Team Wiki - User contributions [en]

Staff Children

2022-04-18T16:00:21Z

100.6.165.4: /* Non-Sprouts Children */

== Sprouts ==
Staff children who attend sprouts must adhere to all policies of sprouts including enrollment. Sprouts spots are not guaranteed and must be requested in writing from the director. Contracts and payments are a requirement for sprouts enrollment.

== Children Under 3 ==
Staff children under 3 are not permitted in sprouts unless the staff member is the direct supervisor of the child. The child is never permitted to be away from the staff member, not even for a short time. The parent assumes all liability for the child at all times. Sprouts rooms are not furnished with age appropriate toys for children under the age of 3.

== Non-Sprouts Children ==
Children that are not enrolled in sprouts when sprouts is opened must have specific permission to be in the building. These children are never permitted to enter the sprouts space while sprouts is opened. These children fall under the direct responsibility of the parent. They may be permitted to eat sprouts meals with sufficient notice given to kitchen staff.

Bringing a child to work is a privilege that may be revoked at any time. Children of staff must be professional at all times. Staff are responsible for children to clean up after themself.

Sick children should never come work with a staff member. Staff who need to care for sick children should use their [[SickLeave|sick time]].
[[Category:Staff]]

Staff Children

2022-04-18T14:19:13Z

100.6.165.4: Created page with "== Sprouts == Staff children who attend sprouts must adhere to all policies of sprouts including enrollment. Sprouts spots are not guaranteed and must be requested in writing from the director. Contracts and payments are a requirement for sprouts enrollment. == Children Under 3 == Staff children under 3 are not permitted in sprouts unless the staff member is the direct supervisor of the child. The child is never permitted to be away from the staff member, not even for a..."

== Sprouts ==
Staff children who attend sprouts must adhere to all policies of sprouts including enrollment. Sprouts spots are not guaranteed and must be requested in writing from the director. Contracts and payments are a requirement for sprouts enrollment.

== Children Under 3 ==
Staff children under 3 are not permitted in sprouts unless the staff member is the direct supervisor of the child. The child is never permitted to be away from the staff member, not even for a short time. The parent assumes all liability for the child at all times. Sprouts rooms are not furnished with age appropriate toys for children under the age of 3.

== Non-Sprouts Children ==
Children that are not enrolled in sprouts when sprouts is opened must have specific permission to be in the building. These children are never permitted to enter the sprouts space while sprouts is opened. These children fall under the direct responsibility of the parent.

Bringing a child to work is a privilege that may be revoked at any time. Children of staff must be professional at all times. Staff are responsible for children to clean up after themself.

Sick children should never come work with a staff member. Staff who need to care for sick children should use their [[SickLeave|sick time]].
[[Category:Staff]]

Work Schedules

2022-04-18T13:52:30Z

100.6.165.4: /* Self Managed Schedules */

[[Category: Sprouts]][[Category: Staff]]

== Sprouts Schedules ==
Sprouts schedules are posted 1-2 weeks at a time on Zenefits. If there are changes updates after it is first posted, however, they may not be reflected on Zenefits, so be vigilant of any changes in your shift. In the rare occurrence changes are not self-initiated, the Director will notify the employee(s) via phone call or text to the changes immediately.

== Office Schedules ==
Hourly and salary staff will have their office hours correctly posted in Zenefits.

== Self Managed Schedules ==
Employees who manage their own schedules are required to report their schedule to their manager at least ten (10) days in advance.(Thursday) Employees may not alter their posted schedule without approval of their manager. Employees are responsible to adhere to their posted schedule and will immediately report any variances. Employees are also responsible for managing their hours in accordance with their job description.

Unless specifically communicated in a job description, [[Work from Home]] must always be requested in advance.

Employees who do not submit their schedule on time will face disciplinary action including but not limited to having their privilege of managing their own schedule revoked.

== Hours Posted for Salaried Workers ==
Employees that are paid salary are still required to have hours posted on work schedules. Employees are required to meet a minimum number of hours per week, in accordance with their job description. While a salaried employee will not be paid extra for working hours in excess of their minimum work hours, an employee may be docked pay for working less hours than their minimum. Salaried employees must communicate these needs with their manager in order to maintain regular pay schedule.

