Accounting Information
Deposits
Deposit forms for checks can be found on the NAI website. Square credit card readers are available for on-site credit card processing. Please do not send credit card numbers through the mail. Convert any cash to a check, cashier’s check, or money order before forwarding to National – do not send cash through the mail.
Always use separate deposit forms for checks and credit cards. If a check is returned for insufficient funds or a credit card is declined, the regionis responsible for following up to collect the payment. You will be notified if this occurs.
Disbursement Forms
Disbursement forms can be found on the NAI website. Disbursement forms AND supporting documentation are required for all payments to vendors, service providers, and scholarship awardees.Supporting documentation can be an invoice, receipt, contract, written agreement, or scholarship report (for scholarship winners). If the service provider is an independent contractor, such as a musician, speaker, entertainer, caterer, or transportation provider, please obtain a copy of their W-9 and include with the disbursement form.
Payment processing takes 1-2 weeks from the time the disbursement form is received by the National office. Please retain a copy of all documents for your records.
Electronic Payments (Direct Deposit)
NAI has the ability to pay vendors by electronic payment via Bill.com. To accept ePayments, vendors must provide a valid email address. They will receive an invitation with a unique link to set up a free Bill.com account with their bank information. Vendors who have enabled ePayments will receive payment directly to their bank account within 1-2 business days after processing. If a vendor does not sign up for electronic payments in a timely manner, a check will be mailed instead. Electronic payments are completely optional and always free if the vendor uses our unique email invitation to sign up.
Workshop Expenses
Please make every attempt to pre-pay your vendors before the workshop begins, or allow reasonable time (1-2 weeks) for payment after the workshop ends. Plan ahead, and avoid on-site payments whenever possible. In certain circumstances, we can mail postdated vendor checks to a designated regional officer for distribution to vendors at the workshop, but we prefer to pay the vendor directly. We can pay your vendors by check, electronic payment, or credit card. Smaller expenses can be covered by petty cash, or paid out-of-pocket and reimbursed by National.
Regional treasurers can request up to $500 in petty cash for workshop-related expenses and making change. Please document all expenses with receipts and return the remaining petty cash to National within 30 days after the workshop.
Many workshop venues and large contractors require a credit card on file in order to send a final billing after the event is completed. We are happy to provide a credit card for this purpose – please coordinate with Paul Caputo at the National Office for any credit card needs. To be clear, we CANNOT pay most workshop venues by credit card. The cost often exceeds NAI credit card limits. The venue must provide a final billing after the event, which we will pay by check. Regional treasurers must confirm the final bill total (make sure there are no incorrect charges) and fill out a disbursement form as usual.
Workshop Scholarships
All applicants must be a current NAI member to be eligible for workshop scholarships. Scholarship funds cannot be used to pay for membership.
Please submit a disbursement form AND scholarship report to the NAI National Office as early as possible, and no later than 30 days before the start of your workshop. Scholarships often take longer to process than other disbursement types. Use the disbursement form to clarify any details of your scholarship award. Be very clear about the amount for free/reduced registration vs any cash award or travel stipend to be paid to the awardee.
Financial Reports
Quarterly Reports will be available by mid-month in the month following the quarter’s end (i.e. available by mid-April for the quarter ending March 31). These reports provide a full accounting of all transactions conducted during that fiscal quarter, and shows your net profit or loss for that quarter only. Use the Quarterly Report to review individual transactions for accuracy and to track your income and expenses over time.
The Statement of Financial Position is available on the NAI website and is updated quarterly. This statement shows your total accumulated revenue and expenses over all time. The “Beginning Balance” includes all funds prior to the introduction of our new account codes on January 1, 2014. All the following accounts (from 4100.OU to 5500.OU) include funds received or spent after January 1, 2014. Use the Statement of Financial Position to gain an overall look at the status of your accounts and determine your total account balance as it stands today.
Always review your quarterly reports and Statement of Financial Position closely, and compare them to your own records. Contact Sarah Ellsworth () with any questions or discrepancies.