Catholic Charities Finance Training Who is the
Description: Catholic Charities Finance Training Who is the Finance Team? Finance Team Leaders Nick Hunter, Chief Financial Officer nhunterarchlou.org ext 110 Tek Rizal, Finance Business Manager trizalarchlou.org ext 117 Finance Team Non MRS Zainab
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slide1. Catholic Charities Finance Training<br>
slide2. Who is the Finance Team?<br>
slide3. Finance Team Leaders Nick Hunter, Chief Financial Officer
nhunter@archlou.org ext 110
Tek Rizal, Finance Business Manager
trizal@archlou.org ext 117<br>
slide4. Finance Team Non MRS Zainab Noori, Staff Accountant
znoori@archlou.org ext 114
Maria Utley, Grant Accountant (non-MRS)
mutley@archlou.org ext 120
Samira Rezaye, AP/AR Clerk
srezaye@archlou.org<br>
slide5. Finance Team MRS Julia Htoo, Grant Accountant
jhtoo@archlou.org ext 109
Becky Brenzel, Accounting Generalist
bbrenzel@archlou.org ext 104<br>
slide6. Finance Team KOR Debra Peffer, Senior Accounting Grant Analyst
dpeffer@archlou.org ext 125
Malini Mahalingam, Senior Grant Accountant
mmahalingam.@archlou.org ext 404
David Kraus, Senior Grant Accountant
dkraus@archlou.org ext 111<br>
slide7. Accounts Payable<br>
slide8. AP Check processing Accounting Generalist (Becky) records all MRS accounts payable in CCL accounting software (MIP).
Staff Accountant (Zainab) records all non-MRS accounts payables for CCL in MIP.
Checks are cut by AP team members on Mondays and Thursdays each week.
Turn around is TWO days. If you need a check by Monday, submit PR by close of business (COB) Thursday prior to the weekend and by Tuesday COB for Thursday Checks.<br>
slide9. AP Check processing Checks are printed by 2 pm. If a client needs to pick up a check, plan for next day to allow for possible delays in process.
AP team handles the mailing of checks and will email ACH support to their respective department.
If payment needs to be EXPEDITED, let AP team know in an email request. Highlight, bold, underline, to bring to our attention.<br>
slide10. ACH Payments ACH (automated clearing house) payment is a type of electronic payment made to a bank account.
Please note that it takes TWO days for ACH payments to post in a vendor’s bank account, due to a multi-step process for approvals.
ONLINE payments: if a vendor wants an online payment, not ACH, use a credit card to make these payments.
Credit Card payments are done by division members. AP team does not have access to make credit card payments.<br>
slide11. External Vendor’s Invoicing Purchase Request (PR) are available on the CCL employee page under forms and policies. https://cclou.org/employee/forms-and-policies/
Please complete all sections of the PR: date, account code, vendor information. PR must be reviewed and approved by program director.
New vendors must be vetted with a background check, ensuring compliance with OMB Circular for federal awards.
New vendors will need a W9 attached to the PR.<br>
slide12. External Vendor’s Invoicing Invoices with multiple reimbursement sources, please note on the invoice. Write all coding and breakout on the PR.
Make sure to attach supporting documents, like invoices and W9 (new vendor) to PR.
Completed PR with backup documents are submitted to finance:
All MRS invoices and PR go to invoices.mrs@archlou.org
Non-MRS invoices and PR go to cclfinance@archlou.org and mutley@archlou.org.
For grant funded programs please work for your grant accountant directly to ensure proper coding prior to submitting invoices or PRs.
Admin or general fund related invoices and PR go to cclfinace@archlou.org.<br>
slide13. External Vendor’s Invoicing DEADLINES
- 6th business day for MRS and Non-Grant related expenses.
- 3rd business day for Non-MRS grants.
Example: if you are submitting September external vendor’s invoice for MRS the due date is October 6th.
External vendor invoices are processed according to their due date.
