Top 10 Thursday features 10 of the most interesting articles that I found the previous week. There is so much news and information available on the web – it’s difficult to read everything and stay up to date. As I read articles on the web – I’ll share some that I feel are important.
General Business:
Bookkeeping, Accounting, Payroll & Taxes:
- Misclassifying Workers as Independent Contractors Carries a Steep Price
- New Tax Provisions for 2012
- Where Do Payroll Taxes Go?
- Tax Relief and Health Care Acts Shape 2011 Returns
Construction:
- Defense Bill Includes at $400M for Colorado
- Allowances in Construction Contracts – Avoiding Misunderstandings and Disputes
Marketing & Social Media:
- The Power of Permission in Using Email Marketing
- Using Social Bookmarking to Improve Your SEO
- How Small-Business Owners Can Cast a Social Safety Net
Well, there’s our Top 10 most interesting articles for last week – do you have some interesting news that you’d like to share?
Change Orders are a fact of life that a contractor must deal with on just about every construction project that they are involved with.
Construction contracts start with an original bid amount for specific cost codes, phases of work, or line items. However, most construction contracts change as work proceeds; resulting in both increases and decreases or positive and negative change orders – which affect the original bid amount.
There are many ways in which people will handle Change Orders when using QuickBooks, such as just going to the original Estimate and changing the dollar amounts of the affected items. This is a “quick and easy fix”; however, it doesn’t leave a good documentation trail for what occurred on the project and can cause a lot of confusion.
Handling change orders that increase the value of the contract can be accomplished by:
- Editing the original Estimate and ADDING lines to the bottom indicating the cost codes and dollar amounts that are causing the increase.
- Creating a Sub-Job of the Job called Change Order 1 (2, 3, 4, ect.) and creating an estimate at the Sub-Job level to track just the cost codes involved in the change order.
Dealing with Negative Change Orders that reduce the original bid amount, is a bit more difficult – because QuickBooks will not allow you to create a Negative Invoice.
When you receive a negative change order that is LESS than the remaining balance on the contract, it’s a fairly easy process.
- Go to your QuickBooks Estimate, add a Change Order Item with no dollar amount – this provides a clear separation of the Original Contract amount.
- Below that add the Item that represents the reduction to the contract, enter the value as a negative amount, complete with the MINUS sign.
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When you are ready to prepare your next progress invoice:
- Bill the negative amount at 100%.
- Reduce the corresponding line item in the original contract section.
- Bill for any other line items that you need to.
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Or simply generate a zero dollar invoice to record the reduction.
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This method allows for a good documentation trail that everyone involved can easily see.
Every contractor, regardless of their business structure (sole proprietor, partnership, corporation) has to choose an overall method of accounting; before the first federal tax return is filed. Accounting methods include:
the cash method- the accrual method
- the accrual method which excludes retentions, and (possibly)
- a hybrid method(s)
Depending on the type, size, and length of the construction contract, there are various methods of accounting for long-term construction projects that are allowed – each method has its own advantages and disadvantages.
A contractor will need to select a specific long-term contract accounting methods – possibly with different methods for it’s exempt and non-exempt contracts – and also selects sub-treatments for the classification of contracts and the allocation of indirect costs.
In a nutshell, accounting for long-term contracts relates to the treatment method that is chosen; or that is required by the rules and regulations of the tax code, in order to account for income and cost recognition for long-term contracts.
10+ Methods of Accounting for Construction Contracts
| Method | Revenue Recognition | Cost Recognition |
|---|---|---|
| Cash | As payment is received | As expenses are paid, except for depreciation and capitalization rules. |
| Hybrid – (Part Cash/Part Accrual | Cash or accrual – depending upon the method selected | Could be cash or accrual. For example, the contractor could use the cash method for receipts and disbursements AND accrual for inventory and payables related to inventory. |
| Accrual | As billing invoices are issued | Based on economic performance regulations of §461(h) |
| Accrual Excluding Retention | Based on when billing invoices are issued OR billings minus retainage deferred under the contract. Recognition of retainages, once entitled to receive |
Based on economic performance regulations of §461(h) |
| Completed-Contract (CCM) | Billings or total contract price once contract is finished and accepted. See 1.460-4(d) for revenue recognition for disputed contracts |
Costs are deferred as incurred. Specific costs are outlined in 1.460-5(d). Once completed, costs are closed out to expense.SG&A costs are expensed as incurred.
See 1.460-4(d) for expense recognition for disputed contracts. |
| Exempt Percentage-of-Completion (EPCM) | Contract price (including change orders) multiplied by percent complete.Percent complete determined by various alternative methods, such as:
|
Based on economic performance regulations of §461(h).Costs determined by 1.460-5(d).
All costs are expensed as incurred. |
| IRC §460(b)Percentage-of-Completion Method (PCM) | Revenues determined by only the cost-to-cost formula | Based on economic performance regulations of §461(h).Costs determined by 1.460-5(b).
All costs are expensed as incurred. |
| IRC §460(b)(3) Simplified Cost-to-Cost Method | Same formula as §460(b), except costs determined as outlined by §460(b)(4) or 1.460-5(c) | Based on economic performance regulations of §461(h).Job costs are direct material, direct labor and depreciation, amortization, and cost recovery on equipment directly used.
All costs are expensed as incurred. |
| Reg. 1.460-4(e), §460(a) Percentage-of-Completion/Capitalized-Cost Method (PCCM) | Use PCM formula as §460(b) with same type of costs for 70%, and use exempt contract method for the remaining 30%. | For 70%, same as the §460 PCM method, the balance of the contract is accounted for by the exempt-contract method. |
| IRC §460 10% Deferral Method | Same as §460(b) above, except that revenues and billings on all contracts with less than 10% complete, determined by the cost-to-cost formula, are deferred until greater than 10% complete. | Based on economic performance regulations of §461(h).All costs are expensed as incurred.
All costs on contracts less the 10% complete are not expensed as incurred, but rather are deferred in an account similar to an inventory account |
From the AGC SmartBrief Newsletter dated 1/12/09.
Contracts worth $4 billion for levee and drainage projects in New Orleans will be offered by the Army Corps of Engineers. “The 113 contracts for the hurricane and storm-damage risk-reduction system will be the largest number we award in any given year,” said Col. Gregory Gunter, operations officer for Task Force Hope. “It’s going to be a huge year.” Projects involve bringing structures up to 100-year flood levels, improving drainage and adding a new pumping station. The Web site, http://www.FedBizOps.gov, will advertise the contracts.
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