Financial Statement Sample – Expenditures

Item Budget Month Expended Year Expended Remaining % Remaining
Personnel
Salaries
FICA
Pension
Insurance
Work. Comp.
Cont. Educ.
Travel
Materials
Books
Magazines
Online Resources
Audio-Visual
Processing
Building
Heat
Electric
Supplies
Repairs
Insurance
Technology
Maintenance
Upgrades
Software
Other
Equipment
Library Sup
Office Sup
Board Exp.
Treas. Bond
Programs
Election Exp.
Legal Exp.
TOTAL

As with the sample income statement, the sample expenditures sheet lists some typical expenses for a small library. The list is not exhaustive, and some of the expenses will not apply to all libraries. For example, the “Treasurer's Bond” and “Election Expenses” listed under the “Other” category applies only to district libraries.

Similarly, the way the expenditures are categorized is just one of many ways that expenditures might be listed. In larger libraries, for example, expenditures may be listed by “program.” In this type of listing, expenses might be listed under such categories as “Adult Services,” “Children's Services,” “Technical Services,” “Bookmobiles,” and “Administration.”

The “Budget,” “Month Expended,” and “Year Expended” columns in the expenditures sheet correspond to the first three columns in the Income portion of the report. “Budget” shows how much the library expected to spend: “Month Expended” shows the amount expended this month: and “Year Expended” shows how much has been spent over the whole fiscal year.

The “Remaining” column shows how much the library can spend on each category and still remain within the budget. It is figured by subtracting the figures in the “Year Expended” column from the “Budget” column. The ”% Remaining” column is figured by dividing the budgeted figures into the amounts remaining for each expenditure item. Like the “% Received” in the Income report, this figure provides the board with a quick check of how actual expenditures are running against the expected expenditures listed in the budget.