Notice On The State's Accounting, Etc.

Original Language Title: Bekendtgørelse om statens regnskabsvæsen mv.

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Overview (table of contents) Chapter 1 Chapter 2 Financial Services Financial Services purpose scope Chapter 3 Accounting Services Organization Chapter 4 System use Chapter 5 Ministerial-, business-and financial instructions Chapter 6 Accounting registration Chapter 7 Payment businesses Chapter 8 accountability Chapter 9 Storage of accounting material Chapter 10 Management tasks Chapter 11 a derogation from the rules of the Executive order on the entry into force of Chapter 12, etc.
The full text of the Decree on the State's accounting, etc.

Pursuant to § 3 of the law No. 131 of 28. March 1984 concerning the State's accounting, etc. Fixed: Chapter 1 Financial Services purpose section 1. Accounting system must contribute to a safe and effective financial management at all levels of State administration including freehold area, and should as far as possible be done digitally with the use of the fewest possible resources and maximum automation.

(2). Through the accounting system must be provided with the necessary information to use for the ongoing internal accounting follow-up, the periodic financial reporting and the preparation of annual State account. In addition, the accounting system contribute to the preparation of annual reports.

(3). Accounting system must contribute with information to the audit of the financial statements in accordance with applicable legislation.

Chapter 2 Accounting Services scope of section 2. The provisions on the State's accounting includes all State institutions, IE. departments, the underlying institutions, special funds, etc.., as well as self-governing institutions, which is recorded on the concession laws with an operating grant on an equal footing with the State institutions.

(2). The provisions also include State-funded independent institutions, which is recorded on the concession laws under concession type State-funded independent institution.

(3). The provisions shall also apply for self-governing institutions, associations, foundations, etc., whose accounts are covered by the State Accounting Act § 2, paragraph 2. Departments must inform the Danish Agency which institutions covered by State Accounting Act § 2, paragraph 2.

Chapter 3 Accounting Services Organization Definitions



§ 3. A company is the name for an administrative unit within a ministerial area, whose leadership is budgetary and accounting responsible for one or more main accounts on authorization to the minister the area within the laws and any common clauses in the Finance Bill.

(2). Self-governing institutions within the scope of § 2, paragraph 2, shall also be considered as enterprises.

§ 4. A financial institution is an leading organisation under a company with an independent responsibility for the execution of all or part of the company's tasks.

(2). As the accounting leading institutions are considered also self-governing institutions, etc., as covered by article 2, paragraph 2, and paragraph 3.

(3). A returning institution manages one or more posting circles/accounts.

§ 5. A posting circle is an accounting unit/balancing activity as well as on an ongoing basis in the accounting afslutningsmæssig respect.

The Ministry of finance



§ 6. The Ministry of Finance shall lay down rules on the State's accounting.

(2). The Danish agency responsible for the implementation of the rules on the State's accounting. All draft laws, decrees and circulars, which contain provisions on the State's accounting, shall be submitted to the Danish Agency for approval.

(3). The Danish agency responsible for the establishment of the State account after the Ministry of finance guidelines.

(4). The Danish Agency shall make liquidity available to the section 4, paragraph 1, specified accounting leading institutions.

(5). The Danish Agency has responsibility for the in section 11 (1) and (2) systems referred to as well as the related help systems.

(6). The Danish Agency has also discussed the overall responsibility for the planning and implementation of restructuring. areas of application of the Minister in section 11 (1) and (2) the said systems.

(7). To the finance agency is, pursuant to legislation, etc. filed a number of cross-cutting administrative and accounting tasks, as the Agency carries out on behalf of businesses, among other things. securities management, warranty management and lending business.

Ministries departments



§ 7. Ministries departments shall establish, in cooperation with the Danish Agency breakdown on companies within the Ministerial area.

(2). The departments shall organise accounting system within their areas, including shifts regarding the use of the region's Ministers in section 11 (2) of the aforementioned systems. The departments responsible for supervision of compliance with the rules on accounting and the State ensures the provision of the information referred to in paragraph 1.

(3). By the Organization of the accounting system should the departments ensure that businesses and returning institutions have such a size that they can implement a sound organisation of accounting system.

(4). If this is not possible, departments shall otherwise ensure that there can be implemented a sound organisation of accounting Administration possibly know that accounting functions are assembled in the accounting operations centers or handled by external operations centers.

