• Allocate all grant proceeds to proper programs, Indiana counties and other categories as required.
• Track and summarize all expenses related to each grant.
• Be prepared to report on to-date revenues and expenses associated with specific grants.
United Way Allocations
• Attribute specific portions of allocated United Way monies to programs in accordance with terms of each award.
• Note which expenses, by program, are directly funded via United Way allocation proceeds.
Accounting for Fundraising Efforts
• Account for all donated dollars, classifying the funds appropriately as restricted or unrestricted.
• As required, be prepared to report to any donor how certain restricted monies were expended.
Program Fees and Expenses
• Work with each program coordinator to monitor year to date revenues and expenses within their respective programs.
• Attribute all revenues and expenses to appropriate program categories.
• Create client invoices for all program fees earned. Utilize approved, current-year pricing and discounts (when applicable) on all invoices.
• Secure documented approval from Executive Director for each staff member’s completed time sheet.
• Process each bi-weekly payroll according to specific entries and hours totals on each time sheet.
• Document approval of pay summary by Executive Director prior to final processing of a bi-weekly payroll.
• Maintain and continue to update/refine internal accounting controls within the cash receipts cycle.
• Internal controls relate to initial receipt of cash items, preparation of bank deposits and recording of receipts within the agency’s accounting records.
• Take appropriate measures to ensure that disbursements are made to cover only approved expenditures for goods and services.
• Verify that all disbursement checks are signed by authorized check signers and dual signatures are secured when required.
Financial / Statistical Reporting to Agency Management
• The Finance Director will be required to make periodic presentations to members of the organization’s management team. Such individuals or teams include the Executive Director, Finance Committee and Board of Trustees.
• Required periodic reports include, but are not limited to financial statements, monthly cash flows, program statistics, aged accounts receivable, aged account payable, general ledger trial balances and check registers.
• Financial presentations may include reporting of historical performance and projections of future results.
Budgeting and Forecasting
• The Finance Director works with the Executive Director and Program Coordinators to prepare an initial draft of each year’s operating budget.
• The operating budget includes the best estimates of dollar levels for each revenue and expense category. It includes the combination of known amounts and other amounts based on logical methods employed to derive estimates.
• The Finance Committee will approve an interim draft of the annual budget. The Board of Trustees will approve the final budget for the coming year.
• Updated forecasts will be prepared and presented on an interim basis during the year. These forecasts will include latest projections for revenues, expenses, cash flows and cash balances.