Model Policies and Procedures for Not-for-Profit Organizations
  • Accounting and Financial Policies
  • Internal Control Policies
  • Risk Reduction Policies
  • Office Administration Policies
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ISBN: 0-471-45317-X
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Adopt procedures that ensure financial accountability, eliminate misunderstandings, and protect the organization’s assets and viability

Not-for-profit executives are held accountable for every aspect of their organization, from legal issues, marketing, lobbying, and editorial functions to membership operations, budgeting, and of course, finance. Yet it is impossible for any one executive to give all of these areas all of the attention they need, all of the time. The smooth operation of the organization depends on the development of clear and effective policies and procedures that both reflect the executive’s vision and allow employees to practice them successfully. Edward McMillan’s revised and expanded Model Policies and Procedures for Not-for-Profit Organizations helps executives both strengthen their organization’s financial procedures and assure board members that they are meeting fiduciary responsibilities.

This latest edition of McMillan’s bestselling guide includes over 150 new model accounting and financial policy documents, as well as forms for such areas as internal control, office administration, and risk reduction. McMillan divides his resource into three sections–Internal Financial Statement Formats, The Chart of Accounts, and The Accounting and Financial Policies and Procedures Manual. Some of the new additions to the third and largest section include forms and procedures relating to:

  • The Age Discrimination in Employment Act (ADEA)
  • Business Interruption Insurance
  • Disciplinary Action
  • E-mail and Internet Policies
  • Nepotism
  • Public Examination of Records
  • And many other important areas

An associated Web site contains all of the documents found in the book, allowing readers to download and customize them to fit their own organization’s needs. The author also includes a glossary of relevant terms and a full index for handy desk reference.

Not-for-profit financial managers, as well as accountants with not-for-profit clients, will find Model Policies and Procedures for Not-for-Profit Organizations to be an invaluable guide to sound fiscal and organizational structure.

Table of Contents List of Forms.

Preface.

Section 1: Internal Financial Statement Formats.

  • Statement of Financial Position.
  • Consolidated Statement of Unrestricted Activities.
  • Statement of Unrestricted Activities by Function.
  • Statement of Temporarily Restricted Activities.
  • Statement of Permanently Restricted Activities.
  • Statement of Changes in Net Assets.

Section 2: The Chart of Accounts.

  • Chart of Accounts Issuance Form.
  • Assets.
  • Clearing Accounts.
  • Liabilities.
  • Net Assets.
  • Revenues.
  • Expenses.
  • Functions.

Section 3: The Policies and Procedures Manual.