Invoices are processed first in, first out (FIFO) by AP staff.<br>
slide14. Void/Reissue Checks<br>
slide15. External Vendor’s Invoicing Today’s mail service is unpredictable. Please note:
If a vendor has not received payment, please notify the finance team immediately.
Finance can verify receiving/processing of a request, the date a check was issued/mailed, and if a payment has cleared the bank.
If payment is not received, notify Finance team. Finance can re-issue payment, and void/stop payment original payment.<br>
slide16. Account Payable Questions<br>
slide17. AP Questions Tek
ACH/Direct Deposits
Check cashed confirmation
Grant Accountants (David, Malini, Julia, Maria)
Granted related invoices.
Becky (MRS) and Zainab (Non-MRS/Agency)
Check issued date
Check number
Check mailing confirmation
If you need immediate attention, please copy Nick Hunter, CFO .<br>
slide18. CCL Credit Cards<br>
slide19. CCL Credit Card Charges Card Holders’ Processes<br>
slide20. CCL Credit Card Charges Accounting Staff’s Processes<br>
slide21. Chart of Accounts & Coding<br>
slide22. Chart of Accounts When coding a transaction here are 6 segments used. Sample Coding
104-401-717-100244-9241-24 Restriction code- Source of funding being used.
Functional Department code- Area of CCL
Department code- Individual program/department
Extension code- Type of grant or non grant
GL code- Type of expense or revenue
Fiscal Year code- Grant year or fiscal year<br>
slide23. Restriction Codes 100 General Funds
104 Federal
105 State
106 Grants Other (Corporate awards/Foundations)<br>
slide24. Functional Departments 400 Administration and Support Services
401 Refugee Programs
402 Social Services
403 Case Management
404 Catholic Identity and External Relations
405 Development & Fundraising<br>
slide25. Departments 706 Development
707 Communication
708 Mission
709 Language Services
710 Immigration Legal Services
711 Common Table
712 Common Earth 713 Family Support Services
714 Sister Visitor
715 Ombudsman
716 Bakhita
717 MRS
718 KOR<br>
slide26. Extension, GL, FY Codes Extension Codes identifies the funding (six-digit code) GL Codes explains what the expense is (four-digit code) Fiscal Year (FY) identifies the award year/financial year (two-digit code)<br>
slide27. CCL Grants MRS and Non MRS<br>
slide28. Grant Purchase Request Submit directly to the assigned grant accountant for review.
Submit PR with full coding. Incomplete or inaccurate coding will be returned for correction with guidance.
For programs that want to pick up their checks for any reasons, please be sure it is clearly noted on your check request. Please highlight, bold, underline, to bring to our attention.
Completed PR with supporting documents to the finance team and marked it as OK to pay. Submitter of PR will be copy and special instruction will be repeated in the email.<br>
slide29. Grant Monthly Reports All Program Directors will receive monthly reports from their grant accountant. These reports include activities across all grants at month ending, and consolidated reports for the program and general fund activities.
Monthly reports will include commentaries on significant activities/changes, as well as notes on spending rates. When an award is ending, steps for closing will be outlined.
If you are Common Earth, Sister Visitor Center or Bakhita, your monthly report will also include notes that grant detail tracking and match tracking that has been updated.<br>
slide30. Time & Effort Impact All grants are awarded with approved percents assigned to staff members. Timesheets should follow these percents to stay on track with the approved budget.
Timesheets can be updated by the grant accountant to provide guidance and help staffs complete the target percents correctly.
T&E sheets will be issued by the grant accountant at the 25th each month. If there are staff additions or new awards, T&E sheets will be updated and reissued accordingly.<br>
slide31. Time & Effort Impact Timesheet are due to the grant accountants on the first of each month. A complete timesheet includes the employee signature and the supervisor signature.
