From all of us here at SCORE Headquarters we would like to thank all of you for your herculean effort in transitioning your chapters to the Centralized Accounting system. As Volunteers we understand that you give your time to SCORE to help improve and grow businesses in your communities and devoting additional time and resources to this project went above and beyond. Centralized Accounting has become a centerpiece in demonstrating SCORE's commitment to our stakeholders as taking proactive steps in fiscal responsibility. SCORE has already received positive feedback from numerous sources, especially Congress and the SBA and we should all be proud of the positive impact that the transition has had.
We are now approaching the finish line and the last Form 3 that chapters will ever have to complete. So please make sure that you get these to your District Directors no later than October 11, 2019. If you require any help please do not hesitate to contact us and we will be happy to assist in any way we can. Thank you again for your tremendous support.
Form 3 Annual Chapter Reports (due for newly transitioning chapters):
The Form 3 has changed slightly from prior years. Please carefully read the instructions here 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. This is already reflected in Intacct. We are capturing your local banking activity to upload into Intacct. Your chapter's final Form 3 is due to your district director by October 11, 2019.
"How do I know if I need to submit a Form 3?" If your chapter dashboard doesn't have the historical financial information for the full year or you didn't submit an interim Form 3 during transition, you need to prepare one to complete the transition. Please contact [email protected] if you have questions.
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. This is important so that Shawn Little, Staff Accountant, can know which chapter it belongs to. 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. Please audit your workshop revenue using reports from Constant Contact. If you believe you are missing revenue for your chapter, please contact Shawn Little.
Has your chapter used the PayPal Virtual Terminal? Then contact Shawn Little immediately 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 new vendors. Our current processing time for volunteer reimbursements is about 8 business days compared to our 4 day promise. When submitting vendor bills, please submit early enough to give us 10 business days to get the check to the vendor until we are through this temporary high demand period. Please check back periodically in Intacct to ensure all are processed. We appreciate your patience and we apologize for the inconvenience.
Intacct User IDs
All User IDs for chapters have been emailed to the chapter contact. If you do not have access, please email Erin Schultzto get that information forwarded to you.
Does your chapter have more than one person who needs access to Intacct for your accounting purposes? If so, you can share the User ID. Simply add a backup verification phone number into Intacct. Instructions are available here.
Weekly Intacct Webinars
Accounting is 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, October 15, 2019.
October 9: Last day to submit bill or expense report for FY19 national allocation or field grant funds.*
October 16: FY19 Accounts Payable closed.
October 18: Approved Form 3s due from District Directors to HQ.
*Those submitted after October 9 will be paid from chapter local funds and reflected in FY20 period. (We will be accruing any outstanding Panther invoices to FY19.)
Detailed Receipts Please
Please remember to submit detailed receipts from any restaurant for 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.
