102.06 Service Department Costs Allocation By Md.Monowar Hossain,FCMA,CPA,FCS,ACA PDF

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Class note for CMA Professional Level –I 102:COA (Cost Accounting)

CMA : Professional Level –I 102: Cost Accounting

Class No. 08 & 09

102.06 Service Department Costs Allocation

-Service department costs; -Volume based costing; -Need for cost allocation; -Guidelines for cost allocation; -Plant-wise rate vs. departmental rates; -Cost allocation methods: (1)Direct method; (2) Step method; (3)Reciprocal method and -Linear algebra method; -Single and dual rate methods; -Determination of costs should be allocated-budgeted or actual.

Service department costs: Costs incurred in rendering service to production departments and to other service departments. Service department costs are factory overhead costs. Since the production departments are directly benefitted by service departments, the costs of a service department should be allocated to the appropriate production departments (as part of factory overhead costs). Volume based costing: Volume-based application of overhead costs used in the traditional costing system. Volumebased costing can be a strategic good choice for some firms. It is appropriate generally when direct costs are the major cost of the product or service and activities supporting the production of the product or service are relatively simple, low-cost, and homogenous across different product lines. This may be the case, for example, for a commodity manufacturer that has one or a few very homogeneous product lines—for example, a firm that manufactures paper products or a firm that produces certain agricultural products. Similarly, a professional service firm (law firm, accounting firm) may not need ABC because labor costs for the professional staff are the largest cost of the firm, and labor is also easily traced to clients (the cost object). For firms other than these, the ABC approach is often preferred: the volume based approach will cause significant inaccuracies in the product costs—some products will be over costed and others under costed because the usage of activities is not in proportion to the volume of output.

Page -109 Friday, April 10, 2015 Md.Monowar Hossain FCMA,CPA,FCS, ACA

GM & Head of ICC, Agarani Bank Limited. eMail: [email protected]

Class note for CMA Professional Level –I 102:COA (Cost Accounting)

Need for cost allocation; Companies that allocate service department costs do so for one or more of the following reasons: 1. To provide more accurate product cost information. Allocating service department costs to production departments, and then to products, recognizes that these services constitute an input in the production process. 2. To improve decisions about resource utilization. By imposing on division managers the cost of the service department resources that they use, division managers are encouraged to use these resources only to the extent that their benefit exceeds their cost. 3. To ration limited resources. When production departments have some discretion over their utilization of a service department resource, charging production departments for the resource usually results in less demand for it than if the resource were “free” to the production departments. Guidelines for cost allocation: Service department costs can be allocated based on actual rates or budgeted rates. Actual rates ensure that all service department costs are allocated. Budgeted rates provide service department managers incentives to control costs, and also provide user departments more accurate information about service department billing rates for planning purposes. In either case, service department costs should be allocated using an allocation base that reflects a cause-and-effect relationship, whenever possible. Here are some examples: - Allocate building maintenance costs based on square footage; - Allocate costs of the company airplane based on miles flown; - Allocate costs of the data processing department based on CPU time. In some cases, companies benefit from allocating fixed costs using a different allocation base than variable costs. For example, fixed costs might be allocated based on an estimate of long-term usage by the production departments. Allocation of overheads is made when they are traceable to cost centers.

-Plant-wise rate vs. departmental rates; Page -110 Friday, April 10, 2015 Md.Monowar Hossain FCMA,CPA,FCS, ACA

GM & Head of ICC, Agarani Bank Limited. eMail: [email protected]

Class note for CMA Professional Level –I 102:COA (Cost Accounting)

Objectives of Assigning Supportt Department Costs The major objectives associa ated with the allocation of support-dep partment costs to producing departments and ulttimately to specific products are: • to obtain a mutually agr eeable price Two reasonss for allocating support• to compute product- line e profitability departmentt costs are: • to predict economic effe ects of planning and control 1. for product p costing (to • to value inventory dete ermine the cost of units • to motivate managers prod duced), and 2. for performance p evaluation.

Cost allocation methods: Historically, there have been three alternative methods for allocating service department costs. 1. Direct Method; 2. Step-down/ sequential Method; 3. Reciprocal method

Direct method: The direct method is the most widelyused method. This method allocates each service department’s total costs directly to the production departments, and ignores the fact that service departments may also provide services to other service departments.

