Manual Checks

Manual checks should be used only for emergency payment situations and should be used as little as possible. Our goal is to keep an accurate cash analysis for you and manual checks are gap in the process until we become aware of the payment. And the payment may need a W9 document as support to be in compliance with year end IRS rules. We understand that emergencies do arise and if a manual check is needed please provide us with the following:

  1. A copy of the check listing the account number that needs to be used, an explanation of the check’s purpose AND a W9 for those that are being paid for a service and/or labor (only need this once and we will save for future reference)

  2. If a business is paid via manual check please also include the invoice(s) that support the payment amount and services.

  3. VERY IMPORTANT-Please be sure to specify if a manual check was written for a reimbursement on the information you send over. We do not want the amount to be included on someone’s year end IRS Form 1099 if it was actually for a reimbursement.

Timely Submission

Notify your bookkeeper IMMEDIATELY via your Dime email address when a check is written versus waiting on it to clear the bank and questions arise.

Filing

Use the filing method specified in the “Bills to be paid” section of this document.

How We Work

Everything we do depends upon good communication between us. The primary method of communication is via email. You will send us information as attachments into a unique email inbox set up just for you. This email creates a “ticket” for in our system called DESK (another element of the TEAMWORK software platform). This system also generate an acknowledgment of your submission. Here is a list of the typical documents that you will be sending:

  1. Bill, and vendors invoices for us to pay,

  2. Expense reports for us to reimburse employee,

  3. Bank deposit information,

  4. Customer receipts information,

  5. Check request form for us to pay,

  6. Credit card coding information.

  7. Copy of a manual check written at your location,

After scanning documents and attaching to the email submission, mark those documents as “SENT” with a date and file them. You will need to set up a filing system on your end for all the paper copies of things you send to us as electronic pdf documents [invoices, expense reports, receipts documents, check requests]. This is super important so you don’t end up duplicating your submissions.

There is more to the process of submitting documents to us. It’s called “BATCH” processing. It means to group items together by type and process each type separately. If possible and within reason, try to group documents and send them based on these three groups:

  1. Payables – bills, invoices for us to pay,

  2. Receipts – bank information about cash that your received,

  3. All other – copies of info needed for accounting, such as manual check copies.

We will discuss more about timing for submission but in general think about sending documents during the week that need to be processed, paid in the following week. This should provide adequate time for us to enter, review and then process payments.

KEY POINT: Batch documents by type, scan and submit to your unique DESK email address, then mark paper versions as ”SENT” and file them away.

Your direct accounting team will consist of:

Accounting Manager

  1. Oversee the accounting function,

  2. Reviews the bookkeeper work,

  3. Processes / releases check payments for payment; 

  4. Responsible for accuracy and adequacy of your financial reports; 

  5. Will prepare annual budget (fees may apply for this work);

  6. Advise or consult on projects and strategic plans (fees may apply for this work);

Bookkeeper

  1. Serves as the primary point of contact and person responsible for carrying out the day-to-day accounting functions for the organization. 

  2. Records transactions in Quickbooks accounting system;

  3. Logs into financial accounts online – bank, credit card;

  4. Reconciles bank accounts;

Separate and distinct from your direct accounting team, these individuals may provide services:

Payroll – payroll@dime.is  

Any payroll related needs will be submitted to the payroll email address above. You can reach your direct payroll manager via phone at 678-287-1090 x 1149.

Tax – Brittany@dime.is 

Brittany Tan, CPA is our resident tax CPA. Any high level questions need to be directed to Kristy through your Accountant or Controller. Brittany and her team do all of our customers’ corporate and individual tax returns. If you’d like her to do your taxes, please email her.

Insurance – Audrey@dime.is  

Dime Insurance will help you with all of your commercial insurance needs. If you have any insurance questions or would like to receive a quote, please email them directly.

