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February 12, 2020
Distribution: Chapter Treasurers, RVPs, DDs, Chapter Chairs
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In this issue you will find:
- Welcome Rick Peluso
- Centralized Accounting Survey
- Field Grants
- Accounts Payable Processing Update
- Centralization Update
- Forms Available Online
- Weekly Calls
- National PayPal Alert
Welcome Rick Peluso
We are pleased to welcome Rick Peluso as the interim Vice President of Finance. Rick Peluso most recently served at a nonprofit trade association as a COO, where he oversaw membership, meetings and events, finance, administration, human resources and information technology. In this role, Rick developed and implemented the association's $20 million budget, oversaw full cycle accounting (A/R, A/P, grant reporting, financial statement preparation, month/year-end closing process) and streamlined the AP process by implementing Bill.com. Please continue to follow the processes as normal for reimbursements, invoices and contracts. If you have any issues, please contact Bridget Weston.
Centralized Accounting Survey
As you are aware, we have completed the implementation of our Centralized Accounting nationally. We would like to receive feedback from you as it pertains to the process that was undertaken and the value to you and your chapter.
Please take a few moments to complete the
short survey
as soon as possible. Your feedback will help us to ensure that future projects will meet your needs.
How to Claim Your Chapter's Field Grant
If your chapter was awarded a field grant, congratulations! Now how do you use it? Submit any bill or Form 14 expense report directly related to the grant with the words "FIELD GRANT" prominently on the bill itself or in the submitting email. That's all it takes.
If the expense is allowable for payment using federal funds, we will code this to your chapter's field grant instead of the national allocation or the local funds.
How do you check the balance? You will see this on BUDGET REPORT (AI22) under Favorited Reports (not on your Intacct Dashboard). Please realize that it is difficult to change a bill to go against the field grant once the books are closed for a month, so please designate it when submitted.
Accounts Payable Processing Time
As of the date of this bulletin, we are processing bills received February 7th, 10th & 11th. If you do not see a bill submitted earlier on your chapter's bills register, please let us know. We may need additional information before processing it. Please contact your accounts payable person directly or send an email to accounting@score.org. When submitting time-sensitive vendor bills, please submit early enough to allow for the USPS to deliver it before the due date. Please make sure all bills are submitted with the five W's: Who, what, why, where, and when.
Centralization Update
FY19 is now complete. All entries have been booked and year end Federal Net Assets are adjusted. If any chapter needs assistance in creating a custom dashboard or report, please contact Erin Schultz or attend one of the Weekly Intacct Webinars.
Chapters who are applying for local grants or donations may need the following forms which are also available online on the new Support Center in Accounting Resources under Documents and Forms
:
IRS Determination Letter
and
Chapter W-9
. The 2018 SCORE Association Audit is also available on the
Documents and Forms page
. If an IRS Form 990 is required, please contact Doug McKenzie
.
Weekly Intacct Webinars
On Tuesday at 2pm EST every week, Accounting is holding 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, February 18, register for one or more sessions.
National PayPal Alert: Heads Up!!
New instructions for using the National PayPal virtual terminal are now available here.
We have a few chapters that have set up workshops in Constant Contact without the chapter designation in the workshop title. Please review your revenue in Constant Contact and compare it to Workshop revenue in Intacct and contact Shawn Little if there are concerns. Examples of workshops not identified:
- Hiring Your First (or Next) Employee
- Certificate in Small Business Management for the Skilled Trades 2020
- Building Stronger Nonprofit Leadership Teams
Thank you for all you do for SCORE.
Bridget Weston
Acting CEO
SCORE
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Helpful Tips for Centralized Accounting
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Watch for important messages posted in Sage Intacct to the Company Message section of your dashboard including monthly close notices, Bill.com passwords, helpful hints, and other important accounting information.
1. SEND DEPOSIT INFORMATION ON OR BEFORE YOU MAKE THE DEPOSIT to deposit@score.org. We are required to book this very quickly, and if you don't send us the information on that day, we have already booked the receipt and perhaps not where it belongs. All unidentified deposits will be posted to Other program revenue as restricted.
2. National PayPal - with Constant Contact (CC): 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.
3. Submitting Bills - Bills must have the chapter number on the bill or in the email. Send bills to accounting@score.org after approval. If it is a new service or vendor please submit a W-9 with the bill. Please check to make sure we paid your internet and telephone bills every month. All bills need to be submitted with enough information to justify using federal funds. Remember your five W's
: Who, what, why, when, and where, with the big one being WHY.
Having a chapter event? We need an attendee list since we cannot use federal funds to pay for family members.
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Who to Contact with Questions
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Our staff is here to answer questions and assist. Any question can be sent to
accounting@score.org
.
We will forward the email to the appropriate person. Want to reach out directly?
Rick Peluso
- Contracts, Compliance, Leases, and Foundation Funds
Erin Schultz
- Intacct Accounting System, Expense Classification, National Allocation
Linda Krueger
- Payables for New England, Central, Mid-Atlantic, and Northwest regions
Harinder Kaur
- Payables for Southeast, Southwest and Western regions along with Virginia, Nebraska and Montana
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