Page -111 Friday, April 10, 2015 Md.Monowar Hossain FCMA,CPA,FCS, ACA

GM & Head of ICC, Agarani Bank Limited. eMail: [email protected]

Class note for CMA Professional Level –I 102:COA (Cost Accounting)

Example: Machining and Assembly are the only production departments that used the services of the Human Resources Department in March. Costs from Human Resources are allocated based on the number of new hires. Machining hired seven employees in March and Assembly hired three employees. Human Resources incurred total costs of Tk. 93,000 in March. Allocation of H.R. Department costs to Machining:70% of Tk. 93,000 = Tk. 65,100 Allocation of H.R. Department costs to Assembly:30% of Tk. 93,000 = Tk. 27,900 The characteristic feature of the direct method is that no information is necessary about whether any service departments utilized services of the Human Resources Department. It does not matter whether no other service department hired anybody, or whether three other service departments each hired five employees (implying that more than 50% of the hiring occurred in the service departments). Under the direct method, service department to service department services are ignored, and no costs are allocated from one service department to another. Step method The step-down method is also called the sequential method. This method allocates the costs of some service departments to other service departments, but once a service department’s costs have been allocated, no subsequent costs are allocated back to it. The choice of which department to start with is important. The sequence in which the service departments are allocated usually effects the ultimate allocation of costs to the production departments, in that some production departments gain and some lose when the sequence is changed. Example: Human Resources (H.R.), Data Processing (D.P.), and Risk Management (R.M.) provide services to the Machining and Assembly production departments, and in some cases, the service departments also provide services to each other: Total Cost Tk.80,000 120,000 40,000 Tk. 240,000

Service Dept H.R. D.P. R.M.

% of services provided by the service department listed at left to: H.R. D.P. R.M. Machining Assembly -20% 10% 40% 30% 8% -7% 30% 55% ---50% 50%

The amounts in the far left column are the costs incurred by each service department. Any services that a department provides to itself are ignored, so the intersection of the row and Page -112 Friday, April 10, 2015 Md.Monowar Hossain FCMA,CPA,FCS, ACA

GM & Head of ICC, Agarani Bank Limited. eMail: [email protected]

Class note for CMA Professional Level –I 102:COA (Cost Accounting)

column for each service department shows zero. The rows sum to 100%, so that all services provided by each service department are charged out. The company decides to allocate the costs of Human Resources first, because it provides services to two other service departments, and provides a greater percentage of its services to other service departments. However, a case could be made to allocate Data Processing first, because it has greater total costs than either of the other two service departments. In any case, the company decides to allocate Data Processing second. In the table below, the row for each service department allocates the total costs in that department (the original costs incurred by the department plus any costs allocated to it from the previous allocation of other service departments) to the production departments as well as to any service departments that have not yet been allocated.

Costs prior to allocation Allocation of H.R. Allocation of D.P. Allocation of R.M.

H.R. Tk. 80,000 (Tk. 80,000)

D.P. Tk.120,000 16,000 (136,000)

0

0

R.M. Tk.40,000 8,000 10,348 (58,348) 0

Machining Assembly --Tk.32,000 Tk.24,000 44,348 81,304 29,174 29,174 Tk.105,522 Tk.134,478

After the first service department has been allocated, in order to derive the percentages to apply to the production departments and any remaining service departments, it is necessary to “normalize” these percentages so that they sum to 100%. For example, after H.R. has been allocated, no costs from D.P. can be allocated back to H.R. The percentages for the remaining service and production departments sum to 92% (7% + 30% + 55%), not 100%. Therefore, these percentages are normalized as follows: Risk Management: 7% ÷ 92% = 7.61% Machining: 30% ÷ 92% = 32.61% Assembly: 55% ÷ 92% = 59.78% Total: 100.00% For example, in the table above, 59.78% of Tk.136,000 (= Tk.81,304) is allocated to Assembly, not 55%. The characteristic feature of the step-down method is that once the costs of a service department have been allocated, no costs are allocated back to that service department. As can be seen by adding Tk.105,522 and Tk.134,478, all Tk.240,000 incurred by the service departments are ultimately allocated to the two production departments. The intermediate allocations from service department to service department improve the accuracy of those final allocations.

