Skip to Main Content

New York State Annual Report 2023: Section 12: Operating Expenditures

Data and Instructions for completing the New York State Annual Report.

Ground Rules for Expenditures

  • This reporting reflects ONLY money ACTUALLY disbursed by the library under the direction of its Board of Trustees, except noted in Employee Benefits.
  • Report amounts actually spent, do NOT include accruals for anticipated disbursements.
  • Do NOT estimate expenditures for any item furnished free, such as rent, free utilities or volunteer help.
  • Round numbers to the nearest dollar.

What Goes Where?

Question Title What to Report
12.1 Certified Librarians Salary to MLS-holding Librarian(s)
12.2 Other Staff Wages to non-librarian staff
12.4 Employee Benefits Includes State Retirement, Social Security, Workman's Comp, Disability Insurance, Hospital/Medical Insurance, etc.
12.6 Print Materials Expenditures Money spent on print materials - include Large Print Circuit Fees
12.7 Electronic Materials Expenditures Include Research Center and Download Zone (Libby) fees.. Include Hoopla if applicable
12.8 Other Materials Expenditures Money spent on print materials - include Audio & Video Circuit fees
12.21 Professional & Consultant Fees Include fees paid to attorneys, auditors, presenters, performers, etc.
12.23 Other Miscellaneous

Include Movie Licensing fees & Wowbrary along with expenditures that do not fit into the other categories.

12.25 Contracts with Libraries/Systems Include Automation fees and Unique Management


12.42 Assurance

Each library's New York State Annual Report must be approved by the Board of Trustees.

Enter the date that the board approved the report in Question 12.42.

If the board will approve the report on a date after the initial submission of the form, enter that date in 12.42.

If you are having trouble balancing the report, first re-check our revenue and expenses total.  If troubles remain, contact the system.

Balancing the Report

The report must balance before it can be submitted.

Your beginning balance (Q 11.25) + total revenue (Q 11.20) + transfers in (Q 11.24) = Q 11.26

Must equal your ending total expenditures (Q 12.32) + transfers out (Q 12.37) + ending balance (Q 12.39) = Q 12.40