Work Schedules

2022-04-18T13:51:33Z

100.6.165.4: /* Self Managed Schedules */

[[Category: Sprouts]][[Category: Staff]]

== Sprouts Schedules ==
Sprouts schedules are posted 1-2 weeks at a time on Zenefits. If there are changes updates after it is first posted, however, they may not be reflected on Zenefits, so be vigilant of any changes in your shift. In the rare occurrence changes are not self-initiated, the Director will notify the employee(s) via phone call or text to the changes immediately.

== Office Schedules ==
Hourly and salary staff will have their office hours correctly posted in Zenefits.

== Self Managed Schedules ==
Employees who manage their own schedules are required to report their schedule to their manager at least ten (10) days in advance.(Thursday) Employees may not alter their posted schedule without approval of their manager. Employees are responsible to adhere to their posted schedule and will immediately report any variances. Employees are also responsible for managing their hours in accordance with their job description.

Employees who do not submit their schedule on time will face disciplinary action including but not limited to having their privilege of managing their own schedule revoked.

== Hours Posted for Salaried Workers ==
Employees that are paid salary are still required to have hours posted on work schedules. Employees are required to meet a minimum number of hours per week, in accordance with their job description. While a salaried employee will not be paid extra for working hours in excess of their minimum work hours, an employee may be docked pay for working less hours than their minimum. Salaried employees must communicate these needs with their manager in order to maintain regular pay schedule.

Work Schedules

2022-04-18T13:38:50Z

100.6.165.4:

Staff Attendance Policy

2022-04-18T13:22:47Z

100.6.165.4: /* Holidays */

{{DISPLAYTITLE:Staff Attendence Policy}}
[[Category: Staff]]

=== '''Objective''' ===
The purpose of this policy is to set forth Tree of Life Open Bible Church's policy and procedures for handling employee absences and tardiness to promote the efficient operation of the company and minimize unscheduled absences.

=== '''Policy''' ===
Punctuality and regular attendance is very important to the operation of Tree of Life Open Bible Church's business, and is the responsibility of each employee. Tardiness and absences cause a slow-down in operations and creates an added burden for fellow employees. Good attendance is something that is expected from all employees. As such, employees are expected to report to work at their scheduled start time and be prepared to begin their workday. Employees are also expected to remain at work for their entire workday. Late arrivals, early departures or other absences from scheduled hours are disruptive and should be avoided as much as possible.

This policy does not apply to absences covered by statutory leaves. These exceptions are described in separate policies.

=== '''Absence''' ===
“Absence” is defined as when an employee is unavailable for work as assigned/scheduled and such time off was not scheduled/approved in advance as required by the Company’s notification procedure. There are typically three types of absences:

==== '''Excused absence.''' ====
Occurs when an employee provides management with sufficient notice in advance of the absence; the absence request has been approved in advance by the employee’s supervisor; and the employee has sufficient accrued paid time off (PTO) to cover the absence. Sufficient notice is at least forty-eight (48) hours prior to the absence taking place. Excused absences also include pre-approved vacation, personal holidays, bereavement leave and jury duty.

==== '''Unplanned absence.''' ====
Occurs when an employee has properly notified his/her supervisor that he/she will be absent from work due to an illness or an emergency. Employees must notify his/her supervisor no later than one (1) hour prior to the employee’s scheduled start time on the same day the absence is occurring. Each employee is responsible for contacting his/her supervisor if he/she is going to be absent from work. There is an expectation that an employee will attempt to find a replacement for their shift.

==== '''Unexcused absence.''' ====
Occurs when an employee fails to report to work or properly notify his/her supervisor of the absence (“No call, no show”) or when an employee has exhausted all of his/her [[SickLeave|sick leave]]. Absences that occur frequently or demonstrate a pattern of absenteeism may be deemed unexcused and subject to corrective action. An unexcused absence counts as one (1) occurrence for the purposes of discipline under this policy. No more than three (3) unexcused absences will be allowed in a twelve (12) month period.

==== '''Consecutive absences.''' ====
Employees with three (3) or more consecutive days of excused absence due to illness or injury may be asked to provide a doctor’s note prior to returning to work, unless this violates state, or local law. Furthermore, employees who have exhausted his/her sick leave may be asked to provide a doctor’s note for the day(s) he/she was absent. Providing Tree of Life Open Bible Church with a doctor’s note does not automatically deem an absence excused. Management will review overall patterns of attendance and make determinations accordingly.

