For all chapters in the Accelerated Rollout of Centralized Accounting, you should have heard from your HQ point person. If not, please contact Erin Schultzimmediately.
The checklist to transition to Centralized Accounting, and all related documents linked to it, can be found on the Centralized Accounting Section of the Volunteer Center or by clicking here. Monday was the deadline for finishing up any activities in your chapter's local bank. So, it is time to send those bills into HQ (with W-9s if applicable) for us to process. Your chapter does not need to fund the Bank of America account to cover bills. Please follow instructions here for submitting bills to HQ. Any deposits are to be made to BOA using the instructions here.
If you foresee any challenges to meet the final deadline for closing your local bank account by September 23, please reach out to your HQ point person who will help you.
FORM 3 Annual Chapter Reports: The Form 3 has changed slightly from prior years. Please read the instructions here carefully and watch the webinar here before compiling this year-end's Form 3. We are asking chapters to carefully identify any unallowable costs paid by the chapter and segregate it on Page 3 in line 24-8000. Only your chapter's local bank activity should be on the Form 3, not any activity in the National PayPal account or the National Bank of America account. Your chapter's final Form 3 is due to your district director by October 11, 2019.
Intacct Access: User IDs and Passwords are being created by additional staff. When your chapter ID is ready, we will send the information to the individual you designate as the user, your HQ point person will record this information for you.
National PayPal Alert: Heads Up!!
We have a few chapters that have set up workshops in Constant Contact without the chapter designation in the workshop title. While Shawn is exceptional, her crystal ball isn't always on par with your chapter. Please confirm that each of your workshops has "-C####" (four digit chapter number) in the Workshop Title Field or your chapter may not get the funds. Please see page 9 in the instructions here. Contact Shawn Littleif you discover that one of your active workshops doesn't have the chapter number so that she can confirm the activity.
Has your chapter used the PayPal Virtual Terminal? Then contact Shawn Littleimmediately to confirm your transactions.
Accounts Payable Processing Time
Thank you all for your patience as our accounts payable staff process the year end expense reports, final chapter Form 14s, and also your expense reports from the NLC as well as setting up all the vendors. Our current processing time for volunteer reimbursements is about 6 business days compared to our 4 day promise. New staff are being trained to speed up the response time. When submitting vendor bills, please submit early enough to give us 10 days to process until we are through this temporary high demand period. Please check back periodically in Intacct to ensure all are processed. We appreciate your assistance and we apologize for the inconvenience.
Announcing Weekly Intacct Webinars
Accounting will be holding weekly webinars to walk chapters through Intacct live and to answer questions related to accounting as time allows. The Zoom platform allows for regular call-ins and the ability to share screens. The next call is Tuesday, September 17, at 2pm EDT.
Please remember to submit detailed receipts for any meals on any expense reports. This is a new policy. If the detailed receipt is not available, the volunteer will still be reimbursed but as an unallowable cost from unrestricted chapter local funds.
Helpful Tips for Centralized Accounting
1. National PayPal -
with Constant Contact: All workshop names in CC Item Title must have "-C####" (dash C four digit chapter number) at the end of the workshop title. Be exact, no exceptions.
Note:
When you sign into PayPal, you will see everyone's activity - this is normal.
2. Submitting Bills -
Bills must have the chapter number on the bill or in the email. Send bills and Expense Reports (Form 14s) to [email protected]after approval.
3. Panera Orders - PO number is the chapter number, contact is Chapter Chair.
