European Communities Accounting Rule 15 PDF

EUROPEAN COMMISSION Budget Budget execution Accounting EUROPEAN COMMUNITIES ACCOUNTING RULE 15 RELATED PARTY DISCLOSURES  EUROPEAN COMMISSION Budget Budget execution...

EUROPEAN COMMISSION Budget Budget execution Accounting EUROPEAN COMMUNITIES ACCOUNTING RULE 15 RELATED PARTY DISCLOSURES  EUROPEAN COMMISSION Budget Budget execution Accounting Version: 2 EC ACCOUNTING RULE 15: RELATED PARTY DISCLOSURES Date: 15/12/2009 Page 2 of 11 INDEX 1. Objective.......................................................................................................................................3 2. Scope.............................................................................................................................................3 3. Definitions.....................................................................................................................................3 4. The Related Party Issue.................................................................................................................6 5. Remuneration of Key Management Personnel..............................................................................6 6. Materiality.....................................................................................................................................7 7. Disclosure......................................................................................................................................7 7.1 General.................................................................................................................................7 7.2 Disclosure of Control...........................................................................................................7 7.3 Disclosure of Related Party Transactions.............................................................................7 7.4 Disclosure – Key Management Personnel............................................................................9 8. Effective date...............................................................................................................................10 9. Reference to other rules...............................................................................................................10  EUROPEAN COMMISSION Budget Budget execution Accounting Version: 2 EC ACCOUNTING RULE 15: RELATED PARTY DISCLOSURES Date: 15/12/2009 Page 3 of 11 1. Objective The objective of this EC accounting rule is to require the disclosure of the existence of related party relationships where control exists and the disclosure of information about transactions between the European Communities and its related parties. This information is required for accountability purposes and to facilitate a better understanding of the balance sheet and the economic outturn account. The main issues in disclosing information about related parties are to identify the nature of the related party relationship and to determine what information should be disclosed about the related transactions. When deciding the scope of information to be disclosed, it is important to consider the concepts of transparency and materiality. 2. Scope The EC and its consolidated bodies, since they prepare and present financial statements under the accrual basis of accounting, shall apply this accounting rule in disclosing information about related party relationships and certain transactions with related parties. 3. Definitions The following terms are used in this rule with the meanings specified: 1) Control is the power to govern the financial and operating policies of another entity so as to benefit from its activities. 2) Significant influence (for the purpose of this accounting rule) is the power to participate in the financial and operating policy decisions of an entity, but that does not mean control over those policies. Significant influence may be exercised in several ways, usually by representation on the board of directors or equivalent governing body but also by, for example, participation in the policy making process, material transactions between entities within an economic entity, interchange of managerial personnel or dependence on technical information. Significant influence may be gained by an ownership interest, statute or agreement. With regard to an ownership interest, significant influence is presumed in accordance with the definition contained in EC accounting rule 1. 3) Related party transaction is a transfer of resources or obligations between related parties, regardless of whether a price is charged. Related party transactions exclude transactions with  EUROPEAN COMMISSION Budget Budget execution Accounting Version: 2 EC ACCOUNTING RULE 15: RELATED PARTY DISCLOSURES Date: 15/12/2009 Page 4 of 11 any other entity that is a related party solely because of its economic dependence on the reporting entity or the government of which it forms a part. 4) Key management personnel are: (a) All directors or members of the governing body of the entity; and (b) Other persons having the authority and responsibility for planning, directing and controlling the activities of the reporting entity. Where they meet the requirements key management personnel include: (i) That member of the governing body of a whole-of-government entity who has the authority and responsibility for planning, directing and controlling the activities of the reporting entity; (ii) Any key advisors of that member; and (iii) Unless already included in (a), the senior management group of the reporting entity, including the chief executive or permanent head of the reporting entity. Key management personnel include all directors or members of the governing body of the reporting entity where that body has the authority and responsibility for planning, directing and controlling the activities of the entity. Where an entity is subject to the oversight of an elected or appointed representative of the governing body of the government to which the entity belongs, that person is included in key management personnel if the oversight function includes the authority and responsibility for planning, directing and controlling the activities of the entity. In many jurisdictions, key advisors of that person may not possess sufficient authority, legal or otherwise, to satisfy the definition of key management personnel. In other jurisdictions, key advisors of that person may be deemed to be key management personnel because they have a special working relationship with an individual who has control over an entity. They therefore have access to privileged information and may also be able to exercise control or significant influence over an entity. Judgment is required in assessing whether an individual is a key advisor and whether that advisor satisfies the definition of key management personnel, or is a related party. The governing body, together with the chief executive and senior management group has the authority and responsibility to plan and control the activities of the entity, to manage the resources of the entity and for the overall achievement of entity objectives. Therefore, key management personnel will include the chief executive and senior management group of the reporting entity. The senior management group of an economic entity may comprise individuals from both the controlling entity and other entities that collectively make up the economic entity. For the European Communities, "key management personnel" applies only to persons in Institutions and Agencies.  