Accounting Bulletin - April 13, 2021
In this issue you will find:
- AP Bill Processing Status
- Is a Credit Card is Required . . .
- Need to update bill approval designees?
- Traveling Far? We need a map
- Treasurer Tuesday Schedule
- 90 Days or its Toast
What is new in accounting?
We are working behind the scenes to prepare for bring new treasurers onboard in October. Field Grants have been posted into Sage Intacct. As a reminder, please do not apply for PPP or Community Navigator grants. Have questions or need help on anything accounting? Our staff 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 April 9 and April 13. 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. Requesting to use the HQ Credit Card
Starting May 1st, HQ will have a credit card for chapter expenses. If your chapter has a recurring bill or a big event that requires a credit card, HQ staff are available to work with the vendor to have the charges go on an American Express. Due to internal controls, we are not able to provide the credit card to the chapter directly; making it best for recurring charges such as subscriptions on an account, automatic renewals, or for one-time large purchases. SCORE does prefer to write a check to the vendor, this is another payment option for those vendors who don’t accept checks or ePayments through Bill.com.
The chapter has the responsibility to cancel any charges no longer needed and maintaining control over any online account with the vendor. Expenses are automatically booked to be paid out of the chapter’s unrestricted funds unless the chapter provides adequate documentation for every charge over $25 in time for the month-end close.
Please read the instructions and fill out the request form found at https://tinyurl.com/SCORECharge and send it approved by your chapter chair to Erin Schultz. She will contact you to arrange for her to give the credit card information directly to the vendor.
3. Updating bill approval designees
Chapter Chairs and Co-Chairs: Have you had a leadership staff change at your chapter? Need to change who can submit and approve bills for your chapter or district? Fill 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
SCORE will be taking a short break from Treasurer Tuesday as we work with the Treasurer Advisory Group. The next will be April 20 and May 4.
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.
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