Treasurer Procedures

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Trying to fill in for an absent Treasurer? look no further. Follow the handy links below for step-by-step processing of those those aging RT tickets, quickbooks entries that need categorization and other miscellaneous financial or member management sounding tasks.

Processes which require Quickbooks or other accounting steps are generally initiated by moving certain types of RT tickets in the the Treasury:Quickbooks Queue. Items that have been reimbursed, refunded, or were paid for by PEX card, ACH, check, or Chase credit card, enter this queue.

Governmental Reporting

  • A 3rd party accounting firm prepares and files IL and Federal taxes.
  • The Capitalization Limit policy is determined by the Treasurer and is currently defined at $1,000
  • IRS
    • Federal Tax Returns ( electronically filed by the accountant )
  • Illinois
    • Illinois AG-990 ( prepared by the accountant, mailed by the Treasurer )
    • Corporation Annual Report must be filed before the end of the calendar year, and an amendment filed, after board elections, assuming some change to the board of directors. The annual report is prepared by our lawyers and filed by the Treasurer. The amendment is prepared and filed by the Treasurer. There is a fee for the amendment

Instructions Form to File

Quickbooks Banking Accounts

  • Chase Banking:Checking
  • Chase Banking:Savings
  • Chase CC:Andrew Camaradella
  • Chase CC:Brian Chojnowski
  • PayPal
  • PayPal Fees
  • PEX
  • Stripe Refunds
  • Stripe Sales
  • Stripe Fees
  • Stripe Uncat. Expenses

Quickbooks Account Categories

  • Member Dues - set automatically by the Quickbooks PayPal import application for money sent to money@
  • Donations - monetary donations ( anonymous or otherwise, cashbox collections )
  • Donated Asset - donations of equipment
  • Scholarship Fund - donations set aside for paying scholarship memberships
  • Exchange Transactions - money received in fair value exchange for assets
  • Refunds-Allowances - membership refunds other than as a refund on a PayPal payment
  • Equipment Purchase - anything over the $1,000 capitalization limit is probably equipment. If the item(s) is over $1,000 and is not equipment, the categorization will be inferred from the description.
  • Expenses:Advertising - used for things like meetup.com subscription invoices
  • Expenses:Bank Charges - PEX and banking monthly fees
  • Expenses:Disposal Fees - unusual, hazardous or other non-recurring waste removal fees
  • Expenses:Dues & Subscriptions - recurring charges for things like Quickbooks, Meetup, etc...
  • Expenses:Education - education expenses, online classes, etc...
  • Expenses:Freight & Delivery - shipping charges, truck rental to pick up equipment, and related costs
  • Expenses:Furniture Purchase - tables and chairs
  • Expenses:Insurance - self explanatory
  • Expenses:Interest Expense - interest paid, for example for equipment loans
  • Expenses:Legal and Professional Fees - accountant and attorney fees, etc...
  • Expenses:Meals and Entertainment - used for things like pizza for a build out the space event, etc. Please be certain this sort of expenditure meets the area host guidelines
  • Expenses:Meals and Entertainment:Food Supplies - used for things like groceries. Please be certain this sort of expenditure meets the area host guidelines
  • Expenses:Member Points - tracks spent member points ( see Treasurer Procedures#Member Points )
  • Expenses:Misapplied Funds - accidental expenses for which a member will refund PS1
  • Expenses:Other General and Admin Expenses - postage, other general, non-supplies expense
  • Expenses:PayPal Fees - set automatically by the Quickbooks PayPal import application for transaction fees
  • Expenses:Promotional - Makerfaire giveaways, PS1 sponsored class supplies, etc...
  • Expenses:Rent or Lease - self explanatory
  • Expenses:Repair & Maintenance - large equipment repair expenditures, vendor services, etc...
  • Expenses:Safety/Security Equipment - self explanatory
  • Expenses:Software - non-subscription software
  • Expenses:Supplies - consumables, hand tools, and small replacement parts
  • Expenses:Tools - portable equipment, non-consumables larger than hand tools, and non-portable equipment, all under $1,000
  • Expenses:Travel - Uber/Taxi costs for break-fix emergencies, authorized travel to events
  • Expenses:Uncategorized Expenses - used to move transactions from "For Review" into Classes associated with PEX cardholder so unprocessed expenses show on reports
  • Expenses:Utilities:Electricity - ComEd
  • Expenses:Utilities:Garbage - Waste Management
  • Expenses:Utilities:Gas - Peoples Gas
  • Expenses:Utilities:Internet - Comcast
  • Expenses:Utilities:Janitorial - Flying Broomstick
  • Expenses:Utilities:Water - City of Chicago