EUROPEAN COMMISSION Budget Budget execution Accounting Version: 2 EC ACCOUNTING RULE 15: RELATED PARTY DISCLOSURES Date: 15/12/2009 Page 5 of 11 5) Related party or parties are considered to be related if one party has the ability to control the other party; or exercises significant influence over the other party in making financial and operating decisions; or if the related party entity, and another entity, are subject to common control. In considering each possible related party relationship, attention is directed to the substance of the relationship, and not merely the legal form. Where two entities have a member of key management personnel in common, it is necessary to consider the possibility, and to assess the likelihood, that this person would be able to affect the policies of both entities in their mutual dealings. However, the mere fact that there is a member of key management personnel in common does not necessarily create a related party relationship. Related party relationships may arise when an individual is either a member of the governing body or is involved in the financial and operating decisions of the reporting entity. Related party relationships may also arise through external operating relationships between the reporting entity and the related party. Such relationships will often involve a degree of economic dependency. Economic dependency, where one entity is dependent on another in that it relies on the latter for a significant volume of its funding or sale of its goods and services, would on its own be unlikely to lead to control or significant influence and is therefore unlikely to give rise to a related party relationship. As such, a single customer, supplier, franchisor, distributor, or general agent with whom a public sector entity transacts a significant volume of business will not be a related party merely by virtue of the resulting economic dependency. However, economic dependency, together with other factors, may give rise to significant influence and therefore a related party relationship. Judgment is required in assessing the impact of economic dependence on a relationship. Where the reporting entity is economically dependent on another entity, the reporting entity is encouraged to disclose the existence of that dependency. 6) Remuneration of key management personnel is any consideration or benefit derived directly or indirectly by key management personnel from the reporting entity for services provided in their capacity as members of the governing body or otherwise as employees of the reporting entity. Remuneration of key management personnel includes remuneration derived by individuals from the reporting entity for services provided to the reporting entity in their capacity as members of the governing body or employees. Benefits derived directly or indirectly from the entity for services in any capacity other than as an employee or a member of the governing body do not satisfy the definition of remuneration of key management personnel in this Standard. However, paragraph 7.4 requires disclosures to be made about certain of these other benefits. Remuneration of key management personnel excludes any consideration provided solely as a reimbursement for expenditure incurred by those individuals for the benefit of the reporting entity such as, for example, the reimbursement of accommodation costs associated with work related travel.  EUROPEAN COMMISSION Budget Budget execution Accounting Version: 2 EC ACCOUNTING RULE 15: RELATED PARTY DISCLOSURES Date: 15/12/2009 Page 6 of 11 7) The definition of related party will include any individuals owning, directly or indirectly, an interest in the voting power of the reporting entity that gives them significant influence over the entity. The holding of an interest in the voting power of an entity can arise when a public sector entity has a corporate structure and a minister or government agency holds shares in the entity. 4. The Related Party Issue 1) Related party relationships exist throughout the public sector, because: a) Administrative units are subject to the overall direction of the executive government and, ultimately, the Parliament or similar body of elected or appointed officials, and operate together to achieve the policies of the government; b) Government departments and agencies frequently conduct activities necessary for the achievement of different components of their responsibilities and objectives through separate controlled entities, and through entities over which they have significant influence; and c) Ministers or other elected or appointed members of the government and senior management group can exert significant influence over the operations of a department or agency. 2) Disclosure of certain related party relationships and related party transactions and the relationship underlying those transactions is necessary for accountability purposes and enables users to better understand the financial statements of the reporting entity because: a) Related party relationships can influence the way in which an entity operates with other entities in achieving its individual objectives, and the way in which it cooperates with other entities in achieving common or collective objectives; b) Related party relationships might expose an entity to risks or provide opportunities that would not have existed in the absence of the relationship; c) Related parties may enter into transactions that unrelated parties would not enter into, or may agree to transactions on different terms and conditions than those that would normally be available to unrelated parties. This occurs frequently in government departments and agencies where goods and services are transferred between departments at less than full cost recovery as a part of normal operating procedures consistent with the achievement of the objectives of the reporting entity and the government. Governments and individual public sector entities are expected to use resources efficiently, effectively and in the manner intended, and to deal with public monies with the highest levels of integrity. The existence of related party relationships means that one party can control or significantly influence the activities of another party. This provides the opportunity for transactions to occur on a basis that may advantage one party inappropriately at the expense of another. 