Table of Contents for Model Policies and Procedures for Not-for-Profit Organizations


List of Forms
xvii
About the Author xxi
Preface xxiii
Section 1 Internal Financial Statement Formats
1(6)
Statement of Financial Position
2(2)
Consolidated Statement of Unrestricted Activities
4(1)
Statement of Unrestricted Activities by Function
5(1)
Statement of Temporarily Restricted Activities
6(1)
Statement of Permanently Restricted Activities
6(1)
Statement of Changes in Net Assets
6(1)
Section 2 Chart of Accounts
7(16)
Chart of Accounts Issuance Form
8(1)
Assets
9(3)
Clearing Accounts
12(1)
Liabilities
13(1)
Net Assets
14(1)
Revenues
15(3)
Expenses
18(4)
Functions
22(1)
Section 3 The Policies and Procedures Manual
23(2)
Part 1 Accounting and Financial Policies
25(88)
Accounting and Financial Interns
25(1)
Accounting Computer File Back-Up Procedure
26(2)
Accounting Information Releases
28(1)
Accounting Method
28(1)
Accounts Payable Accruals
29(1)
Accounts Receivable Write-Off Procedures and Authority (Bad Debts Procedures)
29(2)
Amortization
31(1)
Annual Leave Accrual
32(1)
Board-Designated Funds
32(1)
Budget
33(1)
Budget and Finance Committee
33(1)
Cancellation of Purchase Order
34(2)
Capitalization Cutoff Points
36(1)
Chart of Accounts
36(2)
Check Imprinter Machine
38(1)
Check Preparation and Mailing
38(1)
Clearing Accounts
38(1)
Collection Procedures
39(2)
Contributions
41(1)
CPA Firms: Audited Financial Statements
41(3)
CPA Firms: The Engagement Letter
44(1)
CPA Firms: The Management Letter
44(3)
CPA Firms: Selection of Firm
47(1)
CPA Firms: Use of Other Firms
47(1)
Credit Card Receipts
48(1)
Date and Time Received Stamp
48(1)
Deferred Revenues
49(1)
Deposit of Receipts
49(1)
Depreciation
50(1)
Discounts Lost
50(1)
Discounts on Accounts Receivable
51(1)
Donated Property
51(2)
Endowment Funds
53(1)
Expense Reimbursements---Chief Staff Executive
53(1)
Finance Department Employee Orientation
54(1)
Financial Statement Preparation and Distribution
54(1)
Grants and Contracts
55(1)
Holding Funds for Other Organizations
55(1)
Inventory: Give-Aways
55(2)
Inventory: Receiving
57(1)
Inventory Valuations
57(1)
Inventory: Write-Off
58(2)
Investment Policy
60(2)
IRS Forms: Form 990-T
62(1)
IRS Forms: Form 1099
62(2)
Journal Entries
64(2)
Leasehold Improvements
66(1)
Leases
66(1)
Loans/Lines of Credit
67(1)
Lobbying Expenditures
67(1)
Long-Term Debt
67(1)
Monthly Budget Meetings
68(1)
Nondeductibility of Dues
68(1)
Nondistribution of Earnings
69(1)
Nonsufficient Funds Checks
69(2)
Occupancy Expenses
71(1)
Optional Proxy Tax
71(1)
Overhead Allocation
72(1)
PAID Stamp
72(1)
Payment Terms
73(2)
Permanently Restricted Net Assets
75(1)
Permanent Travel Advances
75(2)
Petty Cash Fund Disbursements
77(3)
Photocopying Expenses
80(2)
Postage Log
82(2)
Prepaid Expenses
84(1)
Purchase Orders
84(3)
Quid Pro Quo Contributions
87(1)
Records Retention
87(6)
Refunds
93(1)
Reimbursement of Board/Committee Expenses
93(1)
Rent
94(1)
Repairs and Improvements
94(1)
Reserves
95(1)
Return Policy
95(1)
Salaries and Fringe Benefits Accruals
95(1)
Sales Tax Collection
96(1)
Sales Tax Exemption Certificate
96(1)
Serial Numbers (Fixed Assets)
96(1)
Spousal Travel
97(1)
Telephone Expenses
97(3)
Temporarily Restricted Net Assets
100(1)
Travel Advances
100(2)
Travel Expenses
102(5)
Unrelated Business Income Tax (UBIT)
107(1)
Unrestricted Net Assets
107(1)
Voided Checks
108(2)
Write-Off of Old Checks
110(3)
Part 2 Office Administration Policies
113(114)
Absenteeism and Tardiness
113(1)
Affinity Programs
113(1)
Age Discrimination in Employee Act (ADEA)