PS1 Amazon Orders

  • Documentation
    • Purchases made through the PS1 Amazon account are charged to the Treasurer's credit card. The budget associated with the Amazon user is assumed unless specified in the PO Number field.
  • Amazon->Account for Pumping Station: One, NFP->Business Analytics->Show Orders->( Select Custom Range )->Account Users->( Account User Name )
    • Select all rows and download the zip. Create an RT ticket with the expense documentation and copy the account user.
    • Scroll to the bottom of the screen to find the slider and slide right to bring the Payment Amount column into view
  • Quickbooks->Banking->Chase CC:<treasurer's name>->For Review
    • Look for the payment amount ( there can be more than one payment associated with an order ) and approximate date to locate and select the transaction
      • The final price for an order is often slightly different from what is charged due to a refund. However finding this refund on Amazon is difficult. Best to search by date and find an amount that is close and then look forward a few days for the matching refund.
      • ( note: copy the order summary information and paste into a comment attached to the RT ticket to show the order number and the correct amount if the account user created an RT ticket for a transaction )
    • Create a new payee if the Payee field is blank
    • Set the Memo field to the RT URL
    • Set the appropriate Class for the transaction
    • Click Add
  • Resolve the RT ticket

PEX Expenses

  • See Reimbursement for Freshdesk documentation requirements
  • Quickbooks->Banking->PEX->For Review
    • Look for the amount and approximate date to locate and select the transaction
      • If the transaction cannot be found, log into the PEX admin website and search for the transaction in the history for the expected cardholder
      • If the transaction is found in history then re-export PEX transactions around that date ( Quickbooks will ignore transactions that have already been imported )
    • Create a new payee if the Payee field is blank
    • Set the Memo field to the Freshdesk ticket URL
    • Set the appropriate Class for the transaction
    • Click Add
  • Set the Freshdesk ticket status to Resolved

PEX Expenses ( RT )

  • See Reimbursement_RT for RT documentation requirements
  • Quickbooks->Banking->PEX->For Review
    • Look for the amount and approximate date to locate and select the transaction
      • If the transaction cannot be found, log into the PEX admin website and search for the transaction in the history for the expected cardholder
      • If the transaction is found in history then re-export PEX transactions around that date ( Quickbooks will ignore transactions that have already been imported )
    • Create a new payee if the Payee field is blank
    • Set the Memo field to the RT URL
    • Set the appropriate Class for the transaction
    • Click Add
  • Resolve the RT ticket

PayPal Reimbursements

  • See Reimbursement for RT documentation requirements
  • Quickbooks->Accounting->Chart of Accounts->PayPal
    • Search for the PayPal transaction ID ( sometimes this doesn't work and search by amount )
    • Click on the transaction and select Edit ( this is due to a bug in Quickbooks where setting the Memo field on the transaction list page for the PayPal account does not also update the line item Description field )
    • In the top left field, change from the PayPal email address of the payer, to the vendor name from which the purchase was made
      • If a popup appears asking: Do you want to prefill this expense and overwrite your entries using values from this contact’s last expense? - choose NO
    • Set the appropriate Account
    • Set the Description and Memo fields to the RT URL
    • Set the appropriate Class for the transaction
  • Resolve the RT ticket

Check Reimbursements

  • See Reimbursement for RT documentation requirements
  • Quickbooks->Banking->Chase Banking:Checking->For Review
    • Look for the check number in the description field ( or by amount if the RT ticket is missing the check number )
    • Click Add
    • Switch to the In Quickbooks tab and look or search for the check number
    • Select the transaction
    • In the top left field, change from Check to the vendor name from which the purchase was made
    • Set the appropriate Account
    • Set the Description and Memo fields to the RT URL
    • Set the appropriate Class for the transaction
  • Resolve the RT ticket