Home

Method


Function: noun 
Etymology: Middle English, prescribed treatment, from Latin methodus, from Greek methodos, from meta- + hodos way
Date: 15th century

1: a procedure or process: as a (1): a systematic procedure, technique, or mode of inquiry employed by or proper to a particular discipline or art (2): a systematic plan followed in presenting material for instruction b (1): a way, technique, or process of or for doing something (2): a body of skills or techniques.

Expensify

Dime has a strategic partnership with Expensify

Contact your Account Manager for more info.


Credit Card Import vs. Reimbursable Expenses

Credit Cards can be set up to sync automatically while Expense Reports for reimbursements are manually created as needed.


Credit Cards 

Important: DO NOT try to manually add credit card charges for cards that are set up to sync automatically. This can cause problems and increase the risk of duplicates. If there’s a missing expense, wait a day or so before reaching out to Expensify. Please let your accounting team know if there are any missing charges after the end of the month.


Coding Expenses

  1. As expenses populate throughout the month, each user should go into the app (desktop or mobile), review and code the open charges, and attach any applicable receipts

    1. An “Expensify Guaranteed Receipt” is auto generated for certain purchases (e.g. Amazon Purchases) and saves time uploading physical receipts.

    2. Note: To speed up the month end close, it's best to code transactions throughout the month and not wait until the end of the month.

Submitting & Approving Expenses

  1. After the last day of the month, when all charges are reviewed and coded, each user must submit their report for review. Click "submit", verify the approver, and then "submit" again.


  2. The designated approver must then double check the reports and reject charges if necessary (see Flagged Expenses). When all charges in a report are approved, submit to your unique @dime.is email address for entry into quickbooks.


Below are some links that will help walk you through the app. Use the search bar at the top of these pages to find other helpful articles. 

Setup Guide
Smart Scanning Receipts

Flagged Expenses

Reimbursable Expenses 

A manual process.

Three ways to add expenses:

  1. Smartscan receipt - the expense will be created automatically with the receipt attached. 

  2. Email receipt to receipts@expensify.com – the result is similar to Smartscanning.

  3. Manually add an expense, from the app or desktop, and then attach the receipt.

  4. See Creating, Editing & Deleting Expenses

Create Report

  1. Name the report something like "ExpRpt 2018-21-31 Sam Smith" or use the default report name. 

    1. Best practice is for each user to create one report per month for all expenses incurred in the month. 

  2. Add all Unreported Expenses to the report and code them. Coding can also be done at the time the expense is created.

  3. See Manually Creating A Report

Submit, Approve, Process…

  1. At the end of the month, each user can submit their report for. Click "submit", verify the approver, and then "submit" again.

  2. The designated Approver must then double check the reports and reject charges if necessary (see Flagged Expenses). When all charges in a report are approved, submit to the unique @dime.is email address for entry into quickbooks.

  3. Once received, Accounting will enter a bill as normal to be processed through check run.

    1. Note: Direct Deposit in Expensify for reimbursements is an option for a small processing fee. 

Debit Cards

It is our job to make sure you do not over draft your bank account. Reconciling the account weekly (See Bank Reconciliation) is our internal safeguard process to accomplish that goal. 

However, use of a DEBIT CARD on your bank account makes it almost impossible for us to reconcile and track your bank activity each week. So we do not allow use of DEBIT CARDS on your account without full review of process with your accounting manager.

Credit Card Statements

Company credit cards requirements are:

  1. ENTER AND PAY THE BILL: Dime will have access to the credit card site and will be set up to be notified when the statement has been created. We will log in and pull the statement and post the bill to be paid, a paper statement is not generally sent to the church by the credit card company if they have selected to have their statement available electronically. 

  2. CODE EACH TRANSACTION: Each transaction on the credit card statement must be coded from the chart of accounts. We have two primary methods for obtaining this coding: 

    1. Export of the transactions into an excel spreadsheet which will be sent to you for coding (if volume is significant this may be done weekly or bi-weekly during the month);

    2. Use of electronic expense reporting systems (such as Expensify) which allows card users to enter coding online via the Expensive website

KEY POINTS: Someone will need to have responsibility to review credit card charges for compliance with your policies on use of company credit card. 

