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JULY 13, 2020
Distribution: All Active Volunteers
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Announcement: Vice President of Field Operations
I am thrilled to share with you that Doug Nohe has accepted the full-time position of Vice President of Field Operations with SCORE. Doug has made significant contributions during his tenure in the Acting role, making sure the volunteers’ perspectives are considered with every decision we make as One SCORE. He implemented Listening Tours to the field, and brought back valuable feedback from those visits. He helped design improvements to the Engage training and system. He continues to be instrumental in supporting the field during this unprecedented pandemic, ensuring continuity in services and support to volunteers in the field. Ultimately, he is a true advocate for you, the volunteers, who are making a difference in people’s lives every day.
Doug is uniquely qualified for this role, given his personal understanding of both the entrepreneurial and SCORE volunteer’s perspective. Having previously served as Chapter Chair of SCORE Chicago, he has also been a member of the SCORE National Advisory Council, and had successfully led our USDA partnership.
Doug led three venture capital backed start-up companies in physician practice management and healthcare technology management. A former small business owner with a track record of business success, Doug performed strategic and financial turn-around for several operations in North America, before purchasing his own Design/Build company. In that endeavor, he led a team that created tremendous impact, including a 60% increase in operating margins.
Over the past 8 years, Doug has demonstrated a deep and genuine passion for SCORE’s mission, and he will bring to this role his tireless determination to help SCORE better serve our clients, and be an even better place to volunteer.
Please join me in congratulating Doug, and continue to provide us with your feedback as we move forward as One SCORE.
Bridget Weston
SCORE CEO
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Featured Dept. - Accounting
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Having a virtual chapter or district meeting and want someone from accounting to attend? Give us a call or email, we love to hear from you.
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In this issue you will find:
- AP Processing Update & Paying Bills Now
- National Allocation Budget Transfers
- SBA’s “Small Purchase” Rules
- Chapter Accounting Policies and Procedures Manual
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 phases when it may be difficult for you to forward the bills to us and for us to get mail. Currently, we are paying telephone and internet
through July
with or without a bill unless you have told us not to pay in advance. For chapters whose bills do NOT come directly to HQ, we will pay the bill out of local unrestricted funds coded to 59900. Once the bill is provided to us as back-up, we will reclassify the bill accordingly. Once the HQ office is open daily, we will go back to normal bill processing.
If we paid the bill in advance, we need a copy of the bill. How to tell if we paid it in advance? If the bill number starts with ADV PMT, we will still need a copy of the original bill. Even if it is getting mailed directly to us, if you have the ability to get it online, we would appreciate you sending a copy directly to your A/P Specialist (see staff list below).
As of the date of this bulletin, we are processing bills received July 10th and 13th. If you do not see a bill submitted earlier on your chapter's bills register in Sage Intacct Accounting system, please let us know. Please contact your accounts payable person directly or send an email to
accounting@score.org
.
Leaving any National Allocation on the Table?
Dear RVPs, District Directors, and Chapter Treasurers - we are in the final quarter of the year. Please review any unused National Allocation balances and communicate with your team about any budget transfers that need to be made to utilize these funds. Please get the transfers in now to
Erin Schultz
so that the funds can be used. As a reminder, this year’s National Allocation cannot be used for deposits on events or services for next fiscal year and the funds cannot be carried over. This stipulation is from the Uniform Guidance stating that expenses must be “
Allocable
” to the grant. (We receive a different grant every fiscal year.)
SBA “Small Purchase” Rules to Use Restricted Funds
The SBA requires SCORE to get price quotes from qualified vendors or explain why that vendor is the only qualified one for any vendor that SCORE pays more than $10,000 during this fiscal year. This is covered in the Code of Federal Regulations 2 CFR §200.320(b). HQ will be reaching out to chapters to assist in getting SCORE in compliant with this rule for our FY20 SBA audit covering October 1, 2019 through September 30, 2020. We would greatly appreciate chapters starting to work on this now.