  • Absenteeism and Tardiness.
  • Accounting and Financial Interns.
  • Accounting Computer File Back-Up Procedure.
  • Accounting Information Releases.
  • Accounting Method.
  • Accounts Payable Accruals.
  • Accounts Receivable Write-Off Procedures and Authority (Bad Debts Procedures).
  • Acronyms.
  • Affinity Programs.
  • Age Discrimination in Employment Act (ADEA).
  • Alcohol and Controlled Substances.
  • Amendments to Policies and Procedures.
  • Americans with Disabilities Act (ADA).
  • Amortization.
  • Annual Leave Accrual.
  • Annual Leave Payments.
  • Antitrust.
  • Antivirus.
  • Approved Vendor Listing.
  • Audit Committee.
  • Automobile Insurance.
  • Background Checks—Former and Current Employees.
  • Background Checks—Prospective Employees.
  • Ballots.
  • Bank Reconciliations.
  • Bank Statement Mailings.
  • Bartering Prohibited.
  • Bereavement (Funeral) Leave.
  • Bid Requirements.
  • Board-Designated Funds.
  • Board of Directors’ Examination of Records.
  • Bonding of Employees.
  • Breaks.
  • Budget.
  • Bulletin Boards.
  • Business Cards.
  • Business Interruption Insurance.
  • By-Laws.
  • Cancellation of Purchase Order.
  • Capitalization Cutoff Points.
  • Certificate of Authority.
  • Certificate of Insurance.
  • Changeover Audit.
  • Chart of Accounts.
  • Check Disbursements.
  • Check Endorsement/Stamp.
  • Check Imprinter Machine.
  • Check Preparation and Mailing.
  • Check Signers.
  • Check Stock.
  • Check Supply.
  • Clearing Accounts.
  • Code of Ethics.
  • Collection Procedures.
  • Committee Meeting Attendance.
  • Committee Meeting Attendance by Members.
  • Computer Passwords.
  • Confidentiality of Information.
  • Confidentiality of Wages.
  • Conflict of Interest Form.
  • Consolidated Omnibus Budget Reconciliation Act (COBRA).
  • Consumer Protection Act.
  • Contract Signing Authority.
  • Contributions.
  • Control over Checks and Cash.
  • Convention Cancellation Insurance.
  • Correspondence.
  • CPA Firms.
  • Audited Financial Statements.
  • The Engagement Letter.
  • The Management Letter.
  • Selection of Firm.
  • Use of Other Firms.
  • Credit Cards.
  • Credit Card Statements.
  • Credit Rating Release.
  • Data Processing Manual.
  • Date and Time Received Stamp.
  • Deferred Revenues.
  • Depreciation.
  • Disciplinary Action.
  • Discounts Lost.
  • Discounts on Accounts Receivable.
  • Discrimination.
  • Diversity.
  • Document Shredding.
  • Document Sign-Out Form.
  • Donated Property.
  • Dress Code.
  • E-Mail and Internet.
  • Emergency Contact Form.
  • Employee Credit Cards (Elimination).
  • Employee Retirement Income Security Act (ERISA).
  • Endowment Funds.
  • Equal Opportunity Employer.
  • Equal Pay Act.
  • Errors and Omissions Insurance.
  • Evaluations (Staff).
  • Executive Sessions.
  • Expense Reimbursements—Chief Staff Executive.
  • Facilities.
  • Fair Labor Standards Act (FLSA).
  • Family and Medical Leave Act (FMLA).
  • Fax Machine.
  • Federal Identification Number.
  • Fidelity Bond (Employee Dishonesty Insurance).
  • Finance Department Employee Orientation.
  • Financial Statement Preparation and Distribution.
  • Fire Protection.
  • Form I-9 / Immigration Reform and Control Act (IRCA).
  • Forms Manual/Retired Forms Manual.
  • Form W-4.
  • Fringe Benefits.
  • Fringe Benefits Day.
  • General Liability Insurance.
  • Gifts.
  • Grants and Contracts.
  • Grievances and Complaints.
  • Hold Harmless Agreements.
  • Holding Funds for Other Organizations.
  • Holidays.
  • Hours of Operation.
  • Inclement Weather.
  • Independent Contractor Files.
  • Independent Contractors.
  • Injuries/Worker’s Compensation.
  • Insurance.
  • Insurance Committee.
  • Internal Audit.
  • Inventory.
  • Give-Aways.
  • Receiving.
  • Valuations.
  • Write-Off.