If a staff departs from CCL, the staff must provide the supervisor with their final timesheet.<br>
slide32. Travel and Employee’s Reimbursement<br>
slide33. Travel Expenses<br>
slide34. Employee’s Reimbursement<br>
slide35. Reading Financial Statements<br>
slide36. Profit/Loss Statement (Statement of Revenues and Expenditures)<br>
slide2. Who is the Finance Team?<br>
slide3. Finance Team Leaders Nick Hunter, Chief Financial Officer
nhunter@archlou.org ext 110
Tek Rizal, Finance Business Manager
trizal@archlou.org ext 117<br>
slide4. Finance Team Non MRS Zainab Noori, Staff Accountant
znoori@archlou.org ext 114
Maria Utley, Grant Accountant (non-MRS)
mutley@archlou.org ext 120
Samira Rezaye, AP/AR Clerk
srezaye@archlou.org<br>
slide5. Finance Team MRS Julia Htoo, Grant Accountant
jhtoo@archlou.org ext 109
Becky Brenzel, Accounting Generalist
bbrenzel@archlou.org ext 104<br>
slide6. Finance Team KOR Debra Peffer, Senior Accounting Grant Analyst
dpeffer@archlou.org ext 125
Malini Mahalingam, Senior Grant Accountant
mmahalingam.@archlou.org ext 404
David Kraus, Senior Grant Accountant
dkraus@archlou.org ext 111<br>
slide7. Accounts Payable<br>
slide8. AP Check processing Accounting Generalist (Becky) records all MRS accounts payable in CCL accounting software (MIP).
Staff Accountant (Zainab) records all non-MRS accounts payables for CCL in MIP.
Checks are cut by AP team members on Mondays and Thursdays each week.
Turn around is TWO days. If you need a check by Monday, submit PR by close of business (COB) Thursday prior to the weekend and by Tuesday COB for Thursday Checks.<br>
slide9. AP Check processing Checks are printed by 2 pm. If a client needs to pick up a check, plan for next day to allow for possible delays in process.
AP team handles the mailing of checks and will email ACH support to their respective department.
If payment needs to be EXPEDITED, let AP team know in an email request. Highlight, bold, underline, to bring to our attention.<br>
slide10. ACH Payments ACH (automated clearing house) payment is a type of electronic payment made to a bank account.
Please note that it takes TWO days for ACH payments to post in a vendor’s bank account, due to a multi-step process for approvals.
ONLINE payments: if a vendor wants an online payment, not ACH, use a credit card to make these payments.
Credit Card payments are done by division members. AP team does not have access to make credit card payments.<br>
slide11. External Vendor’s Invoicing Purchase Request (PR) are available on the CCL employee page under forms and policies. https://cclou.org/employee/forms-and-policies/
Please complete all sections of the PR: date, account code, vendor information. PR must be reviewed and approved by program director.
New vendors must be vetted with a background check, ensuring compliance with OMB Circular for federal awards.
New vendors will need a W9 attached to the PR.<br>
slide12. External Vendor’s Invoicing Invoices with multiple reimbursement sources, please note on the invoice. Write all coding and breakout on the PR.
Make sure to attach supporting documents, like invoices and W9 (new vendor) to PR.
Completed PR with backup documents are submitted to finance:
All MRS invoices and PR go to invoices.mrs@archlou.org
Non-MRS invoices and PR go to cclfinance@archlou.org and mutley@archlou.org.
For grant funded programs please work for your grant accountant directly to ensure proper coding prior to submitting invoices or PRs.
Admin or general fund related invoices and PR go to cclfinace@archlou.org.<br>
slide13. External Vendor’s Invoicing DEADLINES
- 6th business day for MRS and Non-Grant related expenses.
- 3rd business day for Non-MRS grants.
Example: if you are submitting September external vendor’s invoice for MRS the due date is October 6th.
External vendor invoices are processed according to their due date.
Invoices are processed first in, first out (FIFO) by AP staff.<br>
slide14. Void/Reissue Checks<br>
slide15. External Vendor’s Invoicing Today’s mail service is unpredictable. Please note:
If a vendor has not received payment, please notify the finance team immediately.
