HOW TO CREATE A BALANCE SHEET

NOTE: In early 2006, Rasmuson Foundation announced modified format requirements

for both the operating financial statements and the annual audit as requested in the
application process. The Foundation felt these modifications to be necessary in order to
provide more easily understood information to assist boards and staff in making
informed, high quality decisions, be they organizational, programmatic or financial. This
new format requirement went into effect for applications beginning July 1, 2007 (see
specific requirements on website).

This modified format is GAAP (generally accepted accounting principle) compliant and
has been reviewed, discussed and endorsed by much of the statewide accounting / audit
community.

Since mid-2006, The Foraker Group has provided training opportunities across the state
and also offers a technical assistance hotline at 907 743-1210 or toll free 877 834-5003.

A sample audit document with detailed explanations is available on the Foundation

website. This includes a balance sheet in the modified format.

The following document discusses “balance sheets” in a general sense and is not
intended to be a substitute for qualified financial expertise. The specific format changes,
as now required, are identified.

A balance sheet is a snapshot of a business’ financial condition at a specific

moment in time. A balance sheet comprises assets, liabilities and net assets
(equity). At any given time, assets must equal liabilities plus net assets (equity).

FORMAT

The balance sheet must use a two-year comparative format. The balance sheet should
provide the data for both the current year period and the data for the same period for the
prior year.

ASSETS

An asset is anything a business owns that has monetary value. List anything of value
that is owned or legally due the business. Assets are divided into short-term (current
assets) and long-term (fixed assets and long-term investments). Total assets is the total
of all short-term and long-term assets.

Current assets

Cash: list cash and resources that can be converted into cash within 12 months of the
date of the balance sheet (or during one established cycle of operation). Include money
on hand and demand deposits in the bank, e.g., checking accounts and regular savings
accounts.

o Petty cash: if your business has a fund for small miscellaneous expenditures,
include the balance in that account here (unrestricted cash).
o Short-term investments: also called temporary investments or marketable
securities, these include interest- or dividend-yielding holdings expected to be
converted into cash within a year. List stocks and bonds, certificates of deposit
and time-deposit savings accounts at either their cost or market value, whichever
is less.
o Accounts receivable: the amounts due from customers in payment for
merchandise or services.
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 o Inventory: includes raw materials on hand, work in progress and all finished
goods, either manufactured or purchased for resale.
o Prepaid expenses: goods, benefits or services a business pays for in advance of
actual use. Examples are office supplies, insurance, etc.

IMPORTANT: Distinguish between unrestricted (can be used at any time for anything)
cash and restricted (must be used for specific purpose as designated by grant maker or
funder) cash.

Long-term or non-current assets

Includes long-term investments, which are holdings the business intends to keep for at
least a year and that typically yield interest or dividends (e.g. endowment). Included are
stocks, bonds and savings accounts earmarked for special purposes (use appropriate
category description as opposed to stocks, bonds, etc.).

Includes fixed assets which are resources a business owns or acquires for use in
operations and not intended for resale. Assets should reflect any depreciation and
amortization from the original costs of acquiring the assets.

o Land-List original purchase price without allowances for market value.

o Buildings
o Improvements
o Equipment
o Furniture
o Automobile/vehicles

IMPORTANT: Combine appropriate assets into descriptions such as “Building Reserve”

of “Endowment” rather than dividing them among generic captions such as “Cash” and
“Investments”.

LIABILITIES

Liabilities are all debts and obligations owed by the business to outside creditors,
vendors or banks that are payable within one year. They are accounted for as short-
term (current) and long-term liabilities.

Current liabilities

List all debts, monetary obligations and claims payable within 12 months or within one
cycle of operation. Typically they include the following:

o Accounts payable: amounts owed to suppliers for goods and services purchased
in connection with business operations.
o Notes payable: the balance of principal due to pay off short-term debt for
borrowed funds.
o Interest payable: any accrued fees due for use of both short- and long-term
borrowed capital and credit extended to the business.
o Taxes payable: amounts estimated by an accountant to have been incurred
during the accounting period.
o Payroll accrual: salaries and wages currently owed.
o Prepaid grants or other income received that obligate your organization to do
specified things that you have not yet accomplished. (examples: ticket revenue
received for an event that has not yet happened or a grant received that is for a
specific project you have not yet completed or initiated)

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 Long-term or non-current liabilities

Notes payable: list notes, contract payments or mortgage payments due over a period
exceeding 12 months or one cycle of operation. They are listed by outstanding balance
less the current position due.

NET ASSETS

Also known as “equity”, it is the total amount of money your organization has
saved/retained from prior year operating fund balances. In the non-profit sector, equity
is also called retained earnings or fund balances. Effectively, it is the difference between
total assets and total liabilities.

IMPORTANT: Classify unrestricted net assets among amounts (1) available for
operations; (2) designated for specific purposes by the board; and (3) invested in
property, plant and equipment and therefore unavailable for spending.

Total liabilities and net assets

Total liabilities and net assets (equity) must always equal total assets.

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 BALANCE SHEET
ORGANIZATION NAME

As of ____________________________, 2009

2009 2008

ASSETS

Current assets

Unrestricted cash $_______ _______

Temporarily restricted cash $_______ _______

Accounts receivable $_______ _______

Pledges & grants receivable $_______ _______

Inventory $_______ _______

Prepaid expenses $_______ _______

Long-term or non-current assets

Property, plant & equipment $_______ _______

Includes:
Land
Buildings
Improvements
Equipment
Furniture
Automobile/vehicles

Long term pledges & $_______ _______

grants receivable

Endowment $_______ _______

Other assets

o 1. ___________________$_______
o 2. ___________________$_______
o 3. ___________________$_______
o 4. ___________________ $_______

TOTAL ASSETS $_______ _______

(must equal total liabilities and net assets / equity)

LIABILITIES

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 Current liabilities

Accounts payable $______ _______

Notes payable $______ _______

Interest payable $______ _______

Taxes payable $______ _______

Includes:
Federal payroll tax
Self-employment tax
Sales tax
Property tax

Prepaid grants or receipts $______ _______

Long-term or non-current liabilities

Notes payable $______ _______

Total liabilities $______ _______

NET ASSETS

Unrestricted, designated for:

Operations $______ _______

Reserve $______ _______

Endowment $______ _______

Property, plant & equipment $______ _______

Total unrestricted net assets $______ _______

Temporarily restricted net assets $______ _______

Permanently restricted net assets $______ _______

Total net assets $______ _______

TOTAL LIABILITIES and NET ASSETS $______ _______

(Total assets must equal total liabilities and net assets / equity)

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