Corporate Credit Card Payment

  • See Reimbursement for RT documentation requirements
  • Quickbooks->Banking->Chase CC:<name of cardholder>->For Review
    • Search for the amount and use the date to select between matches
    • Click Add
    • Switch to the In Quickbooks tab and look or search for the amount
    • Select the transaction
    • Set the appropriate Account
    • Set the Description and Memo fields to the RT URL
    • Set the appropriate Class for the transaction
  • Resolve the RT ticket

Accidental Expenses

  • Cardholder
    • Create an RT ticket describing the accidental expense
    • Have the member remit the amount of the charge to PayPal ( money@ ) including the RT ticket number in the memo or notes field
    • Copy the transaction details in a comment on the RT ticket ( at a minimum, provide the PayPal transaction ID )
  • Quickbooks
    • Edit the transaction associated with the accidental expense
      • Set Account to Expenses:Misapplied Funds
      • Set Class to the Class of the accidental expense, or if not a PEX charge, then set to <current year>:Administrative
    • Edit the PayPal reimbursement transaction
      • Set Description field to RT URL and also add to the Memo field
      • Note that Account will be "Member Dues", thus requiring the journal entry below.
      • Leave Class blank
    • Create a new journal entry
    • Set Date to the same date as the reimbursement
      • Set Memo to RT URL
    • First Entry
      • Set Account to Member Dues ( or the account through which the reimbursement was received )
      • Enter reimbursement amount as Debit
      • Set Description to RT URL
      • Set Name to the member's name
      • Leave Class blank
    • Second Entry
      • Set Account to Expenses:Misapplied Funds
      • Enter reimbursement amount as Credit
      • Set Description to RT URL
      • Set Name to the member's name
      • Set Class to the Class of the accidental expense, or if not an area host PEX charge, then set to <current year>:Administrative
  • Resolve the RT ticket

Fraudulent Charges

  • Cardholder
    • Contact the Treasurer immediately
  • Treasurer
    • Contact PEX within 60 days of the charge to request charge reversal
    • Create RT documentation for disposition of charges from PEX
  • Quickbooks
    • Set expense account to Expenses:Bed Debts
    • Set description and memo fields to the RT ticket URL
    • Set class to <year>:Administrative
  • Resolve the RT ticket

Transfer PayPal funds to Checking

  • Log into PayPal and select Money->Transfer money
    • From: Select PayPal balance
    • To: Select JPMorgan Chase Checking x-6910
  • Wait 3-5 business days
  • In Quickbooks, the PayPal transaction should import with no need for adjustment
  • When both the PayPal and the Checking transactions get imported, use the Match feature to link the Checking transaction with the PayPal one
  • Transaction -> Banking -> Checking -> For Review
    • Find the matching transaction and select Match on the right side of the line item

Member Points

Membership Refund

  • Match PayPal and Quickbooks transactions
    • To find a PayPal refund from a Quickbooks transaction, click on the Quickbooks transaction and choose Edit
      • Copy the PayPal transaction ID from the memo field and search in PayPal for an "Order ID" using the saved transaction ID
      • Click on the PayPal refund transaction to see details and the RT ticket information is likely to be missing from the notes field even though this information is sent to the member, and also appears on the refund receipt which should be copied into the RT ticket comments.
      • Open the associated RT ticket
    • To find a Quickbooks transaction from an RT ticket
      • Navigate Quickbooks to: Transactions -> Chart of Accounts -> PayPal
      • Click the filter icon and enter the PayPal transaction ID from the RT ticket details
      • Click on the Quickbooks transaction and choose Edit
  • Copy the RT ticket URL
  • Set the Quickbooks Description field from "PayPal Transaction" to the RT ticket URL
  • Add RT ticket URL to the beginning of the Quickbooks Memo field with a carriage return between the RT ticket URL and the PayPal refund details already populated in the Memo field
  • Set the Quickbooks Class field to: <Budget Year>:Member Points if this refund is a member point expenditure. Otherwise, leave the class field blank.
  • Resolve the RT ticket
  • Leave the PayPal fee transaction unchanged
  • If the refund is related to Member Points, then additionally, create the journal entry as outlined in the Membership Upgrade, Credit, Refund, Member Point Payment section
  • Membership Refund ( partial or full ) by PayPal send money, as opposed to PayPal refund
    • Send the member the refund as per reimbursement
    • In quickbooks, categorize as Refunds-Allowances
    • Journal like member Points, but replace Member Points with Refunds-Allowances

Member Point Payment

If a member point request is not processed right away, or if the last subscription transaction was already refunded once for some reason, or if the member is a cash payer, then it is necessary to issue a PayPal payment to the member. Note that for cash payers, it is preferred that the point be applied as a credit to the next cash dues (In which case, when that occurs see the next section below).