Finance can verify receiving/processing of a request, the date a check was issued/mailed, and if a payment has cleared the bank.
If payment is not received, notify Finance team. Finance can re-issue payment, and void/stop payment original payment.<br>
slide16. Account Payable Questions<br>
slide17. AP Questions Tek
ACH/Direct Deposits
Check cashed confirmation
Grant Accountants (David, Malini, Julia, Maria)
Granted related invoices.
Becky (MRS) and Zainab (Non-MRS/Agency)
Check issued date
Check number
Check mailing confirmation
If you need immediate attention, please copy Nick Hunter, CFO .<br>
slide18. CCL Credit Cards<br>
slide19. CCL Credit Card Charges Card Holders’ Processes<br>
slide20. CCL Credit Card Charges Accounting Staff’s Processes<br>
slide21. Chart of Accounts & Coding<br>
slide22. Chart of Accounts When coding a transaction here are 6 segments used. Sample Coding
104-401-717-100244-9241-24 Restriction code- Source of funding being used.
Functional Department code- Area of CCL
Department code- Individual program/department
Extension code- Type of grant or non grant
GL code- Type of expense or revenue
Fiscal Year code- Grant year or fiscal year<br>
slide23. Restriction Codes 100 General Funds
104 Federal
105 State
106 Grants Other (Corporate awards/Foundations)<br>
slide24. Functional Departments 400 Administration and Support Services
401 Refugee Programs
402 Social Services
403 Case Management
404 Catholic Identity and External Relations
405 Development & Fundraising<br>
slide25. Departments 706 Development
707 Communication
708 Mission
709 Language Services
710 Immigration Legal Services
711 Common Table
712 Common Earth 713 Family Support Services
714 Sister Visitor
715 Ombudsman
716 Bakhita
717 MRS
718 KOR<br>
slide26. Extension, GL, FY Codes Extension Codes identifies the funding (six-digit code) GL Codes explains what the expense is (four-digit code) Fiscal Year (FY) identifies the award year/financial year (two-digit code)<br>
slide27. CCL Grants MRS and Non MRS<br>
slide28. Grant Purchase Request Submit directly to the assigned grant accountant for review.
Submit PR with full coding. Incomplete or inaccurate coding will be returned for correction with guidance.
For programs that want to pick up their checks for any reasons, please be sure it is clearly noted on your check request. Please highlight, bold, underline, to bring to our attention.
Completed PR with supporting documents to the finance team and marked it as OK to pay. Submitter of PR will be copy and special instruction will be repeated in the email.<br>
slide29. Grant Monthly Reports All Program Directors will receive monthly reports from their grant accountant. These reports include activities across all grants at month ending, and consolidated reports for the program and general fund activities.
Monthly reports will include commentaries on significant activities/changes, as well as notes on spending rates. When an award is ending, steps for closing will be outlined.
If you are Common Earth, Sister Visitor Center or Bakhita, your monthly report will also include notes that grant detail tracking and match tracking that has been updated.<br>
slide30. Time & Effort Impact All grants are awarded with approved percents assigned to staff members. Timesheets should follow these percents to stay on track with the approved budget.
Timesheets can be updated by the grant accountant to provide guidance and help staffs complete the target percents correctly.
T&E sheets will be issued by the grant accountant at the 25th each month. If there are staff additions or new awards, T&E sheets will be updated and reissued accordingly.<br>
slide31. Time & Effort Impact Timesheet are due to the grant accountants on the first of each month. A complete timesheet includes the employee signature and the supervisor signature.
If a staff departs from CCL, the staff must provide the supervisor with their final timesheet.<br>
slide32. Travel and Employee’s Reimbursement<br>
slide33. Travel Expenses<br>
slide34. Employee’s Reimbursement<br>
slide35. Reading Financial Statements<br>
slide36. Profit/Loss Statement (Statement of Revenues and Expenditures)<br>