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									                                                                                                                           2009 CAFR Information




Form Name                             General Information

Due Date                              September 25, 2009

Applicable                            All organizations not receiving a financial statement audit from an independent CPA firm. Organizations receiving
Organizations                         independent audits could utilize this form to submit information, to SAO, supplemental to that included in their
                                      audited financial statements.

Submission                            E-MAIL the completed form to: SAO_Reporting@sao.ga.gov DO NOT SUBMIT PAPER COPY.
Requirements                          Please make sure file is named as follows - XXX_Form09_General Information.xls (where XXX is the
                                      organization's entity code number) .

Purpose of Form                       General Information is required from each organization for several reasons. Some examples of how this
                                      information may be used include:
                                           To prepare journal entries necessary to produce the CAFR financial statements on the appropriate basis of
                                           accounting;
                                           To compile note disclosures information not collected in in other specific forms;
                                           To complete the Statistical Section portion of the CAFR.

References
GASB/GAAP/APM

SAO Contact                           Kris Martins
                                      kmartins@sao.ga.gov
                                      404-463-1528

General Information                   The General Information Form is divided into four sections:

                                               •   Securities on Hand
                                               •   Materials, Supplies and Inventory
                                               •   Significant Commitments (General)
                                               •   Significant Commitments (Specific)
                                               •   Impairment of Assets
                                               •   Operating Indicators


Instructions                     SECURITIES ON HAND

  Section A.                          Enter the entity code number, organization name, preparer name and preparer's telephone number at the top of the
                                      sheet.

  Section B.
                                      External organizations doing business in, with or on behalf of the State, and who perform certain activities, are
                                      required by statute or contractual provisions to obtain and provide specific financial instruments to ensure the
                                      performance of those activities. In order to provide appropriate financial reporting, each applicable State
                                      organization must submit information on the amount of these financial instruments on hand at June 30th.

                                      If there are no securities on hand, select "not applicable" from the drop down box at the top of the form

     Column 1.                        Financial Instrument
                                      Enter the balance on June 30th for each type of financial instrument
                                        • Cash Bond
                                        • Surety Bond
                                        • Escrow Deposit
                                        • Securities Deposit
                                        • Other
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                                                                                                                              2009 CAFR Information




Form Name                            General Information

Due Date                             September 25, 2009


    Column 2.                        Provided on behalf of
                                     Financial instruments are provided on behalf of the external organization(s) performing the activity. Typically, the
                                     financial instrument is provided through a third party or it may be provided by retaining a percentage of payments.
                                        • Enter the name of the external organization(s) by financial instrument type.

    Column 3.                        Reason Obtained
                                      Financial instruments are obtained by external organizations due to statutes or contractual provisions for specific
                                      reasons.
                                        • Enter the reasons why obtained by financial type.

    Column 4.                        Recorded in General Ledger
                                     Financial instruments may or may not be recorded in the general ledger.
                                     • Select "Yes" or "No" from the drop down box

    Column 5.                        List Account in General Ledger (if applicable)
                                          • If "Yes" is selected in column (4), enter the general ledger account number(s).

    Column 6.                        Cash on hand in the form of:
                                     For any balances in Cash Bonds, select one of the following types from the drop down box:
                                       • Certificates of Deposit
                                       • Letter of Credit
                                       • Money Order
                                       • Cashier's Check

    Column 7.                        Description of Other:
                                     For any balances in Other, provide a description


                                MATERIALS, SUPPLIES AND INVENTORY

 Section A.                          Enter information of preparer.

 Section B.                             In order to ensure appropriate financial reporting, each State organization must provide information on the
                                        amount of materials and supplies inventories on hand at June 30th.

     Column 1                        GL Account
                                     Using the general ledger, enter the account number(s) for inventories of materials and supplies.
                                     • Account numbers for Materials and Supplies per the State Chart of Accounts are 150XXX - 153XXX.