Employees must use earned PTO for every absence unless otherwise allowed by company policy (e.g., leave of absence, [[bereavement]], jury duty).

Absences and tardiness reported by text message and email are not acceptable.

=== '''Tardiness''' ===
An employee is deemed to be tardy when he/she:

* Fails to report for work at the assigned/scheduled work time.
* Arrives to work past his/her scheduled start time.
* Leaves work prior to the end of assigned/scheduled work time without prior supervisory approval.
* Takes an extended meal or break period without approval.

If an employee cannot report to work as scheduled, he/she must notify his/her supervisor no later than his/her regular starting time. This notification does not excuse the tardiness but simply notifies the supervisor that a schedule change may be necessary.

Employees who must leave work before the end of their scheduled shift must also notify his/her supervisor immediately.

We realize traffic or weather conditions may cause an employee to be late once in a while. However, employees are expected to plan for traffic and weather problems and to allow for extra time to commute to work. If he/she will be late, he/she must let his/her supervisor know of his/her late arrival as soon as practical. Notification does not change the fact that this will still be considered an unexcused tardy. Excessive absences, tardiness, or early departures will lead to discipline, up to and including discharge. Absences or tardiness are excessive if they occur frequently or if they demonstrate a pattern.

=== '''Holidays''' ===
If an employee calls out of work the day before, the day of, or the day after a [[Holidays|holiday]], his/her supervisor will review the circumstances of the absence and based on the review, the supervisor will determine whether to count the incident as an excused or unexcused absence.

=== '''Corrective Action''' ===
Excessive absenteeism is defined as two (2) or more occurrences of unplanned absences or late arrivals in a sixty (60) day period and may result in corrective action. Three (3) occurrences of unexcused absences in a twelve (12) month period are considered grounds for reduction of hours and/or termination.

=== '''Job Abandonment''' ===
Any employee who fails to report to work for a period of three (3) days (no call/no show) or more without properly notifying his/her supervisor will be considered to have abandoned his/her job and voluntarily terminated his/her employment with Tree of Life Open Bible Church.

=== Reporting Illness ===
Illnesses among staff are required to be documented for review by accrediting agencies. Employee illnesses need to be documented in the log in the Employee Information Binder.

=== Health Policy Related Absences ===
If you are already at work, and you begin showing signs of illness similar to those that would exclude a student from the Center according to the [[Staff Health Policy|Staff Health Policy]], you may be asked by the Director or Administration to leave before the end of your shift. If your symptoms are not severe enough to warrant leaving, you will still be asked to refrain from food service responsibilities per ServSafe regulations. You may also be asked to leave if you have any non-contagious illnesses/injuries that hinder your ability to complete your required duties. Depending on the severity, type, and length of symptoms, you may also be asked for a note from a medical professional before returning to work.
[[Category:Sprouts]]
[[Category:Staff]]

Work from Home

2022-04-06T14:33:15Z

100.6.165.4: Created page with "All employees are expected to: * Be available by phone, email or any other medium deemed appropriate by the Company during core business hours and consistent with the schedule approved by your manager. * Ensure all interactions with others are conducted in a quiet location so as not to disrupt or deter from the business being conducted. * Ensure you make yourself available for client meetings, staff meetings, and other meetings as deemed necessary by the Company or you..."

All employees are expected to:

* Be available by phone, email or any other medium deemed appropriate by the Company during core business hours and consistent with the schedule approved by your manager.

* Ensure all interactions with others are conducted in a quiet location so as not to disrupt or deter from the business being conducted.
* Ensure you make yourself available for client meetings, staff meetings, and other meetings as deemed necessary by the Company or your manager.
* Ensure that all Company equipment and records in your home office or workspace are maintained in safe and secure conditions and are used primarily for Company business, as they are subject to inventory control and disposal procedures as defined by the Company.
* Ensure that all Company equipment and records are available to the Company or your manager immediately upon request.
* Consult with the Company or your manager to clarify any system back-up requirements if work is saved on a system other than what is required by the Company.
* Be able to return to the office when required to do so.
* Be available to conduct business travel when required to do so.
* Alert the Company or your manager if external circumstances are likely to interfere with performance under this policy.
* Ensure that the needs of the Company take precedence over your personal needs.

If you are non-exempt employee, you must:

* Must have written approval on a task by task basis from the Company prior to any clocking in and out.

