In this issue you will find:
- AP Bill Processing Status
- Having a District or Regional Meeting? May we attend?
- Update Bill Approval Designee for your Chapter or District
- Traveling Far? We need a map
- Treasurer Tuesday Schedule
- 90 Days or its Toast
SCORE is close to having half of the fiscal year under our belts. February books are now closed. The accounting staff is working on updating internal procedures and preparing training for our new chapter treasurers in October. Our contact information is now on the Support Center here.
1. AP Bill Processing Status – Up to Date
Bills being mailed to HQ are now being picked up at the post office regularly.
We are still paying telephone & internet bills 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 expense, accordingly, please have it to us by the 3rd business day after the month. Once the chapters are all open, we will go back to normal bill processing. Please check your chapter dashboard in Sage Intacct for 59900 Misc. expense for bills documentation we still need.
As of the date of this bulletin, we are processing bills received March 8 and 9. If you do not see a bill submitted earlier on your chapter's bills register in Sage Intacct Accounting system on your chapter’s Bills Register, please let us know. Please contact your accounts payable person directly or send an email to firstname.lastname@example.org.
2. Having a virtual Regional or District Meeting?
Our accounting staff want to join your team meeting, we find it helpful to listen in for our understanding of what you do and how we can support your volunteers. Please send an email to email@example.com or directly to your accounts payable specialist to invite them. If your group would like us to answer questions or present, please reach out to Erin Schultz at firstname.lastname@example.org.
3. Please Update Bill Approval Designees
Chapter Chairs and Co-Chairs: Please take the time to help us update who may submit and approve bills for your chapter or district by filling out this survey: https://tinyurl.com/SCOREDesignee
Only Chapter Chairs and Co-Chairs may approve chapter bills unless they appoint a designee either by the position or by the name of the person. This designation lasts until revoked by the Chapter Chair. District Directors can use this form to appoint either the ADD or another district leader as the person who approves bills for their district account.
4. Submitting reimbursement for a trip of 100 miles or more?
SCORE reimbursement policy is that any line item on a Form 14 over $25 needs support documentation. At $0.25 per mile, then any line item on an expense report for 100 miles or more needs proof. How does one document mileage? We recommend using any online direction website showing the starting point and ending point and the mileage displayed, but even a photocopy of a physical map will do. As long as it shows total miles for your form 14 line item. Some options include:
Google Maps Directions: https://www.google.com/maps
MapQuest Directions: https://www.mapquest.com/directions
Rand McNally: https://tripmaker.randmcnally.com/
5. Weekly Webinars – Treasurer Tuesday
If your chapter treasurer only goes to one Treasurer Tuesday, please attend the March 16 Mid-Year Check-In. We want to know how you and your chapter are doing, what you need as Treasurer, and your recommendations.
Calls are on Zoom and have a Q&A at the end for any SCORE subjects form our chapters at 2pm Eastern Standard Time. To register for one or more please visit: https://tinyurl.com/SCOREACCT9. Our schedule is:
March 16: Treasurer Tuesday Mid-Year Check-In
March 30: Treasurer’s Choice TBD
6. Want reimbursement? Please get it in before 90 days.
Have an expense you want reimbursed? Is it over $25?
Fill out a Expense Reimbursement Form 14, attach the receipts and send to your chapter within 30 days for their approval and submission to HQ.
All other reimbursements are to be at HQ within 90 days or the request will not be honored. At year-end, we need all Form 14s, for transactions before 09/30/21, to HQ by October 15, 2021 with approvals and adequate itemized receipts in order to use National Allocation Budget or chapter restricted funds.
Thank you for all you do for SCORE.
VP of Finance