Operations: Expense Policies and Procedures 04.19.2024

Design Summary

Last Updated: 04.19.2024

Expense Model:
1. All expenses must be attached to a “Department” or “Committee”.
2. All expenses must be attached to an expense category.
  1. Some expense categories exist in multiple Departments and Committees, while other expense categories are the sole responsibility of a particular Department or Committee.
3. All expenses must be attached to a funding source.
  1. If the funding source is “Restricted Funds”, the expense must be attached to the business name of the donor or the name of the grant or award.
  2. If the funding source is a “Loan”, the expense must be attached to the loan name and date of the loan withdrawal.
4. All expenses must be attached to a program, project or other approved activity.
Funding Sources: “Where can funds be drawn from?”
1. Restricted Funds
2. Unrestricted Funds
3. Loans
4. Reserves
Expense Request and Approval:
1. Determine if the expense is a part of a larger project.
2. Projects, programs and events require that a comprehensive budget is presented to the CEO, supported by a narrative companion document that details the justification for the line items in the budget.
  1. The CEO approves, amends or denies the request.
  2. In an approved budget, each expense line item is a separate “Purchase Request Form”.
  3. This allows the CEO to schedule the expenses separately based on cash flow and campaign success.
3. Single purchases require a “Purchase Request Form” be approved by the CEO.
  1. Purchase requests must be approved by live signature.
  2. Electronic or debit/credit purchases must be approved by a hard copy purchase request form.
Preferred Methods of Payment:
1. Bill/Divvy App
  1. Debit/Credit
  2. System Generated Check
  3. ACH

Expense Responsibilities by Department

Last Updated: 04.19.2024

Departments
1. Customer Service
2. Data Management
  1. Data Entry
  2. Data Archival and Storage
3. Development
  1. Fundraising
  2. Donor Hospitality and Appreciation
4. Executive Management
5. Finance and Human Resources
  1. Rent/Mortgages
  2. Utilities
    1. Electricity
    2. Gas
    3. Water
    4. Sewage
    5. Waste Management
    6. Internet
  3. Property Taxes
  4. Insurance(s)
  5. Vehicle Registration
  6. Business License
  7. State Charity Registration
  8. Incorporation Dues
  9. Permits
  10. Payroll
6. Human Services
  1. Financial Assistance to Clients
  2. Client Hospitality and Appreciation
7. Logistics
  1. Facility Maintenance
  2. Vehicle Maintenance
8. Public Relations
  1. Event and Program Photography and Videography
  2. Content Creation
  3. Ad Placement
  4. Social Media Posts
  5. Signage
9. Volunteer Services
  1. Volunteer Hospitality and Appreciation
  2. Event Wristbands and Volunteer Credentials

Expense Responsibilities by Committee

Last Updated: 04.19.2024

Committees: The expense manager for each committee is the chair of that committee, selected from one of core departments in that committee.
1. Board Development
  1. Purpose
    1. Board Hospitality and Appreciation
    2. Board Member Recruitment and Onboarding
    3. Board Member Retirement Celebrations
  2. Members
    1. Executive Management
    2. Development
    3. Human Services
    4. Volunteer Services
2. Audit Committee
  1. Purpose
    1. Fiscal Year End Audit by Independent Agency
  2. Members
    1. Executive Management
    2. Finance and HR
    3. Grants Management
    4. Human Services
    5. Logistics
3. Grants Management Committee
  1. Purpose
    1. Grants Applications
    2. Grants Reporting
  2. Members
    1. Executive Management
    2. Finance and HR
    3. Human Services
    4. Development
    5. Logistics
4. Public Event Production
  1. Purpose
    1. Back To School
    2. Labor of Love
    3. Thanksgiving
    4. Children’s Christmas Party
    5. Christmas Day
    6. MLK Jr. Holiday
    7. Spring Festival of Services
    8. Mommy and Me
    9. Father’s Day Celebration
    10. Fresh Food Wednesdays
  2. Members
    1. Executive Management
    2. Human Services
    3. Logistics
    4. Public Relations
    5. Volunteer Services
5. Private Event Production and Seasonal Decor
  1. Purpose
    1. Staff Birthdays
    2. Staff Meetings
    3. Staff Retreats and Team Building
    4. Goal Achievement Celebrations
  2. Members
    1. Lobby Owners
      1. Development
      2. Human Services
      3. Volunteer Services
      4. Open to Staff Volunteers
6. Technology and Presentation
  1. Purpose
    1. Laptops and Tablets
    2. Phones
    3. Hotspots
    4. Printers and Copiers
    5. Scanners
    6. Televisions, Projectors and Screens
    7. Photography and Videography Equipment
  2. Members
    1. Data Management
    2. Volunteer Services
    3. Open to Staff Volunteers

Bill/Divvy Debit/Credit Card Expense Managers by Department and Committee

Last Updated: 04.19.2024

Af. Omilami
1. Department of Executive Management
A. Smith
1. Department of Development
2. Private Events and Décor Committee
D. Billings
1. Department of Logistics
D. Omilami
1. Department of Executive Management
E. Omilami
1. Department of Executive Management
N. Brooks
1. Department of Finance and Human Resources
T. Omilami
1. Department of Human Services
2. Department of Volunteer Services
3. Technology and Presentation Committee