Reciprocal method and linear algebra method: The reciprocal method is the most accurate of the three methods for allocating service department costs, because it recognizes reciprocal services among service departments. It is also the most complicated method, because it requires solving a set of simultaneous linear equations. Page -113 Friday, April 10, 2015 Md.Monowar Hossain FCMA,CPA,FCS, ACA

GM & Head of ICC, Agarani Bank Limited. eMail: [email protected]

Class note for CMA Professional Level –I 102:COA (Cost Accounting)

Using the data from the step-down method example, the simultaneous equations are: H.R. = Tk. 80,000 + (0.08 x D.P.) D.P. = Tk.120,000 + (0.20 x H.R.) R.M. = Tk. 40,000 + (0.10 x H.R.) + (0.07 x D.P.) Where the variables H.R., D.P. and R.M. represent the total costs to allocate from each of these service departments. For example, Human Resources receives services from Data Processing, but not from Risk Management. 8% of the services that Data Processing provides, it provides to Human Resources. Therefore, the total costs allocated from Human Resources should include not only the Tk.80,000 incurred in that department, but also 8% of the costs incurred by Data Processing. Solving for the three unknowns (which can be performed using spreadsheet software): H.R.= Tk. 91,057D.P.=Tk.138,211R.M. = Tk. 58,781 Hence, costs are allocated as follows: H.R. D.P. R.M. Machining Assembly Costs prior to allocation Tk.80,000 Tk.120,000 Tk.40,000 --Allocation of H.R. (Tk.91,057) 18,211 9,106 Tk.36,423 Tk. 27,317 Allocation of D.P. 11,057 (138,211) 9,675 41,463 76,016 Allocation of R.M. (58,781) 29,390 29,390 Tk. 0 Tk. 0 Tk. 0 Tk.107,276 Tk.132,723 To illustrate the derivation of the amounts in this table, the Tk.36,423 that is allocated from Human Resources to Machining is 40% of H.R.’s total cost of Tk.91,057. -Single and dual rate methods; -Determination of costs should be allocated-budgeted or actual. Problems -43 (Allocation of Service Department Costs): PQS, Cleaning provides cleaning services for a variety of clients. The company has two producing departments, Residential and Commercial, and 2 (two) service departments, Personnel and Administrative. The company has decided to allocate all service department costs to the producing departments. Personnel on the basis of number of employees and Administrative on the basis of direct department costs. The budget for 2014 shows: Direct department costs Number of employees Direct-labor hours Square feet cleaned

Personnel Tk.70,000 6 -

Administrative Tk.90,000 10 -

Residential Tk.240,000 36 30,000 45,00,000

Commercial Tk.400,000 24 45,000 99,70,000

Required: 1. Allocate service department costs using the direct method. 2. Allocate service department costs using the step-down method. Personnel costs should be allocated first. 3. Suppose the company prices by the hour in the Residential Department and by the square foot cleaned in Commercial. Using the results of the step-down allocations in number 2, 4. Which method would you recommend that PQS Cleaning use to allocate their service departments’ costs to their producing departments? Why? Page -114 Friday, April 10, 2015 Md.Monowar Hossain FCMA,CPA,FCS, ACA

GM & Head of ICC, Agarani Bank Limited. eMail: [email protected]

Class note for CMA Professional Level –I 102:COA (Cost Accounting)

Solution of problem number -43 (Allocation of Service Department Costs): Compute the cost of providing one direct-labor hour of service in the Residential Depart 1) Direct method: Direct depart. costs before allocation

Personnel Administrative Total cost after allocation

Personnel Administration Residential Commercial 70,000 90,000 240,000 400,000 (70,000) 42,000 28,000 (90,000) 33,750 56,250 315,750 484,250 -

Calculations: 24 + 36 = 60 (36 ÷ 60) x Tk.70,000 = Tk.42,000 (24 ÷ 60) x Tk.70,000 = Tk.28,000

240,000 + 400,000 = 640,000 (240,000 ÷ 640,000) x Tk. 90,000 = Tk.33,750 (400,000 ÷ 640,000) x Tk. 90,000 = Tk. 56,250

2) Step-down method:

Direct departmental costs before allocation

Personnel Administrative Total cost after allocation

Personnel Administration Residential Commercial 70,000 90,000 240,000 400,000 (70,000) 10,000 36,000 24,000 (100,000) 37,500 62,500 313,500 486,500

