What is the estimate of income and expenses of an HOA and how to punish if the partnership operates without an approved document? What is an estimate and why is it needed?

An important financial document in the work of a homeowners’ association is a well-written estimate for the HOA. The form reflects the income and costs used for the operation and maintenance of a common house with several residential premises (Article 137 of the Housing Code of the Russian Federation). It is of interest, since each apartment depends on the condition of the entire high-rise building.

HOA estimate: what is it?

The HOA estimate reflects the movement of revenues and expenditure of targeted funds. The document serves as the basis for justifying the amount of contributions and payments of society members, calculating the annual budget, and the legality of specific expenses. His absence violates Art. 148 Housing Code of the Russian Federation.

Partnerships independently develop the form and record it in the statutory documentation. The annual budget is calculated in advance. Then it is approved at the general meeting of participants. The drawn up plan is subject to financing during the next reporting period.

The HOA's cost estimate is of primary importance. The form records funds spent for specific purposes:

• modernization, maintenance of proper condition of property;
• expenses planned by the company's Charter;
• replenishment of the reserve fund;
• reconstruction of individual parts, the whole house.

When is an HOA estimate necessary?

If the activities of the partnership are limited by the Charter, the source of funds is contributions from the owners of the premises. There is no need to create an estimate of HOA income. Financial receipts are determined by the amount of expenses.

When budget subsidies are present, agreed upon business practice, a sample estimate of income and expenses of the HOA is subject to approval. As profits exceed costs, the owners' investments are reduced.

The state of the partnership's economic activity is determined by conducting an analysis. Accounting data on actual expenses are compared with expenses regulated by the cost estimate for the year, as a normative document. This reveals the presence of overspent funds. The costs incurred are reviewed again and those that can be avoided are eliminated.

The document helps to avoid misunderstandings between participants. For each budget item there are supporting payment documents proving the validity of the payments made.

How to prepare an estimate of income and expenses of an HOA

The board of the company is developing an individual form of the form “Estimate of income and expenses of the HOA.” The format is convenient for filling out and recording reporting activities.

Three documents are generated:

1. Consolidated. Reflects expenses for modernization or reconstruction of the building and ancillary premises.
2. Object. Data is entered one unit at a time.
3. Local. Contains information about the restoration of a separate part of the house and the surrounding area.

Items in the HOA estimate template move from simple to complex. On one line with the amount, the source of receipt or the addressee for transferring funds is indicated.

Initial data:

• HOA budget for the year for previous periods and its implementation;
• the balance of material reserves for repairs and maintenance of property;
• average cost of maintenance and management of housing stock;
• level of price fluctuations;
• cash remaining from last year;
• technical characteristics of the premises being used (functional purpose, area, number of floors).

Sources of income:

• participant payments;
• profit from business activities;
• government funding.

The approximate expenditure part is formed from the following:

• purchase of stationery;
• issuing wages to administrative and managerial personnel;
• payment of taxes;
• maintenance, repair, property maintenance;
• carrying out disinfection, deratization;
• insurance payment.

Additional expenses and the reserve fund of the HOA

Additionally, if necessary, expenses unrelated to the maintenance of common property are included, with the general consent of the owners. This sample estimate of HOA expenses does not contradict Art. 145 Housing Code of the Russian Federation.

If actual expenses exceed those planned according to the document. The board of the partnership prepares corrective figures and convenes an extraordinary meeting of participants. New amounts are approved by unanimous vote.

Forming a reserve fund helps avoid misunderstandings. The right is secured by Art. 151 Housing Code of the Russian Federation. For the changes to take effect, two conditions must be met:

• the decision to create an additional asset is made at a meeting of the partnership;
• financing of statutory purposes is carried out.

Contributions from owners used to create a reserve fund are not considered earmarked. They are included in the HOA income estimate, sample, regardless of the chosen taxation system (Article 251 and Article 346.15 of the Tax Code of the Russian Federation).

At the end of the reporting period, a verification commission is created that evaluates the implementation of the document (Article 150 of the RF Housing Code). The prepared report is certified at the general meeting of the partnership participants (Article 145 of the Housing Code of the Russian Federation).

