The role of the accountant/auditor in municipal finance

The accountant or auditor is responsible for properly recording all municipal financial transactions in the community. This official prepares financial reports and ensures compliance with state and local reporting requirements. All bills for payment are approved by the accountant/auditor, who then monitors spending to assure that sufficient funds exist for purchases, and that goods have been received and services rendered before payment is made. Learn more about the role of the accountant/auditor by reviewing the resources below.

Learn how the accountant/auditor contributes to the financial stability of Massachusetts communities.

Overview of responsibilities

• Statutory Responsibilities of the Accountant/Auditor (PDF)

General accounting guidance

• Emergency Expenditure Timeline (for emergencies not related to COVID-19) (PDF)
• Guidelines: Appropriation Transfers (IGR2017-13) (PDF)
• How to submit an emergency spending request online (PDF)
• Overview of Statutory Treatment of Municipal Funds (PDF)
• Revenue and Appropriation Deficits (PDF)
• Revenue Deficits: An Overview (PDF)
• Reconciling Cash and Receivables (PDF)
• Uniform Mass Accounting System (UMAS) manual (PDF)
• Year-End instructions from DLS to Accountants and Auditors (PDF)

Procedures and best practices

• Delinquent Real Estate Taxes: Tax Taking Process Webinar Recording (Video)
• Delinquent Real Estate Taxes: Tax Taking Process Webinar Slides (PDF)
• Emergency Expenditure Timeline (for emergencies not related to COVID-19) (PDF)
• How to submit an emergency spending request online (PDF)
• Reconciling Cash and Receivables (PDF)

Special Funds

• Departmental Revolving Funds (BUL2017-1B) (PDF)
• Guidelines: Municipal Finance Provisions of the Community Preservation Act (CPA) (IGR2019-14) (PDF)
• Insurance and Restitution Proceeds (LFO2018-2) (PDF)
• Other Post-Employment Benefits (OPEB) Liability Trust Fund (IGR2019-10) (PDF)
• Other Post-Employment Benefits (OPEB) Liability Trust Frequently Asked Questions (FAQ) (PDF)
• Proceeds from Rental of Municipal Real Estate (IGR2017-15) (PDF)
• Revolving Funds Chart: Non-School Department Revenue (PDF)
• Revolving Fund Chart: School Department Revenue (PDF)
• Special Revolving Funds for Outside Consultant Fees (IGR2017-14) (PDF)
• Special Revolving Funds for Performance Surety Deposits (IGR2017-16) (PDF)
• Stabilization Funds (IGR2017-20) (PDF)
• Transportation Network Company Per-Ride Assessment Distribution (LFO2022-3)

Tax rate recap

• A Detailed Look at Setting the Tax Rate Module (Video 101)
• A Detailed Look at Setting the Tax Rate Handbook (PDF)
• Calculating Tax Rates by Completing the Tax Rate Recapitulation (Recap) Form (Video)
• Setting the Tax Rate: Overview (Video)
• Webinar: Yarmouth Tax Rate Recap Process Webinar Recording (Video)
• Webinar: Yarmouth Tax Rate Recap Process Webinar Slides (PDF)

Free cash certification

• An Introduction to Free Cash (Video)
• Balance Sheet Review and Free Cash Certification Process (Video)
• Free Cash Upload & Certification Process Webinar Recording (Video)
• Free Cash Upload & Certification Process Webinar Slides (PDF)
• The Importance of Free Cash (PDF)
• Property Tax Takings Webinar: Process Overview, Best Practices & Effects on Free Cash (Video)

Excess & deficiency certification

• Excess and Deficiency Upload Process Webinar Recording (Video)
• Excess and Deficiency Upload Process Webinar Slides (PDF)
• Year-End Letter to School Business Officials (PDF)

Annual audits

• How to submit municipal audits online (PDF)
• Municipal Audits: FAQs (PDF)
• Overview of Municipal Audits Webinar Recording (Video)
• Overview of Municipal Audits Webinar Slides (PDF)
• The Importance of Annual Municipal Audits (PDF)

Debt

• A Deeper Dive Into Municipal Debt - Accounting for debt and surplus proceeds/abandoned projects (Video)
• A Deeper Dive Into Municipal Debt - Emergency spending (Video)
• Premiums and Surplus Proceeds for Proposition 2½ Excluded Debt (IGR 2022-1) (PDF)

Local options

• Adoption Timetable: Local options meals, rooms, cannabis and community impact fee (PDF)
• FAQs: Short-term Rentals and Room Occupancy (PDF)
• Guidance: Municipal Finance Law and Accounting Treatment of Retail Sales of Marijuana for Adult Use (LFO2018-3) (PDF)
• Local Option Excise on Retail Marijuana Sales (BUL2018-3) (PDF)
• Local Option Excise on Room Occupancy and Meals Excise (Bul2009-15B) (PDF)

Overlay

• Guidelines Related to Overlay and Overlay Surplus (IGR2017-23) (PDF)
• The Overlay Reserve Account: Allowances for Abatements and Exemptions (Video)

Tools and templates

• Accounts Payable Workflow (XLS)
• Budget and Tax Rate Planning Tool (XLS)
• Indirect Cost Template (XLS)
• Revenue Turnover Workflow  (XLS)

Schedule A

• Schedule A upload instructions
• Schedule A upload template