     Column 2                        Balance June 30th
                                     • Using the general ledger, enter the ending balance for each applicable account number

     Column 3                        Inventory Method
                                     There are two methods for maintaining inventories of materials and supplies: periodic or perpetual.
                                         • In a periodic inventory system, the organization performs a physical count of its inventory at least annually, at
                                         fiscal year end. It does not maintain detailed records of physical inventory on hand during the period.
                                         • In a perpetual system, the quantities and values for all purchases and disbursements are recorded directly in
                                         the inventory account as they occur.
                                     Select the method of inventory (PERIODIC or PERPETUAL) from the drop down menu

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                                                                                                                           2009 CAFR Information




Form Name                            General Information

Due Date                             September 25, 2009

     Column 4                        Valuation Basis
                                     Valuation of inventories may vary depending upon the type of materials and supplies. The following are the most
                                     common valuation bases:
                                         • Cost - The historical cost of materials and supplies.
                                         • Average - Moving - The cost per unit after each purchase. This is typically used with perpetual inventory
                                         systems.
                                         • Average - Weighted - The total cost of goods available divided by the total number of units available during
                                         the period. This is typically used with periodic inventory systems.
                                         • Fair Market Value - Typically replacement cost, except:
                                              ° where replacement cost is greater than the ceiling (market defined as ceiling value).
                                              ° where replacement cost is less than the floor (market defined as floor value).
                                         • Lower of Cost or Market - A basis whereby inventory is stated at the lower of cost or market.
                                     Select the valuation method (COST, AVERAGE - MOVING, AVERAGE - FAIR MARKET VALUE or LOWER OF
                                     COST OR MARKET) from the drop down menu

     Column 5                        Flow Assumption
                                     The flow of inventory used for materials and supplies may not match their actual flow and is unrelated to the flow of
                                     costs. The flow assumption is only related to the valuation of materials and supplies. The following are the most
                                     common inventory flow assumptions:
                                         • First In, First Out (FIFO) - Based on the assumption that costs of the first items acquired should be assigned
                                         to the first items sold or used. The cost of goods on hand at the end of the period are assumed to be from the
                                         most recent purchases and the cost of the goods that have been sold or used are assumed to be from the earliest
                                         purchases.
                                         • Last In, First-Out (LIFO) - Based on the assumption that costs of the last items purchased should be assigned
                                         to the first items sold or used. The cost of goods on hand at the end of the period are assumed to be from the
                                         earliest purchases.
                                         • Average - Moving - The cost per unit after each purchase. This is typically used with perpetual inventory
                                         systems.
                                         • Average - Weighted - The total cost of goods available divided by the total number of units available during
                                         the period. This is typically used with periodic inventory systems.
                                         • Specific Identification - Units in the inventory can be associated with a specific purchase.
                                     Select the flow assumption (FIFO, LIFO, AVERAGE - MOVING, AVERGAGE - WEIGHTED OR SPECIFIC
                                     IDENTIFICATION) from the drop down menu

     Column 6                        Timing of Cost Recognition
                                     There are two methods to recognize the cost of inventories for materials and supplies: consumption or purchase.
                                         • The consumption method first records purchase transactions in the inventory account, then, when the
                                         inventory is actually used, an entry is posted to the appropriate expenditure account to reflect the use of
                                         inventory.
                                         • The purchase method first records inventory as an expenditure when purchased, then, the asset is adjusted at
                                         the end of the period to reflect the value of inventory at the period end.
                                     Select the timing of cost recognition (CONSUMPTION OR PURCHASE) from the drop down menu

                                SIGNIFCANT COMMITMENTS - GENERAL & SPECIFIC

 Section A.                          Enter information of preparer.

 Section B.                          GAAP requires that material commitments, such as construction contracts, be disclosed. Commitments are defined
                                     as "existing arrangements to enter into future transactions or events, such as long-term contractual obligations with
                                     suppliers for future purchases at specified prices and sometimes at specified quantities". The most common
                                     disclosures of this type are as follows:
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                                                                                                                               2009 CAFR Information




Form Name                            General Information

Due Date                             September 25, 2009


                                            • Construction contracts outstanding;
                                            • Loan guarantees,
                                            • Commitments and subsidies;
                                            • Leases;
                                            • Installment purchases;
                                            • Long-term debt (bonds and notes; and encumbrances).
                                      Significant long-term commitments not recognized in the financial statements must be disclosed.

                                     While encumbrances are typically recognized in the financial statements (budgetary basis of accounting), they are
                                     removed under GAAP and significant encumbrances must be disclosed in the notes to the financial statements.

                                     NOTE: Complete the following Significant Commitments worksheets only for each material contractual or
                                     construction commitment not recorded in general ledger payables outstanding at the end of the fiscal year. Do not
                                     include contracts for GSFIC-funded projects.

                                     Significant Commitments - General
                                     In the space provided, describe commitments that your organization has entered into as of the fiscal year end.
                                          1.) For any commitments included in the construction commitments area, complete an individual "Significant
                                          Commitments - Specific" worksheet for each construction contract.
                                          2.) In considering items to include as Other Commitments, examine outstanding encumbrances for any
                                          significant long-term commitments and examine other contractual agreements for amounts not reported on the
                                          general ledger.

