May 18, 2021
n this issue you will find:
- AP Bill Processing Status
- Accounting Wants to Hear From You
- Does Your Chapter Need to Transition its PayPal?
- Is a Credit Card is Required . . .
- Need to update bill approval designees?
- Treasurer Tuesday Schedule
- Getting Reimbursed by SCORE
What is new in accounting?
We continue to find ways to serve the field and our volunteers better. We are working behind the scenes to prepare for bring new treasurers onboard in October. Inclusion and Diversity Grants are posted into Sage Intacct. If your chapter is applying for grants you will find updated resources (Audit report, 990s) in the SCORE Support Center at https://help.score.org as well as valuable information on all things SCORE. 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 May 10. 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. Accounting Survey
Last month SCORE asked all of its volunteers to answer the annual volunteer survey. Now accounting would like to ask your chapter a few questions. Please have your treasurer and your chapter chair or co-chair fill out the survey. We need to hear from you to improve our services and help us prepare for onboarding new treasurers in October 2021. Please complete the survey found at https://tinyurl.com/SCOREAcctgSurvey.
3. National PayPal
For those chapters who are using email@example.com as the PayPal account in Constant Contact, your treasurer should have received an email requesting your chapter to move over to firstname.lastname@example.org for all future webinars and events on Constant Contact. This is to prepare your chapter for Engage. This will not affect chapters who are already on Engage or those who already are using email@example.com. This does not affect events already set up in Constant Contact now. Don’t know if your chapter is affected? See the list of chapters here. For more information, please contact Shawn Little directly.
4. Requesting to use the HQ Credit Card
Starting May 1st, HQ has 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 your vendor.
5. 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.
6. Treasurer Tuesday Zoom Calls
SCORE will be moving Treasurer Tuesday to the third Tuesday of each month as we work with the Treasurer Advisory Group. The next one will be May 18 regarding where to find information for grant applications. Calls are on Zoom and have a Q&A at the end for all questions in Accounting from our chapters and are held at 2pm Eastern Standard Time. To register for one or more please visit: https://tinyurl.com/SCOREACCT9. You can find the presentations along with the notes on the SCORE Support Center by searching for Treasurer Tuesday Webinars or at the link here. Subjects covered at past Treasurer Tuesdays are:
Inclusion & Diversity Grants Support Center with slides and video
Allowable Uses of Federal Grant and Program Funds (Restricted vs Unrestricted Revenue; Allowable and Unallowable Expenditures) Slides
The Role of the Chapter Treasurer Slides
Welcome to Intacct Slides
Intacct Deeper Dive (Running Reports, Restricted and Unrestricted Fund Balances, Activity Codes) Slides
Making and Reporting Deposits Slides
Submitting Bills for Payment Slides
7. Want reimbursement? Please get it in before 90 days or it’s . . . .
Have an expense you want reimbursed? Is it over $25?
Fill out Expense Reimbursement Request Reports Form 14, revised for 2021, 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, every Form 14, for transactions before 09/30/21, need to be at HQ by October 15, 2021 with approvals and adequate documentation in order to use National Allocation Budget or chapter restricted funds.
Remember that any line item over $25 needs an itemized receipt showing amount, date, details of what was purchased. Please explain the benefit to SCORE. Any receipts not itemized or that contain alcohol will be reimbursed only from chapter unrestricted local funds. Credit Card statements are adequate for reimbursement from chapter unrestricted local funds only. Food purchased for chapter meetings or special events also need an attendee listing and either an agenda or a detailed explanation of what was discussed for the SBA review every year.
Mileage line items over 100 miles need documentation as well. 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 Form14 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/
District Directors and RVPs, please send your expense report directly to firstname.lastname@example.org or your A/P specialist unless you are requesting expenses to be charged to a chapter, those need the chapter’s approval submitted with the form.
Thank you for all you do for SCORE.
VP of Finance