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Accounting by Guardian Court

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Form 31. ACCOUNTING BY GUARDIAN

[Caption]

respectfully submits to the court [his] [her] account as guardian of the estate of for the period beginning on and ending on . This account is submitted because

1. Charges to accountant: [If this is the first account, the first item should be the value of the estate as reflected by the inventory. If a subsequent account, the first item should be the balance shown on the previous account. Thereafter list separately and describe in detail (a) additional property received by accountant; (b) all income; and (c) gains from the sale, conveyance or other disposition of any property received by the accountant during the accounting period. Show the date of each transaction.]

Total charges to accountant: $

2. Credits, other than payments to distributees, to which accountant is entitled: [List separately (a) all disbursements, other than payments to distributees, and (b) all losses sustained on sales, conveyances or other dispositions of any property, describing each item in full. Show the date of each transaction.]

Total: $

3. Credits for money paid or assets delivered to distributees: [Itemize each disbursement of cash and describe in detail other assets delivered, showing opposite each asset the amount at which its value was estimated in the inventory or, if purchased by the accountant, its cost. Show the date of each transaction.]

Total: $

SUMMARY OF ACCOUNT

Charges to accountant: $

Credits as per paragraph 2: $

Credits as per paragraph 3: $

Total Credits: $

Balance remaining in hands of accountant: $

4. Description of balance remaining in hands of accountant: [List separately and describe in detail each item of property remaining in the accountant's hands, showing the inventory value or cost of each.]

5. Changes in form of assets not affecting balance: [List separately and describe in detail all changes in the form of assets resulting from collections or sales at inventory or cost value and other such transactions. Show the date of each transaction.]

6. All outstanding liabilities of the estate of which accountant has knowledge are:

Total Liabilities: $

Vouchers evidencing cash disbursements and receipts evidencing other assets delivered for which accountant has taken credit are attached to this account.

THEREFORE, having fully accounted for the administration of this estate for the period set out above, accountant requests that, after proper advertisement and notice, if any, required by the law or by the court, this account be examined, approved, and confirmed by the court, and that accountant be allowed the sum of $ as [his] [her] fee for services rendered during the period covered by this account.

[Signature]

[Affidavit]

Reporter's Notes to Form 31: Pursuant to Ark. Code Ann. § 28-65-320, a guardian of the estate must file with the court annually, within 60 days after the anniversary date of his or her appointment and also within 60 days after termination of his or her guardianship, a written verified accounting. Notice of hearing of every accounting must be given to the same persons in the same manner as required in connection with the petition to appoint the guardian, except that the court may dispense with notice to a mentally incompetent ward upon a satisfactory showing that such notice would be detrimental to his or her well-being.

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What the Accounting by Guardian Court Is and When It Applies

An Accounting by Guardian Court is a formal, court-filed financial statement prepared by a court-appointed guardian that documents the ward’s assets, income, expenses, receipts and distributions for a specified accounting period. It provides a transparent record for the probate or family court, shows how the guardian managed the ward’s estate or property, and enables interested parties and the judge to review and approve transactions. Typical filings include an itemized inventory, ledger of receipts and disbursements, supporting source documents, and a certificate of service showing who was notified of the filing.

Why a Clear Accounting Matters for Guardians and the Court

A complete, accurate accounting protects the guardian from later challenge, satisfies statutory oversight, and helps the court determine whether the guardian fulfilled fiduciary duties. Courts rely on the accounting to evaluate bond sufficiency, reimbursements, and requests for approval of expenditures.

Why a Clear Accounting Matters for Guardians and the Court

Who Prepares and Who Reviews the Court Accounting

Guardians, conservators, probate attorneys, and court clerks all interact with the accounting; interested parties include the ward, relatives, and any appointed committee.

  • Court-appointed Guardians — Prepare and certify financial schedules for the court.
  • Probate Attorneys — Draft, review, and submit supporting exhibits and legal arguments.
  • Interested Parties — Review accounting and may file objections or requests for hearing.

The accounting is both an operational record and a legal filing: accuracy and timely service to interested parties are essential to avoid disputes and court sanctions.

Essential Components to Include in an Accounting by Guardian Court

A professional court accounting combines ledger detail, supporting evidence, statutory statements, and proof of service so the judge and interested parties can verify proper stewardship and reimbursements.

Inventory of Assets

Complete list of ward assets at the start and end of the period, including descriptions, values, and source of valuation used for each item.

Receipts Ledger

Itemized record of all income received on behalf of the ward: pensions, benefits, dividends, rents, social security, and any third-party payments with dates and amounts.

Disbursements Ledger

Detailed record of funds spent for the ward’s care and estate obligations, with vendor names, dates, purposes, and copies of paid invoices and checks.

Bank Reconciliations

Bank statements and reconciliations that match ledger balances to bank records, showing cleared checks and outstanding items for the accounting period.