It is not necessary to submit transaction receipts to Dime. These should remain in your files.

Bills To Be Paid

Batch bills together and scan to your bookkeeper as the bills come in daily or every other day depending upon your volume. Make sure to not hold bills that have an eminent due date. Do not hold your bills at your office as a means of trying to manage your cash. We do not pay bills more than 10 days ahead of the due day without your specific instruction. We print checks on Tuesdays and Thursdays; your accounting manager will help decide appropriate frequency for your check release process. 

Invoices and Bills

  1. The account number must be on each invoice/bill rather than in the body of the email.

  2. Verify that the amount and contents of the invoice are correct. If a change needs to be made to the amount due please specify that on the invoice.

  3. Payments for services to individuals, LLC’s, unincorporated business, landlords for rent, and to attorneys, all require that we receive Form W9 in order to process and make a payment. We will not issue a check without a W9 form on file. Expense reimbursements do not need a W9 (this would not be a payment for services).

  4. All accounts payable items should be scanned using a pdf file as a BATCH as mentioned above; please do not send each individual bill as a separate email or separate attachment. 

  5. Please remember to keep accounts payable batch separate from receipts batch.

  6. We do not pay from statements since they do not show invoice details. Please send actual invoice rather than statement for processing.

Payment without an invoice

  1. If you need to pay someone who isn’t able to give you an invoice, please fill out the Dime Check Request form. (Paying someone back for things they have already purchased would be considered an expense report item, not a check request)

  2. An approval signature is required on all check requests. These are entered due upon receipt.

  3. For first time payments to individuals and companies that are not incorporated, a W9 is required to accompany the check request if service or labor was performed. The check cannot be processed until the W9 is submitted. We will save the W9 to the server and will not request for it each time.

  4. You should keep a copy of the check request. Please see #6 entitled “Filing” below.

  5. This can be scanned with the other Accounts Payable items to be processed.

  6. Check Request Form,

This form is used to request a payment only in the case when no invoice or no expense report is available. Vendors who perform service or product should always provide an invoice. However, sometimes you need to make a payment to an individual without an invoice – this is how you do it. Fill out the form info, assign an account code, sign it, date it and email it to us. 

And don’t forget we may need a W9 from the individual to accompany the request.

Reimbursements to individuals

  1. Fill out the Dime Expense Report form including detailed information for what the reimbursement is for along with a valid account number.

  2. Your department manager must sign and approve each expense report showing their approval of the payment. We will not be able to pay a bill unless it is approved by a manager. These are keyed in as due upon receipt.

  3. You should keep a copy of this expense report. Please see #6 entitled “Filing” below.

  4. This can be scanned with the other Accounts Payable items to be processed.

Filing your documents

Recommended filing system:

Paper Filing by Vendor – Allows for easy research of vendor payments and receipts. This is the recommended filing method. 

  1. Create a file for each letter of the alphabet

  2. File according to vendor name or the Last Name of an individual. 

    1. It is recommended to record the SENT TO DIME date on the invoice.

  3. Keep at least 2 years invoices in current files and then aggregate prior years and move to boxed storage for access if necessary.

Not recommended filing system dates - file by submission – Does not allow for easy research of vendor payments or receipts.

Acknowledgement of submission

Our DESK system will acknowledge your submission. It is very important part of the process so if you do not see an acknowledgment, please investigate with your bookkeeper.


Bank Reconciliation

At least, twice a week your bookkeeper will update the bank account within QuickBooks (generally Monday and Wednesday). Any items that show up in the bank but are not in our Quickbooks become reconciling items. On a weekly basis, before month end we call this the “Mini Bank Reconciliation”. Items on this Mini Bank Rec Spreadsheet need to be entered into Quickbooks so we will ask you for details about these items. Once the spreadsheet is sent to you please send the necessary backup so we can get those items keyed in. 

