Nonprofit Accounting Blog – Page 13

To Telecommute or Not to Telecommute? Telecommuting May Drive Productivity for Non-Profits

Telecommuting may call to mind images of pajama-clad workers surfing the net, but new information indicates that offering telecommuting as an option for non-profit workers increases employee productivity.

BizTech magazine reports that remote employees tend to work 20 percent more than on-site employees. They typically clock more than 40 hours per workweek, too.

Mobile technology has revolutionized how many companies view their workforce. Onsite workers clocking an average 40-hour workweek seem to be a remnant of our country’s industrial past, when workers punched a timecard and were paid hourly. Today’s workforce is more likely to seek flexibility in working hours and a better work-life balance, but are willing to work longer hours in exchange for that flexibility.

Currently, 45 percent of nonprofits offer some type of telecommuting policy. The benefit to employee productivity is enormous. Telecommuting employees are 20 percent more likely to work longer hours when engaged in projects from home, and will easily clock more than 40 hours when working on creative projects.

Nonprofits seeking to enact telecommuting-friendly policies need to understand the potential technology and budgetary ramifications. The technology needed to support a mobile workforce includes cloud-based applications, which can be easily accessed from any Internet browser, mobile phones, and laptops.

Some nonprofits have a ‘bring your own device’ policy, allowing workers to use their own smartphones, tablets and laptops to access company data, but with that policy comes a price. Nonprofits who allow workers to use their own devices to work on company systems must have higher security protocols in place to prevent accidental data breaches, viruses and malware from corrupting important systems and inadvertently sharing sensitive donor information, such as credit card numbers.

Telecommuting Employees Are Happier

Studies show that telecommuting employees are generally happier and more satisfied with their jobs than their onsite coworkers. Satisfied employees tend to stay in their jobs longer, leading to reduced turnover and greater productivity.

TinyPulse, an employment survey startup, assessed 509 full time remote employees and data from over 200,000 other employees to create a portrait of the happiness and satisfaction of remote workers.

Remote or telecommuting employees ranked their happiness and job satisfaction much higher than their onsite coworkers. The only drawback to telecommuting they noted was a decrease in coworker relationships and a feeling of connection with coworkers. For some, this was a drawback. For those who are tired of office politics, it may be a benefit.

The Future of Nonprofit Employee Productivity

By 2018, it is projected that more than 2.5 million nonprofits will embrace mobile workforce management solutions. This reflects a 21 percent increase over today’s numbers. With that growing use of mobile technology, specific steps should be considered by nonprofit managers.

Create a structured telecommuting policy for employees. A written policy sets a common understanding of what is allowed (and what isn’t), and also provides a good recruiting benefit when attracting talent to your organization.
Update your software and systems with cloud-based solutions that are easily accessed via mobile devices.
Discuss security issues with your IT staff or consultants now. Make sure that sensitive data, such as donor lists, accounting and fund data, and employee data is protected with the best security you can install. Close the barn door before the proverbial horse escapes, not after.

The future seems to be one in which work, however it is defined, can be conducted just as easily from the bleachers at a child’s Little League game to an office downtown. Higher job satisfaction, flexible work arrangements, and personal investment into a nonprofit’s mission are all benefits for employees working at nonprofits. When employee productivity increases too, it’s a win-win for both employees and their organizations.

An upcoming webinar will be discussing how the demands on nonprofit finance teams have continued to increase. Also, how you must create greater levels of transparency and visibility, enhance the governance of the organization, and strengthen decision-making and strategic focus – all while improving productivity. Click here to register for the Survival Guide for Nonprofit Finance Teams Webinar On Thursday, June 3rd at 11 AM PT/2 PM ET.

Beck & Company provides nonprofit accounting and consulting services nationwide. Founded in 1987, our staff of CPAs and seasoned nonprofit experts can help you with audits, tax compliance and more. Please call us at 703-834-0776 for an appointment today.

Are You Keeping Too Much Nonprofit Documentation?

4 Document Management Steps You Should Follow

Last week, we talked about the importance of document retention for nonprofit compliance, especially as it relates to donor gifts. This week, let’s take a look at the importance of purging documents and data. When your nonprofit organization is required to keep documents, it can be easy to just keep everything. Has your data storage grown exponentially over the past few years? Has your organization become a pack rat, hanging onto records and data you don’t really need? As electronic storage capacity has increased and gotten cheaper, it is much easier to hold on to information. While it may seem that the cost to store data is cheap, it can be more expensive than you think. These hidden costs are why having an Information Governance plan is so important.