  • Find the member's PayPal email from the member profile, unless a different email was specified in the RT ticket
    • Send the PayPal payment to the member
    • Copy the transaction details from PayPal in a comment to the RT ticket
    • Move the RT ticket to the Treasury:Quickbooks queue
  • Reconcile Quickbooks
      • Navigate Quickbooks to: Transactions -> Chart of Accounts -> PayPal
      • Click the filter icon and enter the PayPal transaction ID from the RT ticket details
      • Click on the Quickbooks transaction and choose Edit
  • Copy the RT ticket URL
  • Set the Quickbooks Description field from "PayPal Transaction" to the RT ticket URL
  • Add RT ticket URL to the beginning of the Quickbooks Memo field with a carriage return between the RT ticket URL and the PayPal refund details already populated in the Memo field
  • Set the Quickbooks Class field to: <Budget Year>:Member Points
  • Resolve the RT ticket
  • Leave the PayPal fee transaction unchanged
  • Also create the journal entry as outlined in the "Membership Upgrade, Credit, Refund, Member Point Payment" section below

Membership

PayPal Subscription

  • RT tickets are generated automatically ( unless info@ is not forwarding tickets correctly ) for:
    • New subscriptions created by the signup code on www.pumpingstationone.org ( this may not work if someone tries to setup a subscription through some other means )
    • Subscription suspensions sent after PayPal attempts to collect a few times. This can often be a few weeks after the subscription due date
    • Subscription cancelations sent after the PayPal subscription is canceled, either by the member or through PS1's PayPal account

Cash Payment

  • Log into quickbooks
  • Cash ( or check ) payments, enter quickbooks as a checking deposit.
  • Add the deposit transaction ( if still on the "For Review" tab ) to allow for more editing capability for the transaction
  • Edit the deposit transaction ( on the In Quickbooks tab, or Transactions->Chart of Accounts->Checking->View Register ) so the cash payment is a single line item
    • Set "Received From" to the member name by entering the last name and selecting from an existing member ( create a new Quickbooks member if needed )
    • Set Account/Category to "Member Dues"
    • Set Description to the associated RT ticket URL (Update for 2018, use Freshdesk not RT)
    • Set "Payment Method" to Cash
    • Set Amount as appropriate
    • Leave Class blank
  • Resolve the RT ticket (Update for 2018, use Freshdesk not RT)

Membership Upgrade, Credit, Refund, Member Point Payment

  • Log into Quickbooks
  • Click the "+" icon at the top of the page and select Journal Entry
  • Journal Date: enter the date of the upgrade, refunded credit, or payment to the member
  • Memo: RT URL
  • First item:
    • Account: Member Dues
    • Credits: 30.00
    • Description: RT URL
    • Name: Member's name
    • Class: <year>:Member Points
  • Second item:
    • Account: Member Points
    • Debits: 30.00
    • Description: RT URL
    • Name: Member's name
    • Class: <year>:Member Points
  • Resolve the RT ticket

Deposits

  • In Quickbooks, Transactions->Banking->For Review, unfortunately, has a different interface for editing a transaction before adding it. The Split button brings up an editor, but one cannot set individual descriptions for line items. Since typically a deposit is some amalgam of donations and member dues, the full transaction editor is needed. Note the date and the amount of the deposit and click Add
  • Switch to the "In Checking" tab and find the newly added deposit and click on the link in the "Added of Matched" column to bring up the transaction editor.
  • Dues can be aggregated per member, anonymous donations can be aggregated by area or general donation, donations requiring a receipt must each be it's own line item.
  • Resolve the RT ticket