                                     Significant Commitments - Specific
                                     Provide the information indicated for each construction contract.

                                IMPAIRMENT OF ASSETS

 Section A.                          Enter information of preparer.

 Section B.                          GASB Statement 42, Accounting and Financial Reporting for Impairment of Capital Assets and for Insurance
                                     Recoveries requires additional analysis and disclosures for certain capital assets.

                                     Normally capital assets used in operations are reported at their historical cost (or estimated fair value as of the date
                                     of donation), less accumulated depreciation. Capital assets that are permanently removed from service , for
                                     whatever reason, must be written down to their fair value (if lower than carrying value). The carrying value of a
                                     capital asset must also be adjusted, even though it will remain in service , if its service utility has been significantly
                                     impaired in any of the following circumstances:
                                         (1) Physical Damage
                                         (2) Changes in Legal or Environmental Factors
                                         (3) Technological Changes or Obsolescence
                                         (4) Changes in Manner or Duration of Use
                                         (5) Construction Stoppage

                                     When one or more of these circumstances exist, an impairment must be recognized if the situation meets both
                                     elements of the following test of impairment :
                                         (1) the magnitude of the decline in service utility is significant; and
                                         (2) the decline in service utility is unexpected. (It is only natural that capital assets will lose service capacity
                                         with age and use. Such foreseeable changes do not constitute an impairment).

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                                                                                                                             2009 CAFR Information




Form Name                            General Information

Due Date                             September 25, 2009

                                     There is a materiality threshold of $100,000 net book value for equipment and $250,000 for all other capital assets.
                                     If the asset(s) or impairment loss do not meet these thresholds, an impairment adjustment is not required. It is
                                     important to note that organizations are not required to perform additional procedures to identify potential
                                     impairment beyond those already performed as part of normal operations. Impairment events that meet both of
                                     these criteria would in all likelihood have been the subject of discussion by management or the governing board, or
                                     would otherwise have been the topic of press coverage. So an exhaustive search of capital assets looking for
                                     impairment issues is not necessary, but organizations are required to evaluate and document the potential
                                     impairment effect for those "prominent" events, should they arise

                                           (1) Indicate the capital asset category in column [C] from the drop-down menu.
                                           (2) Enter the carrying value of the asset at the time of impairment in column [D]. This amount should reflect
                                           the net of the asset value and accumulated depreciation according to asset management records.
                                           (3) Indicate the asset id number of the impaired asset from the asset management records in column [E].
                                           (4) Identify the situation creating the impairment from the drop down menu in column [F].
                                           (5) Enter the amount received as insurance recovery, if applicable. If no insurance recovery was received,
                                           enter "n/a" in column [G].
                                           (6) Provide a brief description of the impairment in column [H].


                                     If there were no impairments noted, select "Not Applicable" from the drop down box on the top right of the page.

                                OPERATING INDICATORS

 Section A.                          Enter information of preparer.

 Section B.                          GASB Statement 42, Accounting and Financial Reporting for Impairment of Capital Assets and for Insurance
                                     Recoveries requires additional analysis and disclosures for certain capital assets.


                                     Indicators of demand for services and/or level of service provided are required to be reported within the State
                                     CAFR's Statistical Section. Please provide any significant statistics (other than monetary measurements previously
                                     included in the financial statements, i.e., taxes, fines or fees collected, etc.) regarding the primary services your
                                     organization performs/provides that may be of interest to the users of the State's financial statements.
                                            Examples: Number of Park Passes (annual and/or daily) sold, number of patients treated/applications
                                            processed, number of voters registered, number of corporation applications processed/approved, number of
                                            incarcerated inmates, etc.

                                     Please note that all indicators submitted will be reviewed and those most significant to the State's overall operations
                                     will be presented. Please only provide indicators that can also be provided in subsequent years. If your
                                     organization publishes a separate non-confidential report/publication including such information, please provide the
                                     report/publication or indicate a means by which the SAO may obtain it (website, telephone number of a contact).
                                     Send any such reports/publications to State Accounting Office, Attention: Financial Reporting, 200 Piedmont
                                     Avenue, Ste. 1604 West Tower, Atlanta, GA 30334




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                                                                                                                                                                          2009 CAFR Information




