Tracking External Income

We receive a variety of outside funding. Due to the lapse in time between submitting payment information and receipt of funds, it is important to maintain a tracking record of pending income.

ELRC & Head Start

The Sprout Director is responsible for calculating and submitting ELRC invoices. Each month, the payment pending amount is communicated via Slack.

The amount is then entered into the Deductions and Deposits sheet in the ELRC/Head Start tab

Scroll down to the appropriate year in the tab.

Column H is the amount we are expecting to receive

Column I is where that money is coming from and the month

Ex: $[Amount] | Expected January Head Start

Once the funds have been received in the bank account, that date the money was received is recorded in Column A, the amount received is recorded in Column B and the entity providing payment is recorded in Column C.

Ex: 02/24/2022 | $[Amount] | January Head Start

CACFP & SFSP

The Kitchen Manager is responsible for calculating and submitting CACFP and SFSP invoices. Each month, the payment pending amount is communicated via Slack in the admin-mealnumbers channel

The amount is then entered into the Deductions and Deposits sheet in the USDA/ Food Grants tab

Scroll down to the appropriate year in the tab.

Column H is the amount we are expecting to receive

Column I is the month & year that money accounts for

Column I is the program the money is coming from

Ex: $[Amount] | Jan 2022 | CACFP

Once the funds have been received in the bank account, that date the money was received is recorded in Column A, the amount received is recorded in Column B, the month and year corresponding to the payment is recorded in Column F and the program is recorded in column G.

Ex: 02/24/2022 | $[Amount] | Jan 2022 CACFP

Highlight the expected payment and the received payment with the same color to clearly show that money was received.

Grants

As an organization with many different programs, there are often many grants pending in various aspects of their respective grant cycles at any given time. In order to keep track of these pending grant statuses, these amounts are tracked in the Deductions and Deposits sheet in the Accounts Receivable tab.

Column A: Year- is the year in which the Grant was applied

Column B: Name- is the name of the grant

Column C: Requested Amount- is the originally requested amount of the grant

Column D: Committed- is how much the grantor approved the grant to be paid out

Column E: Pending- How much money we are still waiting to receive from the grant

Column F: Denied- How much money was denied by the grant

Column G: Complete- This box can be checked when the grant is fully executed, all funds received, and all reporting requirements have been fulfilled

Column H: Notes- This is a space to note anything about the status of the grant. This could be most recent correspondence dates, comments, submission dates, etc.

Grants that have been approved use font color green

Grants that have been denied use font color red