N.Y. Comp. Codes R. & Regs. tit. 9 § 1646-7.7

Current through Register Vol. 46, No. 25, June 18, 2024

Section 1646-7.7 - Development Cost-Budget Control Statement, form DH-213

(a) Form DH-213 is a two-sheet printed form supplied by the division and is shown as Exhibits 24 and 25 of Appendix S-11. Form DH-213 is used by the local agency for reporting to the division all costs incurred, whether paid or unpaid, for the development of a project and the credits related thereto. The use of form DH-213 by the local agency in connection with the preparation of certificates of purposes has been described in subdivision (b) of section 1646- 3.2. A report on form DH-213 shall be included with each quarterly financial report submitted by the local agency until three years after the date of substantial completion. From this date until the project has been declared physically completed, the local agency shall submit a schedule of charges and credits to development cost quarterly and a form DH-213 annually. The requirement to submit form DH-213 shall cease with the quarter following the date of physical completion.

(b) Instructions for the preparation of form DH-213 follow:

(1) Column 1, account classification.

(i) This column and the adjacent column for the account numbers shall reflect the standard classification of accounts as employed in the approved development cost budget (see Subpart 1646-2).

(ii) Where the 1460 group of accounts provides an account for additions and betterments, an analysis of these expenditures shall be listed in detail by items on the DH-213 in the available space in column one under the 1460 group of accounts. If there is no space on the form for the analysis, attach a separate schedule to the DH-213.

(2) Column 2, approved budget. The amounts entered in this column shall agree with the most recent approved development cost budget (see Subpart 1646-2). Indicate in the heading of this column the date of preparation of the budget and whether it is a preliminary, final, or bond sale budget.

(3) Columns 3, 4 and 5, expenditures. The amounts to be indicated hereunder shall be all costs, paid or unpaid, incurred to the closing date of the period for which the report is being submitted and recorded on the books of account. The amounts in column 5 shall equal the sums of the amounts in column 3 and 4. The source of the figures to be entered in these columns is the cost analysis ledger and it follows, therefore, that the totals of each group of accounts must be in agreement with the respective control accounts maintained in the general ledger and the cost analysis ledger and that the grand total of column 5 shall equal the total development cost to date, as reflected by general ledger account 1400.

(4) Column 6, contract numbers. Enter in this column, where applicable, the numbers assigned to the various contracts. A list of contract numbers is included in the definition of account 1460 in Part 1641.

(5) Column 7 and 8, budget control.

(i) The amounts appearing in column 8 shall represent the most recent estimate of the amounts (other than contract awards) required to complete each development cost item. As contracts are awarded, the amounts of such contracts shall be recorded in column 7, and column 8 correspondingly reduced by the amount of the award. The amounts entered in column 8 shall be periodically revised to reflect the local agency's best current estimate of amounts, other than contract awards, required to complete. The award of a contract will, ordinarily, be a suitable occasion for such revision.

(ii) With respect to development cost items to which contract awards do not apply, the amounts entered in column 8, as periodically revised, will be reduced by the gross amount of such expenditures made in the intervening period since the report last previously submitted. Such gross expenditures will, of course, be reflected in the amounts entered in column 5.

(iii) The source of the amounts to be entered in column 7 is the contractors ledger (see §1645-5.2 ). It follows therefore that the grand total of column 7 will always be in agreement with the balance of account 2400, Contract Awards.

(6) Column 9, total anticipated cost. The amounts to be entered in this column are the sums of the amounts entered in columns 5, 7, and 8.

(7) Column 10, anticipated underruns or (overruns) on budget. The amounts to be entered in this column are arrived at by subtracting column 9 from column 2. Overruns shall be indicated by parentheses.

(8) Schedule A (sheet 2), application of funds. This schedule shall indicate the application of the development funds borrowed to the closing date of the period for which the report is being submitted. The amounts to be entered in this schedule represent balance sheet items made up as follows:

(i) Development costs paid to the closing date, as carried forward from schedule B of form DH-213. The method of computing this amount will be explained under "Schedule B" below.

(ii) Development fund bank balances, as of the closing date.

(iii) Development fund disbursements made and not charged or chargeable to development costs, such as for development fund investments, petty cash fund, prepayments, ineligible expenditures not yet reimbursed, etc.

(iv) Amounts received and deposited into the development fund, but not credited to development costs. The principal such items consists [sic ] of deposits on plans and specifications received from contractors.

(v) The sum of the amounts entered in schedule A shall equal the total development funds borrowed to the closing date of the period for which the report is being submitted.

(9) Schedule B (sheet 2). In this schedule, the grand total of column 5, of form DH-213, which represents the total development costs incurred, whether paid or unpaid, to the closing date of the period for which the report is being submitted is adjusted for payables and accruals of development cost charges and credits to yield the total development costs actually paid to date. The adjusting items to be entered in schedule B represent balance sheet items, as follows:

(i) Audited vouchers payable. This is the balance of account 2111D, Vendors, and Contractors--Development.

(ii) Contract retentions. This is the balance of account 2112, Contract Retentions.

(iii) Other accruals and payables representing charges made to development costs for which development funds have not yet been disbursed. Examples are accrued interest payable on loan funds, accrued workmens compensation insurance premiums payable, accrued pension contributions payable, income taxes withheld, etc.

(iv) Accrued receivables representing credits made to development costs for which the funds have not been received. An example is accrued interest receivable on development fund investments.

(10) Schedule C, summary of underruns and overruns.

(i) Enter by account groups in column 1 of this schedule overruns on budgeted amounts which have been authorized or approved by the division, whether through change orders or otherwise. No underruns should be shown in this column, nor should anticipated overruns which have not yet been authorized or approved. The difference between the budgeted amount for contingencies (account 1490) and the total authorized overruns will appear in column 1 as the balance of contingencies unauthorized and should represent a conservative statement of the balance available, before actual or anticipated underruns, for future contingencies.

(ii) Enter in column 2 of this schedule the anticipated underruns or overruns, by account groups, as recorded in column 10 of form DH-213. The overruns entered in this column will therefore include both authorized and unauthorized overruns.

N.Y. Comp. Codes R. & Regs. Tit. 9 § 1646-7.7