The hidden costs of too much data

Information Governance encompasses document management as well as information security, compliance, business intelligence and big data. It attempts to find the balance point between extracting value from data and reducing the potential risk of data. While the cost of storage may be minimal, it can cost exponentially more if there is ever a reason to do e-discovery for legal or compliance reasons. When there is a legal action of some sort, auditors or regulators or the FBI can secure the data on an organization’s servers and workstations and sift through it all. A study by the RAND Corporation, Where the Money Goes, estimates that e-discovery costs average $18,000 per gigabyte.

4 ways to manage the risk

There are steps that you can take to minimize your risk.

If you don’t need it, delete it. Yes, this can take time, but every piece of unneeded information not only costs money to store, but it is a liability. Think of all of those emails in your inbox that also have attached documents.
Purge unnecessary email and information. You are liable for constituent and customer data. If a customer is subject to legal action that requires e-discovery, and you have received related customer data, your systems are open for discovery as well.
Classify information. You should classify all information that you are storing. For example, if an email string is discussing sensitive organizational data such as constituent personal information, that email should be clearly marked as confidential. This is legal protection.
Make document management policies and follow them. It can be easy to ignore the document archiving process—the task is complete and you move on. However, creating a document management strategy is important for your long-term success, efficiency and compliance.

One way to gain valuable wisdom in matters that impact your organization is to contact Beck & Company Certified Public Accountants and Business Advisors. We want to use our many years of professional expertise to help your organization succeed. Contact us today for more information about our nonprofit services. We can assist you in implementing policies that save you money and let you focus on your mission.

Are You Keeping the Right Nonprofit Documentation?

I admit that Post-it^® note sheets that adhere to virtually any surface are now my substitute of choice for retention. – Candice Bergen

While the humorous quote about Post-it^® notes from Candice Bergen probably brings a smile to your face at the thought of Post-it^® notes sufficing for record retention, the subject of which documents should be kept and for what length of time is one that is worthy of discussion for nonprofit organizations.

Donations Records

One area of note is donor gift documentation. It is a complex topic as shown by the several IRS publications that focus solely on this area. Nonprofit organizations that rely on donor gifts must be in compliance with the strict regulations regarding donations. The compliance rules and procedures allow the organizations to avoid penalties and retain their tax-exempt status.

The tricky part is that there are different regulations for the various donations. Donations can be in the form of money, vehicles, inventory, and investments, among other forms of gifts. For some organizations, there can be a basic type of donation that is usually received. However, when an organization continues to grow and gain more donors, the donations might take on a different look. An organization might normally receive monetary gifts, then one day a donor might show up with a vehicle donation, or there could be that donor who wants to donate a large tract of land.

These are real dilemmas for a nonprofit organization. It is wise to know not only what documentation you need to keep but also what documentation needs to go to the donor. Most donation documentation needs to be retained for ten years.

Who’s Who List

Nonprofit organizations also have special documentation requirements for detailing every relationship, whether that is

“disqualified” persons or those with conflict of interest—anyone who exercises control over the organization’s activities as well as member of that person’s family and owned entities,
related organizations or
donor advised funds—a distribution from a fund that results in excess benefits to specific people that can influence an excise tax on the recipient.

Other areas requiring retained documentation include:

Financial Records: Generally, financial records such as ledgers and schedules, bank statements and checks should be retained for ten years.
Conflict of Interest Policies: While the IRS does not require a written conflict of interest policy, they strongly recommend one.
Compensation Reviews: It is important to maintain documentation on compensation for all trustees, directors and employees. You need to have proof of proper compensation levels.
Public Inspection and Distribution of Form 990 and 990 T: Each annual information return needs to be available for three years.
Written Disclosure: Records disclosures are required when a donor receives goods or services in exchange for a single payment exceeding $75.
Employee Personnel Records: Employee personnel records should be kept for seven years after termination.
Volunteer Records: Volunteer records should be retained for three years.