3) Disclosure of certain types of related party transactions that occur and the terms and conditions on which they were conducted allows users to assess the impact of those transactions on the  EUROPEAN COMMISSION Budget Budget execution Accounting Version: 2 EC ACCOUNTING RULE 15: RELATED PARTY DISCLOSURES Date: 15/12/2009 Page 7 of 11 financial position and performance of an entity and its ability to deliver agreed services. This disclosure also ensures that the entity is transparent about its dealings with related parties. 5. Remuneration of Key Management Personnel Key management personnel hold positions of responsibility within an entity. They are responsible for the strategic direction and operational management of an entity and are entrusted with significant authority. Their salaries are often established by statute or an independent tribunal or other body independent of the reporting entity. However, their responsibilities may enable them to influence the benefits of office that flow to them or their related parties. This rule requires certain disclosures to be made about the remuneration of key management personnel during the reporting period, loans made to them and the consideration provided to them for services they provide to the entity other than as a member of the governing body or an employee. The disclosures required by this rule will ensure that appropriate minimum levels of transparency are applied to the remuneration of key management personnel. 6. Materiality EC accounting rule 2 requires the separate disclosure of material items. The materiality of an item is determined with reference to the nature or size of that item. When assessing the materiality of related party transactions, the nature of the relationship between the reporting entity and the related party and the nature of the transaction may mean that a transaction is material regardless of its size. 7. Disclosure 7.1 General In disclosing information about related parties attention is focused on the entity’s transactions with its directors or members of its governing body and with its senior management group, especially their remuneration and borrowings. This is because of the fiduciary responsibilities of directors, members of the governing body and senior management group, and because they have extensive powers over the deployment of entity resources. Some EC accounting rules also require disclosure of transactions with related parties. For example, EC accounting rule 2 requires disclosure of amounts payable to and receivable from controlling entities, fellow controlled entities, associates and other related parties. EC accounting rule 1 requires disclosure of a list of significant controlled entities and associates. 7.2 Disclosure of Control Related party relationships where control exists should be disclosed irrespective of whether there have been transactions between the related  EUROPEAN COMMISSION Budget Budget execution Accounting Version: 2 EC ACCOUNTING RULE 15: RELATED PARTY DISCLOSURES Date: 15/12/2009 Page 8 of 11 parties in order for a reader of financial statements to form a view about the effects of related party relationships on a reporting entity. This would involve the disclosure of the names of any controlled entities, the name of the immediate controlling entity and the name of the ultimate controlling entity, if any. 7.3 Disclosure of Related Party Transactions 1) In respect of transactions between related parties other than transactions that would occur within a normal supplier or client/recipient relationship on terms and conditions no more or less favourable than those which it is reasonable to expect the entity would have adopted if dealing with that individual or entity at arm’s length in the same circumstances, the reporting entity should disclose: a) The nature of the related party relationships; b) The types of transactions that have occurred; and c) The elements of the transactions necessary to clarify the significance of these transactions to its operations and sufficient to enable the financial statements to provide relevant and reliable information for decision making and accountability purposes. The following are examples of situations where related party transactions may lead to disclosures by a reporting entity: a) Rendering or receiving of services; b) Purchases or transfers/sales of goods (finished or unfinished); c) Purchases or transfers/sales of property and other assets; d) Agency arrangements; e) Leasing arrangements; f) Transfer of research and development; g) License agreements; h) Finance (including loans, capital contributions, grants whether in cash or in kind and other financial support including cost sharing arrangements); and i)Guarantees and collaterals. Public sector entities transact extensively with each other on a daily basis. These transactions may occur at cost, less than cost or free-of-charge. For example, a government department of administrative services may provide office accommodation free-of-charge to other departments, or a public sector entity may act as a purchasing agent for other public sector entities. In some models of government there may be the capacity for recovery of more than the full cost of service delivery. Departments are related parties because they are subject to common control and these transactions meet the definition of related party transactions. However, disclosure of information about transactions between these entities is not required where the transactions are consistent with normal operating relationships between the entities, and are undertaken on terms and conditions that are normal for such transactions in these circumstances. The  EUROPEAN COMMISSION Budget Budget execution Accounting Version: 2 EC ACCOUNTING RULE 15: RELATED PARTY DISCLOSURES Date: 15/12/2009 Page 9 of 11 exclusion of these related party transactions from the disclosure requirements of this paragraph reflects that public sector entities operate together to achieve common objectives, and acknowledges that different mechanisms may be adopted for the delivery of services by public sector entities in different jurisdictions. This rule requires disclosures of related party transactions only when those transactions occur other than in accordance with the operating parameters established in that jurisdiction. 