(5). Departments must establish a ministerial instructions, see. sections 13-15.

Businesses



§ 8. Be incorporated in the companies of Economy Agency managed the consolidated system.

(2). Undertakings shall organise accounting services within their territory, including the area's breakdown on returning institutions.

(3). Establishments covered by article 3, paragraph 1, shall draw up a company's instructions, see. sections 16-19.

Accounting leading institutions



§ 9. Returning institutions with corresponding posting circles appear in the Danish Agency managed by the consolidated system.

(2). Returning institutions shall organise accounting system within their own territory, including the organisation of reporting none of the systems used and the control of it from the systems received material.

(3). The financial institutions must draw up a leading accounting instructions, see. §§ 20-23.

The Central Business register (CVR)



§ 10. Companies are recorded as a general rule, as businesses in the Central Business register (CVR).

(2). Exceptionally, returning institutions pursuant to section 4 shall be included as companies in REGISTRATION, when the directors of the company pursuant to section 3, under which the institutions are classified, is exercised by the Ministry's Department.

(3). For institutions that are covered by article 2, paragraph 1, shall be carried out in the CVR recording of the Danish Statistics Office, in consultation with the Danish Agency and Ministry Department.

(4). For institutions that are covered by article 2, paragraph 2, shall be made in the CVR recording of the Danish Commerce and companies Agency.

Chapter 4 System use section 11. Institutions covered by article 2, paragraph 1, are bound to apply it by the Danish Agency managed the consolidated system, see. Chapter 8.

(2). Institutions covered by article 2, paragraph 1, are also obliged to adhere to the basic systems of economy, payment and wage inequality, which is made available by the Finance Agency. The Danish Medicines Agency's basic economic systems is evidenced by the Ministry of finance, Economic Administrative Guidance (ØAV).

(3). Connecting to the in section 11 (1) and (2) the said systems is done by agreement with the Danish Agency.

(4). The use of other systems than those referred to in paragraph 2, requires the approval of the Ministry of finance. A permit requires that the concerned areas make use of a system that takes account of the information-, safety-, control-and temporal requirements at any time apply to the systems referred to in paragraph 2. A permit requires also that data can be exchanged by electronic means or otherwise with Finance Agency's systems. The Ministry of finance will inform national audit office about any approvals.

(5). Institutions that use complementary systems to support the digitization of the accounting system, to ensure that the supplementary system solution for constantly supports applicable state standards. The National Audit Office should be allowed to express their views before the commissioning of additional systems, where these have importance for the review.

§ 12. System application to institutions covered by section 2, paragraphs 2 and 3, shall be agreed between the concerned Ministry and Economic Agency. The National Audit Office shall be informed of such agreements.

(2). Self-governing institutions within the scope of article 2, paragraphs 2 and 3, are required to apply the Economics Agency's payment systems for the reception of reimbursement and payment of wages to the extent they use the SLS, but can also use payment systems for other payments.

Chapter 5 the Ministerial-, business-and financial instructions Ministerial instructions



§ 13. Each Ministry is required to prepare and update a ministerial instructions, describing minister area's business area and Division of companies, including the main accounts Inc. the concession laws common clauses falling within individual companies.

§ 14. The Ministerial instruction shall in addition contain: 1) A description of the Organization of the Ministerial area's overall financial management.
2) A description of when in the year must be approved interim accounts as well as a description of procedures around financial approval, see. section 36, including an indication of any formalised procedures for the performance of the Department's regulatory and control functions.

§ 15. The departmental management approved by ministerial instructions will be sent to the National Audit Office and businesses at the Ministerial area.

Company instructions



§ 16. Establishments covered by article 3, paragraph 1, shall draw up and update a company's instructions that describe the company's business area and Division accounting leading institutions, including the main accounts the company has responsibility for.

§ 17. The company is composed of several financial institutions, leading to enterprise script additionally contain: 1) a description of how your company's financial responsibility is divided between the individual accounting leading institutions under the company.

2) A description of the procedure for the company's concession statement and concession settlement in relation to the accounting leading institutions.

3) A description of when in the year must be approved interim accounts and the procedure for returning the institutions approval of interim accounts to the company.