Calculations: 10 + 24 + 36 = 70 (10 ÷ 70) x Tk. 70,000 = Tk. 10,000 (36 ÷ 70) x Tk. 70,000 = Tk. 36,000 (24 ÷ 70) x Tk. 70,000 = Tk. 24,000 240,000 + 400,000 = 640,000 (240,000 ÷ 640,000) x Tk. 100,000 = Tk. 37,500 (400,000 ÷ 640,000) x Tk. 100,000 = Tk. 62,500 3. (a) Residential: Tk. 313,500 ÷ 30,000 hours = Tk. 10.45 per direct-labor hour (b) Commercial: Tk. 486,500 ÷ 9,970,000 sq. ft. = Tk. .0488 per square foot 4. I would recommend that PQS Cleaning Services allocates the costs using the step-down method as it recognizes that some service departments provide services to other service departments as well as to producing departments. Problem -44(Professional Level-I, CMA Exam. Aug-2009, Q3): Millat Fan Company has three Production Department- A, B & C and two Service Departments X & Y. The following estimated figures for a certain period have been made available: Tk. Rent and rates ……………………………………………….. 20,000 Power ………………………………………………………... 6,000 Lighting and electricity …………………………….……….. 2,400 Page -115 Friday, April 10, 2015 Md.Monowar Hossain FCMA,CPA,FCS, ACA

GM & Head of ICC, Agarani Bank Limited. eMail: [email protected]

Class note for CMA Professional Level –I 102:COA (Cost Accounting)

Indirect labor ………………………………………………... 6,000 Depreciation of machinery ……………………………… 40,000 Other expenses …………………………………………… 30,000 Following are the further details, which are available: Total A B C X Floor space (Sq. feet) 20,000 4,000 5,000 6,000 4,000 Light point (Nos.) 120 20 30 40 20 Cost of machinery (Tk.) 2,00,000 50,000 60,000 80,000 5,000 Direct wages (Tk.) 40,000 12,000 8,000 12,000 6,000 House power of machinery (Nos.) 300 120 60 100 20 Working hours (hours) 9,100 3,560 3,400 2,140 The expenses of the Service Departments X and Y are to be allocated as follows: A 30% 30%

X Y

B 30% 30%

C 30% 20%

X 20%

Y 1,000 10 5,000 2,000 -

Y 10% -

Required: (a)Calculate the overhead absorption rate per hour in respect of the three Production Department. (b)What will be the total cost of an article with material cost of Tk. 60 and direct labor cost of Tk. 40 which passes through A, B and C Departments for 3, 2,1 hours respectively. Solution of problem no. -44 (Professional Level-I, CMA Exam. Aug-2009, Q3): Ans.(a): Millat Fan Factory Departmental Overhead Distribution Summary Particulars

Basis of apportionment

Indirect labor

Floor Area (4:5:6:4:1) Hours Power (6:3:5:1) Light Points (2:3:4:2:1) Direct Wages (6:4:6:3:1)

Dep of machinery

Machine cost (10:12:16:1:1)

Rent and rates Power Lighting &elec’y

Other expenses Direct Wages (6:4:6:3:1) Service Department Service Department Service Department Service Department Service Department

Production Departments

Total Tk. 20,000 6,000 2,400 6,000 40,000 30,000

A 4,000 2,400 400 1,800 10,000 9,000

B 5,000 1,200 600 1,200 12,000 6,000

C 6,000 2,000 800 1,800 16,000 9,000

104,400

27,600

26,000

35,600

X Y X Y X

Working hour

11,200

3,360 1,536 307 31

3,360 1,536 307 31

3,360 1,024 307 20

(11,200) 1,024 (1,024) 20

7

7

7

(20)

32,840

31,241

40,319

3,560

3,400

2,140

Tk. 9.23

Overhead per hour

Service Departments Y X 4,000 1,000 400 400 200 900 300 1,000 1,000 4,500 1,500

Tk. 9.19

4,000 1,120 (5,120) 102 (102)

Tk.18.84

Page -116 Friday, April 10, 2015 Md.Monowar Hossain FCMA,CPA,FCS, ACA

GM & Head of ICC, Agarani Bank Limited. eMail: [email protected]

Class note for CMA Professional Level –I 102:COA (Cost Accounting)

Ans. (b): Statement of cost per unit Taka 60.00 40.00 100.00

Cost of material ……………………………………………………………………….. Cost of labor ………………………………………………………………………… Prime cost ……………………………………………………………… Overhead: A – 3 X 9.23 = 27.69 B- 2 X 9.19 = 18.38 C- 1 X 18.84 = 18.84 Total Production cost per unit ……………………………………………………………….

64.91 164.91

Problem -45 (Professional Level-I, CMA Exam. December-2008, Q1(b)): A companies two-service departments service not only the two producing departments but also one another. The relationships between the four departments can be expressed as follows: Service Percentages of Services Consume by Departments Department Producing Service A B Y Z Y 50% 40% 10% Z 40% 40% 20% -

Service Costs to be Distributed Tk. 10,000 Tk. 8,800

Required: i. The amount of service costs applicable to each department. ii. The total factory overhead in each producin...