Hawaii Wing Process and Procedures October 2006

Processing of Maint. Bills/Invoices Part ordered by Maintenance and copy of PO sent to Wing Administration 1. Entered in QuickBooks 2. When Bill/Customer’s Invoice received match with entry in QuickBooks, update and send to Maintenance for approval. Approved for Payment by Maintenance Officer : 1. FAX copy to NHQ if they are paying the bill 2. Return approved copy to Wing Admin Confirm all required documentation is present. If amount check is above $1, two signatures are required from Finance Committee. Enter in QuickBooks and print check. No Yes Finance Committee approval required. Two authorized signatures required Mail Check and file required documents in Monthly Financial Files ETF received from HQ To NHQ From NHQ Wing Administrator Finance Committee

Service requested by authorized Logistic personnel. Copy of PO sent to Wing Administration 1. Entered in QuickBooks 2. When Bill/Customer’s Invoice received match with entry in QuickBooks, update and send to Logistics for approval. Approved for payment by authorized Logistics personnel Confirm all required documentation is present. If amount check is above $1, two signatures are required from Finance Committee. Enter in QuickBooks and print check. No Yes Finance Committee approval required Two authorized signatures required Mail Check and file required documents in Monthly Financial Files Processing of Log. Bills/Invoices Logistic Responsibilities: 1. Utilities 2. Phone 3. Auto repair 4. Auto Fuel Charges 5. Building Maintenance Wing AdministratorFinance Committee

NHQF-104 w/check NHQF-108 CAP-USAF Form Enter in QuickBooks 2. When monthly Fuel Bill arrives pass to Operations to verify fuel charges (match with receipts). Approve for Payment by Ops Officer Confirm all required documentation is present. If amount check is above $1, two signatures are required from Finance Committee. Enter in QuickBooks and print check. No Yes Finance Committee approval required. Two authorized signatures required Mail Check and file required documents in Monthly Financial Files Processing of A/C Fuel Charges Deposit checks in General Account within one week of receipt Wing AdministratorFinance Committee

CAP-104 w/check Wing Administrator enter accounts receivable in QuickBooks Confirm all required documentation is present and file in Monthly Financial Record. Processing of Accounts Receivable CAP-108 and CAP- USAF Form 16. After faxing to NHQ provide copy to Wing Administration 1. File appropriate documentation in pending file while waiting for EFT from NHQ. 2. When EFT received from NHQ match with entry in QuickBooks and post receipt to QuickBooks. EFT from HQ Provide confirmation of receipt of funds to State Director and Ops Wing Administrator

O-Flight Process Pilot Dir of Cadet Activities Wing Administrator O-Flight Form (Completed by Pilot) Verify Form filled out Correctly Print & Sign Yes No Log into accounts receivable in QuickBooks & fax to NHQ Hold until matched with EFT from NHQ File in Monthly Accounting Records (Month flight occurred)

Transfer of Funds Transfer Approval Form Completed Two Signatures Required Yes No Wing AdministratorFinance Committee Close or Transfer funds to another account Complete Transfer Approval Form Complete Transfer Transfer exact amount from General Account to Maintenance Account funds to another account Yes No Two Signatures Required Less than $3, and single signature approval