SECURITIES ON HAND
                                                                                                                                              If this report is not applicable to your organization,
              A.                Entity Code: ____________________________                                                                                     please select from the drop down box.
                                Entity Name: ________________________________
                                Prepared by: ____________________________
                                Telephone #: ____________________________




              B.                                                                (1)         (2)             (3)              (4)             (5)           (6)                       (7)
                                                                                                                         Recorded in    If in G/L       Cash on
                                                                        Balance as of   Provided on                        General          list       hand in the
                                   Financial Instrument                  June 30th       behalf of:   Reason Obtained:   Ledger(Y/N):    account        form of:          Description of Other:
                                     Cash Bond




                                       Surety Bond




                                       Escrow Deposit




                                       Securities Deposit




                                       Other




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                                                                                                                                                             2009 CAFR Information




MATERIALS, SUPPLIES AND INVENTORY

              A.                Entity Code: ____________________________                         If this report is not applicable to your organization, please
                                Entity Name: ________________________________                     select from the drop down box.
                                Prepared by: ____________________________
                                Telephone #: ____________________________




B.                                       GL                   Balance                 Inventory          Valuation                     Flow                      Timing of
                                       Account               June 30th                 Method              Basis                    Assumption                Cost Recognition
                                          1                      2                        3                  4                           5                           6




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                                                                                                                                                          2009 CAFR Information




SIGNIFCANT COMMITMENTS - GENERAL

              A.                Entity Code: ____________________________                      If this report is not applicable to your organization, please
                                Entity Name: ____________________________                      select from the drop down box.
                                Prepared by: ____________________________
                                Telephone #: ____________________________




              B.                In the space below (or an attached page), please describe commitments that your agency has entered into as of the fiscal year end (include
                                Commitments also described on the subsequent events form).



                                1.) Commitments for Construction Contracts (also complete 'Significant Commit - Specific' worksheet):




                                2.) Other Commitments (Describe nature/dollar value of commitment):




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                                                                                                                                                        2009 CAFR Information




SIGNIFCANT COMMITMENTS - SPECIFIC


              A.                Entity Code: ____________________________                                    If this report is not applicable to your organization, please
                                Entity Name: ____________________________                                    select from the drop down box.
                                Prepared by: ____________________________
                                Telephone #: ____________________________




              B.                Note: This form should be completed for each material contractual or
                                   construction commitment not recorded in payables that is outstanding as of the end of the
                                   fiscal year. Do not include contracts for GSFIC-funded projects.




                                PROJECT:



                                TYPE OF CONTRACT/CONSTRUCTION:




                                FUNDING SOURCES (List each source with percentage of project funded) :
                                                                                      Source                           Percentage




                                CONTRACT INCEPTION DATE:


                                ESTIMATED CONTRACT COMPLETION DATE:


                                PERCENTAGE OF COMPLETION:


                                TOTAL CONTRACT AMOUNT:


                                AMOUNT PAID AS OF JUNE 30, 2009


                                COMMITMENT REMAINING AT JUNE 30, 2009




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                                                                                                                                                                                 2009 CAFR Information




 IMPAIRMENT OF ASSETS

               A.                Entity Code: ____________________________                                                                  If this report is not applicable to your organization, please
                                 Entity Name: ________________________________                                                                                            select from the drop down box.
                                 Prepared by: ____________________________
                                 Telephone #: ____________________________




                                                                      IMPAIRMENT OF CAPITAL ASSETS


                                                                       [C]                        [D]        [E]              [F]              [G]                               [H]
               B.                                                                              CARRYING
                                                                                               VALUE OF   ID NUMBER                        AMOUNT OF
                                                                                                 ASSET     OF ASSET   SITUATION CREATING   INSURANCE
                                             CATEGORY OF ASSET IMPAIRED                        IMPAIRED    IMPAIRED       IMPAIRMENT        RECOVERY           DESCRIPTION OF IMPAIRMENT

                                  1.




                                  2.




                                  3.




                                  4.




                                  5.




                                 Add Additional space as necessary.




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                                                                                                                                2009 CAFR Information




OPERATING INDICATORS
                                                                                                    If this report is not applicable to your organization,
              A.                Entity Code: ____________________________                           please select from the drop down box.
                                Entity Name: ________________________________
                                Prepared by: ____________________________
                                Telephone #: ____________________________




              B.                Nonmonetary Statistics Indicating Services Provided:




                                Secondary Source of Information (Report/Publication)

                                    Name of Report/Publication

                                    How To Obtain (Contact/web Location)


                                                                                                                                     Yes               No
                                    Report/Publication has been sent to SAO - Financial Reporting




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