* Check-in with your manager or designated person by phone or by email at the beginning and ending of each work day.
* Notify your manager or designated person when leaving your home office during regular, scheduled working hours.
* Obtain approval from your manager in advance of working any overtime.
* Obtain approval from your manager in advance of any work-related travel.
* Record all of your hours for each workday showing when you begin and end your workday, as well as record all meal and break periods.

Telecommuting is not designed to be a replacement for child care. Although an employee’s schedule may be modified to accommodate child care needs especially during this the pandemic, the focus of telecommuting must remain on job performance and meeting business demands.

=== Home Office Safety ===
An employee’s home office is considered an extension of the Company’s workspace. Therefore, employees are expected to maintain their home office in a safe manner, free from safety hazards. As the Company may be liable for injuries or illnesses that occur during an employee’s agreed-upon work hours, an employee’s at-home work hours must conform to a schedule agreed upon by the employee and his/her manager, as well as conform to the Company’s safety policies and procedures.

Telecommuting employees are responsible for immediately notifying their manager of any injuries that may have occurred while on duty. the Company does not assume any liability for injuries occurring in the employee’s home office outside the agreed-upon work hours or as a result of the employee’s own negligence or disregard of the Company’s safety procedures, unless otherwise required by law.

The Company is not liable for loss, destruction, or injury that may occur in or to the employee’s home. This includes family members, visitors, or others that may become injured within or around the employee’s home.

Failure to comply with the requirements outlined in this policy may result in corrective action, up to and including termination. As with all Company policies, Tree of Life Open Bible Church reserves the right to modify or change what is outlined in this policy at any time, with or without notice.

=== Equipment & Telecommunications ===
During this temporary telecommuting time frame, the Company may provide tools/equipment for employees to perform the essential functions of their job duties. The Company will determine which tools/equipment, if any, will be provided on a case-by-case basis, and may include computer hardware and software, monitors, mouse and keyboards, VOIP or phone lines, including voicemail, email, connectivity to host applications, and other equipment as deemed necessary for you to effectively conduct business.

Where the Company does not provide any of the tools/equipment as outlined above, employees should work with their manager to determine what tools/equipment are necessary and which, if any, will be reimbursed by the Company; all such reimbursement will be done to the extent applicable by law.

If the Company determines that it is necessary for your productivity that you have network access for your home office, the Company may elect to pay for such connectivity. However, where the Company is not obligated to purchase this on your behalf, you may be responsible for purchasing your own network access for your home office.

The Company will reasonably repair and replace equipment unless it is lost, damaged or stolen as a result of an employee’s clear negligence or abuse. Where applicable, the Company will maintain an inventoried list of all equipment including serial numbers or other identifying characteristics (e.g. model numbers) of tools/equipment that it has issued to any employee.

Every employee is responsible for ensuring that all data or Company specific information is maintained in a secure manner, is backed up or stored appropriately, and that there are no risks of loss or uncontrolled information. This includes electronic records as well as hard copy documentation. All documents must be stored on cloud storage.

Consistent with the Company’s expectations of information security, eligible employees who have been authorized to telecommute pursuant to this policy, are expected to ensure the protection of proprietary Company and business information accessible from their home office. Steps include the use of locked file cabinets and desks, regular password maintenance, and any other measures appropriate for the environment to ensure there are no data breaches which put the Company or its business at risk.

The use of equipment, software and data supplies when provided by the Company for use at the employee’s home office is limited to authorized persons and for purposes relating to Company business.

If employees use his/her own equipment, the Company reserves the right to determine if the equipment contains appropriate software and configuration in order for the employee to effectively and securely perform work-related tasks. Employees are responsible for all maintenance and repair of their own equipment, and the Company accepts no responsibility for damage or repairs to employee-owned equipment.

In the event the Company has provided an employee with Company-owned equipment to be used in their home office during the implementation of this temporary telecommuting policy, all such equipment must be returned upon immediate request.

Requests Off

2022-04-06T14:24:19Z

100.6.165.4:

[[Category: Sprouts]][[Category: Staff]]
Employees may request off in compliance with [[Unpaid Time Off]], [[SickLeave|Sick Leave,]] and [[Bereavement]].

Employees must request the time off through the Zenefits App in order for it to be approved and paid out.

