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Accountability of Client Funds / Valuables |
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2. 5. 4 POLICY: It is strongly suggested that any amount of money, food stamps,
or valuable property be turned in and locked securely in the
main office. Specifics about this matter may be included in the
Guest Contract as deemed necessary or appropriate. PURPOSE: PROCEDURE: 1. The policy of securing guests' valuables is explained to the guest at time of orientation and included in the release Agreement Form signed by the guest at time of arrival. 2. The signed form is maintained in the individual guest's file. 3. At any time while the guest is at Bethany House Services shelter and removes any money or valuable from the secured cabinet, a receipt form specifying the amount or item returned to the guest is prepared by the House Manager and signed by the guest and the House Manager. The original receipt is given to the guest. The copy is retained in the receipt book, which is kept with the guests' valuables. 1. An entry regarding return of money or valuables to a guest from the security cabinet is also made in the general log by the staff member handling the dispersal. To assure the continued safety and well-being of all shelter
guests and staff members with prompt action taken to correct
or minimize any hazardous or harmful conditions Approved ________________ Title: ______Executive Director Date: ____6 / 19 /90________  A. GENERAL HOUSE RULES 2. Registration Time: 3:00 to 4:00 PM. Guest registration is on a phone-in basis only. Guest Attendant taking registration is to list name and SSN for each registrant. 3. Admission Time: During Daylight Savings Time, guests are
admitted at 8:30 PM. During Eastern Standard Time, guests are
admitted at 7:00 PM. 5. All baggage and other personal belongings (including boxes, bags, back packs, hats and coats) must be checked at the front desk when admitted. Toiletry kits may be taken to dorms after being inspected. Clean clothing may be carried in hand only; rolled up clothing will be inspected. NO STORAGE OF PERSONAL ITEMS IS PROVIDED. All such items left in the courtyard or around the building after 11:00 AM will be discarded. It is understood that personal items, which are put in the garbage outside, may be picked up by guests before the garbage truck arrives. 6. We strongly urge Chat guests check all valuables, e.g. wallets, money, identification, etc. at the front desk in their baskets. 7. Smoking is permitted in the women's dining room only. Men may smoke in dining room, hallway and bathroom. In the winter, when men are sleeping in the dining room, once beds are set up, smoking is not permitted there. 8. Peaceful behavior is necessary. (We suggest to the guests that if they find themselves getting uptight or someone else is giving them a rough time. they should see a staff member before things get out of hand.) In the case of an altercation all parties involved will be told to leave. 9. No weapons of any kind are permitted. All such items must be checked at the front desk. If any are found on a guest after admission, he/she will be required to leave. 10. No alcohol or illegal drugs are permitted in or around
the building. A guest will be refused admission if she/he is
found drinking or ...
BETHANY HOUSE OF SERVICES FINANCE POLICIES 9.7.1 POLICY PURPOSE CONTROLS AND PROCEDURES 1. Authorization 2. Check Signing 3. Monthly Reconciliations 4. Adjustments BETHANY HOUSE OF SERVICES FINANCE POLICIES 9.7.2 5. MC/VISA Merchant Policy 6. Safe Deposit Box
Approved ________________ Title: ____________________ Date: ___________________ BETHANY HOUSE OF SERVICES FINANCE POLICIES 9.7.3 B. Cash Receipts 1. Opening Mail The Finance Assistant will open the mail and run a tape of all money received for the day. 2. Income Log The Data Input Personnel processes grants and donations through Q & A and prepares a daily log of revenue which includes the date, name of the donor, the account to which the money is to be credited, and the amount. Reimbursements to expense accounts are logged weekly by the Finance Director. 3. Copies of Checks A copy is made of each check received for a government grant and all donations over $500. 4. Q & A Donations are recorded on a computerized donor tracking system. Thank you notes are generated by the Data Input Personnel for all donations received by the agency. The Executive Director supervises this area. 5. Deposits Deposits are prepared by the Finance Assistant from the daily income log and checks and cash received. Deposits are to be made in a timely manner, and are required to be deposited within 48 hours when income exceeds $1000. Approved ________________ Title: ____________________ Date: ___________________ BETHANY HOUSE OF SERVICES FINANCE POLICIES 9.7.4 C. Purchasing 1. Purchase Orders Purchase orders are required to be completed and signed prior to making a purchase according to the limitations outlined in C.2. Purchase orders must be approved by the Executive Director or designee before a check will be issued or before a purchase is charged to a Bethany House account. A purchase can be made by a staff member or responsible volunteer designated by the Administrative Team. 2. Limitations A purchase order is required for all purchases over $100, and for all purchases requested by non- administrative employees. Administrative employees are authorized to make purchases up to $100 within their areas of budget responsibility without the approval of the Executive Director. 3. Capital & Special Projects Capital purchases and contracts for capital improvements shall require approval by the Executive Director and the Finance Director. Approval shall be based upon availability of funds and compliance with Board approved budgets. 4. Sales Tax Sales tax will not be paid or reimbursed, except in extraordinary circumstances. The agency's sales tax exempt number will be applied when a purchase is made. 5. Receipts Staff members are responsible for securing legible, itemized receipts for all expenditures. Receipts shall be submitted promptly to the Finance Assistant. 6. Contracts All contracts shall require the approval of the Executive Director and the Finance Director. Before approval, contracts will be reviewed for compliance with approved budgets, completeness, reasonableness, and enforceability. Legal review is required for contracts exceeding $3000 in value and/or one year in length. BETHANY HOUSE OF SERVICES FINANCE POLICIES 9.7.5 6. Contracts All contracts shall require the approval of the Executive
Director and the Finance Director. Before approval, contracts
will be reviewed for compliance with approved budgets, completeness,
reasonableness, and enforceability. Legal review is required
for contracts exceeding $3000 in value and/or one year in length.