At the end of each month, the reconciliation process comes to finality as we reconcile for the entire month between the bank account and our Quickbooks system. We will download and save the bank statements to our systems.

AR Churches

Make Deposits

Deposits to your bank account will be booked as income based upon the information you provide to us. For each deposit, please send a timely report that specifies the amount of the deposit split by type of income; typical types are:

  1. Charitable donation,

  2. Purchase of goods – books, T-shirts,

  3. Registration for event,

  4. Building fund donation,

  5. Donation by campus,

In addition, if we are doing your donor charitable giving tracking then we need the following for each bank deposit:

  1. Copies of each check along with the deposit ticket

  2. Each check must be clearly noted as to what account it is benefiting. 

  3. VERY IMPORTANT- Donation checks that are written to specific person as a love offering would not be sent to us since they are not deposited in your account. Remember these are ARE NOT considered charitable contributions as tax deductible by the payer. Talk to your accounting manager on this subject for more information.

  4. If you question whether a donation receipt is eligible as a charitable contribution by the donor – please indicate the question that in your submission and follow-up will be required for clarity of the situation at hand so that we can keep accurate records of charitable giving.

  5. If Dime is responsible for tracking your donor accounting we will have access to your online giving platforms and we will key in all donations in a timely manner. If Dime is not responsible for your donor accounting, we will have to work together to determine which account each deposit benefits after it has been deposited to the bank account. 

    1. Be sure to have your online giving platform set up to prompt the donor to enter in their address and select the correct account their gift should benefit. (General, Benevolence, Building etc.)

Preparation

  1. Separate all checks from any remittance stubs or notes from donor or customer.

  2. Fill out deposit ticket 

    1. Enter total $ amount for all cash.

    2. List the donor’s last name and check amount on the deposit slip if your slips have a place for this information 

      1. If there are a large number of checks you may elect not to put last names on the deposit ticket. This step helps us find checks that may have been missed in copying if this is filled out properly.

    3. Separate deposits are not necessary; however it is very important that proper accounts codes are noted as well as noting if they are tax deductible or not. 

      1. For example, if 10 checks are for Sunday giving but 5 are for missions and 2 are for the building fund, they all need to be clearly marked.

    4. Separate each deposit 

      1. If multiple deposits are included in one scan please separate them by the corresponding deposit slip.

  3. Use the “For Deposit Only Stamp” to stamp the back of each check

  4. Copies 

    1. Make a copy of the deposit ticket. This insures that our total matches your total of what you took to the bank.

    2. Make a copy of each check (You can typically copy 4 checks per page) along with the account number listed either beside each check or at the top of each individual page if the entire page benefits the same account.

    3. Specify “plate offering” as the amount that was given anonymously as well as a list of cash donors that were given along with the corresponding account number that needs to be credited.

Deposit (These instructions are generic and should be updated based on your bank’s practices)


  1. Paperclip the deposit ticket to the corresponding checks / cash and put them into the bank bag

  2. Take bank bag, with deposit tickets, to the bank and make the deposit.

  3. Otherwise, if you use a remote deposit capture machine, please follow the instructions for making deposits. 

Timely Submission

  1. Send us the deposit information on same day as deposited.

  2. Include backup in the following order 

    1. Copy of deposit ticket 1

    2. Copy of all checks for deposit ticket 1

    3. Copy of deposit ticket 2

    4. Copy of all checks for deposit ticket 2

    5. Etc…

  3. Email the scanned copies to your unique dime email address and watch for that system acknowledgment of your submission.

Filing

  1. Copies of all information sent to dime will be kept on Dime’s secure server. It is good practice to keep the paper copies for 3 years in your confidential filing system and then discard. 

  2. Acknowledgement – our system will send a receipt acknowledgement email