If it is less than 24 hours before your scheduled shift, you must speak to your manager on the phone. Slack messages, text messages, emails, voice mails, are not proper forms of requesting off.

[[Work from Home]] requests have specific policies that need to be followed.

5%

2022-03-24T12:52:10Z

100.6.165.4: new

Open [https://docs.google.com/spreadsheets/d/1tDV6HZqjGL_NZ2LQCdvbKEufYxwgMut-IdaH0qZdR-k/edit#gid=214472204 Deductions and Deposits tab]

Go to the 5% tab

Open the [https://banking.fnb-onlinebankingcenter.com/FNBPA/login.aspx/ Bank Account]

Go to Bill Pay on the top of the page

Scroll down to:

Open Bible Churches

5%

Click on Activity to view the payments made.

In the Google sheet, look in Column D "Amount Paid" for the last payment made

Add any additional payments that have been made per the bank activity

Next, look for the last row that has both a start and end date listed.

Example:

Start Date End Date

1/20/2022 2/17/2022

On a new row, list the date after the end date you just found and the day before the current date

Example (assuming the date is 3/23/2022):

Start Date End Date

2/18/2022 3/23/2022

Go to [https://giving.planningcenteronline.com/ Giving]

Click on Donations on the top of the page

Click on Donations List on the left side of the screen

Date Range: [Enter the dates you wrote in the Google Sheet]

Filter: Fund --> General

Submit

On the right side of the screen it will say "donated | -fees | =net

Copy the "Donated" amount and paste it the Deductions and Deposits sheet under "Enter total general giving in date range"

This automatically calculates the 5% amount in the cell under "5%"

Enter that amount in Column C "5% owed for this range" of the row where you entered your date range.

Column G calculates the running balance.

If there is a negative number in that column, we do not need to do anything.

If the amount is 0, do not do anything.

If the amount is a positive number, go to the bank account and pay the amount from Column G. In the memo line, write 5% Tree of Life OBC.

On the Deductions and Deposits sheet, on a new row, enter today's date in Column A "Start Date", in column "D "Amount Paid" - enter the amount you just paid through the bank. In Column F "Payment made via" write "FNB Bill Pay". Coumn G should now say $0.00.

Category:Finance How To

2022-03-16T14:49:06Z

100.6.165.4:

How to Guides for the Treasurer and Support Team
[[Category:Finance]]

Main Page

2022-03-16T14:47:55Z

100.6.165.4: Replaced content with "<categorytree mode="all">Manual</categorytree>"

<categorytree mode="all">Manual</categorytree>

CDBG

2022-03-16T14:46:01Z

100.6.165.4:

Creating the Beneficiary Report

To run the report

Log in to Link2Feed

Click on Reports

Click on New Report

Under "Statistics Report" click " + New Report"

''Create a New Statistics Report:''

Titled: [Month] CDBG [Year of the Grant]

That is: just for me

''I want to schedule the report:''

Leave the settings as they are

''For the following time period:''

Enter each month of the grant period separately with the "or between" date selections

''For the following:''

Check off Organizations: PBRO1044-1: Brookline Christian Food Pantry

''For the following program types:''

Check off Pantry & TEFAP

''With the following report selections:''

Check off Ethnicity: Client (Unique) and Income (Net): Households (Unique)

Click Create Report

Open the Beneficiary report sent by the CDBG contact via email

Refer to the reports from Link2Feed to complete the form.

To breakdown ethnicity:

Ethnicity per Link2Feed | Ethnicity per CBDG

Asian | Asian

Black/ African American | Black

Black/ African American + Another Ethnicity |

Hispanic/ Latino | WH

Middle-Eastern/ North African | Multi-Racial

Other | Multi-Racial

Other Multiple Ethnicity | Multi-Racial

Undisclosed | Omitted

White/ Anglo | White

To break down income:

Google the Median Family Income for Pittsburgh.

Divide that number by 12 to calculate the monthly.

Calculate 30% and 50% of that monthly number.

You can use the data from the Link2Feed report to complete columns 7-9 of the beneficiary form.