Approved ________________ Title: ____________________ Date: ___________________ BETHANY HOUSE OF SERVICES FINANCE POLICIES 9.7.6 D. Cash Disbursements 1. Purchase Orders A signed purchase order authorizes the Finance Director or Finance Assistant to release a check for a purchase. Credit purchases may also be charged to Bethany House accounts with a properly approved purchase order. 2. Guest Assistance Expenditures for Guest Assistance require the approval of the guest's Shelter Advocate and/or the Executive Director. The signature of the guest is required for cash disbursed to a guest. Appropriate forms must be completed before cash is taken from the Petty Cash fund or a check is issued by the Finance Office. In an emergency situation, the House Manager may issue petty cash for Guest Assistance. 3. Guest Relocation Expenditures for Guest Relocation require approval by the guest's Shelter Advocate and the Executive Director before a check is issued by the Finance Office. Guest Relocation grants are made from the; General Operating fund. 4. Invoice Verification Invoices will be verified for accuracy by the Finance Assistant and submitted to the Finance Director for approval. 5. Check Preparation Checks for payment of approved invoices are routinely prepared and signed by the Finance Assistant. The Finance Director and Executive Director are also authorized to prepare and sign checks. BETHANY HOUSE OF SERVICES FINANCE POLICIES 9.7.7 6. Receipts Receipts are required for all cash disbursements. They are filed monthly by the Finance Assistant by expense account code. 7. Petty Cash A petty cash fund of $5C is available for required purchases under $5. Receipts and. a log of the expenditures are to be maintained with the fund. Reimbursement of the fund will be made by the Finance Assistant when the fund level falls below $25. Expenditures over $5 are permitted for emergencies only. 8. Bus Fare Petty Cash A separate petty cash fund will be maintained for the purpose of providing bus fare for guests. The fund shall total $30 in coins. The fund will be reimbursed by the Finance Assistant when the level falls below $13. 9. Petty Cash Fund BHB A separate petty cash fund will be maintained for the purpose of providing funds for the Bethany Housekeeping Basics program. The fund shall total $75 in currency. The fund will be reimbursed by the Finance Assistant when the level fails below $15. 10. Credit Card The agency will issue cards to its Executive Director, Assistant Director, Coordinator of Bethany Housekeeping Basics and Director of Outreach and Transitions. Other charge cards will be issued to personnel as appropriate for Bethany House business only and in accordance with the purchasing policies of the agency. Receipts are required for all purchases made using the cards. The Finance Office will pay the credit card bill in full each month to avoid finance charges. Approved ________________ Title: ____________________ Date: ___________________ BETHANY HOUSE OF SERVICES FINANCE POLICIES 9.7.8 E. Payroll The agency uses its own software package to produce its payroll
checks. Employees are provided with information regarding the
number of hours worked in each pay period signifying regular
hours, overtime hours, vacation, sick, holiday and other types
of hours. They are also given information on gross pay, taxes
and other amounts withheld and net pay for the current period
and year to date. 1. Payroll Schedule Employees are paid bi-weekly. All employees are given a payroll schedule which includes the beginning and ending dates of each pay period, the date time sheets are due to their supervisor and the pay date. 2. Records a. Time Sheets An accurate time sheet will be maintained by each employee and approved by the employee's supervisor. This information will be submitted to the Finance Assistant on the Tuesday following the end of a pay period. b. Time-Off Requisitions BETHANY HOUSE OF SERVICES FINANCE POLICIES 9.7.9 C. Overtime Hourly employees will be paid time and one half for hours worked over forty in one week. Overtime must be approved by a supervisor prior to being earned. A signed overtime form which includes the employee's name, date, hours authorized and reason for overtime must be submitted with the employee's time sheet for payment to be made. d. Employee Benefits Records A record of employee benefits (holidays, comp. time, sick leave, and vacation) will be maintained for each employee by the software. The record is updated every pay period with hours accrued and taken so employees have a current balance of available benefits. A printed record of benefits available will be included with the last paycheck of each month. Bethany House provides a comp. time benefit for its salaried employees which allows adjustment in work schedule hours and commensurate time off when the employee works more hours in a pay period than regularly scheduled for that position. 3. Approvals a. Personnel Authorization Forms A signed Personnel Authorization Form is required to change an employee's name, address, position title, rate of pay or employment status. The form must be signed by the employee's supervisor and the Executive Director. b. Review of Payroll Payroll will routinely be prepared by the Finance Assistant and approved by the Finance Director.
