EMPLOYEE RECEIVABLE ACCOUNT NAME ACCOUNT # Employee Receivable- used when an employee is reimbursing the company
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1 CHART OF ACCOUNTS EMPLOYEE RECEIVABLE Employee Receivable- used when an employee is reimbursing the company ALL INCLUSIVE/CORPORATE APT INCOME/EXPENSES All Inclusive/Corporate Premium Income Furniture Rental Income All Inclusive/Corporate Apt Electricity Corporate Accessories Corporate Cleaning Corporate Furniture Rental Corporate Telephone CABLE AND INTERNET INCOME/EXPENSES Cable TV Income High Speed Internet Income Cable TV Services - bulk cable, corporate cable and all inclusive cable Cable TV Repairs & Supplies High Speed Internet Services - bulk internet, corporate internet and all inclusive internet High Speed Internet Repairs & Supplies WASHER/DRYER INCOME/EXPENSES Washer/Dryer Income Washer/Dryer Rental OTHER INCOME Accordance Fees fees collected for early termination of the lease agreement Admin-Redecorating Fees
2 Alarm/Remote Fees Fees for alarm systems or gate remote controllers Application Fees non-refundable one time fee charged to prospect for processing their application. Cable Reconnection Fee Income Carpet Cleaning Fees Carwash-income from on-site car wash operation Clubroom Rental rental of clubhouse or other facility Credit Card Fees Income - handling fee charged for credit card processing Fine/Violation Fee Income Garage Income Late Charges charges for late payment of rent Laundry Income income received from the use of common are laundry facility Maid Service Income revenue collected for housekeeping services other than corporate units. Legal Fees Income-resident reimbursement for eviction fees Month-to-Month Fees fees charged to residents who elect to reside on a month-tomonth basis NSF Fees charges on checks that have been returned for insufficient funds Pet Fees recurring pet rent and the non-refundable portion of the pet deposit or a nonrefundable pet fee Repair Reimbursement includes any payment by resident for damages to the grounds or apartment interior such as broken windows; including lock out charges. Short Term Lease Fees Storage Room Fees fees charged for rental of storage space Telephone Commission Transfer Fee one time fee charged for handling the transfer of a resident from one unit on-site to another unit on-site. Trash Pick-Up fees collected for door-to-door trash collection Video Rental/Late Charge-income collected for late fees or video replacement charges Vending Income income received from any vending source other than laundry facility, i.e. soft drinks, pay telephones, and snack machines MAINTENANCE AND REPAIRS Appliance Contract cost of contracted appliance repairs to include parts and labor Appliance Purchases - small appliances Ex. Ice makers, garbage disposals, countertop microwaves Appliance Supplies/Repairs Cost for parts and supplies for in-house repairs. Examples: hood vents and parts for dishwashers, stoves and refrigerators
3 Blinds cost of mini blinds that are not part of a capital rehab program Building Maintenance/Supplies includes maintenance materials used by on-site staff such as drywall, sheetrock, etc. Building Repairs minor repairs performed by outside contractors. Including counter top and tub repair. Carpet Repairs/Cleaning Carpet Water Extraction Cleaning Supplies cost of supplies for cleaning Clubhouse Supplies costs to maintain clubhouse facilities including paper products, signs and equipment specifically for clubhouse use. Laundry/dish soap, mats, fitness towels and washing of those towels. Common Area Expenses-minor supplies or repairs for laundry room, playground area and other common areas, geese control, repairs to security and access systems less than $500. (Use Pet Related Expenses for pet station bags, dog waste removal, and other pet related expenses.) Contract Cleaning vacant unit or public area cleaning Doors/Keys/Locks costs to repair or replace doors and locks, key fobs, including rekeying charges and supplies Electrical Supplies costs of supplies to maintain electrical system and fixtures [does not include purchase of light bulbs]. Electrical Contract electrical repairs performed by an outside contractor Elevator Maintenance/Repair Equipment Maintenance/Repair Extermination pest control services performed by contractor and supplies used on-site for extermination, including annual termite bonds. Fence/Gate Repairs minor repairs Fitness Equipment leasing or repair of fitness facility equipment Fire/Alarm/Sprinkler Equipment Service annual service and repair of alarm, sprinklers, and fire extinguishers. Monthly monitoring expenses. Backflow Inspections. Unit and clubhouse alarm repairs Fire/Alarm/Sprinkler Supplies - cost to replace alarms and fire extinguishers, batteries, etc. Fountain Repair Maintenance Glass/Screens repair and/or replacement of window/door screens and glass Golf Cart Repairs (see Vehicle Expense) Grounds Maintenance Contract monthly contract costs only Grounds Maintenance Supplies includes seed, fertilizer, seasonal flowers, mulch, mulch dying supplies, etc. Gas for blower/pressure washer. Grounds Maintenance and Repair Other repairs and/or replacement parts to irrigation systems. HVAC Supplies Heat-Air Conditioning Contract cost of contract repairs; including parts Insurance Rehabilitation cost and income associated with insurance claims EXP INC