Make sure the number of people served from columns 1-5 & 6 is equal to the number of people reported in columns 7-9.
[[Category:Finance How To]]

Category:Finance How To

2022-03-16T14:44:54Z

100.6.165.4: Created page with "How to Guides for the Treasurer and Support Team"

How to Guides for the Treasurer and Support Team

Printer

2022-03-11T14:47:45Z

100.6.165.4:

[[Category: Sprouts]][[Category: Staff]][[Category: Volunteer]][[Category: Technology]]

You have access to a printer and photocopier in the Admin Wing of the building. There is regular copy paper, as well as card stock, regularly available. If you need assistance learning its proper use, please speak to the Director or Administration.

https://onyxweb.mykonicaminolta.com/OneStopProductSupport?appMode=public&productId=1621&categoryId=1&subCategoryId=ft0

CDBG

2022-02-25T21:36:10Z

100.6.165.4: Created

Allocation Methodology

2022-02-25T15:21:21Z

100.6.165.4:

Due to the nature of a shared facility, some expenses are required to have an allocation methodology in order to appropriately bill individual funds, departments, projects, etc. for these shared expenses.

The following expenses are those which require the use of an allocation methodology for expense categorization purposes:

Utilities

Janitorial Services

Janitorial Supplies

Insurance

Trash

The allocation methodology is determined by the Treasurer and Senior Pastor at the time of the new budget for the year based on projected facility use. This allocation methodology can be adjusted as circumstances dictate throughout the year by the Treasurer and Senior Pastor. The current allocation methodology is located [https://docs.google.com/spreadsheets/d/1IFjp_Fa6T5rO68AR-MUh5avVw3F97WxSow0EvHDYsWE/edit#gid=0 here].

=Steps for breaking out the Allocation Methodology in Aplos:=

======[[#For transactions where the entire bill is to be allocated (ex: Internet) | For transactions where the entire bill is to be allocated (ex: Internet)]]======

======[[#For transactions where the part of the bill is to be allocated (ex: WB Mason) | For transactions where the part of the bill is to be allocated (ex: WB Mason)]]======

===='''For transactions where the entire bill is to be allocated (ex: Internet)'''====

Open the [https://docs.google.com/spreadsheets/d/1IFjp_Fa6T5rO68AR-MUh5avVw3F97WxSow0EvHDYsWE/edit#gid=0 Allocation Methodology] google sheet

Open [http://www.aplos.com Aplos]

Go to Reports

Click on "Expense by Payee" (Under Other Reports | People based reports)

Find the vendor for the expense you which to allocate

Click on the Amount that corresponds to that vendor

Find the transaction from the list you wish to allocate

Click on the amount of the transaction

Click on "Add Another Row" to add as many lines as the allocation requires

Copy the Account from the original transaction and paste it into each line

To determine the Fund, refer to column A in the Allocation Methodology sheet

To determine the Percentage, refer to column J in the Allocation Methodology sheet

When you type in a percentage, the system will automatically calculate the Amount based on the original charge

Add any Event, Fundraisers and Projects, Departments, or Custom as necessary

Example:

Account: Internet Fund: Sprouts Percentage: 31.25 Department: Head Start

Click Submit

===='''For transactions where the part of the bill is to be allocated (ex: WB Mason)''' ====

Open the [https://docs.google.com/spreadsheets/d/1IFjp_Fa6T5rO68AR-MUh5avVw3F97WxSow0EvHDYsWE/edit#gid=0 Allocation Methodology] google sheet

Open [http://www.aplos.com Aplos]

Go to Reports

Click on "Expense by Payee" (Under Other Reports | People based reports)

Find the vendor for the expense you which to allocate

Click on the Amount that corresponds to that vendor

Find the transaction from the list you wish to allocate

Click on the amount of the transaction

Copy the amount

Go to the Allocation Methodology sheet

Paste the copied amount into cell H16 "Item to allocate"

Cells H17 to H21 will autopopulate with the amounts to be charged to each fund, department or project

In Aplos, click on "Add Another Row" to add as many lines as the allocation requires

Copy the Account from the original transaction and paste it into each line

To determine the Fund, refer to columns I17- I21 in the Allocation Methodology sheet

To determine the Amount, refer to column H17- H21 in the Allocation Methodology sheet

Add any Event, Fundraisers and Projects, Departments, or Custom as necessary

Example:

Account: Hand soap Fund: Sprouts Amount: 15.31 Department: Head Start

Click Submit

[[Category:Finance]]

Allocation Methodology

2022-02-25T15:11:52Z

100.6.165.4: Created page with "Due to the nature of a shared facility, some expenses are required to have an allocation methodology in order to appropriately bill individual funds, departments, projects, etc. for these shared expenses. The following expenses are those which require the use of an allocation methodology for expense categorization purposes: Utilities Janitorial Services Janitorial Supplies Insurance Trash The allocation methodology is determined by the Treasurer and Senior Pasto..."