Supporting Exhibits

Attach receipts, canceled checks, contracts, insurance statements, and appraisal reports necessary to substantiate entries and large transactions.

Certificate of Service

Affidavit or declaration showing who received the accounting, how they were served, and compliance with court notice requirements.

Step-by-Step: Preparing and Filing the Accounting

Follow a logical order to assemble documents, verify figures, obtain approvals, and file with the court to minimize objections and processing time.

  • 01
    Gather Records: Collect bank statements, receipts, invoices, and prior accountings covering the period.
  • 02
    Reconcile Balances: Match ledger totals to bank statements and correct discrepancies before submitting.
  • 03
    Assemble Exhibits: Attach invoices, appraisals, and supporting evidence for significant transactions.
  • 04
    File and Serve: File with the clerk, then serve interested parties as required by court rules.

How to Configure an Online Accounting Workflow

When using a digital platform, standardize fields, set authentication, and attach required exhibits to create a repeatable submission process for court filings.

Field | Configuration Name | Value
Template Pre-fill case fields and ledger tables to reduce manual entry.
Authentication Use email + SMS OTP or stronger KBA when required by court or local rule.
Signature Order Set guardian signature then attorney/notary where applicable.
Attachments Require PDF exhibits with OCR-friendly names and standardized folder structure.

Where to File and How the Submission Flows

Know the destination for both the court filing and copies for interested parties; different steps may be required for physical and electronic submissions.

  • File with Clerk: Submit the accounting to the probate or family court clerk following local e-filing rules.
  • Serve Interested Parties: Provide copies to ward, relatives, and counsel using permitted service methods.
  • Upload Exhibits: Attach receipts and bank statements as court-acceptable PDF files.
  • Obtain Court Stamp: Receive stamped filed copy or e-file confirmation for records.

Technical Considerations for Digital Submission and Signing

Confirm the court accepts electronic filings and whether it requires in-person notarization, RON, or specific authentication methods.

  • File Formats: PDF/A preferred
  • Authentication: Email + SMS OTP
  • Integrations: Connect to case management

Use platforms that support audit trails, tamper-evident signed PDFs, and integrations with document storage or case management systems to streamline filing and retention.

Typical Deadlines and Timing to Expect

Deadlines vary by jurisdiction and by the court’s scheduling order; confirm local rules and any judge-specific filing dates before preparing the accounting.

Annual Accounting:

Often due yearly or as ordered by the court; verify local code.

Notice to Parties:

Commonly 14–30 days before the hearing for objections.

Objection Period:

Typically 14–30 days after service; varies by jurisdiction.

Court Hearing:

Scheduled after review and any objections are filed.

Tax Deadlines:

Ward’s tax returns follow IRS dates; file by April 15 (or extensions).

Key Milestones from Preparation to Court Review

A sequential view highlights critical deadlines and handoffs during the accounting lifecycle so you can track completion and court events.

01

Record Collection

Gather all financial records and prior accountings for the period.

02

Draft Accounting

Prepare ledgers, reconciliations, and supporting exhibits.

03

File and Serve

Submit to the clerk and serve interested parties as required.

04

Hearing and Review

Court reviews accounting; objections resolved or account approved.

Required Identifying and Case Data to Include

Case Number: Exact court docket number
Guardian: Full legal name of guardian
Ward: Full legal name of the ward
Period: Accounting start and end dates
Totals: Beginning and ending balances
Service: Certificate of service details

Consequences of Incomplete or Incorrect Accountings

Court Sanctions: Surcharge or removal
Delay: Hearing postponement
Liability: Personal financial exposure
Tax Penalties: Late returns fines
Contempt: Possible contempt finding
Re-Filing: Additional court costs

Real-World Examples of Guardian Accountings

Two representative scenarios show common issues and how an accounting resolves oversight and transparency questions for the court and interested parties.

Elder Care Estate

Guardian compiles annual ledger with medical and rent expenses

  • Large out-of-pocket medical payment flagged
  • The accounting included invoices, insurer reimbursements, and a proposed adjustment; the judge approved reimbursement and ordered no bond increase.

Disabled Beneficiary

Court-appointed conservator reports investment income and benefit coordination

  • Social Security and trust payments reconciled
  • Supporting bank statements and beneficiary notices resolved an apparent duplicate payment and cleared the accounting without objection.

Select eSignature and eFiling Vendor Comparison for Court Accountings

A concise comparison of common eSignature vendors and typical capabilities to consider for preparing and delivering court accountings; signNow is listed first for parity with other providers.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day free trial Yes Yes Yes Yes
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No

Common Questions About Preparing and Filing a Guardian Accounting

Answers to frequent procedural and legal questions about account preparation, signatures, e-filing, and correcting mistakes to reduce risk of objections.


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