PS1 CC Payments

  • Quickbooks->Chase CC:<name of cardholder>->For Review
    • Select each payment. Click Transfer radio button. Select Chase Banking:Checking. Click Transfer.
  • Quickbooks-Chase Banking:Checking->For Review
    • Select each payment and click Match

Donations

  • Members and non-members alike can donate money, equipment and materials to PS1
    • PayPal donations are made to money@pumpingstationone.org and by default, will appear as Member Dues in Quickbooks
    • Cash donations, anonymous or otherwise, enter quickbooks as a checking deposit.
  • Non-anonymous donations
  • After the board reviews and accepts the RT ticket with intake form attached
    • determine the receipt # by looking in PS1's Google Drive in the "PS1 > ( year ) > Donation Receipts" folder and choosing the next available number. If none exist, look in previous year's folders.
    • Add the receipt # to the RT ticket in a comment
    • Upload the completed intake form to PS1's Google Drive in folder: "PS1 > ( year ) > Donation Receipts" and rename to: "Intake Form < receipt # > - < donor name>"
    • Copy the Donation Receipt Template https://docs.google.com/document/d/1IY4BafM_O48N6VJ4uoZUP6sE1_AD7dsB36qHfdOzJq4 to: "Donation Receipt < receipt # > - < donor name>" and move to the same folder as the intake form
    • Fill out the donation receipt
    • Email the donation receipt to the donor
    • In Quickbooks, click the "+" at the top of the page to create a new "Sales Receipt"
    • Select the Member from the dropdown or type in the name of the non-member
    • Enter the donor's email address and mailing address if not already populated
    • Enter the date of the donation as listed in the Donation Intake Form
    • Leave "Payment Method" blank
    • Enter "Inventory Asset" for the "Deposit To" field
    • Enter "Donation Item" for Product/Service
    • Enter the RT ticket URL in both the Description and in the Memo field
    • Enter the value of the donation as listed on the Donation Intake Form
    • Set the Class to "< current year >:Donations"
  • Friends of PS1
    • In Quickbooks => Chart of Account => PayPal
    • Search for 13.37 and select This Year
    • edit each entry and change the Product/Service from "PayPal Item" to "Donation Item"
    • Set the Description to "Friends of PS1"
    • Re-enter the $13.37 amount as Quickbooks clears the amounts when changing the Product/Service field for some reason.
    • Set the Class to "< current year >:Donations"
  • Anonymous Donations
    • Categorize using the < current year >:Donations Class
  • Donations to a specific Area (see CashBoxCollection)
    • Categorize using the < current year >:Donations Class. Do not attempt to utilize the Class representing the area for the donation. For whatever reason, specifying the class for a donation transaction will make the transaction appear on a budget report with the same sign as expense and thus does not appropriately increase the budget balance. As such, donations to a specific budget need to be tracked separately.
    • In addition to the customary RT URL in the line item Description for the transaction, prefix with "< area name > - ". eg: CNC - http://rt...
    • Under the Quickbooks gear icon in the upper right, select Budgeting. The current year's budget should appear by default.
    • Select the Class name from the row header, at the bottom, note that the Annual field has the total for the budget for the year related to the selected row
    • Add the donation amount to the Annual field and click Save & Next, then Finished
    • This amount can always be recalculated from the initial budget vote amount plus any donations that appear in the Donations report for the year that have the Area prefix in the description
  • Resolve the RT ticket

Scholarships

  • Funding
    • PayPal donations are made to money@pumpingstationone.org and by default, will appear as Member Dues in Quickbooks
    • Cash donations, anonymous or otherwise, enter quickbooks as a checking deposit.
      • Set the Account to "Scholarship Fund"
      • Set the Class to "< current year >:Donations"
  • Non-anonymous donations
  • After the board reviews and accepts the RT ticket with intake form attached
    • determine the receipt # by looking in PS1's Google Drive in the "PS1 > ( year ) > Donation Receipts" folder and choosing the next available number. If none exist, look in previous year's folders.
    • Add the receipt # to the RT ticket in a comment
    • Upload the completed intake form to PS1's Google Drive in folder: "PS1 > ( year ) > Donation Receipts" and rename to: "Intake Form < receipt # > - < donor name>"
    • Copy the Donation Receipt Template https://docs.google.com/document/d/1IY4BafM_O48N6VJ4uoZUP6sE1_AD7dsB36qHfdOzJq4 to: "Donation Receipt < receipt # > - < donor name>" and move to the same folder as the intake form
    • Fill out the donation receipt
    • Email the donation receipt to the donor
    • In Quickbooks, click the "+" at the top of the page to create a new "Sales Receipt"
    • Select the Member from the dropdown or type in the name of the non-member
    • Enter the donor's email address and mailing address if not already populated
    • Enter the date of the donation
    • Leave "Payment Method" blank
    • Enter "Scholarship Fund" for the "Deposit To" field
    • Enter "Donation Item" for Product/Service
    • Enter the RT ticket URL in both the Description and in the Memo field
    • Enter the value of the donation as listed on the Donation Intake Form
    • Set the Class to "< current year >:Donations"
    • Resolve the RT ticket
  • Claiming