Due to the nature of a shared facility, some expenses are required to have an allocation methodology in order to appropriately bill individual funds, departments, projects, etc. for these shared expenses.

The following expenses are those which require the use of an allocation methodology for expense categorization purposes:

Utilities

Janitorial Services

Janitorial Supplies

Insurance

Trash

The allocation methodology is determined by the Treasurer and Senior Pastor at the time of the new budget for the year based on projected facility use. This allocation methodology can be adjusted as circumstances dictate throughout the year by the Treasurer and Senior Pastor. The current allocation methodology is located [https://docs.google.com/spreadsheets/d/1IFjp_Fa6T5rO68AR-MUh5avVw3F97WxSow0EvHDYsWE/edit#gid=0 here].

=Steps for breaking out the Allocation Methodology in Aplos:=

======[[#For transactions where the entire bill is to be allocated (ex: Internet)]]======

======[[#For transactions where the part of the bill is to be allocated (ex: WB Mason)]]======

===='''For transactions where the entire bill is to be allocated (ex: Internet)'''====

Open the [https://docs.google.com/spreadsheets/d/1IFjp_Fa6T5rO68AR-MUh5avVw3F97WxSow0EvHDYsWE/edit#gid=0 Allocation Methodology] google sheet

Open [http://www.aplos.com Aplos]

Go to Reports

Click on "Expense by Payee" (Under Other Reports | People based reports)

Find the vendor for the expense you which to allocate

Click on the Amount that corresponds to that vendor

Find the transaction from the list you wish to allocate

Click on the amount of the transaction

Click on "Add Another Row" to add as many lines as the allocation requires

Copy the Account from the original transaction and paste it into each line

To determine the Fund, refer to column A in the Allocation Methodology sheet

To determine the Percentage, refer to column J in the Allocation Methodology sheet

When you type in a percentage, the system will automatically calculate the Amount based on the original charge

Add any Event, Fundraisers and Projects, Departments, or Custom as necessary

Example:

Account: Internet Fund: Sprouts Percentage: 31.25 Department: Head Start

Click Submit

===='''For transactions where the part of the bill is to be allocated (ex: WB Mason)''' ====

Open the [https://docs.google.com/spreadsheets/d/1IFjp_Fa6T5rO68AR-MUh5avVw3F97WxSow0EvHDYsWE/edit#gid=0 Allocation Methodology] google sheet

Open [http://www.aplos.com Aplos]

Go to Reports

Click on "Expense by Payee" (Under Other Reports | People based reports)

Find the vendor for the expense you which to allocate

Click on the Amount that corresponds to that vendor

Find the transaction from the list you wish to allocate

Click on the amount of the transaction

Copy the amount

Go to the Allocation Methodology sheet

Paste the copied amount into cell H16 "Item to allocate"

Cells H17 to H21 will autopopulate with the amounts to be charged to each fund, department or project

In Aplos, click on "Add Another Row" to add as many lines as the allocation requires

Copy the Account from the original transaction and paste it into each line

To determine the Fund, refer to columns I17- I21 in the Allocation Methodology sheet

To determine the Amount, refer to column H17- H21 in the Allocation Methodology sheet

Add any Event, Fundraisers and Projects, Departments, or Custom as necessary

Example:

Account: Hand soap Fund: Sprouts Amount: 15.31 Department: Head Start

Click Submit

[[Category:Finance]]

Greater Pittsburgh Community Food Bank Invoices and Grants

2022-02-22T20:53:18Z

100.6.165.4: Created

We have historically been awarded food grants from the Greater Pittsburgh Community Food Bank (GPCFB), such as the Buncher Grant. These grant monies do not pass through Tree of Life, but remain as a credit in the GPCFB system. However, when we utilize this funding, we still need to track the grant income and food expense in our Aplos reports in order to truly reflect our costs.

I reconcile this once per month.