HOA is a non-profit organization, the expenses and income of which can realistically be planned. Such companies do not have the right to engage in commercial activities (although it is possible to rent out empty non-residential premises and provide services to the population); their functions are not to receive and increase profits, but to maintain the housing stock.

But for normal life, the partnership also requires funds; without them, it is impossible to pay salaries to employees or pay off energy suppliers - gas, heat, water, electricity.

To carry out repairs to networks and housing, financial investments are also needed: without this it will not be possible to purchase shut-off valves, pipes, spare parts, building materials, etc.

HOA income is the funds that go to the partnership account, and the main types of income include:

• membership and entrance fees;
• budget transfers (subsidies, subsidies for repairs, etc.);
• payment by owners of operating costs for housing;
• funds from charity, etc.

In an HOA, expenses are usually represented by the following types of expenses:

1. maintenance and repair of ODI MKD;
2. expenses for major repairs and reconstruction;
3. deductions, fund contributions;
4. other expenses for purposes not provided for by law and the HOA Charter.

It is important to understand that payments by residents for “utilities” should not be counted towards the income side of the HOA if payments are made directly to resource suppliers - gas, water, electricity, heat. If they pay for energy resources through the partnership’s accounts, then these receipts should be included in income, and those fees that will come from the partnership should be recorded as expenses.

Attention! If there are vacant premises that can be rented out, then the tenants’ payments are included in the income portion, but these funds are not allowed to be spent on bonuses and other payments to employees; this money can be used for repairs, the purchase of equipment, etc.

Article 346.15. Procedure for determining income

1. When determining the object of taxation, income determined in the manner established by paragraphs 1 and 2 of Article 248 of this Code is taken into account. When determining the object of taxation, the following are not taken into account:
   • income specified in Article 251 of this Code;
   • income of an organization subject to corporate income tax at the tax rates provided for in paragraphs 1.6, 3 and 4 of Article 284 of Chapter 25 of this Code;
   • income of an individual entrepreneur, subject to personal income tax at the tax rates provided for in paragraphs 2, 4 and 5 of Article 224 of this Code, in the manner established by Chapter 23 of this Code.
2. Lost power. — Federal Law of July 21, 2005 N 101-FZ.

Payments by residents who have not joined the HOA for repairs and maintenance of apartment buildings will not be considered preferential revenues and are subject to “simplified” taxation, as stated in Letter of the Ministry of Finance of the Russian Federation dated December 30, 2011 N 03-11-06/2/188.

The same fate befalls the following contributions from HOA members:

• introductory, as well as share;
• deductions for repairs;
• on the cap. repair.

This money from HOA members is not taxed under the simplified tax system.

Donations

It's important to know that any donations from HOA members, as stated in paragraphs. 1 item 2 art. 251 Tax Code of the Russian Federation, are not subject to taxation according to the simplified tax system. When services or work are performed by a legal entity or individual entrepreneur for a HOA on a free basis, the cost of this work is also not included in taxable income, as stated in paragraphs. 1 item 2 art. 251 Tax Code of the Russian Federation.

Payment for housing and utilities

Such payments, according to Letter of the Ministry of Finance of the Russian Federation dated October 5, 2011 N 03-11-06/2/136, are subject to taxation according to the simplified tax system as non-targeted.

However, judicial practice shows that this opinion can be challenged based on the following arguments: “payment for utilities” passes through transit, without creating an economic benefit, and therefore is not subject to taxation.

Taxes on utility bills amount to huge sums, and if they are regarded as targeted payments and these taxes are not paid, then you can suffer greatly. You must pay tax according to the simplified tax system, but not on the full cost of the communal apartment, but on the difference that is deposited in the accounts of the HOA after settlements with energy suppliers.

What is a profit/cost estimate and why is it needed?

The estimate of income and expenses of the HOA is a financial plan for the partnership for the next period - a year, half a year. This document allows you to visually plan the injection of funds by item and monitor the progress of its implementation. Spending is allowed only within the limits and according to the items provided for in the estimate.