4) A description of other relevant accounting procedures between the company and the accounting's leading institutions.

§ 18. Corporate script may also contain company-specific guidelines to the institutions on the preparation of returning the accounting instruction.

§ 19. Corporate instruction must be approved by the Department.

(2). The Department approved by the company's instructions to be sent to the National Audit Office and the company registered accounting leading institutions.

Accounting instructions



§ 20. Each financial institution shall prepare and maintain a leading accounting instructions.

§ 21. Accounting script must as a minimum include: 1) A description of the institution's missions and accounting organization, including which circles the institution manages the posting.

2) A description of the institution's accounting tasks including the institution's specific organisation and implementation of the Division of powers in relation to expenditure and revenue management, payment management, the accounting registration including registration of transactions, financial reporting, storage of accounting materials and management of assets and liabilities, etc.

3) A description of the institution's it usage in connection with accounts including a description of the recording of transactions, including how the material's accuracy is guaranteed a complete and accurate registration is guaranteed, as well as how automatically generated registrations made and a description of the storage of accounting data, including the methods used for storage, and how accounting data retrieved. Also describes general checks of the it application.

(2). Employees who are engaged in system development, programming, operational execution and monitoring of such products, must not carry out functions related to the registration and payment accounting businesses.

§ 22. It should be an annex to the accounting instruction appear on which employees are responsible for which accounting tasks in the institution.

(2). The annex is stored locally in the institution and is not subject to transmission obligation pursuant to section 23.

§ 23. The management of the institution approved accounting instructions will be sent to the company and to the National Audit Office for information.

Chapter 6 Accounting registration Organizing



§ 24. The returning institution accounting registration must be organised in such a way as to provide a separation between the accounting system for registration and payment. If this is not possible, must be recorded separate provisions to that effect in the financial script in order to ensure control of the payments otherwise, see. section 28.

The extent of the registration



§ 25. The records shall include instances of economic events that are relevant to, or a consequence of institution's activity. The economic events to be recorded accurately and as soon as possible after the events have occurred and a financial statement can take place.

(2). The records shall include as a minimum: 1) payment transactions in the form of deposits and withdrawals.

2) Revenue transactions in terms of operating income, fixed income and taxes and transfer income, etc.

3) expenditure operations in terms of operating expenses, fixed expenses and transfer expenses, etc.

4) depreciation of tangible and intangible assets.

5) write-down of fixed assets.

6) approach and consumption of warehouses to use for production.

7) approach and consumption of provisions.

8) Assets in the form of intangible, tangible and financial fixed assets and current assets, including assets which are not state resources, but if management and the presence of the State is responsible.

9) Liabilities in the form of non-current liabilities and short-term and long-term liabilities, including liabilities which are not state resources, but if management and the presence of the State is responsible.

10) undertakings which have the expense or income effect in a future fiscal year.

(3). Change in accounting practices and transfer of assets and liabilities between accounting leading institutions are recorded in accordance with detailed guidelines from the Danish Agency.

(4). Registrations must also demand include dispositions, etc., see. § 40.

Accrual



section 26. Costs and revenue from the supply of goods or services to or from the State, must be recorded, when delivery has taken place. In cases where expenditure and revenue not derived from the supply of goods or services, registration, as soon as the amount of the obligation can be measured, and at the latest at the time of payment.

(2). There are the following exceptions to paragraph 1:1) spending by subsidies are recorded at the time of submission of binding commitments.

2) Project revenues, etc., if the rightful up collecting contingent upon completion of a specified activity, income in step with spending holding to this activity.

3) depreciation of tangible and intangible assets are recorded systematically over the asset's useful life.

4) impairment of tangible fixed assets are recorded when a lasting value decrease of fixed asset's carrying amount is established.

5) approach and usage of inventory are recorded in accordance with inventory is consumed.

6) approach of non-current liabilities are recorded when a binding event occurred, and the commitment is probable, but the timing of the payment or amount is unknown. The regulation of provisions recorded, when the obligation be ascertained definitively. Consumption of provisions recorded, when the obligation be realized.

Organisation and documentation



§ 27. The accounting registration must be organised in such a way that all registrations can be followed for financial statements, accounting statements or set-ups to be produced for external use. The figures therein should be able to dissolve in the registrations, of which these are composite (transaction trail).

