Cash Disbursement Procedure
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1 ACCOUNTING PROCEDURES Georgia Recreation and Park Association March 2015 Cash Disbursement Procedure The following Cash Disbursement Procedure is the responsibility of the GRPA Office Manager under the direct supervision of the Executive Director. 1) Check stock is pre-numbered and placed in a locked file drawer under the control of the Office Manager. 2) Payments will be made by one of two methods. Checks will be computer printed using the accounting system or by online bill pay with the banking service and will only be issued after following the appropriate Accounts Payable Procedure as outlined in these procedures. a) Currently GRPA uses Quick Books Accounting and SunTrust Bank. Checks or bill pay are prepared by the Office Manager. b) In the absence of the Office Manager, the Executive Director may prepare a manual check following the same documentation and approval guidelines outlined for other payment methods. i) A copy of the manual check must be attached to the appropriate documentation and submitted to the Office Manager for entry into the accounting system. ii) Approval for payments made by manual checks follow the same guidelines as those for computer generated checks or online bill pay. 3) Check signers are approved and designated by the GRPA Board of Trustees, and are defined as the: a) Executive Director b) Secretary/Treasurer c) President 4) Persons who manually sign checks scrutinize supporting data at the time of signing. 5) Checks issued for amounts greater than $2,500 must have signature of Secretary/Treasurer on the Payment Information Form. Amounts greater than $3,500 require two signatures on the check. 6) Checks issued to an authorized signer greater than $2,500 must be signed by another authorized signer. For payroll purposes, online payment may be used but Secretary/Treasurer or President signature must appear on the Payment Information Form. 7) All checks must have appropriate support documentation attached defined as: a) Vendor Invoices J-1.1 Accounting Procedures (revised 03/2015)
2 i) Original Vendor Invoice - No payment will be made from vendor statements unless individual invoice receipts are attached. ii) Appropriate Accounts Payable procedures as outlined in the GRPA Accounts Payable Procedures have been followed. b) Reimbursable Employee Expenses i) An Internal Payment Request (Exhibit A) must be completed and approved by the appropriate authorizer. ii) Documentation to support expenses must be attached to the expense report with names of attendees provided for meals and entertainment expenses. iii) The expense report must be signed by (1) The employee requesting reimbursement (2) The Executive Director after auditing the ER and documentation. c) Outside Contractor payments i) A copy of the payment schedule provided in the contract document as appropriate ii) A Payment Information Form (Exhibit B) prepared and approved by the appropriate GRPA personnel d) Payroll i) On-line payroll through SunTrust Bank is used by GRPA. The Office Manager enters hours into the on-line system based on prepared time sheets. The Executive Director must log in the on-line system and approve payroll before each employees payroll can be direct deposited into the employee s account. ii) A time sheet showing hours worked for the pay period; with gross pay and net pay after appropriate deductions; and signed by the employee must be turned in each pay period. Accounts Payable Procedure The following Accounts Payable Procedure is the responsibility of the GRPA Office Manager 1) Invoices received through the mail a) Invoices will be opened by Office Manager. b) The Office Manager will i) review the invoices for amounts, accuracy and coding J-1.2 Accounting Procedures (revised 03/2015)
3 ii) prepare the Payment Request Form (exhibit A) with the appropriate accounting code and enter invoice into computer accounting system for payment iii) Process payment on appropriate due date iv) Submit request for payments and check to Executive Director for approval & signature v) Mail check and file invoices with bottom part of check attached 2) Reimbursable Employee Expenses a) Employee must complete an Internal Payment Request Form b) Each expense item must have adequate support documentation as follows i) Hotel expenses - Original Hotel bill showing payment made by employee ii) Airline expenses - Original ticket or online reservation itinerary iii) Auto rental - Original rental bill showing payment made by employee iv) Parking & taxi - parking garage and taxi receipts v) Other miscellaneous expenses - copies of receipts and type of expense vi) Mileage - number of miles traveled and the amount (miles x approved reimbursement rate. vii) Deduct any cash advances to be applied against the expenses c) Employee must sign and date the form d) Expenses must be approved by the Executive Director e) The Office Manager will: i) Compare expenses against receipts for accuracy ii) Check mathematical calculations iii) Make sure cash advances are accounted for as needed iv) Process payment to employee. v) File reports as appropriate 3) Check Requests a) Employee or Committee/Network Chairs must submit Internal Payment Request to Office Manager b) The request for check must contain i) The requestors name ii) The payee/vendor with mailing address iii) Instructions for disposition iv) The check amount v) Appropriate coding for accounting purposes. J-1.3 Accounting Procedures (revised 03/2015)