In fact, HOA estimate – a simplified version of the enterprise’s business plan. This document is necessary not only for the HOA Board, but also for the residents themselves, as it allows active members of the association to monitor compliance with the estimate. Following the results of the reporting period, the community board is obliged to report to the owners on the progress of the implementation of the estimate.

How to compose it correctly?

The clarity of the estimate is made by its design in the form of a table. The source data must be reliable, otherwise the document a priori becomes fictitious. It is also important to take into account the exact number of beneficiaries by category. Without an experienced economist or accountant, it is impossible to correctly group payments of the past period and analyze estimates for several past years.

Inflationary processes cannot be discounted: ignoring the fact that prices for services, materials, and energy resources are becoming more expensive will lead to a shortage of income - it will simply not be enough, and you will have to explain yourself for exceeding the estimated figures.

Correct initial data, accurate forecast of expenses - a guarantee of correct budgeting.

Initial data for budget planning

First of all, when drawing up an estimate, the budget of the previous 1-3 years, as well as the execution by item, is taken into account. The technical parameters of apartment buildings remain unchanged - number of floors, area, but are entirely subject to changes in the ratio between residential and non-residential premises due to transfer from one category to another. Both the number of residents and their rights to housing benefits are changing.

The following initial data are also taken into account:

• balance of financial reserves;
• stocks of material resources;
• inflation indicators;
• planned revenues from the state budget for the repair of common property;
• approximate salary amounts for staff and board staff;
• cost of maintenance services for apartment buildings, etc.

Attention! You should always include in the estimate a certain amount for unforeseen expenses, the amount of which will help you navigate the real figures of expenses for this item for previous periods. This is money that will come in handy in case of accidents and other unplanned problems that require urgent solutions and spending money.

Document structure

Each type of expense can be deciphered. Thus, the maintenance and repair of ODI consists of the following expenses:

1. administrative(staff salaries with accruals, communications fees, office expenses, utilities for the premises of the HOA office, etc.);
2. maintenance, maintenance and repair– on our own or by contractors, including the purchase of materials, and payment for elevators, etc.;
3. insurance, taxes.

The more detailed the structure of expenses is deciphered, the fewer questions the tax authorities will have.

Special bank services Do the accounts belong here?

Special bank services account is included in the expense item for HOA services? The fact is that the partnership has a bank account and has the right to apply for a loan. But to accumulate funds for cap. repairs HOAs must necessarily open a special service. an account for which maintenance services are charged to the costs of HOA services.

this is a right, not an obligation (clause 2, clause 1, article 137 of the RF Housing Code). Without an estimate, the partnership will not be able to seek repayment of debts from defaulters through the court. How to punish if they work without an approved estimate? There is no provision for punishment of the HOA for lack of income/expense estimates.

It is much easier for the accountant and the Board to work with the estimate in the HOA; moreover, this document can be adjusted. A partnership with an approved estimate will always be able to justify its expenses, as well as the correctness of paying taxes. A competent chief accountant will certainly convince the Board of the need for a financial plan, which is the estimate of income and expenses of the HOA.

Often the reason that a house is not in the best condition is wrong choice of management organization.

Today, the legislation of our country knows many organizational and legal forms of management organizations. The most common forms are management company and.

Management Company is a clearly structured organization that carries out house maintenance activities in the interests of the owners.

But the owners are in no hurry to trust this organization and there are a number of reasons for this.

The first of them is the fact that the management company none of the owners is included. This means that in most cases, employees of the management organization will carry out their activities for the sake of monetary enrichment, and not in the interests of the owners.

WITH homeowners association things are different. Since it includes other owners living in this building, it is likely that their main goal will be to carry out the functions of managing an apartment building, which means that the activities of such an organization will be more effective.

Report on the implementation of the estimate of income and expenses of the HOA.

Read about the pros and cons of creating an HOA.

Profit

What is included in income and where does it come from?

The management organization can not only spend funds, but also get a profit.

Many owners do not know that partnerships can make a profit and thereby replenish the budget.

But, unfortunately, sometimes income is hidden and distributed between. To prevent this from happening, it is necessary to carefully monitor the estimates compiled and compare them with the actual situation in the partnership’s accounts.

How can you earn money? governing body:

One way or another, all the income given here must be reflected in the documents that the board must be provided to the owners of the premises for consideration.

