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November 13, 2019
Distribution: Chapter Treasurers, RVPs, DDs, Chapter Chairs
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In this issue you will find:
- Accounts Payable Processing
- Chapter Local Bank or Other Accounts
- Centralization Update
- Sharing Intacct User IDs
- Weekly Calls
- National PayPal Alert
Accounts Payable Processing Time
Our sincere apology for the response time in getting your volunteers reimbursed and your vendors paid quickly. While we are processing faster than we were this time last year, we are not meeting our 4 business days promise. Our current processing time for volunteer reimbursements is about 8 business days. When submitting time sensitive vendor bills, please submit early enough to give us enough time to get the check to the vendor. Please check periodically in Intacct to ensure all are processed. We appreciate your patience and we apologize for the inconvenience while we are training our new staff.
How you can help? Please submit bills and Form 14s to
accounting@score.org
AFTER and with approval, do not CC any of us while getting approval or during the conversation among your leadership, this can cause multiple copies and further delays. Please submit bills with W-9s to help facilitate processing quickly. Please let us know if the bill is unallowable for reimbursement from federal funds.
Chapter Local Bank or Other Accounts
All chapters should have closed all local accounts. If your chapter has funds in any local account whether a bank, a CD, or a credit card processing vendor (PayPal, WePay, ProPay, etc) please contact me at
john.fuqua@score.org
in order to facilitate compliance with SCORE policies.
Centralization Update
For those chapters who have recently submitted their Form 3, your Statement of Financial Position (SOFP) will not be accurate until the Form 3 activity is uploaded. Your Chapter Cash Balance reflected in the SOFP line Bank of America Account is accurate. If you see transactions that do not appear to be accurate, please reach out to Erin Schultz. We are on track for having the Form 3 financial information loaded before January 2, 2020.
Sharing Intacct User IDs
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
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, November 19, register for one or more sessions.
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. Please review your revenue in Constant Contact and compare it to Workshop revenue in Intacct. Examples of workshops not identified:
- Curso de Negociaci
- Marketing Success ? Planning for 2020
- Business Start-up Bootcamp
- Quickbooks Hands On - Online Plus
- WORKSHOP: Crowdfunding
- WORKSHOP: Simple Steps
Not sure how to designate your chapter in the workshop? Please see page 9 in the instructions
here
. If you believe you are missing revenue for your chapter or want to claim one of the above workshops, please contact Shawn Little
.
Has your chapter used the PayPal Virtual Terminal? We have transactions for $120 each that are not identified. Please claim this and get instructions by contacting Shawn Little immediately.
Thank you for all you do for SCORE.
John Fuqua
Vice President of Finance
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. 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.
2. 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 are paying our internet and telephone bills.
3. Deposits - Please report deposits to deposit@score.org with an explanation of the source of fund or coding instructions.
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Detailed Receipts Please
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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.
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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
.
Rachel Boggs will forward the question on to the appropriate party. Want to reach out directly?
John Fuqua
- Contracts, Compliance, Leases, and Foundation Funds
Doug McKenzie
- Deposits & CashPro deposit app
Erin Schultz
- Intacct Accounting System, Expense Classification, National Allocation
Shawn Little
-- PayPal & Chapter Budgets
Linda Krueger
- Payables for New England, Central, Mid-Atlantic, and Northwest regions
Harinder Kaur
- Payables for Southeast, Southwest and Western regions
Rachel Boggs
- National Accounts
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