4 vi) Supporting documentation vii) Requestors signature viii) Any other special instructions Registration Receipts Procedure 1) Checks received in the Mail a) Checks received in the mail will be opened and prepared for deposit by the Office Manager i) Checks will be stamped on the back with the appropriate bank information for deposit ii) A preprinted bank deposit ticket will be prepared iii) Checks will be entered into the Quick Books system with the appropriate code. 2) Posting deposits to the Accounting System a) The Office Manager will enter the deposit report information into the accounting system coding to the appropriate account. i) Revenue will be posted to Income as an offset to budgeted expenditures. 3) Credit Card Processing a) Credit card payments must be received on the GRPA Credit Card Form. b) Payments must be run through the desktop terminal the day it is received. c) Credit card receipts will be saved to the GRPA common drive and a copy will be ed back to the card holder. d) Immediately following the transaction, the credit card form/information must be shredded. e) No credit card numbers/information will be kept overnight at the GRPA office. 4) Registration for events, membership renewals, workshops and conferences may be received with payment a) Office Manager prepares and mails invoice for amounts due. b) Payments received are properly processed and credited to the appropriate invoice and program codes. Company Credit Card Procedure GRPA has two company credit cards. Both are in the name of the Executive Director. Use of the credit card will follow these procedures. 1) Charges are to be made for expenses that are in the approved budget. 2) All receipts for items charged on the company card will be provided to the Office Manager. The receipt will be coded with the program and line item cost applicable. 3) When the charge card invoice is received, the Office Manager will review the bill, match receipts to the charges on the invoice, code the invoice, and follow procedures for payment. J-1.4 Accounting Procedures (revised 03/2015)
5 4) If there is a question regarding a particular charge, the Office Manager will request the Executive Director to approve and code the expenditure appropriately. 5) Upon completion of the invoice reconciliation, a check or online payment will be processed by the Office Manager. Bank and Financial Accounts and Statement Reconciliation 1) GRPA maintains checking, savings and money market account with SunTrust Atlanta a) Officers of record on the account are Executive Director, President, Secretary/Treasurer b) Elected officers are updated annually after elections at the annual conference 2) Bank deposits are made each business day or no less frequently than weekly. a) Deposits are prepared by the Office Manager on preprinted deposit forms. b) Deposits are manually taken to the bank by Executive Director or Office Manager c) Deposit receipts from the bank are returned to Office Manager who attaches to the office copy of the deposit detail 3) Bank statements are received monthly from bank. a) Statement is opened and reviewed by Executive Director for review of accuracy. b) Bank statement is transmitted to Office Manager for review of accuracy. c) Bank statement and other appropriate financial reports such as investments are transmitted monthly to CPA firm. d) CPA firm reconciles bank statement; prepares a general ledger for the month; enters information in their Quick Books Program for GRPA and submits a monthly financial statement back to GRPA e) Executive Director uses monthly financial statements for quarterly financial reports to the Board. 4) GRPA maintains an investment account with various firms. a) The Investment Committee serves as the investment manager of these accounts and approves all transactions per the GRPA Investment Policy Statement approved by the Board of Trustees on 12/09/09. b) Periodic meetings are held with account representatives from the firm for account reviews and appropriate adjustments and recommendations to the full Board. J-1.5 Accounting Procedures (revised 03/2015)
6 (Exhibit A) GEORGIA RECREATION AND PARK ASSOCIATION 1285 PARKER ROAD CONYERS, GA INTERNAL PAYMENT REQUEST Date: Amount: Budget Code: Pay To: Purpose: Signed: J-1.6 Accounting Procedures (revised 03/2015)
7 (Exhibit B) GEORGIA RECREATION AND PARK ASSOCIATION, INC. PAYMENT INFORMATION FORM DATE: ONLINE PAYMENT: CODE: PAYMENT TO: FOR: IN THE AMOUNT OF: Approved by: (Treasurer) Approved by: (Executive Director) Date: Check # J-1.7 Accounting Procedures (revised 03/2015)
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