Spending

What are the funds spent on? Funds can be spent on completely different needs. Let's consider main ways of distributing funds:

Read about the types of HOA services in.

Necessity

What is an estimate and why is it needed? She reflects in detail the financial life of the partnership.

In case of financial problems, when there is a shortage of funds, the analysis allows you to consider which expenses are necessary and which can be avoided.

Moreover, it is a document reporting and if the homeowners demand any explanations regarding certain expenses, then the board can report to the residents by providing the relevant documents for each item.

Let us remind you that what is written in the estimate must strictly correspond to any payment documents.

Is the HOA obligated to maintain it?

What laws govern it? In accordance with Article 3 of the Federal Law on Non-Profit Organizations, HOAs obliged to keep estimates.

This need arises so that residents do not feel deceived or doubt something.

In addition, the housing code obliges members of the partnership to report on their expenses due to the fact that the meeting is main governing body partnership.

The lines of income and expenses, which are considered separate items, must be different from each other. In addition, the structure must indicate other sources of income.

How to compose it correctly? The paper is drawn up on an A4 sheet, mostly in printed text. In addition, it is necessary to indicate the estimate for one specific period. If reporting is submitted once a year, prepare for a year, if once a quarter - then for three months.

The estimate must contain a name and be compiled in table form. In addition, at the very end there should be signatures of officials, who compiled this document and were also related to the expenditure of funds from the partnership.

How can I fix errors?

When drafting a document often make mistakes of various kinds.

If we are talking about grammatical errors, they should be corrected by retyping the text.

If we are talking about errors in the names of expense items, then it is necessary initially consult with appropriate specialists in economics before making a table.

Remember that if you find any flaws, the paper may be sent back.

Now that you know what an estimate is, how it is compiled and exactly how it should be presented to the owners, you you can safely demand strict accountability from your homeowners association in the form of an estimate in order to control the movement of all funds.

Having studied the estimate of your partnership, you will be able to make your own adjustments and suggestions regarding spending, and you will also be able to determine whether the partnership is taking your money with full responsibility, or, on the contrary, is wasting money in a way that is not the most pleasant and convenient for you, while pocketing some amount.

Control the activities of your management organization and then your home will look great.

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Income can include the following receipts to the partnership account (clause 2 of Art.):

• entrance fees, the amount of which is fixed in the organization’s Charter;
• obligatory payments;
• results from business activities - rent for renting premises in basements or ground floors, providing emergency plumbing services to the population, construction of premises, etc.;
• assistance under subsidies for programs aimed at modernizing utility networks and introducing innovations for the overhaul of apartment buildings;
• contributions to your own fund, which can be organized with the approval of the homeowners (charitable contributions).

It turns out that an HOA is not prohibited from having additional income (clause 3 of Article 152 of the RF Housing Code), which can be spent on other purposes of the partnership’s activities, if such fall under the regulations of Chapter. 14 of the Housing Code of the Russian Federation and the charter of the HOA.

What is an estimate and why is it needed?

Such a document is needed not only by the HOA board, but also by it is important for the owners themselves to study and control. Estimate is a summary table that allows you to:

• formulate the partnership’s budget for the coming year;
• justify the collection of payments from residents;
• track incoming and outgoing funds;
• draw up a correct report on the movement of finances for their intended use.

If such a document is not drawn up annually in the HOA, this is considered an illegal action of the board (Part 3 of Art.), although, according to other instructions (Clause 2, Clause 1, Article 137 of the Housing Code of the Russian Federation), this is.

The reporting meeting on the results of the partnership’s activities over the past year cannot be organized as it should if there is no estimate: premises owners will not receive clear explanations, where and how much funds were received and spent in comparison with the plan, that is, the estimate, if there is none.

How to compose it correctly?

The estimate “income minus expenses” should be summarized in a table for ease of use - to clearly compare the income and expenditure parts for the same items.

The information entered in the document must be reliable– carryover balances of funds and materials from the end of the year, the number of premises and residents in them, and other data must correspond to reality.