(2). Any registration shall be documented at Annex. By Annex shall mean any necessary documentation for transactions that are recorded in the posting, regardless of whether the documentation is available on an electronic media, microfilm, paper or other media. By external annex means documentation originating from other than the returning institution. Other annexes are considered internal. There are issued external annex, this shall be used. Annex shall indicate what is necessary in order to identify audit trail (i.e. prove the accuracy of registrations), including clearly specify the transaction date and amount.

(3). The records shall as far as possible, be made in the order in which the transactions are made. The records shall refer to the related annexes and contain information that makes it possible to determine the individual registration temporal location in posting.

(4). Annex, as a basis for registration must be approved by authorised persons.

(5). Corrected accounting material, both the original content as the content of the change clearly appear from the material.

(6). The accounting registration shall as far as possible take place automatically on the basis of electronically transmitted data. Recorded on background of electronically transmitted data, the returning institution documenting the individual transfer and its temporal location.

(7). The registration have to be organised and performed in such a way that the accounting data is not destroyed, disposed of or distorted, just as it must be guaranteed against errors and abuses.

(8). Registration must be done in accordance with appropriations laws and carried out in accordance with the State's chart of accounts (corporate chart of accounts).

(9). Institutions that do not use the systems Economy Agency makes available, see. § 11 (4) can register under an account level (institutional account plan) that uniquely refers to-and locally can be transformed into-State chart of accounts.

Chapter 7 Payment businesses Generally on payment transactions
section 28. Payment transactions must be organised in such a way as to provide a separation between the accounting system for registration and payment. If this is not possible, must be recorded separate provisions to that effect in the financial script in order to ensure control of the payments otherwise.

(2). There must, taking into account the size and frequency of payments carried out the necessary checks of both the basis for deposits and withdrawals as the actual execution thereof.

Payments via money transfers



section 29. Payments shall be made as far as possible, as transfers between bank accounts and in the form of electronic fund transfers.

(2). Payments from a financial institution to be drawn up and transmitted by electronic means leading, and payments to a financial institution must be received electronically by the institution leader.

Payment with debit cards



section 30. The Danish Agency lays down guidelines on the use of debit cards. Payment using debit cards can only be done in accordance with the requirements of these guidelines and shall be described in the institution's accounting instructions.

Cash payments



section 31. A financial institution may establish a leading institutional cash to perform cash payments, as it is not appropriate to phase out via transfers between bank accounts. Institution box can consist of cash and cash equivalents and deposits at financial institutions.

(2). Institution shall be limited to the amount strictly necessary, taking into account the institution's daily and uninterrupted operation. Institutional mailbox maximum amounts must be explained by the returning institution accounting instructions.

(3). It is the responsibility of the head of a leading institution by unannounced cash accounting inspection to ensure that the funds are present, and the overdraft operations are carried out properly.

(4). That can be required of any deposits of individuals or companies, etc.., which receive deposits or make payments on the State's behalf, or as in their custody has money or other values, which the State owns or is responsible for.

Value entry



section 32. Institutions that regularly receives value entry, should establish a control and registration of this record as part of the entry opening.

Chapter 8 General reporting requirements for financial reporting



section 33. Ministries, businesses and returning institutions are accountable in accordance with the rules at any time is determined by the Economy Agency, and financial reporting must be done in accordance with the principles which underlie the concession laws.

(2). The financial year following the financial year.

Accounting for financial institutions, businesses and leading minister areas



§ 34. Accounting records in accordance with article 25, paragraph 2, and any appropriations included per posting, in the Danish Agency managed by the business system.

(2). Returning institutions under which posting circle falls, on a monthly basis to confirm that the registrations in the business system is in accordance with the entries in the local finance system.

section 35. Registrations per posting circle gather monthly in the consolidated system to a financial statement for each financial institution, a leading company for each company and a financial statement for each minister area.

§ 36. Returning institutions must approve their annual accounts for enterprises. Companies in Enterprise instruction sets the detailed guidelines for the approval of interim accounts during the year as well as the detailed content of this authentication, see. § 17.

(2). Companies approve their annual accounts for the departments. The departments shall lay down in the Ministerial instruction the detailed guidelines for the approval of interim accounts during the year as well as the detailed content of this authentication, see. § 14.