Go to the [https://docs.google.com/spreadsheets/d/1tDV6HZqjGL_NZ2LQCdvbKEufYxwgMut-IdaH0qZdR-k/edit#gid=2030605009 USDA/Food Grants] tab

Scroll over to columns N through T

In a separate window, open [https://pww.pittsburghfoodbank.org/primariusww/login.aspx Primarius] - 1044-1 is the Food Pantry, 1044-2 is Sprouts, 1044-3 is the backpack program

Log in to the first account you wish to work on.

Once logged in to Primarius, click on the "Orders" tab.

Refer to the USDA/Food Grants sheet.

Column O is account 1044-1 Food Pantry

Column R is account 1044-2 Sprouts

You will see a list of order numbers. Under the order numbers there is a "last reviewed" note in italics. (Ex: last reviewed Order #542024 on 1/20)

Go back to the Primarius screen and locate the order number/ date listed in the USDA/Food Grants sheet.

You will need to open and access every order from that order to the the most current order.

To assess the order, you click the order number to open the order.

On the top left look for the "Applied Grants" amount. If there is an amount listed is 0, you can hit the back button and move on to the next order.

If the "Applied Grants" amount is greater than 0, that amount needs to be recorded in the USDA/Food Grants sheet.

On the USDA/Food Grants sheet, under the appropriate account, you will list the Order number, amount of the Applied Grant and the Order Date.

When you have reviewed all the invoices from the last reviewed, to the most current, you will need to update the "last reviewed" italicized note on the USDA/Food Grant sheet. PLEASE NOTE: You update it based on the most recent invoice you reviewed, NOT the most recent invoice that had an applied grant.

Once you have completed this, you will need to credit Aplos for those grant amounts.

Go to [https://www.aplos.com/aws/login Aplos]

Transactions

Registers

Account Register: 1000- FNB Checking Account

* Add Deposit/Payment
* Date: [Order date ]
* Payee: Greater Pittsburgh Community Food Bank
* Comment: Grant from GPCFB
* Deposit: $0
* Account: 4200 - Grant | Fund: General Fund | Comment: Grant from GPCFB | Amount: - [Applied Grant] | Department: 100.1 - CACFP & At Risk
** '''*NOTE: The Applied Grant is enter as a NEGATIVE'''
* Click "Split"
* Click "+ Add Another Row"
* Account: 5104 Food | Fund: USDA Feeding Programs | Comment: Grant from GPCFB | Amount: [Applied Grant] | Department: 100.1 - CACFP & At Risk
* Submit

Complete these steps for each Applied Grant amount you added to the USDA/Food Grant sheet

Monthlyreport

2022-02-22T17:55:18Z

100.6.165.4: Created

{{DISPLAYTITLE:Monthly Reports for Directors}}

Each month, the Directors should receive an Aplos report that shows all of their financial transactions for that month. These are typically 1 month behind, because reports are not finalized until Jenice has completed all her reports for the month.

Open Aplos

Go to Reports

Under “Saved Reports” click on Monthly Transaction List

From the first drop down menu change “This Year to Date” to “Custom” and select a month range

From the second drop down menu “Report Filters”, select “Funds” – Click Unselect All

Select the Fund for which you wish to run a report

Click Apply

Click on “Download”

Save as a PDF

Send the PDF of the report to the Director responsible for that fund

Directors should evaluate their reports for any discrepancies – anything on their report that shouldn’t be or anything not on their report that should be.

Aflac

2022-02-22T17:45:56Z

100.6.165.4: Update

Open [https://docs.google.com/spreadsheets/d/1tDV6HZqjGL_NZ2LQCdvbKEufYxwgMut-IdaH0qZdR-k/edit#gid=1357088893 Deductions and Deposits]

Open the payroll total cost report

Enter the amounts withheld for columns B-D from the payroll cost report

Column E is the Church Contribution – refer to Cell H49 (this could change if we have or lose an employee)

Column F is the sum of columns B-E

Column G is the total withholding for the pay periods each month

Column H is the Month those withholdings reflect

Column I is the amount the Aflac bills us – Link is also in Cell I1

Column J will auto populate if there is a difference between the invoiced amount and the amount we withheld

Column K is the amount that we paid Aflac – this amount is found on the Aflac website

Column L is the difference between what Aflac billed and what we paid

Column N is to note any changes that occurred for months that had differences in Column J or Column L
[[Category:Finance]]

Aflac

2022-02-22T17:41:45Z

100.6.165.4: Created page