The SCORE Operating Manual’s (SOM) Contract Bid requirements (available
here
on Page 42) for agreements over $5,000 ensures that most vendors who fall within the Small Purchase Rules are adequately documented. For those instances in which a vendor is paid by multiple chapters with no one chapter exceeding $5,000, we will work with those chapters to get adequate documentation.
For FY21, please begin to review the services your chapter uses as you build your chapter budgets. Will a vendor surpass $5,000 and will they be paid from restricted funds? If so, please be prepared to solicit estimates from qualified vendors or document why the vendor is the only qualified in order to be compliant with the SOM and the SBA. We will need documentation either at the beginning of the fiscal year or when the first bill is sent in to be processed.
Chapter Accounting Policies and Procedures are in Review
The Chapter Accounting Policies and Procedures Manual (CAPP) is in final review. We expect them to be published in July. Thank you to our volunteers that have dedicated so many hours on this project:
- Stuart Epstein
- Michael Tarren
- Pat Lambert
- Bill Ringler
- Joe Pohlots
- Patrick Coleman
- Edward Stone
- Terry Liggett
- Malcolm Platt
- Nathan Ruiz
- Michael Lopata
- Eric Robertson
We appreciate your expertise and commitment to SCORE. CAPP will reflect the treasurer’s role with Centralized Accounting as well as best practices and compliance standards of the federal grant.
Weekly Intacct Webinars, our “Tech Tuesday” calls, will resume July 29. If you have questions regarding using Intacct before then, please contact
Erin Schultz
.
Thank you for all you do for SCORE and stay safe.
Rick Peluso
VP of Finance
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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. The SBA also requires attendee list and a detailed explanation of what was discussed (agenda).
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 placed in the Constant Contact ‘Online Event URL’ field. 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.
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
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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
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
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Deadline to apply for Payment Protection Program extended to August 8th
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On Saturday, July 4th, President Trump signed into law the PPP extension bill that had been passed by Congress. The law extends the deadline to apply for assistance through the Payment Protection Program to August 8th (previous deadline was June 30th). The SBA resumed accepting applications today at 9 AM EST.
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Constant Contact Small Business Support Kit
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Our partner, Constant Contact, has created a support kit with guidance, new ways to boost business, and inspiration from small business owners to help each other figure out what to do next. They continue to develop their community offerings to help entrepreneurs navigate current times.
View and share the resources available
here.
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Upcoming Live Webinars for Small Business Owners
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Release of SCORE FY2019 Annual Report
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SCORE accomplished great things in FY2019!
We have just released the FY2019 annual report highlighting major achievements and success stories of SCORE clients, volunteers, and partners.
During FY19, our focus was on
"One SCORE". This initiative emphasizes how SCORE’s volunteer mentors, The SCORE Foundation, donors, corporate partners, board members and staff are working together with shared vision, consistent focus and renewed energy as we serve our clients and prepare SCORE for future success.
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July Lifelong Learning Series: Featuring SCORE Seattle
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July's Lifelong Learning Series Webinar will feature the SCORE Seattle Chapter's workshop program called
Small Business Essentials. Chuck Botsford, Seattle's Workshop Chair, will walk through the development of this series and explain how it has become a consistent revenue stream for their chapter. We will also share how other chapters can access this material and replicate a similar series for their clients.
If you are interested in learning more about this program, including opportunities for your chapter to present, please email
kathryn.kelly@score.org.
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Engage Update - Changes to Onboarding Process
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On Monday, July 6th, an Engage Update was sent out to Volunteer Leaders and Engage Contacts (as well as the Board and SCORE Staff). This update highlighted the changes that have been and will be made to the Onboarding Process once we resume the roll-out of Engage.
You can view the full update
here.
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Resources for Clients
SCORE is collecting resources to answer client's critical questions during the COVID-19 pandemic—and afterward. Updates are being made regularly.
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Volunteer Toolkit
These resources provide the latest communications and notifications around SCORE’s policy and guidance during this trying time.
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1165 Herndon Parkway
Suite 100
Herndon, VA 20170
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Funded in part through a Cooperative Agreement with the U.S. Small Business Administration. All opinions, conclusions, and/or recommendations expressed herein are those of the author(s) and do not necessarily reflect the views of the SBA.
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