 |
|
|
|
January 8, 2020
Distribution: Chapter Treasurers, RVPs, DDs, Chapter Chairs
|
Happy New Year!
In this issue you will find:
- Field Grants
- Accounts Payable Processing Update
- Centralization Update
- Detailed Receipts Please
- Weekly Calls
- National PayPal Alert
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 on your field grant balance? It isn't on the Intacct Dashboard but will be on the BUDGET REPORT (AI22) under Favorited Reports. We will get these uploaded by the end of this week.
** Please realize that it is rather difficult to change a bill to go against the field grant once the books are closed for a month. Please designate it when submitted.
Accounts Payable Processing Time
Thank you all for your support during this difficult transition. As of the date of this bulletin, we are processing bills received January 6th - 8th. If you do not see a bill submitted earlier on your chapter's bills register, it may be because we missed it or because we are needing additional information before processing it. Please contact your accounts payable person 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.
How you can help? Please submit bills and Form 14s to
accounting@score.org
only AFTER approval. Do not CC any of us while getting approval or during the conversation among your leadership as this can cause multiple copies and further delays. Submit bills with W-9s to help facilitate processing quickly. Please let us know if the bill is unallowable for reimbursement from federal funds.
Centralization Update
All FY 2019 Form 3s have been uploaded. We are holding a few adjusting journal entries until the auditors release the workpapers, one of which will be to zero out any negative balance in Federal Restricted Net Assets as of 9/30/19 on the SOFP. Please join the weekly Intacct Zoom call announced below as we'll go over this and other topics.
Please remember to submit readable, itemized receipts from any restaurant for meals on any expense reports. This policy was announced at the NLC in August
.
Any alcohol purchases need to be on a separate check with a separate receipt submitted. Alcohol and any restaurant reimbursement without an itemized receipt will only be reimbursed from unrestricted funds if available.
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, January 14, 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:
- Certificate in Small Business Management for the Skilled Trades 2020
- Building Stronger Nonprofit Leadership Teams: Chairs & Executive Directors
- Business Start-up Bootcamp
- Virtual Terminal Payments
- December 2019 Members Holiday Meeting-Lunch
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
.
Thank you for all you do for SCORE.
John Fuqua
Vice President of Finance
SCORE
|
|
|
|
Helpful Tips for Centralized Accounting
|
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.
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.
|
|
|
Who to Contact with Questions
|
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?
John Fuqua
- Contracts, Compliance, Leases, and Foundation Funds
- Deposits, Revenue Classification and CashPro deposit app
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
|
|
|
|
|
|
|
|
|
|
