What is fund accounting and what does it have to do with nonprofits? It’s a standard almost all nonprofits and churches have to adhere to in one way or another. If you work for a nonprofit or church, this information is for you!
Fund accounting is a method of bookkeeping used by a nonprofit organization that illustrates accountability, rather than profitability. In a business you want to know how much was spent, how much was earned, and how much was left over. With a nonprofit you want to know these things, but you also want to make sure your income and expenses are allocated for the proper purpose.
Fund accounting can potentially get very complicated, depending on the needs of your organization. FASB117 and FIN46 are the IRS resources that outline all needs of a nonprofit accounting system. However, for this particular course, we will solely be focusing on what it is and how you can implement it for your organization.
Luckily, there is fund accounting software that is made specifically for nonprofits, and can make handling these things much easier.
What Are Funds?
A fund is an area or purpose within your organization that needs to be tracked separately from anything else. This includes, but is not limited to:
- Unrestricted, temporarily restricted, and permanently restricted net assets
- Designated funds
When trying to think of what a fund might be for your organization, ask yourself, “Do I need to know how much money I have set aside for _____?” This is the key question. Some programs and software will mask funds as classes or categories, but beware… these methods will allow you to track how much money you’ve received and spent for a class, but it’s very difficult to find out how much money you have set aside for it at any given time.
If you can think of answers to the above question, write them down. These will be the funds you will want to track once you have your system set up.
When To Use Fund Accounting
Fund accounting is used for almost all nonprofit organizations, and will likely be needed on a daily basis. Here’s an example of how it becomes important for a nonprofit.
Let’s say you own a nonprofit that helps stray animals, and your operations are pretty straightforward at the moment. You receive money from contributions, you spend a little to keep the lights on, but nothing too fancy. Let’s say you decide to get a little fancy.
You apply for (and are awarded) a grant that provides $5,000 to be spent on veterinary functions. This money comes in the form of a check that you deposit into your organization’s checking account. Before this check you had $3,000 in your checking account.
Here come the questions for you:
- How are you going to record the receipt of this $5,000?
- How will you record the expenses that use the funds from the grant?
- Will you know how much money is left at any given point in time?
Fund accounting allows you to answer these questions and more. In a properly set-up system, this fund would have its own asset, liability, equity, income, and expense balances; thus, making it a completely separate entity within your organization. Don’t worry, you would still be able to see simple information for your organization as a whole. However, each fund would be independent of others.
Why Your Nonprofit Needs Fund Accounting
Fund accounting is a very detailed and confusing process. Ultimately it is the most accurate method of accounting. By utilizing this system of tracking funds, you can maintain accurate financial records for your organization and all of its directives; thus, empowering you to generate powerful financial statements and make key decisions.
If you haven’t done so, sign up for our free Nonprofit Accounting 5-Day Email Course. We’ll go over everything you need to excel at nonprofit accounting.
If you’re currently using QuickBooks or another for-profit accounting software, we invite you to try Aplos Fund Accounting for free and see the difference. Aplos was created specifically for nonprofits & churches, and you’ll find tools and reports inside that other accounting software won’t have.