Sales ( aka Exchange Transactions )

  • Money received for equipment must be for fair value
  • Money received in excess of fair value is considered a donation
  • Deposit in Checking
  • Set account to "Exchange Transactions"

End of Quarter

End of Year

  • Validate charges to PS1 Accounts
    • good judgement is key here
    • download utility receipts and attach to RT ticket(s). note: it is not necessary to make separate RT tickets for each month invoice, a single ticket can suffice the whole year.
    • download Adobe Creative Cloud
    • download Intuit Quickbooks
    • download Pagely
    • resolve all expense or other spending related, RT tickets appropriately. To be certain that all items for the year are accounted for.
  • reconcile all Quickbooks entries
    • review all Quickbooks accounts
      • Transactions->Chart of Accounts->View Register for: Savings, Checking, PEX, PayPal, Donated Asset, Equipment ( top level ), Furniture & Fixtures, Penalties & Settlements, as well as the top level for Expenses.
      • Any other non-zero balance, top category not mentioned, other than Accumulated Depreciation or Opening Balance Equity. These two accounts are managed by the accountant.
      • ALL transactions, with the exception of PayPal transaction fees ( but including PayPal service charges or dispute resolution fees ), PayPal subscription charges ( $40 / $70 only ), rent and Chase / PEX regular account fees, MUST have an RT url in the Memo field. This RT ticket must contain the justification for the expense, to comply with IRS and other regulations.
    • Click on the Quickbook gear icon at the top of the page and select Tools->Reconcile
      • Reconcile: Savings, Checking, PEX and PayPal for the calendar year being closed out
      • Note that for PayPal especially, the vendor statement charges often do not line up 100% with the dates as imported into Quickbooks. Reconciliation here should add up to the penny. To make things easier, it is recommended that quarters be closed out, for Saving, Checking and PEX 30-60 days after the end of the quarter. Obviously for this to be possible, all spending for the quarter needs to have been submitted and justified in the 30-day window as outlines in the Area Host guide, and again under Reimbursement.
      • PayPal Chargeback Reversal transactions are notoriously difficult to find and properly document. If the PayPal reconciliation is off by $40 or $70, and the first and last days of the period being reconciled match between the statement and Quickbooks, search the PayPal statement for the word "Chargeback". This might be resolved by finding all related charges and creating a journal entry to match PayPal's, charge->hold->reverse->refund sort of statement entries. Member's who quit PS1 by way of disputing PayPal charges, should be noted somewhere, in case they should ever sign back up.
    • instruct the accountant to process year-end taxes
  • Assuming Quickbooks banking accounts are up to date (Transaction->Banking->Update then PEX Reconciliation)
    • The transaction might be found in Transactions->Banking->New Transactions
    • The transaction might be found in Transactions->Expenses

Quickbooks Procedures

  • Import missing transactions
    • Quickbooks->Apps->My Apps->Sync with PayPal->Action->Settings->Manual Import
    • Also check the Fix Issue page to see if anything needs to be re-run

Accounts Payable

Freshdesk

 https://pumpingstationone.freshdesk.com/a/admin/va_rules
  • Create Freshdesk Rule ( Dispatch'r )
    • Requires admin level access to Freshdesk

Insurance

  • Obtaining a Certificate of Insurance
    • see note field in the LastPass entry for insurancefornonprofits.org for instructions

New Treasurer Checklist