Accounting Bulletin
April 9, 2020
SCORE Accounting Practicing Physical Distancing
We may not be in the office, but we ARE on the job. Our office phones forward, give us a call.
In this issue you will find: 
  1. We’re Moving
  2. AP Processing Update & Paying Bills Now
  3. Did You Cancel an Event?
  4. Using Remote Deposit APP
  5. SOM Minute – Contracts
  6. Panther Group Change Coming June 1st
  7. Forms Available Online for Grant Applications
  8. Weekly Calls
 
We’re Moving Next Door
 
We’re moving next door, please contact your vendors to change any directly mailed bills to the new address:
 
The SCORE Association (include your chapter #)
1165 Herndon Pkwy, Ste 100
Herndon, VA 20170
 
Until the Governor of Virginia lifts the Temporary Stay at Home Order in effect through June 10 th due to COVID-19, all mail for both the old and new addresses is being forwarded to a staff member’s home. Since this delays our processing, please send any communication through email to the appropriate department email instead of mailing it, if possible. 

Accounts Payable Processing Update
 
Bills being mailed to HQ are being forwarded and will take an extra 1-2 weeks for us to receive them.

We want to make sure that your chapter’s phone is working, the rent is paid, and other utilities are covered during the COVID-19 shutdown when it may be difficult for you to forward the bills to us. Currently, we are reviewing January and February bills to determine if any of the utility bills are due soon. If the bill normally comes directly to us, we will make an advance payment automatically. 

For any other bills, we will try to contact the chapter to coordinate.  If a monthly bill is due within the next week, we will pay the standard amount without documentation out of local unrestricted funds and notify your chapter. Once the bill is provided to us as back-up, we will reclassify the bill to the correct expense category in local funds as restricted. For bills due in late April or May, please contact Erin Schultz   to schedule a payment for phone, rent, internet, copier lease, or other regular services if your chapter is unable to send a bill in through accounting@score.org .

As of the date of this bulletin, we are processing bills received April 7th, 8th and today. If you do not see a bill submitted earlier on your chapter's bills register in Sage Intacct Accounting system, 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 .
 
Cancelling Events & Issuing Refunds due to COVID-19
 
Please  document  every event you are  cancelling  with projected number of attendees and revenue. Use this document template  and share it back with accounting@score.org . We will use this to track and share with Congress and SBA as we work to make sure SCORE chapters have the funds they need to operate through the COVID-19 time period.

If you need to  refund  attendees: 
1.  Here   are the instructions on refunds using PayPal 
2. If the funds were collected by another method other than the National PayPal account, please complete the  attached form   and email it to accounting@score.org . We will issue refund checks as quickly as possible. 

In case of questions with PayPal, contact Shawn Little .  
 
If you are working to  cancel  venue contracts, please see our legal guidance of what steps to take.
 
Remote Deposit APP Available
 
As a reminder, Bank of America provides a remote deposit app for depositing checks into your chapter’s bank account instead of making that trip to the bank. Please consider this or using one of their ATMs instead of visiting the teller. If your chapter is interested in acquiring the Remote Deposit APP for Bank of America, please contact Doug McKenzie directly for access and assistance.
 
SOM Minute – Guidelines for Contracts
 
The updated SCORE Operating Manual (SOM) is up and available on the Support Center. You can also search for SOM from the Support Center homepage to find both the online version and the PDF.
 
All contracts that are for more than $5,000 must be approved by HQ. Three price quotes from qualified sources are required. If the lowest price quote isn’t chosen, then an explanation needs to be also submitted. This is covered in the SOM under General Operations and Guidelines Lesson 42, or Page 35 of the PDF version. If you have any questions, please contact Doug Nohe or Rick Peluso .

The Chapter Accounting Policies are currently in review to update for Centralized Accounting. If you would like to be an adviser with this project, please contact Erin Schultz .
 
Panther Group Bill Processing Change coming June 1 st
 
Starting with bills dated June 1st, Panther Group will send all bills to HQ directly for payment. This change will reduce the duplicate bills we receive and also ensure that all bills are being recorded. Panther will also send a copy to your chapter for your own records. We will assume that your chapter’s approval on the timesheet itself is authorization to pay. Linda is working closely with Panther to get any special coding instructions on the invoice. If your chapter is ready to change now, please contact your Panther representative to give authorization to send the bill to us directly for payment.  
 
Forms Available Online

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 under  Documents and Forms . If an IRS Form 990 is required, please contact  Doug McKenzie  .
 
Weekly Intacct Webinars
 
On Tuesday at 2pm EDT every week, Accounting is holding webinars to walk chapters through Intacct live and to answer any questions from our chapter treasurers and chairs. The Zoom platform allows for regular call-ins and the ability to share screens. The next call is Tuesday, April 14 where we will emphasize restricted vs unrestricted funds, register for one or more sessions.  

 

Thank you for all you do for SCORE and please stay safe.
 
Rick Peluso
VP of Finance
Welcome Carlos Lee

Please join us in congratulating Carlos Lee for being hired as a SCORE employee due to his dedication to SCORE and his support of our volunteers! 

Carlos supports Linda Krueger with processing payables.   
Itemized Receipts Please

Itemized receipts from any restaurant for meals should be included with all expense reports. Bills being paid directly to the restaurant need to be itemized as well. Any alcohol purchases need to be on a separate check with a separate receipt submitted. 

We will be sharing more information about this topic in the coming months.
Helpful hints with 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.
 
These three things will save you from answering a dozen emails from HQ staff:

1: National PayPal – YOU CAN USE THE NATIONAL PAYPAL ACCOUNT WITH CONSTANT CONTACT (CC) TO CHARGE FOR ONLINE WEBINARS. The Zoom link can be place in the Constant Contact ‘Online Event URL’ field.  a) 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: SEND DEPOSIT INFORMATION ON OR BEFORE YOU MAKE THE DEPOSIT to deposit@score.org -   We are required to book this very quickly. 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.
 
3. Submitting Bills - Bills must have the chapter number on the bill or in the email and must be sent to accounting@score.org after approval. Only the chapter chair and a designee on file with us is authorized to approve bills. Is it a new service vendor or contractor? 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 5 W’s : Who, what, where, when, and why, 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.
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?

Rick Peluso  - Contracts, Compliance, Leases, and Foundation Funds

Doug McKenzie  - Revenue Classification and Bank of America CashPro deposit app

Erin Schultz - Intacct Accounting System, Expense Classification, National Allocation, Chapter Financial Reporting, Special Requests

Shawn Little - PayPal, Deposits and Chapter Budgets

Linda Krueger - A/P Manager. Payables for New England, Central, Mid-Atlantic, and Northwest regions

Harinder Kaur - Payables for Southeast, Southwest and Western regions along with Virginia, West Virginia, Nebraska and Montana

Carlos Lee – Supports Linda with payables for New England, Central, Mid-Atlantic, and Northwest regions 

Report Deposit Information to deposit@score.org.

Submit Bills to accounting@score.org.
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