Please note that this is not a comprehensive list of documentation and their retention requirements. As always, consult IRS regulations that are currently in effect or work with a nonprofit consultant who can help you maintain compliance.

Having clear documentation polices are critical to maintaining regulatory compliance and ensuring your nonprofit’s reputation. Lack of proper documentation can result in fines and penalties, temporarily restricted endowment funds and even removal of your nonprofit status. Don’t take that chance; stay up to date on documentation rules and implement practices that comply with them.

When you need professional expertise, contact Beck & Company. We have spent years learning the rules and regulations for nonprofit organizations and we work hard to stay apprised of all changes. We want to use our professional expertise to not only make your organization run more smoothly but also to help you succeed. Contact us today for a consultation.

Tips for Effective Nonprofit Social Media Programs

Using social media for a nonprofit organization offers untold opportunities to connect with and engage your community. While email and websites are important marketing channels, social media is the area of greatest growth for nonprofits. Facebook and Twitter are the preferred networks while nearly every other type of social media is used in some way by some organization. While most non-profits participate in social media in order to drive donations, there are many other reasons to invest in this area. In fact, last week, we talked about the importance of communicating your vision and mission and social media can be a great avenue to do this.

Social media provides a cheaper, faster and more effective way to get your story out whether that story is going to donors, volunteers or those you seek to serve. It helps your stakeholders to more easily share your story with their friends and acquaintances thereby building your community of supporters. To be successful in your social media program, follow these tips:

Social Media Tips for Success

Be consistent. Your social media should be used consistently year round—not just for a specific event. Social media can be used to build and nurture the relationship throughout the year.
Be visual. People react to visual media whether that is a moving photograph or humorous video. Sometimes it is easier to tell your organization’s story through pictures than with only words. It also emphasizes the importance of having a great design in your materials and website.
Tell your story. Don’t just post great photographs. Use visuals to tell the story of your mission. It is important that your story connects with people and causes them to take action.
Involve your volunteers. Your volunteers may be the most powerful venue for sharing your message. When they share on behalf of your nonprofit, your message goes further. Include this task as part of the volunteer job. In fact, creating volunteer social community managers who get the word out when you have content to share could have an enormous impact.
Be social. There’s a reason it’s called “social” media. Don’t just put out content, but interact with the people. Ask questions and respond to them. Express appreciation and show that you care.
Be balanced. Don’t just shout your message. Social media is about conversation. So besides announcing your own events and asking for donations, share other information as well. Share content from related organizations and recognize your supporters, volunteers and employees.

Many nonprofit software programs include social media in order to increase collaboration both within the organization and without. Beck & Company, Certified Public Accountants and Business Advisors, can help you choose the best technology for your organization. We are an accounting and consulting firm delivering specialized expertise, creative thinking, and unsurpassed service to ensure that our clients’ endeavors flourish. Ultimately we want to see your nonprofit reach its goals and we would love to help you. Contact us to learn more about our specific nonprofit services.

To learn more about collaboration tools to streamline communication and coordination across departments, locations and practice areas and other ways to improve operational efficiency, join our webinar: Transforming Financial Management in Nonprofit Healthcare, Tuesday, May 17, 2016 at 11 AM PT / 2 PM ET. Learn more and register here.

Motivate Nonprofit Stakeholders with a Strong Vision and Mission Statement

Are you using your nonprofit organization’s vision and mission statement to motivate your stakeholders? Employees, volunteers and donors should all know your vision and be working together to attain it. Likewise, an effective mission statement, properly communicated, should help your organization stay focused on the goal.

Why are Vision and Mission Statements Important for Nonprofits?

A nonprofit organization needs both vision and mission statements to inspire, define and communicate to its stakeholders. Clear, agreed-upon goals are a characteristic of successful organizations. Without vision and mission statements, nonprofits may be wasting time chasing after unrelated goals.

A vision statement for nonprofit organizations should be more than just empty words. Instead it should draw a picture of what the world will look like if your organization’s purpose is fulfilled. When you have a strong vision statement it should motivate employees, volunteers and donors to strive for a common purpose.

The mission statement for nonprofits lays out how your organization is going to make your vision happen. Without the “how”, your nonprofit vision is just words. Your mission statement should serve as a motivator, but in addition, it should provide clear direction on how employees, volunteers and donors are a part of fulfilling your purpose.

