed over to the cashier. He registers them as monetary documents. Tickets are issued to employees whose work is connected with constant traveling.

Payment cards

Usually they are bought from operators. Each card has an individual number. The institution must develop and approve a local act regulating the use of communications. It defines the list of employees who are eligible to receive a payment card, as well as the conditions that they must comply with when using it. For example, compensation is provided for the cost of calls that are made during business hours. In addition, the local act should regulate the procedure for confirming the expenses incurred by the staff.

Food Stamps

The legislation establishes a list of categories of students to whom the institution must provide free lunches and breakfasts. Meals are provided by vouchers. They must contain the following details:

1. Number.
2. Validity period.
3. Meal type.
4. Cost.
5. Institution stamp.
6. Signature of responsible officer.

Fuel coupons

If, in accordance with the contract, payment is made for the established volume of fuel and lubricants of the corresponding brand, the documents that the institution receives forrefueling by transport drivers are treated as cash. Coupons are issued as needed to the responsible officer under the report. Fuel is accounted for in the form of inventory after the provision of an advance report. It is accompanied by supporting documents from the gas station that filled the vehicle in exchange for cash documents.

Records

When keeping records, the accountant must reflect information on the receipt of cash documents at the cash desk:

1. As part of settlements between the main institution and its subdivisions.
2. Free of charge from state institutions on the basis of an acceptance certificate.
3. As part of in-kind damages.
4. Surplus identified during the inventory. The source of information will be the relevant audit report.
5. Free of charge from the main institution to subdivisions.

In addition, the specialist must reflect information on the issuance and disposal of documents in case of theft, shortage, damage, including due to force majeure.

Regulatory framework

Accounting for documents acting as means of payment is carried out on the account. 201 35 000. When making records of the movement of financial instruments, specialists must be guided by Instruction No. 157n. This document approved the Unified Chart of Accounts for state and territorial authorities, state academies of sciences, management bodies of extra-budgetary state funds. In addition, recommendations are present in Instruction No. 174n. This document approved the Chart of Accounts for budgetary institutions andexplanations for it.