2) The information about related party transactions that would need to be disclosed to meet the objectives of general purpose financial reporting would normally include: a) A description of the nature of the relationship with related parties involved in these transactions. For example, whether the relationship was one of a controlling entity, a controlled entity, an entity under common control, or key management personnel; b) A description of the related party transactions within each broad class of transaction and an indication of the volume of the classes, either as a specific monetary amount or as a proportion of that class of transactions and/or balances; c) A summary of the broad terms and conditions of transactions with related parties, including disclosure of how these terms and conditions differ from those normally associated with similar transactions with unrelated parties; and d) Amounts or appropriate proportions of outstanding items. 3) Items of a similar nature may be disclosed in aggregate except when separate disclosure is necessary to provide relevant and reliable information for decision making and accountability purposes. Disclosure of related party transactions between members of an economic entity is unnecessary in consolidated financial statements because consolidated financial statements present information about the controlling entity and controlled entities as a single reporting entity. Related party transactions that occur between entities within an economic entity are eliminated on consolidation in accordance with EC accounting rule 1. Transactions with associated entities accounted for under the equity method are not eliminated and therefore require separate disclosure as related party transactions. 7.4 Disclosure – Key Management Personnel 1) An entity shall disclose: a) An overview of remuneration of key management personnel and the number of individuals, determined on a full time equivalent basis, receiving remuneration within this category, showing separately major classes of key management personnel and including a description of each class; b) An overview of all other remuneration and compensation provided to key management personnel by the reporting entity during the reporting period showing separately the amounts provided to; and  EUROPEAN COMMISSION Budget Budget execution Accounting Version: 2 EC ACCOUNTING RULE 15: RELATED PARTY DISCLOSURES Date: 15/12/2009 Page 10 of 11 c) In respect of loans which are not widely available to persons who are not key management personnel and loans whose availability is not widely known by members of the public, for each individual member of key management personnel: i. The amount of loans advanced during the period and terms and conditions thereof; ii. The amount of loans repaid during the period; iii. The amount of the closing balance of all loans and receivables; and iv. Where the individual is not a director or member of the governing body or senior management group of the entity, the relationship of the individual to such. 2) Persons who are key management personnel may be employed on a full or part time basis. The number of individuals disclosed as receiving remuneration in accordance with point (1) a) above needs to be estimated on a full time equivalent basis. Entities will make separate disclosures about the major classes of key management personnel that they have. For example, where an entity has a governing body that is separate from its senior management group, disclosures about remuneration of the two groups will be made separately. Where an individual is a member of both the governing body and the senior management group, that individual will be included in only one of those groups for the purposes of this EC accounting rule. The categories of key management personnel identified in the definition of “key management personnel” provide a guide to identifying classes of key management personnel. 3) Remuneration of key management personnel can include a variety of direct and indirect benefits. Where the cost of these benefits is determinable, that cost will be included in the aggregate remuneration disclosed. Where the cost of these benefits is not determinable, a best estimate of the cost to the reporting entity or entities will be made and included in the aggregate remuneration disclosed. When non-monetary remuneration that is able to be reliably measured has been included in the aggregate amount of remuneration of key management personnel disclosed for the period, disclosure would also be made in the notes to the financial statements of the basis of measurement of the nonmonetary remuneration. 4) This EC accounting rule requires the disclosure of certain information about the terms and conditions of loans made to key management personnel where these loans a) Are not widely available to persons outside the key management group; and b)May be widely available outside the key management group but whose availability is not widely known to members of the public. The disclosure of this information is required for accountability purposes. The exercise of judgment may be necessary in determining which loans should be disclosed to satisfy the requirements of this EC accounting rule. That judgment should be exercised after consideration of the relevant facts and in a manner consistent with the achievement of the objectives of financial reporting.  EUROPEAN COMMISSION Budget Budget execution Accounting Version: 2 EC ACCOUNTING RULE 15: RELATED PARTY DISCLOSURES Date: 15/12/2009 Page 11 of 11 5) Point (1) a) above requires disclosure of the aggregate remuneration of key management personnel. Key management personnel include directors or members of the governing body and members of the senior management group of the entity. Directors or members of the governing body of the entity may also receive remuneration or compensation from the entity for services provided in a capacity other than as director or member of the governing body of the entity or as an employee of the entity. Point (1) b) i above requires the disclosure of the total amount of this other remuneration or compensation. 8. Effective date This rule shall be effective for annual financial statements covering periods beginning on or after 1 January 2009. 9. Reference to other rules IPSAS 20 Related party disclosures