NGO Accounting
All registered NGOs should maintain a system for recording and submitting all types of financial transactions made by them to implement projects and run their organisation.
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NGO Accounting Overview
An NGO (Non-Governmental Organization) exists to serve a social purpose, not to generate profit. NGO Accounting is the system used to record and report all financial transactions related to such activities. It involves selecting the right accounting method, staying compliant with tax laws, and accurately preparing financial statements. Since NGOs receive funds through donations and contributions without expecting returns, their accounting practices are tailored to reflect their mission-driven operations. Unlike for-profit entities, NGOs focus on keeping administrative costs low, so most of the funds go directly into social programs and services. They also enjoy tax exemptions, making their financial reporting requirements unique.
Key Financial Statements in NGO Accounting
• Statement of Financial Position • Statement of Activities • Statement of Functional Expenses
Methods of Accounting Used in NGOs
NGOs may adopt either of the following accounting methods: - Cash Accounting Method: Records income and expenses only when cash is exchanged. - Accrual Accounting Method: Records income and expenses when the transaction takes place, not when the cash is received or paid. This method offers more accurate and complete financial reporting.
Components of NGO Accounting
NGO accounting differs significantly from regular business accounting in the following ways: - Donations: Can be general (used for any purpose) or specific (used only for the donor-specified objective). - Program-Based Accounting: Separate accounting is done for each welfare program to track surplus or deficit. - Net Assets vs. Equity: NGOs don’t have shareholders, so instead of equity, the net assets are reported. - Statement of Activities: Replaces the profit and loss statement in for-profit firms. - Functional Expense Statement: Categorizes expenses by function and fund, showing transparency in fund usage.
Basis of NGO Accounting
NGO accounting is built upon specific foundational practices: - Based on historical accounting with periodic asset revaluation. - Accrual-based reporting for donations, grants, and revenues. - Grants and donations are treated as non-operating income and reported separately. - In-kind contributions are recognized through journal entries, supported by formal documents (agreements, MoUs, letters, etc.). - A standard documentation flow is followed: Expense → Voucher → Cash Book → Ledger → Trial Balance → Final Accounts.
Fund Accounting in NGOs
Fund accounting allows NGOs to organize and control donations based on restrictions: - Restricted Funds: Used only for designated projects. - Temporarily Restricted Funds: Can be used for specific purposes within a defined time frame. - Unrestricted Funds: Also called the Annual Fund, these can be used as needed by the organization.
Enables accurate tracking of program-specific expenditures
• Enables precise monitoring of expenditures related to specific programs, ensuring financial accountability and efficient use of resources.
Promotes transparency and builds trust with donors and regulators
• By maintaining clear and transparent financial records, NGO accounting fosters trust with donors, regulators, and stakeholders, demonstrating proper fund usage.
Encourages detailed reporting and resource optimization
• Detailed financial reporting allows NGOs to optimize resource allocation, making sure funds are used effectively for their intended purposes.
Higher risk of fraud due to complexity and dependency on internal controls
• Due to the complexity of financial systems and the dependency on internal controls, NGOs face a higher risk of fraud if proper safeguards are not in place.
Risk of incomplete reporting if grants or donations are not properly recorded
• If grants or donations are not properly recorded or tracked, there is a risk of incomplete or inaccurate reporting, leading to compliance issues or mismanagement of funds.
Listicles
Books and Documents Maintained by NGOs
- Cash/Bank vouchers and books
- Petty cash summary
- Journal vouchers and general ledger
- Fixed asset register
- Attendance register and grant budget documents
- Utilisation certificates
- Donation receipt records
- Advance payment and cancelled cheque registers
- Bank mandates, agreements, contracts, and bills
Key NGO Accounting Reports
- Budget: Annual planning document based on previous years and fundraising expectations.
- Statement of Financial Position: The NGO’s balance sheet, showing assets and liabilities.
- Statement of Activities: Tracks all revenue and expenses and net asset changes.
- Statement of Functional Expenses: Breaks down expenses by function—administration, programs, and fundraising.
- Statement of Cash Flows: Shows how cash is generated and used across operating, investing, and financing activities.
- Form 990: Annual tax return for tax-exempt NGOs to ensure legal compliance.
How Can DoStartup Help?
DoStartup has a dedicated team of accounting experts to manage your NGO’s financials professionally and in compliance with the law.
Choose a Plan – Get expert assistance tailored for your NGO.
Ask Your Questions – Clear any doubts with our professionals.
Eligibility Check – We ensure you meet all criteria before we begin.
Full Compliance Action – From data review to filings, we handle it all.
Delivery – Accurate reports, clear compliance, and complete peace of mind.