4 Laundry Repairs repairs for laundry equipment owned by property and not under warranty from a service company. Lighting/Ceiling Fixtures costs of light fixtures and ceiling fans Light Bulbs Other Maintenance/Repair any expenses not specifically categorized. USE ONLY IF NO OTHER CATEGORY IS APPLICABLE. Pagers/Nextel s monthly service, purchase and/or rental including maintenance agreement fees. Paint - Exterior Supplies includes cost for supplies and materials used by on-site for painting exterior surfaces. Painting Exterior Contract exterior painting performed by an outside contractor; not part of a capital program. Paint - Interior Supplies includes cost of supplies and/or materials used by on-site for painting interior surfaces. Examples: paint, thinner, brushes, rollers, pans, etc Painting - Interior Contract interior painting performed by an outside contractor: not part of a capital program. Parking Lot Repairs/Supplies includes costs of labor and supplies used in repairing asphalt or concrete drives and parking lots: not part of a capital program Pet Related Expenses-costs related to common area upkeep (pet stations bags, dog waste removal services, etc.) and pet registration programs Playground Equipment cost of repair and/or maintenance of playground equipment Plumbing/Repair Supplies costs of maintaining and repairing all plumbing fixtures and equipment by on-site staff. Plumbing Contract plumbing repairs performed by an outside contractor: not part of a capital program. Pond/Dam Maintenance & Repair Pool Contract periodic contract maintenance or monitoring of the pool Pool Maintenance Supplies includes all costs associated with pool maintenance, supplies and chemicals. Pool Repairs costs to repair pools performed by an outside contractor; not part of a capital program. Pressure Wash/Gutter Clean Contract cost to pay an outside contractor to conduct routine breezeway pressure washing and gutter cleaning. Recycling Programs Retaining Wall Repairs cost of repair and/or maintenance of retaining walls Roofing Repairs includes only roofing repairs and supplies [not replacements] Safety Equipment Expense Sewer Grinder Pump Maintenance/Inspection Sidewalk Repairs includes cost of contractor labor and supplies used to repair concrete sidewalks, asphalt pathways and steps. Snow Removal/Supplies self-explanatory Snow Removal Contract Street Lights
5 Tennis Court Repairs Tools & Supplies- hammer, screwdriver, wrench, etc Trash Removal -Trash removal charges or any dumpster charges that may apply Trash Removal Income -Reimbursement by residents for trash removal service Uniforms cost of purchase or rental of property uniforms Vehicle Expense maintenance and repairs for property owned vehicles [i.e., trucks and golf carts], golf cart batteries Vending Expenses- costs to purchase drinks, snacks for on-site vending machines Wallpaper Contractor costs to install wallpaper performed by an outside contractor; not part of a capital program. Wallpaper Supplies includes costs of materials for wallpaper replacement PAYROLL Temporary Help-temporary contract labor ADVERTISING AND PROMOTION Billboard Gift Certificates Internet Advertising - Apts.com, Rentals.com, Apartmentfinder.com, property website, social media, etc Magazine Publications apartment guides and similar trade publications Marketing/Leasing Contract-fees incurred as a result of contract leasing/marketing Newsletters Newspaper Other Advertising-direct mailings, university directory, trade shows, housing fairs Printing & Photography business cards, brochures, postcards, letterhead paper, etc Promotional Items - mugs, pens, matches, etc Radio Public Relations cost for off-site marketing expenses, i.e. candy dishes, cookies, coffee, Muzak, water and cooler rental. Referral Fees to Business fees paid to realtors and apartment locators Referral Fees to Residents Renewal Incentives - gifts to renew leases
