Wikimedia Belgium bewikimedia https://be.wikimedia.org/wiki/Wikimedia_Belgium MediaWiki 1.45.0-wmf.7 first-letter Media Special Talk User User talk Wikimedia Wikimedia talk File File talk MediaWiki MediaWiki talk Template Template talk Help Help talk Category Category talk TimedText TimedText talk Module Module talk Translations Translations talk 0 2519 28787 18503 2025-06-26T09:08:44Z Geertivp 171 legal rules 28787 wikitext text/x-wiki The '''Balance sheet''' is an important part of the yearly mandatory [[financial statements]]. It is the overview of the aggregated assets, debts, rights, and obligations of the enterprise (or association) at the end of the fiscal year (31^st December). It is to be evaluated together with the income and expenditure sheet. == Sources == * [[Bank statements]] (year-end saldo) &rArr; liquid assets *Late invoices (delayed projects; unsettled [[Account payable|account payables]]) *Loans *Unsettled [[Account receivable|account receivables]] *(unused) Foundation grants to be returned == Processing == * Calculated at, or shortly after the end of the [[fiscal year]] * Is part of the yearly mandatory [[financial statements]] * Needs to be approved by the [[general assembly]] * It needs to be registered at the [[Commercial Tribunal]] * Appendix to the yearly [[tax declaration]] * Used to calculate the [[taks tot vergoeding der successierechten]] (strange name!) == Rules == '''Caveat:''' * [[Accounts receivable]] must be aggregated under ''Schuldvorderingen'' and not under ''Andere rechten''. (They are assets, even if they have not yet been received.) * Unpaid invoices from [[Freelance|freelancers]] must be aggregated under ''Schulden tegenover leveranciers'' and not under ''Fiscale, salariële en sociale schulden''. (They are not employee pay slips, nor social contributions, nor pending taxes.) == Calculation and Validation == All calculations can be derived from the [[bank statements]]: <syntaxhighlight lang="text"> Balance = Assets - Debts Assets = Capital + Debtors Capital = Real estate + Investments + Savings + Bank saldi Depts = Unpaid invoices Assets of this year = Assets of previous year + Profit Profit = Income - Expense Income = Grants + Membership fees + Gifts + Outgoing invoices Expense = Invoices + Tax + Expense claims </syntaxhighlight> == Related ledger items == * [[Income and expense|Income and expenses]] * [[Bank statements]] * [[Expense claim|Expense claims]] == References == * VSDC review, nr. 200, maart-april 2022, p. 5 * VSDC review, nr. 201, juni-juli-augustus 2022, p. 4 [[Category:Legal admin]] i8orqjp1v5dct6eiyx1417e52n8icao 0 2998 28789 26353 2025-06-26T09:22:51Z Geertivp 171 legal requirements 28789 wikitext text/x-wiki {{logoright}} An '''expense account''' in the general ledger registers the details of all expenses and [[Incoming invoices|invoices]]. [[{{OrganizationName}}]] has a [[bank account]] to settle [[Invoice|invoices]] (both incoming and outgoing), [[Reimbursements|expenses]], incoming payments, [[membership fee]]s, and small donations (without [[fiscal certificate]]) from the [[general public]] or enterprises. == General ledger rules == Wikimedia Belgium doesn't have [[Bank card|bank cards]], nor [[Credit card|credit cards]]. We don't handle cash. All transactions are done via the [[bank account]], to have a proof of the transaction, and to avoid any abuse or discussions. Debit and credit payments are transferred separately for easy verification. For transparency reasons, we don't accept aggregated payments. At any time during the booking year, the expenses are reported through the [[general ledger]], the [[Bank account|bank account statements]], and finally the (yearly) [[financial statements]]. The [[Foundation grant]]s are administered on a separate [[Foundation account|Foundation bank account]], to keep the yearly WMF budget separate from the internal and third party transactions. === General ledger Expenses sheet === We maintain a spreadsheet with one line for each invoice or expense claim item. This way we are able to easily: # [[cost center|cost center reporting]]; # prepare the jaarrekening ([[Income and expense]] sheet). === Expenses documents and invoices === All documents about payments are stored below the '''Expenses''' map, year by year, and per ''booking reference number''. This way an easy reconciliation is