Initial data when drawing up a budget

In addition to the list of payments and planned figures for the current year, The HOA estimate must also include the following data:

• financial balance carried over from the previous period;
• to compare dynamics - the budget of previous years (1-3);
• technical characteristics of all real estate, number and area, number of floors, purpose of non-residential premises;
• number of beneficiaries;
• stability of budget subsidies and subsidies;
• inflation rate;
• planned salary level for management and service personnel;
• presence of carry-over material residues.

The estimate should be drawn up in such a way that it is convenient for the accountant to use. This document must be approved by the general meeting of owners by voting.

After the end of the year, the audit commission of the HOA must check the correctness of the reflection of income and expenditure parts according to the primary documents.

Report on the implementation of the budget provided for by the estimate, must also go through an approval process by the general meeting of owners included in the HOA, by voting (clause 8, clause 2, article).

Analysis of the implementation of the estimate makes it possible to see for which items there is a shortage of funds and for what reasons it was formed, as well as to track the misuse of money.

Document structure

To determine the amount for some lines, for example, roof repairs, etc., you need to draw up local estimates, the results of which will be the justification and confirmation of the specific amount. All such estimates must be attached to the financial document- cost estimate.

Estimate of income and expenses is not a dogma, it is constantly adjusted throughout the year. If there is a need for new payments or actual income, adjustments are made to the estimate.

Errors in compilation

What are the common mistakes when preparing cost estimates and how to correct them?

It is not so easy to immediately draw up a financial document for an HOA without errors; mistakes are often made in this matter, but they can be corrected.

Most often such defects occur:

• amounts are indicated without VAT;
• do not include expenses for payment of services to third parties involved in liquidation of an accident or other;
• amounts are indicated approximately, without proper calculation and justification, resulting in a shortage of funds or their balance, etc.

Sometimes mythical work and costs are entered in order to manipulate the total to a certain figure, but all this later becomes obvious and requires the convening of a meeting of the owners of the premises.

Records must be reliable, and errors can only be corrected if this must be done carefully and in compliance with the regulations, adopted for such cases, is to indicate the date of correction, the position of the person who made the correction, and to avoid smears.

The preparation of budget estimates should be approached seriously, having first prepared estimates for individual work, where necessary and possible.

Systematic and timely entry of reliable factual data will allow you to identify problems in a timely manner, and this requires the involvement of an accountant or economist who is attentive, competent and reasonable, then no checks and audits are scary.

You can learn about the estimated income and expenses of the HOA from the video:

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. The partnership can receive funds through:

Types of expenses

Each HOA has a number of mandatory expense items:

1. Settlements with the water supplier, the organization that provides water heating.
2. Payments to the electrical supplier.
3. Maintenance of community owned property.
4. Maintenance of local lands.
5. Current modernization, restoration of the technical condition of common property.
6. Purchase of consumables.
7. The needs of the HOA office (paper, office supplies, payment for hired employees, if any.
8. Taxes.

Possible and some additional costs:

• insurance;
• loans;
• legal costs.

Attention! If the HOA has not only internal, but also external financial income (subsidies, donations) and the object controlled by the management is in satisfactory technical condition, a prerequisite is created for reducing the amount of contributions of apartment owners.

Income and expenses under the simplified tax system

A homeowners' association is a non-profit organization with the right to carry out entrepreneurial activities, the profit from which is not intended to be divided between the organizers and members of the partnership.

That's why The community can make tax payments using a simplified scheme (STS).

To do this, you initially need to create a special ledger for recording target income/expenses, and not enter all funds transferred to the HOA accounts into the main ledger.

The income and expenses of the HOA under the simplified tax system for income include the previously specified list of cash receipts and expenses of the partnership. Even the absence of entrepreneurial activity on the part of the HOA does not relieve the partnership from taxpayer obligations that arise if the organization receives certain types of income.

The following income of HOAs entered into separate accounting books for income and expenses is not subject to taxation:

1. Funds transferred from HOA members for technical support for the condition of the house and repair work. They are classified as membership fees for internal needs and to ensure the statutory activities of the partnership.
2. Donations from individuals related to the HOA who wish to financially support community projects regarding any type of renovation of common property.
3. Free services from legal entities and individuals.

