Metro Atlanta FY14 Budget User Finance Training: Vision, Goals, Role, and Responsibilities May 2013 Fun Interesting Necessary Ancillary Notable Constructive Essential to our work. Thoughtful Fiscally responsible Authoritative

Vision and Goals The successful management of Teach For America’s financial resources is non-negotiable. As a non-profit who exists because of the substantial and generous donations from private and public donors, we are charged with making sure we spend TFA money responsibly. Because we receive such a large percentage of our funding from the Dept. of Education, we are audited rigorously each year. Failure to follow accounting / finance procedures puts the organization at risk. Goals: Less than 5% variance (month-to-month and annually, as a region and within functional team) 100% receipt collection for Amex card expenses 100% compliance in staff reimbursement process All Metro Atlanta staff members understand and are invested in the importance of finance so we can operate in compliance with all financial policies. 2

Budget Players and Their Goals Budget Players and Their Goals Budget User wants to make purchase Budget User checks with their Team Budget Tracker Team Budget Tracker verifies available budget, provides coding information to Budget User Budget User makes purchase, and saves all documentation Budget User completes Workday Expense report and the purchase is then reflected in budget 3 Budget Managers (BMs) are ultimately responsible for their team’s budget. Budget Trackers (BTs) track and facilitate spending. Budget Users (BUs) are stewards of the budget and use the budget. All team members are budget users (see next page!).

Budget Players and Their Goals Budget Players and Their Goals 4 Atlanta Budget Manager Taylor R Atlanta Budget Tracker Gwendolyn Alumni Affairs Budget Manager Ariela Alumni Affairs Budget Tracker Bianca Alumni Affairs Budget User Development Budget Manager Ajuah Development Budget Tracker Jared Development Budget User DSCP Budget Manager Ajuah DSCP Budget Tracker Courtney DSCP Budget User Program Budget Manager Taylor R Program Budget Tracker Taylor S Program Budget User Operations Budget Manager Bonnie Operations Budget Tracker Gwendolyn

FY14 Team Member Role & Responsibilities A good Budget User always ASKS: ◦ Ask for Approval  ASK YOUR BUDGET TRACKER  If a non-staff member will be spending money, put in touch with BT immediately! ◦ Spend Accordingly  Plan ahead and Don’t overspend! ◦ Keep receipts  For everything!! Tolls, parking, ask for a receipt if you don’t get one initially... ◦ Bottom Line is that everything requires DOCUMENTATION!  Check Requests, Purchase Orders, Amex Purchases, and Reimbursements 5

Check Requests Check Requests ◦ Teach For America’s Preferred Method of Payment: ◦ Submit to Accounts Payable:  Send Check Request Form along with the invoice and manager approval 5-10 business days before payment is due. ◦ Work with your Team Budget Tracker/Coordinator  They can help with providing proper coding 6

Purchase Orders Purchase Orders Plan Ahead! For Purchases over $10,000 Purchase Orders are to be completed and submitted to Accounts Payable with manager approval before the Purchase is made Use for any purchase that requires a contract It takes a minimum of 12 Days for Purchase Orders to be processed Work with your Team Budget Tracker/Coordinator for information on how to gather proper documentation and contracts from vendorsdocumentation and contracts 7

Team Member Systems: AMEX AMEX Manager Amex You should only use your manager’s Amex with their permission and the permission of your BT. Amex is used for business ONLY. Use this for your travel booking (in Cliqbook) A single purchase cannot exceed $5000. Keep itemized receipts of all purchases and if you lose a receipt, you must fill out a missing receipts memo.missing receipts memo Billing periods vary from month to month. Deadlines.Deadlines Must complete a separate Amex report for each code. (ie. One report for all regional expenses, one for all expenses related to a conference) Required training: Workday Expenses Training 8

Team Member Systems: Reimbursements, etc. Reimbursements Your Own Money – Staff Reimbursements Submit these electronically on WorkdayWorkday Monthly reimbursements must be submitted by the deadline of the following monthdeadline Receipts are REQUIRED No reimbursement for alcohol/tobacco, gas or personal expenses All reimbursements require manager approval Make sure to use proper coding for selection, conferences, ECE Pilot, etc. Must complete a separate report for each code. (ie. One report for all regional expenses, one for all expenses related to a conference) Non-staff reimbursements, Purchase Orders and Check Requests - If you need to sign a contract for something, rent space, or have something catered, or if you are purchasing something over $5000, talk to your BT before you start to plan. 9

Mileage Be efficient with your driving! ◦ Carpool ◦ Planning Parking Personalize Google Maps to make this quickGoogle Maps Mileage receipt: print out google/mapquest map of where you went Mileage includes price per mile: gas and wear and tear Do NOT include mileage to/from office 10

Travel If it’s for selection, a conference, or National GDP– follow instructions that are provided to you for that event If it’s for regional team travel (ie a site visit, etc.)… ASK your BT to make sure we have money budgeted for it Code reimbursements properly – follow directions in your logistics memo Use Cliqbook to find best prices for air travel / hotels / rental carsCliqbook When booking flights, do your best to stay within Per Diem: 3 hrs.- $440 Print out flight-booking receipts and file away. Keep boarding passes and submit to appropriate holder of the Amex after your trip Get zero-balance hotel folio when checking out at hotels and submit to appropriate Amex holder after your trip. 11

Ordering Supplies If you have supply requests specific to your functional team’s needs, please get the approval of your team’s budget tracker to make sure there is money in the budget for it. Then your team’s budget tracker will send me an request for supplies with proper coding for the purchase. If you have a general supply request, send me an with the items you wish to have. (i.e. pens, notebooks,etc.) 12

Monthly Budget Forecast Meeting between your team’s coordinator/budget tracker and me, the Operations Coordinator/Regional Budget Tracker to discuss your team’s financial standing against your budget. Discuss your team’s upcoming events and budget needs. Changes to the budget are always approved and finalized by our National Business Analyst, Amber Fogelman 13

Miscellaneous No Budget User should be guessing on any financial or budget processes! So please ask! Team or Budget User has Questions?  Team Budget Tracker compiles questions and useful contextual information and sends to Operations Coordinator  Operations Coordinator/Regional Budget Tracker provides information and possible answers back to Team Budget Tracker  Team Budget Tracker shares information and implements changes/ideas. For all deadlines please visit the Finance CalendarFinance Calendar Teach For America Financial Policies Metro Atlanta Financial Expectations Highlights 14

Questions? Comments? 15