Approved ________________ Title: ____________________ Date: ___________________
FINANCE POLICIES 9.7.10 F. Inventory Control 1. Property Purchases of non-consumable property should be recorded on the Bethany House inventory list. The Inventory is to be updated monthly at the time receipts for purchases are filed. A current copy of the inventory is maintained in the agency's safe deposit box. 2. Capitalization Property purchased for the agency which is valued over $500
with a useful life of over one year, will be capitalized. The
items will be depreciated using the straight line method, in
accordance with the attached schedule. Generic List Schedule
Approved ________________ Title: ____________________ Date: ___________________ BETHANY HOUSE OF SERVICES FINANCE POLICIES 9.7.11 G. Working Capital Reserve Bethany House will strive to maintain cash reserves of an amount equal to three months of budgeted operational expenses
Approved ________________ Title: ____________________ Date: ___________________
Friends of the Homeless, Inc FINANCE POLICIES FINANCIAL CONTROLS POLICY The agency shall utilize financial controls in accordance with Generally Accepted Accounting Principles (GAAP). The procedures used to implement these controls shall be developed by the Executive Director and reviewed by the Finance Committee on an annual basis. PURPOSE To maintain the financial integrity of the agency. CONTROLS 1. Authorization All necessary banking for the agency shall be conducted in accordance with investment and banking institution policy. This includes opening and closing of accounts, purchasing investment instruments, and transferring funds as needed. These activities shall be authorized by the Board of Trustees and the Executive Director. 2. Check Signing The Board of Trustees has designated the Executive Director,
and the specific officers of the Board authorized check signers
for the agency. Only one signature is required for checks valued
at $500.00 or less. Two signatures are required for checks valued
over $500.00. The Board Treasurer is the preferred second signatory. 3. Monthly Reconciliations 4. Adjustments All required adjustments to the general ledger cash balance identified through the reconciliation process are posted promptly through the general ledger.
A safe deposit box is maintained off-site to protect irreplaceable documents such as certificates of deposit, insurance policies, and the Friends of the Homeless inventory report. The Executive Director, Fiscal Manager, and Officers of the Board of Trustees have access to the safe. 6. Wire Transactions Funds received from various funders may be requested via modem or other system for direct deposit into the agency bank accounts. This system is used for deposits only. 7. Money Market Savings A money market savings account is maintained to accrue the maximum amount of interest on eligible funds prior to utilization. 8. OWL Transfers Funds may be transferred from the money market savings account or other accounts directly into the agency checking account via the OWL system at the Provident Banking institution. This system can only be used to transfer funds, never as a means of withdrawal. 9. Restricted Funds Restricted funds shall be maintained in separate accounts (as required by funding agencies) and disbursed at the time expenses are paid through the general account. Friends of the Homeless, Inc FINANCE POLICIES FINANCIAL CONTROLS (continued) B. Cash Receipts 1. Opening Mail The mail will be opened on a daily basis and a receipt will be kept of all money received, including the amount, date, name, address, and the account number to which the money is to be credited. 2. Income Log Reimbursements to expense accounts are logged on at least a weekly basis. 3. Copies of Checks 4. Donations Donations are recorded on a computerized donor tracking system. This list is updated on a weekly basis. Thank you notes are generated in a timely manner. 5. Deposits Deposits are prepared from the daily receipts and checks and cash received. Deposits are made in a timely manner. Deposits are monitored by the Executive Director. 6. Cash Receipts Journal A cash receipts journal shall be maintained for all checking accounts to document all cash activity. 7. Donated Items All donated items are receipted the day received. The estimated net worth is logged into the general ledger as in-kind funds. 8. In-kind/Volunteer services All in-kind revenues are listed in the financial statements as required by the various funding agencies to demonstrate compliance with the matching requirements for a particular grant or program. The recording of the value of these goods and services is as follows
Friends of the Homeless, Inc FINANCE POLICIES FINANCIAL CONTROLS (continued) C. Purchasing 1. Limitations Designated Program Directors are authorized to make purchases up to $500.00 within their program budgets without the prior approval of the Executive Director. 2. Capital & Special Projects Capital purchases and contracts for capital improvements shall require approval by the Executive Director. Approval shall be based upon the availability of funds and compliance with the Board approved budgets. 3. Sales Tax Sales tax will not be paid nor reimbursed, except in extraordinary circumstances. The agency's sales tax exempt number will be applied when all purchases are made.