(3). Departments approve the annual accounts of the region's Ministers of Economics and business administration and the National Audit Office. The Danish Agency shall draw up detailed guidelines for approval of interim accounts during the year as well as the detailed content of this approval.

(4). Departmental approval of their annual accounts is done via an accounting statement in which it reported: 1) for changes in accounting principles that has significance for the assessment of the financial statements for that fiscal year, 2) on the financial statements contain all the posting circles and partial returns, as minister responsible for the area, 3) about the consumption of appropriations has been calculated correctly, 4) on the assets and liabilities are calculated correctly and 5) about who within the area of Ministers established business processes and internal controls, as far as possible ensure that the transactions which are subject to the reporting, are in accordance with appropriations, laws and other regulations announced and with agreements made and customary practice.

(5). Accounting leading institutions and companies, which is serviced by the Danish Medicines Agency's Finance Service Center, Economy must make approval of their annual accounts in accordance with paragraphs 1 and 2, on the basis of the accounting statements as well as the servicecentrets Economy carried out internal controls.

section 37. As part of the discharge, it must be checked that the consumption of appropriations allotted as well as assets and liabilities are calculated correctly. Including assessed whether the consumption of appropriations seems reasonable, taking into account the activities of the past period, and of assets and liabilities has a reasonable size.

section 38. Self-governing institutions, etc., which are covered by section 2, paragraphs 2 and 3 are not subject to the provisions of §§ 34-37.

(2). Self-governing institutions, etc., which are covered by article 2, paragraph 3, must, as a minimum, the face of sponsoring State institution draw up annual accounts consisting of a balance sheet, an income statement, a statement of accounting policies, a statement of movements in equity, and notes.

(3). The financial statements pursuant to section 38, paragraph 2, shall be endorsed by the institution with a financial statement in which it is confirmed that the accounts are compiled correctly.

Annual reports



§ 39. Establishments covered by article 2, paragraphs 1 and 2 shall draw up an annual report after the finance agency issued guidelines. The annual report should provide a comprehensive, complete and reliable picture of the individual business and professional results.

(2). The departments responsible for the transmission of annual reports for establishments covered by article 2, paragraph 1, to the Ministry of finance, national audit office and the Folketing Finance Committee. The Danish Agency establishes the detailed return date.

(3). The annual report consists of the following elements: 1) account.

2) report goals.

3) financial reporting.

4) Endorsement.

(4). The annual report shall be endorsed by the company management and for establishments covered by article 2, paragraph 1, also of the line Ministry's Department. With endorsement expressed: 1) to the annual report are correct, IE. that the annual report does not contain any essential misstatements or omissions, including the målopstillingen and målrapporteringen in the annual report is adequate, 2) to the transactions which are subject to the reporting, are in accordance with appropriations, laws and other regulations announced as well as agreements concluded and usual practice with, and (3)) to established business processes, ensuring a proper management of the financial resources and in the operation of the institutions covered by the annual report.

(5). For establishments covered by article 2, paragraph 1, shall also include the accountancy annual report explanations for use for the National Audit Office authorization control. The National Audit Office may, in addition, obtain the necessary information, etc. for use by årsrevisionen.

(6). Departments must prepare an annual report that, as a minimum, contain an endorsement and the financial reporting, accounting explanations for use for the National Audit Office authorization control.

The outline accounts and internal accounts



§ 40. Returning institutions should draw up the outline accounts comprehensive agreements and commitments, which later leads to revenue or expenditure in current or upcoming fiscal year.

§ 41. Returning institutions must also draw up internal accounts as needed with information on how the institution's revenue, expenses, and costs, etc. are distributed at URf.eks. purpose, place, product, activity, etc.

(2). The internal accounts must be able to serve as a basis for the lighting of, what the individual activities and services costs or expected to cost, among other things. for the preparation of cost distributions, as well as the factors influencing the consumption of resources for production. The internal accounts must also be able to serve as a basis for the preparation of the annual report.

State account



§ 42. Financial information in accordance with approved financial statements, see. § § 34-37, included in the finance agency's compilation of the State account.

(2). Ministries and institutions must, in so far as Economic agency determines it, provide additional financial material to use for presenting the State account, including such notes and summaries of the governmental activity, that are necessary for the company's proper understanding.