A simple way to explain the difference between a vision and mission statement is that a vision statement is why the organization exists and the mission statement is how your organization is going to make that vision happen. Jack Welch said, “You’ve got to eat while you dream. You’ve got to deliver on short-range commitments, while you develop a long-range strategy and vision and implement it. The success of doing both walking and chewing gum, if you will. Getting it done in the short-range, and delivering a long-range plan, and executing on that.”

How to Create a Vision Statement

If you don’t have an effective nonprofit vision, it’s time to make one. If you do have a vision, is it effective? Consider these these questions in creating or revising your vision.

Does your vision inspire enthusiasm and commitment?
Is your vision unique to your organization? Does it reflect your values?
Is your vision ambitious enough to be a worthy goal?
Is your vision future oriented?

How to Create a Mission Statement

Your mission statement should clearly state the business of your nonprofit. It should be concise and short and address these questions:

Who is your organization—your name and type of agency?
What does your organization do?
Who are the beneficiaries of your services?
Where do you provide your services?
What are your values—the beliefs you hold in common and endeavor to put into practice?

Communication is Vital for Success

Your vision and mission statements can only motivate and guide your stakeholders if they are communicated well. The vast majority of nonprofit employees and volunteers cannot state their organizations purpose. When your vision and mission are clear and articulate, they are memorable, understood and supported by the entire organization. Not only should they be communicated to your internal organization, but they should be broadcast to your constituents and potential donors as well. Consider a broad marketing plan that may include social media, posters, brochures, web pages and advertisements to promote understanding and motivation.

Beck & Company, Certified Public Accountants and Business Advisors, wants to be your partner in accomplishing your vision and mission. One way we do that is to provide convenient, easily accessible, monthly webinars for your organization. This month, take a look at this webinar, Financial Reporting—Is Your Nonprofit Seeing the Full Picture? In this live presentation on Thursday, May 11, 2016, you will learn ways to provide clear, accurate information on budgets, grants, outcomes and more to your stakeholders. Register here.

Contact Beck & Company today for a nonprofit business planning consultation. We want to put our many years of professional expertise to work for your organization.

After Your Nonprofit Audit: How to Handle the Client Representation Letter

Over the past month we have looked at various aspects of a nonprofit audit. Being prepared with software systems, independent audits and checklists to keep information organized are at the top of the list to not only survive but thrive during the audit experience. But after the audit has been completed, you are not quite out of the woods. There are a few follow up tasks that if left undone can create added stress for the nonprofit accounting team.

The management letter is a review of the operations or procedures that the auditors identified as deficient. Since most auditors work with a variety of nonprofits, they have a good working knowledge of best practices for organizations and can give wise advice on bringing deficient areas up-to-par. Their suggestions can help streamline your organization, which will make it run more efficiently. Sometimes the staff in charge of the audit might ask to review a draft of the letter before it is sent to the board to verify the information because deficiencies in the accounting of a nonprofit organization, will cause anxieties in the board of directors.

What Can We Do to Correct Deficiencies?

If the auditors have spotted any deficiencies, it is best to start correcting them immediately. Eliminating deficiencies will only make your nonprofit stronger, it will also demonstrate the integrity of your organization. After the auditors have shared any concerns or red flags that were signaled by the audit, it is important to sit down with the management of your nonprofit to discuss not only the needed changes for the organization, but also the overall satisfaction with the auditors.

Is Your Organization Satisfied with the Auditor’s Work?

It is very important for your organization to be satisfied with the scope, nature, and timing of the work of the auditors. Did you feel that the auditors had the skills and knowledge to efficiently conduct the audit? Did the auditors work with the staff with minimal disruptions to the workflow of the office? Did the auditors work diligently on the review? (Read more auditor satisfaction questions available at the National Council of Nonprofits website).

Beck & Company has been in the business of helping nonprofits succeed with a broad base of managerial accounting and systems experience for over 25 years. Our understanding of business practices and technology will help you solve nonprofit accounting organizational challenges. We have a commitment to the highest standards of integrity and quality. Call us today at 703-834-0776 for a consultation to streamline your accounting methods. We can help you start preparing for your next audit to ensure an even smoother process the next time. Sign up today for one of Beck & Company’s upcoming convenient, informative webinars that will help you focus and solve many of your accounting growth challenges.