possible, and the preparation of the [[Financial statements|jaarrekening]]. To create a new map, in [[Google Drive]], or [[Microsoft Explorer]], there is a menu in the top left corner: <code>New -> New folder</code>. == Booking reference number == For each payment we have a unique ''booking reference number''. This number matches exactly between the [[bank statements]] and the [[general ledger]]. Format: '''D2025-20''', this is a D followed by the fiscal year, a dash and a payment sequence number: * (repeated) [[incoming invoices]]: invoices are gathered in one map, per [[service provider]]: ** every invoice is stored as a PDF document ** every provider sends us 1-12 invoices per year ** the third party has its own ''invoice sequence number''; * [[Reimbursements|expense claims]]: ** expense claim items are numbered sequentially by date ** to monitor expenses by volunteer a pivot table is created ** for transport a [[Car allowance|separate pivot table is maintained]] (legal requirement). == Legal requirements == {| class="wikitable" align="right" |+Legal bank payment communication prefixes !Prefix !Usage |- |/A/ |Salaries |- | rowspan="2" |/B/ |Expense claims |- |Pensions |} === Mandatory Payment reference field prefix === As per the [[Belgian tax authority|Belgian tax authorities]] the [[free communication field]] of any type of expense payment must start with a '''/B/''' prefix for the tax authorities to be able to detect and investigate potential [[Fraud|fraudulent transactions]].<ref>VSDC Review 194, Jan-Feb 2021, p. 4 - Handleiding: Werken met vrijwilligers</ref> This is required for all types of [[Expense claim|expense claims]]: [[Volunteer allowance|volunteer allowances]], [[reimbursements]], and [[Vrijwilligersvergoeding|volunteer fees]]. For [[reimbursements]], volunteers have the obligation to register their receipts and invoices, which must reflect the real amounts. Expenses must be paid in the year in which the costs were incurred. Not adhering to those rules can have as consequences that the beneficiary has to pay social security and taxes on the expense claim amounts. It also exposes the organisation to fiscal fines. Example payment reference: '''/B/ D2025-10 Expenses 2nd quarter''' The ''D2025-10'' is the general ledger booking reference number, which is incremental within each calendar year. The /B/ prefix should not be used for special occasions like [[New Year gift|New Year gifts]], or e.g. prizes of a [[photo contest]]. Those payments are not legally considered as expense claims. === Car allowance === In Belgium, volunteers can [[Car allowance|drive a maximum of 2000 km per year]]. A [[Car allowance|pivot table]] is maintained for this purpose in the [[general ledger]]. == See also == * [[Expense claim|Expense claims]] * [[Bank account|Bank accounts]] * [[Financial reporting]] * [[Financial statements]] == Notes and References == * VSDC review, nr. 200, maart-april 2022, p. 5 * VSDC review, nr. 201, juni-juli-augustus 2022, p. 4 <references /> [[Category:Bank]] [[Category:Expense allowance]] [[Category:Financial admin]] [[Category:General ledger]] [[Category:Legal admin]] [[Category:Tax admin]] lilzs9si45hg67olje4b0fmbtpzelrj 0 3034 28788 17589 2025-06-26T09:20:36Z Geertivp 171 legal requirements 28788 wikitext text/x-wiki A '''cost center''' is a [[financial reporting]] building block. It is used in financial analysis to allocate expenses to one or more projects and/or business activities (or overhead functions like general administration). Every invoice or expense, or part of it, can be allocated to a project, that is supported by the expenses. If a resource is shared amongst projects, a pro-rata split can be made, as agreed by the organisation. == Legal requirements == It is required for the [[Financial statements|jaarrekening]], because we must legally aggregate the expenses by type: # "Goederen en diensten": invoices related to the ''achievement of the social objective'' (project and activity related) # "Bezoldigingen": employee pay slips # "Diensten en diverse goederen": invoices due to general administration (non project related invoices; except bank costs) # "Andere uitgaven": expense claims (all types), settled provisions, other costs (like bank costs) == See also == * [[Financial reporting]] [[Category:Expenses]] [[Category:Reporting]] mn50j34qtxcqgiz2s8uisi84tcw62zy