Chapter 9 Storage of accounting material section 43. As the accounting material shall be considered: 1) Registrations, including the transaction trail.

2) Annex and other documentation and information, incidentally, which is necessary for audit trail.
3) Accounts, accounting statements or set-ups.

4) Instructions, including descriptions of posting, agreements on electronic data interchange, and descriptions of the systems to store and forward find stored accounting material.

5) audit observations and reports.

§ 44. The institution shall keep accounting material safely for 5 years from the end of the fiscal year, the material relates, unless a longer period is evidenced by other provisions. Storage must be done in a way that in the entire retention period allows for an independent and unique retrieval of the relevant accounting literature.

(2). Accounting data is stored on electronic media, microfilm or any other similar way, without processing, calculations or adjustments could be printed in plain type.

(3). Issued or received electronic annex to be used for accounting shall be kept in their original form and format. Storage must be done in such a way that the requirements as to authenticity and integrity are respected and how that data is not lost in whole or in part as a result of errors, crashes or other disruption, regardless of whether the data is stored in the registered company or with a third party.

(4). Paper documents converted into electronic form for the purposes of storage on electronic media, microfiche or similar, can be destroyed.

§ 45. Accounting data should be stored in this country, without prejudice. However, paragraph 2-3.

(2). Accounting data relating to the institution's activity in this country can for the current and previous month kept abroad.

(3). Internal and external documents relating to the institution's activities abroad may be kept in that country throughout the retention period. Moreover, accounting material for the institution's activities abroad may be kept in the country for this and the previous three months.

Chapter 10 Managing tasks management of expenditure and revenue



§ 46. Returning institutions must make a sound management of costs and revenues. Business processes and internal controls relating thereto shall be laid down in the accounting instruction, taking into account the materiality and risk.

(2). The management of expenses and revenues include availability and approval of expense/revenue annex. Also includes the management of revenue collection/printing of account in respect of taxes and charges, etc. and customer management.

(3). Coverage includes the conclusion of agreements, purchase of goods and services, etc., that results in or may result in expenses or income for the financial institution leaders. The disposition must be approved by an authorized person in accordance with the appropriations allotted, and taking into account the guidelines of the Ministry of finance. The Ministry of finance may require reported volume of made transactions of a given species.

(4). Approval of the expenditure and revenue annex, annex, material and financial content, in which connection must be controlled, that the goods referred to in the annex, services, etc. is supplied, and that the annex is correct. The absence of a direct quid pro quo, that at the time of acceptance of the basis for the cost/revenue is correct and that the established working methods and procedures are followed, and that the annex is correct.

Management of values and obligations



§ 47. Returning institutions must make a sound management of the carrying amount of assets and liabilities, as well as other values and obligations that the institution has at its disposal.

(2). Returning institutions must continually balance the accounting records of assets and liabilities including cash and liquid stocks.

(3). Returning institutions should maintain separate inventories of major assets and liabilities for accounting as well as other essential values and obligations where such specifications are not reflected in the accounting registration or the institution's fixed asset book.

(4). Returning institutions should periodically monitor the accounting assets and other values are present, and that there is a reasonable use of these.

Scholarship Management



section 48. The fortunes belonging to the scholarships, administered by State institutions in accordance with the Charter, must be managed independently of the State's assets and at no cost to the State.

Management of other non-governmental assets or liabilities



§ 49. State institutions that manage non-governmental assets or liabilities shall be able to separate the governmental and non-governmental resources in your company. Management of non-General government assets or liabilities requires separate legal basis in the law, unless granted a waiver to do so from the Ministry of finance.

(2). Cash and cash equivalents to be inserted into an account in it of the Danish Agency managed payment system or with a financial institution. These funds are not included in the statement of the institution's coffers. Securities shall be placed in an open depot with a financial institution or other comforting way.

Chapter 11 a derogation from the rules of § 50 of the Executive order. Derogations from the rules of the Executive order can only be done on the instructions or permission from the Ministry of finance.

Chapter 12 entry into force, etc.

§ 51. The notice shall enter into force on the 2. February 2011 and shall take effect from the 1. January 2011.

(2). At the same time repealed Executive Order No. 1693 by 19. December 2006 on the State's accounting, etc.

The Ministry of finance, the 27. January 2011 Claus Hjort Frederiksen/Charlotte Münter