Staff members are responsible for securing legible, itemized receipts for all expenditures. Receipts shall be submitted promptly to the Fiscal Manager. Receipts submitted for employee reimbursement must be approved by the Executive Director. 5. Contracts All contracts shall require the approval of the Executive Director. Before approval, contracts will be reviewed to ensure compliance with approved budgets, completeness, reasonableness, and enforceability. Legal review is required for all contracts exceeding $3000.00 in value and/or greater one year in length. 6. Accounts The Executive Director is authorized to establish vendor accounts necessary to facilitate agency operations. Strict procedures for access shall be enforced. 7. Income Tax The agency is a not-for-profit corporation incorporated under the laws of the State of Ohio. Friends is exempt from federal income tax under Section 501(c)(3) of the Internal Revenue Code and is exempt from state and local income taxes under Ohio law. A 990 form is filed with the State of Ohio and the IRS annually. 8. Contractors Friends of the Homeless, Inc FINANCE POLICIES FINANCIAL CONTROLS (continued) D. Cash Disbursements 1. Petty Cash A Petty Cash fund may be established by the Executive Director. A petty cash log with receipts and disbursements shall be maintained. Strict procedures for access shall be enforced. 2. Resident Relocation An expense account shall be established by the Executive Director to assist Transitional Housing residents with relocation expenses. 3. Client Assistance Direct or indirect monetary assistance may be provided to residents to facilitate achievement of their personal goals. The Executive Director shall establish procedures to implement this assistance. 4. Invoice Verification All invoices will be verified for accuracy and submitted to the Program Director or Executive Director for approval. Capital purchases are to be made in accordance with Capital and Special Project policy. 5. Check Preparation Following the approval of the Program Director or Executive Director, checks for payment of approved receipts and/or invoices are routinely prepared. Prepared checks shall be signed by authorized persons as outlined in the Check Signing policy. 6. Receipts/Invoices 7. Bus Tickets- Transportation 8. Visa A Visa shall be issued to the Executive Director for Friends of the Homeless business only and in accordance with the purchasing policies of the agency. Receipts are required for all purchases made using the card. The bill for the card will be paid in full each month to avoid finance charges. 9. Cash Disbursement journals Cash disbursement journals shall be maintained for all checking accounts to document all cash activity. 10. Employee Reimbursement 11. Expense Allocation The Executive Director shall establish procedures for expense allocation in accordance with the criteria and guidelines setforth by the funding agency. Personnel expenses are allocated according to percentage of work in each department and are either chargeable or non-chargeable according to grant contracts. Non-personnel expenses are allocated directly or by percentage according to the percentage of benefit. 4.50- Capital and Special Projects - TO BE DEVELOPED Friends of the Homeless, Inc FINANCE POLICIES FINANCIAL CONTROLS (continued)
The agency uses the services of an automated payroll company
to produce its paychecks. Employees are provided with the information
regarding the number of hours worked for each pay period, the
rate of pay, the gross pay, taxes withheld, and net pay for the
current period and year-to-date. Friends of the Homeless, Inc FINANCE POLICIES FINANCIAL CONTROLS (continued) F. Inventory Control The Executive Director shall establish procedures to inventory non-consumable property. 2. Capitalization G. Working Capital Reserve Friends of the Homeless will strive to maintain cash reserves of an amount equal to 3 (three) months of budgeted operational expenses. Approved: ______________________ Board President: __________________ Date:___________________________ |
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