  • Investment Policy.
  • IRS Forms.
  • Form 990.
  • Form 990-T.
  • Form 1099.
  • Job Descriptions.
  • Journal Entries.
  • Jury Duty.
  • Key Employee Insurance.
  • Key Employees.
  • Leasehold Improvements.
  • Leases.
  • Leave without Pay.
  • Leaving the Office.
  • Legal Audit.
  • Legal Counsel Attendance at Board Meetings.
  • Legal Protection for Board and Staff.
  • Libel/Slander.
  • Lines of Credit.
  • Loans Prohibited.
  • Lobbying Activities/Omnibus Budget Reconciliation Act (OBRA).
  • Lobbying Disclosure Act (LDA).
  • Lobbying Expenditures.
  • Lockbox.
  • Logo.
  • Long-Term Debt.
  • Mailing List Sales.
  • Malpractice Insurance.
  • Management Day.
  • Mandatory Vacations/Leave.
  • Manual Checks.
  • Maternity Leave.
  • Member Examination of Records.
  • Military Obligations.
  • Minutes of Board and Committees.
  • Monthly Budget Meetings.
  • Music.
  • Music Licensing.
  • Nepotism.
  • Nicknames.
  • Nondeductibility of Dues.
  • Nondistribution of Earnings.
  • Nonsufficient Funds Checks.
  • Occupancy Expenses.
  • Occupational Safety and Health Act (OSHA).
  • Office Appearance.
  • Office Equipment.
  • Officers and Directors Liability Insurance.
  • Office Supplies.
  • Open Board of Directors Meetings (Sunshine Laws).
  • Optional Proxy Tax.
  • Overhead Allocation.
  • Ownership of Records.
  • PAID Stamp.
  • Paternity Leave.
  • Payroll Processing.
  • Permanently Restricted Net Assets.
  • Permanent Travel Advances.
  • Permissions/Waivers.
  • Personal Leave.
  • Petty Cash Fund Disbursement.
  • Photocopying Expenses.
  • Plagiarism.
  • Policy Amendment, Deletion, or Additions.
  • Political Action Committees (PACs).
  • Political Education Funds.
  • Positive Pay.
  • Postage Log.
  • Postal Permit.
  • Prepaid Expenses.
  • Press Releases/Media Contacts.
  • Professional Liability Insurance.
  • Property Insurance.
  • Public Examination of Records.
  • Purchase Orders.
  • Quarterly Staff Meetings.
  • Quid Pro Quo Contributions.
  • Records Retention.
  • Reference Letters.
  • References (Former and Current Employees).
  • Refunds.
  • Registered Agent.
  • Reimbursement of Board/Committee Expenses.
  • Remote Access to Computer Network.
  • Rent.
  • Repairs and Improvements.
  • Reserves.
  • Resignation.
  • Return Policy.
  • Safe and Safe Combination.
  • Safe Deposit Box.
  • Safety Committee.
  • Salaries and Fringe Benefits Accruals.
  • Sales Tax Collection.
  • Sales Tax Exemption Certificate.
  • Segregation of Duties.
  • Serial Numbers (Fixed Assets).
  • Sexual Harassment.
  • Smoking.
  • Software Licenses (Anti-Piracy).
  • Spousal Travel.
  • Staff Conduct.
  • Staff Contact by Board Members.
  • Statutory (Legally Mandated) Employee Benefits.
  • Suggestions.
  • Taking Work Home.
  • Telephone Expenses.
  • Tellers’ Committee.
  • Temporarily Restricted Net Assets.
  • Temporary Employment Agencies.
  • Time Off to Vote.
  •  
  • Time Sheets.
  • Trademark.
  • Travel Advances.
  • Travel Expenses.
  • Umbrella Insurance.
  • Unannounced Bank Statement Reconciliation.
  • Uniformed Services Employment and Reemployment Rights Act (USERRA).
  • Unrelated Business Income Tax (UBIT).
  • Unrestricted Net Assets.
  • Use of Premises.
  • Utilization of Office Equipment.
  • Voice Mail.
  • Voided Checks.
  • Wage Garnishments.
  • Worker’s Compensation Insurance.
  • Write-Off of Old Checks.
  • Wrongful Dismissal (Avoidance).
  • Year-End Manual.

Glossary of Accounting and Financial Terminology.

Index.

Call and speak to us personally!!
EDWARD J. McMillan, CPA, CAE
POST OFFICE BOX 771
Forest Hill, MD. 21050
Telephone and Fax: 410-893-2308
email: emcmillan@sprintmail.com

Copyright © 2005 Edward J. McMillan, CPA, CAE. All Rights Reserved.
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