114(1)
Alcohol and Controlled Substances
114(1)
Amendments to Policies and Procedures
115(1)
Americans with Disabilities Act
115(1)
Anniversary Date
116(1)
Annual Leave Payments
116(1)
Antitrust
116(1)
Antivirus
117(1)
Aptitude/Ability Tests
117(1)
At-Will Employment
117(1)
Background Checks-Prospective Employees
118(2)
Ballots
120(1)
Bartering Prohibited
120(1)
Bereavement (Funeral) Leave
120(1)
Bid Requirements
121(2)
Binding Arbitration
123(1)
Board of Director Fiduciary Responsibilities
124(2)
Bulletin Boards
126(1)
Business Cards
126(1)
By-Laws
126(1)
Certificate of Authority
126(2)
Committee Meeting Attendance
128(1)
Committee Meeting Attendance by Members
128(1)
Computer Passwords
128(1)
Conditions of Employment Agreement
129(3)
Confidentiality of Information
132(3)
Consolidated Omnibus Budget Reconciliation Act (COBRA)
135(1)
Consumer Protection Act
135(1)
Contract Signing Authority
135(1)
Correspondence
136(2)
Credit Rating Release
138(1)
Data Processing Manual
138(1)
Disciplinary Action
138(1)
Discrimination
139(1)
Diversity
139(1)
Document Shredding
140(1)
Document Sign-Out Form
140(2)
Dress Code
142(1)
E-Mail and Internet
142(3)
Emergency Contact Form
145(2)
Employee Retirement Income Security Act (ERISA)
147(1)
Equal Opportunity Employer
147(1)
Equal Pay Act
147(1)
Evaluations (Staff)
148(1)
Executive Sessions
148(1)
Exit Interview
148(1)
Facilities
149(1)
Fair Labor Standards Act (FLSA)
149(2)
Family and Medical Leave Act (FMLA)
151(1)
Fax Machine
151(1)
Federal Identification Number
152(1)
Fire Protection
152(1)
Form l-9/Immigration Reform and Control Act (IRCA)
152(1)
Forms Manual/Retired Forms Manual
153(1)
Form W-4
154(1)
Fringe Benefits
154(1)
Fringe Benefits Day
155(1)
Garnishments
155(1)
Grievances and Complaints
155(1)
Hold Harmless Agreements
156(2)
Holidays
158(1)
Hours of Operation
158(1)
Inclement Weather
158(1)
Independent Contractor Files
159(1)
Independent Contractors
159(4)
Injuries/Worker's Compensation
163(2)
Job Descriptions
165(1)
Jury Duty
165(1)
Key Employee Insurance
165(1)
Key Employees
166(2)
Leave without Pay
168(1)
Leaving the Office
168(1)
Legal Audit
168(1)
Legal Counsel Attendance at Board Meetings
169(1)
Legal Protection for Board and Staff
170(2)
Libel/Slander
172(1)
Lines of Credit
172(2)
Loans-Employees
174(1)
Lobbying Activities/Omnibus Budget Reconciliation Act (OBRA)
174(1)
Lobbying Disclosure Act (LDA)
174(1)
Logo
175(1)
Mailing List Sales
175(1)
Management Day
176(2)
Mandatory Vacations/Leave
178(1)
Maternity Leave
178(1)
Military Obligations
178(1)
Minutes of Board and Committees
179(1)
Music
179(1)
Music Licensing
179(1)
Nepotism
180(1)
Nicknames
180(1)
Noncompete Agreements
180(3)
Occupational Safety and Health Act (OSHA)
183(1)
Office Decor
183(1)
Office Equipment
183(2)
Office Supplies
185(1)
Open Board of Directors Meetings (Sunshine Laws)
185(1)
Outside Employment
185(1)
Ownership of Records
186(1)
Paternity Leave
186(1)
Permissions/Waivers
186(2)
Personal Leave
188(1)
Personnel Records
188(1)
Plagiarism
188(2)
Policy Amendment, Deletion, or Additions
190(2)
Political Action Committees (PACs)
192(1)
Political Education Funds
192(1)
Postal Permit
193(1)
Press Releases/Media Contacts
193(2)
Protection of Member/Contributor/Customer/Employee Confidential Information
195(1)
Quarterly Staff Meetings
195(1)
Reasonable Accommodation
196(1)
Reference Letters
196(1)
References (Former and Current Employees)
196(1)
Registered Agent
197(1)
Reinstatement of Benefits
197(1)
Remote Access to Computer Network
197(2)
Resignation
199(1)
Rest Periods
199(1)
