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Activity Based Costing Costing vs Traditional CostingIn the field of accounting, activity-based costing and traditional
costing are two different methods for allocating indirect (overhead) costs to products. Traditional Costing MethodTraditional costing
systems apply indirect costs to products based on a predetermined overhead rate. Unlike ABC, traditional costing systems treat
overhead costs as a single pool of indirect costs. Traditional costing is optimal when indirect costs are low compared to
direct costs. There are several steps in the traditional costing process, including the following: Predetermined Overhead Rate CalculationUse the following formula to calculate predetermined overhead rate: Predetermined Overhead Rate = Estimated Overhead Costs / Estimated Cost-Driver Amount For example: $30/labor hr = $360,000 indirect costs / 12,000 hours of direct labor Activity-Based Costing BenefitsActivity based costing systems are more accurate than traditional costing systems. This is because they provide a more precise breakdown of indirect costs. However, ABC systems are more complex and more costly to implement. The leap from traditional costing to activity based costing is difficult. Traditional Costing Advantages and DisadvantagesTraditional costing
systems are simpler and easier to implement than ABC systems. However, traditional costing systems are not as accurate as ABC systems. Traditional costing systems can also result in significant under-costing and
over-costing. [box]Strategic CFO Lab Member Extra Access your Strategic Pricing Model Execution Plan in SCFO Lab. The step-by-step plan to set your prices to maximize profits. Click here to access your Execution Plan. Not a Lab Member? Click here to learn more about SCFO Labs[/box] This page provides detailed guidance to help local governments in Washington State allocate indirect (overhead) costs, including key questions to consider and sample cost allocation plans and procedures. It is part of MRSC’s Financial Policies Tool Kit, created in partnership with the State Auditor’s Office Center for Government Innovation. What Is Cost Allocation?Cost allocation refers to a process of accounting and recording the full costs of a government service by including its indirect costs or "overhead" in addition to its direct costs. Direct costs are those that clearly and directly benefit a specific fund or program, such as supplies, materials, staff salaries and benefits, or consultant fees that support a single department or project. Indirect costs, commonly referred to as "overhead costs" or central services, are for support services that are shared by multiple departments, programs and/or funds, such as accounting, payroll, administrative, or human resource salaries and benefits; information technology (IT) services for the entire municipality; or operating and maintenance costs for city hall or other buildings shared by multiple departments. For example, the full cost of the Public Works Department includes its direct costs (wages, benefits, maintenance, and operations) plus the indirect costs/"overhead" of support services received from central services (such as accounting, payroll, and IT). A cost allocation plan distributes these indirect costs to ensure that the respective funds are fairly and accurately paying for the services they receive. Why Do Local Governments Allocate Costs?There are a number of reasons that a local government should develop a cost allocation plan or system. A formal cost allocation system can help a jurisdiction:
Basic Steps of Cost AllocationThe key to successful cost allocation is to establish an allocation system that is fair, equitable, and supported by current data. In particular, a cost allocation system should:
Step 1: Identify Shared Facilities or Support ServicesYour jurisdiction should allocate costs for any services, staff, facilities, or equipment that benefit other funds or departments. Identify within central services or internal service departments any specific services that support multiple funds or departments (such as payroll, accounts payable, utility billing, and facilities and grounds maintenance). For the purposes of this cost allocation methodology, these costs are referred to as indirect costs or "overhead." Key questions to consider:
Step 2: Identify CostsOnce you have identified these shared "overhead" functions, compile their total costs using timesheet data or other accounting of actual expenditures associated with this activity. You can also allocate shared costs using budget projections, although in that case you should include a monitoring component at the end of the year to make sure the budget and the actual costs are within an acceptable range. If you are using projections, the cost allocation plan should define what the "acceptable range" is. For instance, the plan might state that the actual costs must be within 1% of the budgeted costs, or 5%, or somewhere in between. For instance, below are two simple, fictional examples of cost allocation processes for payroll and facility maintenance. Example A: Calculating Payroll CostsThe payroll department conducts payroll for all departments, so payroll costs can and should be allocated. To calculate the total cost of providing payroll services, you must calculate the number of hours that each staff member spends on payroll. The most accurate method of calculating this is to use timesheet data. Record the hours each staff member spent on the payroll function, along with their hourly pay rates and the prorated costs of benefits for those employees. Only include payroll hours - if the staff members providing payroll services also perform other duties, do not include the other duties. If you do not have this level of timesheet data, it will be important to establish a process for hourly timesheet reporting over multiple pay periods to ensure accurate data collection. Conduct a periodic timesheet analysis to determine how the payroll staff spend their time over the course of a typical period (such as a quarter) and update this analysis at least once or twice a year.