Income entered into the general ledger of incoming and outgoing funds that are subject to taxation:

1. Funds for technical support of the condition of the house and repair work from persons not related to the partnership.
2. Income from business activities.

Important! If all income of the HOA is recorded in a single book of funds, then tax will be levied on all funds received from the owners of the premises.

What is an estimate and why is it needed?

Estimates of income and expenses are documents designed to record a report on the movement of incoming or expended target funds.

The estimate records the movement of money intended for:

• maintaining the proper condition of common property and its modernization;
• major renovation of the house, its individual parts;
• saving to the organization's reserve fund;
• various needs of the HOA, voiced in its charter.

Based on the estimates, the annual budget of the HOA is calculated, the amount of contributions of members of the partnership, and payments of co-owners of property in the house are justified.

The estimate form is drawn up for each HOA individually. The approved format is recorded in the organization's statutory document. The absence of annual income and expense estimates for the HOA is a violation of Part 3 of Article 148 of the Housing Code of the Russian Federation.

How to compose it correctly?

The estimate can be in any form. The main thing is that its format is approved by the management of the HOA and approved as convenient for filling out and maintaining reporting activities.

There can be three types of estimates in an HOA:

1. Summary- reflects the costs of restoring or modernizing the entire building and its ancillary premises.
2. Object— information about the costs per room is entered into it.
3. Local- reflects information about the amount of costs for restoring a certain unit in a building or in the area adjacent to it.

Not a single amount indicated in the estimate should be written down without the addressee to whom it will be transferred or the source of receipt of funds.

Advice! In a situation where the partnership does not conduct business at all, there is no point in drawing up an income estimate, since the organization’s funds are determined by the cost estimate.

Initial data when drawing up a budget

When drawing up the HOA budget, take into account:

The expense report must reflect every movement of funds in connection with maintaining the technical condition of the house, its maintenance, cosmetic and major repairs of the common property of the residents of the house.

Reference! The HOA estimate includes all transfers of funds on behalf of the HOA and payments under the terms of contracts with home service providers.

Expenditure part

The expenditure part of the budget, that is, the cost estimate, consists of the following items:

Revenue part

The income portion of the HOA in the estimate is determined by the following revenues:

1. Contributions from residents in the form of payment for services.
2. Subsidies, compensation payments.
3. Sponsored translations.
4. Income from business activities.

Reference! The management of the HOA determines the amount of payments by subtracting from the amounts of annual expenses the total number of income funds (income minus expenses), from which the amount of tax deductions is first subtracted. The resulting number is divided by 12 and multiplied by the coefficient of the percentage of participation of the HOA member/participant.

The estimate must bear the certifying signatures of the HOA's chief accountant and director.

Cost estimate structure

Common mistakes and how to fix them?

Inexperienced accountants may allow approximate amounts to be indicated in estimates.

As a result, funds allocated for a specific purpose turn out to be redundant or, more often than not, insufficient to complete a specific task.

Often enough, When drawing up an estimate for an HOA, the following mistakes are made:

• inclusion in the cost estimate the cost of services provided to apartment owners;
• failure to include in the cost estimate payments to persons involved in the restoration of common property;
• recording amounts excluding VAT in reports;
• falsification of data in estimates to suit desired indicators (for example, to illegally receive subsidies);
• failure to include in the estimate part of the costs of transferring funds to the funds.

If errors are detected in the Accounting Books, corrections are made by the person making entries in it. Corrections should be carried out in accordance with the rules in force for such cases - be sure to indicate the time of completion, personal data and position of the person who made the corrections.

Important! If tax officials discover errors in the accounting books, they will fine both the organization itself and the person who made these errors.

When drawing up an estimate of income and expenses of an HOA, follow the rules that apply to accountants and accountants employed in other types of organizations:

1. Provide only valid information in the documentation.
2. Make records systematically and in a timely manner.
3. Only persons authorized for such work should make entries in the estimate.

According to Article 150 of the Housing Code of the Russian Federation, after the reporting period is completed, a special inspection commission is created in the HOA, which evaluates the implementation of the estimate. Based on the results of the inspection, a report is drawn up, which is announced and approved at the general meeting of the HOA participants.

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