Safe and Safe Combination
199(3)
Safe Deposit Box
202(3)
Safety Committee
205(2)
Sexual Harassment
207(1)
Smoking
207(1)
Software Licenses (Anti-Piracy)
207(1)
Staff Conduct
208(1)
Staff Contact by Board Members
208(1)
Staff Training
208(1)
Statutory (Legally Mandated) Employee Benefits
209(1)
Suggestions
209(2)
Taking Work Home
211(2)
Tellers' Committee
213(1)
Temporary Employment Agencies
213(2)
Time Off to Vote
215(1)
Time Sheets
215(2)
Trademark
217(1)
Unemployment Compensation
217(1)
Uniformed Services Employment and Reemployment Rights Act (USERRA)
217(1)
Use of Premises
218(3)
Utilization of Office Equipment
221(2)
Vacancies
223(1)
Voice Mail
223(1)
Worker's Compensation Insurance
223(1)
Weapons
224(1)
Wrongful Dismissal (Avoidance)
224(1)
Year-End Manual
224(3)
Part 3 Internal Control and Risk Reduction Policies
227(48)
Acronyms
227(2)
Approved Vendor Listing
229(2)
Automobile Insurance
231(1)
Bank Account Reconciliations
231(1)
Bank Statement Mailings
232(1)
Bonding Eligibility
233(1)
Business Interruption Insurance
233(1)
Cash Register Issues
233(1)
Cash Transactions
234(1)
Certificate of Insurance
235(1)
Changeover Audit
235(1)
Check 21 Issues
235(1)
Check Disbursements
236(3)
Check and Wire Transfer Signatures
239(1)
Check Signers
239(1)
Check Stock
240(1)
Check Supply
241(1)
Control Over Checks and Cash
241(1)
Convention Cancellation Insurance
242(1)
Credit Cards
242(4)
Credit Card Statements
246(1)
Deposit Security and Restrictive Endorsements
246(1)
Direct Deposit
247(1)
Documenting a Fraud Action Plan
248(3)
Employee Credit Cards (Elimination)
251(1)
Errors and Omissions Insurance
251(1)
Fidelity Bond (Employee Dishonesty Insurance)
252(1)
General Liability Insurance
252(1)
Ghost Employees
252(2)
Ghost Vendors
254(2)
Gifts
256(3)
Insurance
259(1)
Insurance Committees
259(1)
Inventory Issues
260(1)
Kiting
261(1)
Lockbox
262(2)
Malpractice Insurance
264(1)
Manual Checks
264(1)
Officers and Directors Liability insurance
264(1)
Payroll Processing
265(1)
Payroll Tax Issues
265(1)
Positive Pay
266(1)
Professional Liability Insurance
266(1)
Property Insurance
267(1)
Segregation of Duties
267(1)
Statement of Auditing Standard No. 99 (SAS99)
267(1)
Two Signature Checks
268(1)
Umbrella Insurance
268(1)
Unannounced Bank Statement Reconciliation
268(1)
Window of Opportunity for Embezzlement
269(4)
Wire Transfers
273(2)
Part 4 Disclosure of Information Policies
275(8)
Disclosure of Information
275(4)
Disclosure of Records, General Public, Requests Made in Person
279(1)
Disclosure of Records, General Public, Requests Made in Writing
279(1)
Disclosure of Records, Members or Contributors, Requests Made in Writing
280(1)
Disclosure of Records, Members or Contributors, Requests Made in Person
280(1)
Board of Directors' Examination of Records
280(1)
Form 990-T
281(2)
Part 5 The Sarbanes-Oxley Act of 2002
283(10)
The Sarbanes-Oxley Act of 2002
283(1)
Code of Ethics for Financial Management
284(2)
Rotation of the Independent CPA Firm Partner
286(1)
Whistle-Blower Protection
286(1)
Internal Audit Committee
287(1)
Certification of Financial Statements
288(2)
Conflict of Interest Form
290(2)
Summary
292(1)
Part 6 State Issues
293(4)
State Issues
293(1)
Access to Accounting Records
293(1)
Committee Meeting Attendance
293(1)
Disclosure of Forms Filed with State
294(1)
Executive Sessions
294(1)
Loans
294(1)
Minutes
294(1)
Open Meetings
294(1)
Posting Meetings
294(1)
Registration as Fundraiser
295(1)
Registered Agent
295(1)
Personnel Files
295(2)
Glossary of Accounting and Financial Terminology 297(6)
Index 303