Nonprofit Audit Checklist

“Start by doing what’s necessary; then do what’s possible; and suddenly you are doing the impossible.” -Francis of Assisi

As preparation for the audit continues, it is essential to keep a checklist. A comprehensive checklist that will keep your organization on track is available at the National Council of Nonprofits website.

An audit centers on the documentation of your organization’s accounting methods and practices. You will want to have all the required financial documentation from the fiscal year organized and ready for the review of the auditors. This will save time for the auditors and stress for your organization.

Tip #1

Place all your documentation in a single folder to allow easy access to the auditors. Think ahead of what documentation they will want to review and have it ready. Not only will this make the auditor’s job easier, it will also allow you to keep track of what the auditors are reviewing.

Tip #2

Ask the auditors what format would make the documentation most easily accessible for them.

Tip #3

Have a pre-audit meeting with the auditors and all the nonprofit staff relevant to the audit. Set a timeline for the audit with the auditors and staff. Ask the auditors at this meeting for their document expectations, so you will know what information to have ready for them.

Tip #4

Don’t schedule any other staff events during audit time. If possible, assign specific people to oversee the information for the audit, as well as staff to be “on call” for the auditors, in case of questions. The organization needs to realize the audit process is a priority. It’s not good time for personal leaves or vacations.

Tip #5

Have a place set up for the auditors to work comfortably. If an auditor is extremely familiar with an organization, the audit might be able to be conducted via the Internet. However, the auditor is most likely going to want to do the work onsite. Sometimes more than one auditor will work on the audit. It is important to create a private, comfortable area to work through the documentation.

Tip #6

The auditors will probably have questions for the staff to familiarize themselves with your organization and its activities. All staff should be instructed to cooperate and answer the questions as honestly as possible. (These tips and more found at the National Council of Nonprofits website).

For solid expertise from a company with over 25 years of nonprofit accounting and audit experience, call Beck & Company at 703-834-0776. Our commitment to excellence is demonstrated in our team’s understanding of your business and personal financial objectives and then delivering innovative solutions to achieve them. Let us help make your audit process go smoothly.

Does My Nonprofit Organization Need an Independent Audit?

Accounting practices of all businesses and nonprofits are of extreme importance, but nonprofits follow strict federal and state regulations due to the amount of funds received and the source of those funds. One way to carefully monitor the accounting practices of nonprofits is with independent audits. However, not every nonprofit organization is required to have an independent audit. The first step in preparation of an audit is to determine if your organization requires one.

Does Your Nonprofit Have the Time to Stay Abreast of Changing Regulations?

The simplest and wisest way to start the nonprofit independent audit process is to find a reputable, solid accounting firm that will guide you through the process. Accounting firms, such as Beck & Company Certified Public Accountants and Professional Advisors, are not only up-to-date with all the government changes in nonprofit accounting requirements, but also know how to find creative solutions for the challenges nonprofits face because of governmental requirements. Some of the regulations, especially with nonprofits that accept federal funding, are complicated and can take your valuable time to understand.

Most of the time, federal and state regulations drive the need for nonprofit audits. However, there are other reasons for obtaining an independent audit. If your organization is required by federal and state laws to get an audit, it will be because of the amount of funds your organization has received in any single fiscal year. It is important to know and follow nonprofit federal and state laws carefully because a lapse in following the laws could result in compliance issues and a loss of funding.

Do You Want to Create Confidence in Donors?

Many times a nonprofit will want to have an audit so that the integrity and transparency of the organization can be seen by the donors. An independent audit that reflects the integrity of an organization creates a solid confidence in donors, especially in a culture that is accustomed to examples of integrity deficiencies.

How Can I Work Through the Legal Requirements?

One of the mistakes that a nonprofit organization can make is to try to wade through the legal requirements of an audit without the specialized expertise of a solid accounting firm. Employing a knowledgeable CPA firm to consult on accounting methods and audit practices is a very wise move. Beck & Company CPAs deliver specialized expertise, creative thinking, and unsurpassed service to ensure that our clients’ financial endeavors flourish. At Beck & Company CPAs, we understand your audit, tax, accounting, and consulting needs and want to work to help make your nonprofit organization efficient.