6 Resident Appreciation - parties, movie rental, move-in gifts, etc Signs and Banners - includes balloons/helium Television Yellow Pages OFFICE EXPENSES [ADMINISTRATIVE EXPENSE] Administrative pre-employment drug and background screening, employee ads Answering Service Charitable Contributions Court Costs/Legal Fees-the cost for eviction and resident related legal proceedings Computer Costs software and supply expenses. OneSite annual fee, Blue Moon annual software registration, Workzone, Call Tracker. Computer Maintenance repair and maintenance of computer hardware Credit Bureau cost to perform credit investigations. (OneSite Screening) Credit Card Fees - Visa annual fee Dues and Subscriptions professional growth publications, local apt association annual memberships, professional association dues Education & Training cost of courses for on-site personnel, annual Company Seminar, local apt. assoc. monthly fees (dinners, trade shows) Electronic Payment Processing Fees Employee Expenses Gas - gas as a travel expense Internet/Cable Service Providers - monthly expense for office, shop and common areas cable and/or internet. Licenses and Permits permits and licenses related to food, beverage, pool club operations and business privilege licenses. Meals & Entertainment employee lunches Mentor Training Expenses Miscellaneous Expenses Any office expenses not specific to a category. DO NOT USE UNLESS NO OTHER CATEGORY WILL APPLY! Office Equipment Rental charges for the rental or leasing of office equipment, including maintenance agreement fees. Office Supplies includes all general office supplies, leases purchased by Blue Moon software, parking permits, door tags Other Taxes Penalties/Finance Charges - late fees, fines and penalties charged from any vendor Postage all postage used in conjunction with property including Fed Ex, UPS
7 Professional Fees fees charged by consultants, which do not fall under a specific category: includes architects, landscape designers, etc. Sales and Use Tax Security Service cost of contract security service. (Security guard) Telephone Leasing Center phones as well as Kings III Travel reimbursement of travel expenses such as lodging and mileage (do not include gas or meals) UTILITIES Electricity/Common Area house lights, streetlights, office/clubhouse power, compactor power, model power. Electricity/Vacants electricity in vacant units only Gas cost of all natural or propane gas used on site Stormwater Charges Utility Connection Fees fees associated with the transfer of utility services from resident to management Utility Commission Fees Water & Sewer Water - Irrigation Water Billing Fees (Velocity) Water Testing Fees CAPITAL IMPROVEMENTS Appliances dishwashers, refrigerators, stoves, washer/dryer, water heaters, under cabinet microwaves. Building Improvements Building Exterior Repairs - exterior painting, exterior building lights, complete exterior building pressure washing Building Interior Repairs - interior electrical repairs, cabinets Carpet/Vinyl complete room replacements of carpet/vinyl. All flooring replacement Clubhouse/Common Areas site accessories such as benches, pet stations, bike racks (not to include furniture), security camera and access systems, audio visual equipment, televisions Clubhouse/Office Furnishings Computer Equipment/Software - purchase of new computer system or components Damage Related Expenses - property damage not reimbursed by insurance. Any repair or replacement due to damage. Repairs that do not extend the life of the item. Not an improvement or replacement whereas the item has reached it's useful life Decks & Patios -handrail replacement/addition Equipment includes major equipment purchases or start up maintenance supplies
8 Fence & Gates Fitness Center Golf Carts purchase of golf carts (not to include batteries) Green Building/Green Unit Retrofits - costs to retrofit common areas and/or entire unit(s) with energy saving fixtures or bulbs and/or water saving fixtures or fixture components Grills / Picnic tables HVAC Units - HVAC replacements, boiler replacements, compressors, coils Fire Monitoring, Alarm, Building Sprinkler Repairs- (includes fire panel replacement, major backflow repairs) Landscaping Improvements major addition to landscaping [not to include annuals or seasonal plants]. Includes lawn irrigation improvement and repair. Model Furnishings - includes purchase of furniture for corporates Paving/Parking installation and/or replacement of parking areas, speed bumps Playground/Rec Area Plumbing/Sewer Line Pool/Pool Deck Pool Furniture furniture purchased exclusively for the pool (bulk replacements) Post Construction Expense Roofing and Gutters - major repair and/or replacement of roofs, gutters or gutter guards Replacement Reserve Expense Start-up/Marketing misc marketing costs associated with the opening of a new property Signage addition or replacement of sign packages Termite Treatment Unit Marketing Upgrades - costs to significantly upgrade entire unit(s) with products/features that are different than the property's regular finish selection (may include upgraded flooring, light fixtures, plumbing fixtures, accent painting, plantation blinds, mirror framing) Website Design/Consulting Windows & Doors CORPORATE OFFICE OTHER INCOME/EXPENSE Interest Income interest collected on security deposit Other Income - Corporate/Cable Accounting Fees Bank Charges/Adjustments Legal Fees - Corporate Other Corporate Allocation
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