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Financial Policies & Income Processing Guidelines. Tonya Smalls, Chief Financial Officer South Atlantic Division. FINANCIAL POLICIES AND PROCEDURES. Travel and Expense (T&E) Policy & Procedures Purchase Card (PCard) Policy & Procedures Raffle Guidelines Income Processing Guidelines
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Financial Policies & Income Processing Guidelines Tonya Smalls, Chief Financial Officer South Atlantic Division
FINANCIAL POLICIES AND PROCEDURES • Travel and Expense (T&E) Policy & Procedures • Purchase Card (PCard) Policy & Procedures • Raffle Guidelines • Income Processing Guidelines • There are currently 7 Mission Critical Financial Policies( these are associated with Chartering)
Mission Critical Policies • Financial Policy #1 – Sharing of Public Support Revenue • Financial Policy #2 – Combined Investment Pool • Financial Policy #5 – Investment of Funds • Financial Policy #6 – Legacies and Bequests
Mission Critical Policies, cont. • Financial Policy #12 – Form 990 Return of Organization Exempt from Income Tax • Financial Policy #16 – Special Purpose and Restricted Gifts • Financial Policy #21 – Unencumbered Cash Corridor
Income Processing Guidelines • Income Processing Manual outlines standards for processing contributions in offices, meeting and special events • Income Processing Manual is posted on the Intranet on the Finance page under Income Guidelines and Procedures • Areas covered in manual include • Income processing overview • Batch coding guides • Banking procedures
Training and Available Resources • FIN 101 – General Ledger Coding • FIN 102 – Expense Procedures and Guidelines • FIN 103 – Lawson Web Reporting • FIN 101, 102, 103 courses are facilitated by Linda Acey via webex
Training and Available Resources, cont. • FIN 201 – Income Processing was previously conducted via 1 day face-to-face training. This course is now available as an eLearning training via Society Pathways. • Key Contacts are posted on The Link on the Finance page . The list includes: • Linda Acey – Field Director of Accounting • Annetta Martin – Accounting Manager • Sandy Kimball - Accountant • Kathy Ellis – Payroll Manager • Michael Costa – Finance Lead, Business Analysis
T&E Scenarios • Staff A works in the Atlanta office and her normal commute to/from home and the office is 50 miles roundtrip. Last Wednesday she did not go in the office because she attended the all day SA Division Managers’ meeting at the hotel near the Atlanta airport. The drive to/from Staff A’s house and the meeting was 60 miles roundtrip. How many miles should Staff A include on her T&E report for reimbursement? • Staff B is very busy and does not submit T&E reports on a regular basis. In Feb 2012 , she submits a T&E that has expenses from Sept 2011, Dec 2011 and Jan 2012. Which expenses (if any) are not reimbursable? • Staff C is the most senior level staff attending a business meal with multiple staff. The team received excellent service from the server at the restaurant, so Staff C decided to pay the server 25% gratuity. Can Staff C receive reimbursement for the cost of the meal and the 25% gratuity? • The staff is Office D are planning a birthday party for a fellow staff member. Are the expenses for the birthday party reimbursable?