Example B: Calculating Facility Maintenance CostsUse the same method to calculate the maintenance costs for facilities that are shared by multiple departments. This example is for a hypothetical City Hall. Be sure to include the costs of materials and any contractors that provide janitorial or other facility maintenance services.
Step 3: Determine Allocation FactorsNext, determine a fair and equitable way to spread those costs among the various departments, funds, or programs that benefit from the shared services. Use numbers that are easy to gather or estimate and that can be easily updated in the future to keep the cost allocation plan current. Remove any costs that should not be allocated, costs that can be assigned directly, and any other agreed upon revisions that do not diminish the "cost-basis" of the plan. Key questions to consider:
Example A (Continued): Determining Payroll Allocation FactorPayroll costs largely depend on the number of employees your jurisdiction has, so the allocation factor is typically full-time equivalent (FTE) positions. This means that the cost of the payroll function is allocated to the different departments based on the number of FTEs within each department.
Example B (Continued): Determining Facility Maintenance Allocation FactorFacility maintenance costs depend in large part on the size of the facility, so the allocation factor for facilities maintenance is typically square footage (SF). This means that the facility maintenance costs for City Hall are allocated based on the number of square feet that each department occupies.
Step 4: Allocate CostsNext, allocate the costs by applying the allocation factors to each department, program, or fund based on their proportionate share (a "one-step" methodology). Again, be sure to thoroughly and consistently document your calculations. Larger or more complex organizations would typically use either a "two-step" methodology (allocating overhead costs to direct users and to those departments that use the services of the direct users) or reciprocal allocation methodology (allowing for overhead to be allocated back and forth between departments). Example A (Continued): Allocating Payroll CostsThe payroll overhead costs are being allocated on the basis of FTEs per department. The following chart shows what that might look like based on the size of the departments in this example. Note that the Finance and Payroll Department cannot allocate all of the payroll costs to other departments and must retain some of those costs internally, because some of the time is spent on payroll for employees within the department. In this example, Finance and Payroll would retain $1,270 of the payroll costs and allocate the remaining costs to the other departments.
Example B (Continued): Allocating Facility Maintenance CostsThe facility maintenance costs for City Hall are being allocated on the basis of square footage per department. The following chart shows what that might look like based on the how much space each department occupies within City Hall.
Step 5: Update and Monitor the Data and MethodologyYou should periodically review your cost allocation formulas and data to make sure they continue to accurately reflect costs. Incorporating an annual review as a pre-budget development step will help enhance your budget forecasting numbers and update your cost methodology. Key Questions to Consider:
Examples of Cost Allocation Plans and DocumentsBelow are examples of cost allocation plans, studies, and related documents that may be useful, focusing in particular on small to mid-size jurisdictions. Cost Allocation Plans, Policies, and Studies
Cost Allocation RFPs
Recommended ResourcesBelow are some useful resources from the State Auditor's Office (SAO) and Government Finance Officers Association (GFOA) to help you create an effective cost allocation system.
Which of the following is considered the most accurate method in allocating overhead cost in products?An activity-based costing system is considered more complex than using a single plantwide rate to allocate overhead, but an ABC system is also considered a more accurate way to allocate overhead costs.
What is the best way to allocate overhead?To allocate the overhead costs, you first need to calculate the overhead allocation rate. This is done by dividing total overhead by the number of direct labor hours. This means for every hour needed to make a product, you need to allocate $3.33 worth of overhead to that product.
Which method for allocating manufacturing overhead costs is usually more accurate?The most common method for allocating manufacturing overhead is to use a predetermined overhead rate. This rate is typically calculated by dividing the total overhead costs by the number of units produced.
Which of the following is a common method of allocating factory overhead costs to products?The most common methods of allocating factory overhead using predetermined factory overhead rates are: Single plantwide factory overhead rate method. Multiple production department factory overhead rate method. Activity-based costing method.
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