Expense Processing Deadline for 2011 Expenses
From AFSWiki
This is a reminder that the deadline for processing all expenses related to 2011, for both staff and volunteers, is Tuesday, January 17th, 2012.
This includes advance reconciliations, staff or volunteer expense reimbursements, and vendor/Partner related expenses for which goods or services are provided through December 31, 2011.
Please note than any expenses not submitted by this date will not be reimbursed unless a prior exception has been granted. We have notified volunteers of the deadline through the Wiki, the Coming Together Newsletter, and through communication with the team Treasurers, but, if you are a staff person who regularly works with volunteers or host families who may be submitting expenses for reimbursement, please reinforce this with them.
We realize that, in some instances, the documentation required to pay an invoice will not be available by January 17th. If that is the case, we can record the expense in 2011 through the use of an accrual, but that process also must be completed by January 17th.
In order for us to make an accrual, we will need documentation, such as a signed contract or a faxed copy of a vendor invoice, showing that the work was actually performed in 2011, and the amount of the expense. The Finance team realizes that the accrual process will be new for some of you, and we will be happy to assist you in determining the appropriate form of documentation for your particular situation.
When processing expenses, please keep in mind that:
- Vouchers with amounts greater than $10,000.00 generally must be signed by a member of the Executive Team.
- Expenses for 2011 and 2012 may not be combined on the same expense report or voucher.
- If there are multiple invoices on the same voucher, they should be individually coded.
- Accounting codes and cost centers should be verified before requests for payment are given to Tony Wong, the Accounts Payable Coordinator in NY, or your local Office Manager.
-Charges to grant accounts should be verified with Sponsored Programs' staff before being given to Accounts Payable or your local Office Manager.
If you have any questions regarding this process, please contact Miriam Canela (mcanela@afs.org) or Paula Schumacher (pschumacher@afs.org) in NY, or your regional Office Manager. Thanks in advance for your help in making this process run smoothly for all of us.
