Metro Atlanta FY14 Budget UserMetro Atlanta FY14 Budget UserFinance Training:Finance Training:

Vision, Goals, Role, and Vision, Goals, Role, and ResponsibilitiesResponsibilities

May 2013

FunInterestingNecessaryAncillaryNotableConstructiveEssential to our work.

ThoughtfulFiscally responsible

Authoritative

Vision and GoalsVision and GoalsThe successful management of Teach For America’s

financial resources is non-negotiable. As a non-profit who exists because of the substantial and generous donations from private and public donors, we are charged with making sure we spend TFA money responsibly. Because we receive such a large percentage of our funding from the Dept. of Education, we are audited rigorously each year. Failure to follow accounting / finance procedures puts the organization at risk.

Goals: Less than 5% variance (month-to-month and annually, as a

region and within functional team) 100% receipt collection for Amex card expenses 100% compliance in staff reimbursement process All Metro Atlanta staff members understand and are

invested in the importance of finance so we can operate in compliance with all financial policies.

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Budget Players and Their Budget Players and Their GoalsGoals

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•Budget Managers (BMs) are ultimately responsible for their team’s

budget.

•Budget Trackers (BTs) track and facilitate spending.

•Budget Users (BUs) are stewards of the budget and use the budget. All team members are budget users

(see next page!).

Budget Players and Their Budget Players and Their GoalsGoals

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FY14 Team Member Role & FY14 Team Member Role & ResponsibilitiesResponsibilities

A good Budget User always ASKS:◦ Ask for Approval

ASK YOUR BUDGET TRACKER If a non-staff member will be spending money, put in

touch with BT immediately!◦ Spend Accordingly

Plan ahead and Don’t overspend!◦ Keep receipts

For everything!! Tolls, parking, ask for a receipt if you don’t get one initially . . .

◦ Bottom Line is that everything requires DOCUMENTATION! Check Requests, Purchase Orders, Amex Purchases, and

Reimbursements

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Check Requests◦Teach For America’s Preferred Method of

Payment:

◦ Submit to Accounts Payable: AccountsPayable@teachforamerica.org Send Check Request Form along with the invoice and

manager approval 5-10 business days before payment is due.

◦ Work with your Team Budget Tracker/Coordinator They can help with providing proper coding

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Purchase Orders Plan Ahead!For Purchases over $10,000Purchase Orders are to be completed and submitted to

Accounts Payable with manager approval before the Purchase is made

Use for any purchase that requires a contract It takes a minimum of 12 Days for Purchase Orders to be

processedWork with your Team Budget Tracker/Coordinator for

information on how to gather proper documentation and contracts from vendors

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Team Member Systems: Team Member Systems: AMEX Manager Amex

You should only use your manager’s Amex with their permission and the permission of your BT. Amex is used for business ONLY.

Use this for your travel booking (in Cliqbook)A single purchase cannot exceed $5000.Keep itemized receipts of all purchases and if you lose a

receipt, you must fill out a missing receipts memo.Billing periods vary from month to month. Deadlines.Must complete a separate Amex report for each code. (ie.

One report for all regional expenses, one for all expenses related to a conference)

Required training: Workday Expenses Training

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Team Member Systems: Team Member Systems: Reimbursements, etc. , etc. Your Own Money – Staff Reimbursements Submit these electronically on Workday Monthly reimbursements must be submitted by the

deadline of the following month Receipts are REQUIRED No reimbursement for alcohol/tobacco, gas or personal

expenses All reimbursements require manager approval Make sure to use proper coding for selection, conferences,

ECE Pilot, etc. Must complete a separate report for each code. (ie. One

report for all regional expenses, one for all expenses related to a conference)

Non-staff reimbursements, Purchase Orders and Check Requests- If you need to sign a contract for something, rent space, or have something catered, or if you are purchasing something over $5000, talk to your BT before you start to plan.

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MileageMileage Be efficient with your driving!

◦ Carpool◦ Planning

Parking Personalize Google Maps to make this quick Mileage receipt: print out google/mapquest map of

where you went Mileage includes price per mile: gas and wear and

tear Do NOT include mileage to/from office

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Travel Travel If it’s for selection, a conference, or National GDP– follow

instructions that are provided to you for that event If it’s for regional team travel (ie a site visit, etc.)… ASK

your BT to make sure we have money budgeted for it Code reimbursements properly – follow directions in your

logistics memo Use Cliqbook to find best prices for air travel / hotels /

rental cars When booking flights, do your best to stay within Per

Diem: <3 hrs- $320, >3 hrs.- $440 Print out flight-booking receipts and file away. Keep boarding passes and submit to appropriate holder of

the Amex after your trip Get zero-balance hotel folio when checking out at hotels

and submit to appropriate Amex holder after your trip.

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Ordering Supplies Ordering Supplies If you have supply requests specific to your functional

team’s needs, please get the approval of your team’s budget tracker to make sure there is money in the budget for it.

Then your team’s budget tracker will send me an email request for supplies with proper coding for the purchase.

If you have a general supply request, send me an email with the items you wish to have. (i.e. pens, notebooks,etc.)

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Monthly Budget Forecast Monthly Budget Forecast Meeting between your team’s coordinator/budget

tracker and me, the Operations Coordinator/Regional Budget Tracker to discuss your team’s financial standing against your budget.

Discuss your team’s upcoming events and budget needs.

Changes to the budget are always approved and finalized by our National Business Analyst, Amber Fogelman

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MiscellaneousMiscellaneous No Budget User should be guessing on any financial or

budget processes! So please ask!

Team or Budget User has Questions? Team Budget Tracker compiles questions and useful contextual information and sends to Operations Coordinator Operations Coordinator/Regional Budget Tracker provides information and possible answers back to Team Budget Tracker Team Budget Tracker shares information and implements changes/ideas.

For all deadlines please visit the Finance Calendar Teach For America Financial Policies Metro Atlanta Financial Expectations Highlights

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Questions? Comments?Questions? Comments?

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