We are locally owned and operated; providing services in Washington D.C., Maryland, and Northern Virginia. Call us today at 703-834-0776 for more information on how we can help streamline your accounting methods to make your audits go more smoothly.

Eliminate Nonprofit Audit Stress with Stress-Free Accounting Software

“The best preparation for tomorrow is doing your best today.” -H. Jackson Brown, Jr.

Spring has sprung. The grass is green and it’s time for an audit. No, that isn’t really how the saying goes but it might be time to plan for your audit. Sometimes the audit process can be somewhat lengthy, but wise planning on the front side of it can make life much easier as you work through it. The best time to start planning is today.

One of the first things to do to plan for an audit is to consider the efficiency of your software. Trying to pull data from several different systems to formulate into a report can not only cost your nonprofit efficiency but it will most likely result in inaccuracies. Compliance issues are the end result of inaccuracies. It is very difficult for an auditor to stay on track with the necessary financial reports when trying to follow trails of data inaccuracies. Be proactive and verify that your software is up-to-date with a solid coverage of all your accounting needs. This is an essential step which can eliminate a lot of audit stress and also many hours of unnecessary labor.

Important software questions to ask:

Do I have the necessary flexibility in the chart of accounts in my current system?
Do I have the ability to track and report on spending and revenues with efficiency in current accounting systems?
Is my requisition process easy to review and understand?
Am I able to allocate revenues and expenses to the correct funds?
Is my financial data well-maintained to allow for easy preparation of reports, internal, and external audits?
Do financial data and reports consistently show accountability and transparency?

Upcoming Webinar on April 27, 2016

If you answered no to any of the above questions, you will want to seek experienced advisors to help you make the best decision in what will make your business run more smoothly. Register today for a no cost webinar, “Nonprofit Accounting Experts Sharing Best Practices for Selecting Accounting Software,” April 27 at 2 pm EST. Click here to register.

Beck & Company CPAs has over 25 years of experience in helping small to mid-size nonprofits and businesses creatively solve accounting issues. Let us put our high-quality, professional expertise to work for you. Call us today at 703-834-0776 for a consultation to see how we can put our professional expertise to work for you.

Nonprofit Accounting Best Practices: Automating your Processes

We have come to our final blog in this series on nonprofit accounting best practices. Thus far, we have reviewed some key areas that we hope you’ll put into your plans as you prepare for future growth. This week’s focus is nothing short of critical to the flow and infrastructure health of your organization, automating your processes.

As nonprofits, we focus on expanding programs and services, reducing costs, increasing return on mission, and strengthening donor loyalty – all of which is good stewardship. That’s really what automation of processes is all about: doing more and creating greater impact with less.

We started this series talking about outcome measures. It’s pretty clear from funder prioritization and requirements that monitoring, measuring, and sharing key metrics are critical. But this requires efficiency and automation of processes. If you want to ensure high program efficiency metrics, you have to create the productivity savings, via automation, to reduce the proportional costs of overhead to program investment.

Here’s a specific example – let’s say you want to improve internal controls and reduce the inefficiencies of your manual purchasing system. By utilizing automated workflows in a best in class fund accounting solution, you will save time, paper, and frustration. Automated purchasing workflows will give you notification (on any device) that you have a pending electronic purchasing requisition or PO for approval. As you approve vendor payments, you can drill right into the original document to see the invoice. Payments are point and click. Reporting and visibility are instant.

Another example might be your audit. Is it taking too long and costing too much? In an automated environment, you can create a dashboard for your auditors that give them view only access to key reports and documents – right from their office. They can drill right into the source documents and you save travel, delays, and costs.

When you begin identifying your goals, priorities, and strategies, select some best practices to implement in your organization. It’s extremely helpful to define, track and measure results so that you can identify your savings and efficiency gains. Get familiar with the technology tools available to help you increase stewardship while decreasing costs.

Questions or comments regarding automating your processes? Please reach out to us. You can also follow us on Twitter (@BeckCPAs).

At Beck & Company we specialize in not-for-profit accounting and auditing. We understand the unique challenge of balancing the needs of your various stakeholders – contributors, members and your board, too. We have experience serving not-for-profit organizations such as unions, homeowner’s associations, religious organizations, charities, and social service organizations. If you have any questions regarding the filing of your form 990 we are here to help. Contact us today for more information.