Download FINANCIAL WORKSHOP OUTLINE

DIVISION TREASURER
INTRODUCTORY INFORMATION
TABLE OF CONTENTS
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Page
Introduction – APA Accounting Services ....................................................................
2
Accounting Services and Financial Reporting ............................................................ 3 - 4
Division Chart of Accounts .......................................................................................... 5 - 6
Important Financial Practices ..................................................................................... 7 - 11
Contracts and Grants Activity ......................................................................................
12
Forms and Samples...................................................................................................... 13 - 23
APA ACCOUNTING STAFF:
ARCHIE L. TURNER, Chief Financial Officer
NANCY L. PINA, Deputy Chief Financial Officer, Accounting
HOLLY SUWANNAKAM, Director of Accounting Operations
PIAO SAM, Manager, Accounting Services
MARC D'AGOSTINO, Staff Accountant
SERENA CHARLES, Accounting Services Technician
JENNIFER ALDRIDGE, Director of Accounting – Division Tax
January 2017
APA ACCOUNTING SERVICE
Congratulations on your new position as treasurer of one of the divisions of APA! This packet provides
you with useful information regarding the execution of your duties as treasurer.
Your division has elected to use accounting services facilitated by the APA Accounting Office. As a result,
your division accounting transactions will be processed by our Division Accounting Team at your direction and
authorization.
Some advantages of having elected this service are:
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It’s free to the division.
As treasurer, you will have less day-to-day paperwork to handle while still maintaining control over the
division's finances.
There is consistency in the classification of revenues and expenses from year to year and from one treasurer
to the next.
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Year-end reports and tax filings, such as 1099s, are prepared and filed for the division.
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Financial records are stored/archived for at least seven years.
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Should you elect to deposit funds in other investments (e.g. certificates of deposit, mutual funds, etc.), APA
staff will assist in the administrative process of establishing an account and investing the funds, as directed
by you.
The division will operate under the accounting policies and internal control procedures tested and reviewed
by APA's independent auditors.
You will interact with our Division Accounting Team for your day-to-day accounting. You can reach them:
by mail:
Division Accounting
P.O. Box 90220
Washington, DC 20090
by email:
[email protected]
While this packet covers typical division activity that you will handle, you might find you have questions or
issues that arise during your term as treasurer. The Division Accounting Team is always available to help answer
those questions or address those issues. Please feel free to contact them if you need help in any way.
ACCOUNTING SERVICES AND FINANCIAL REPORTING
Throughout each month, you will send disbursement requests, cash receipts, and other accounting entries
directly to the Division Accounting Team. This section provides information about the procedures used to submit
and process these items. Please note that forms shown in italics can be found in Forms and Samples.
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Disbursements: You will approve and submit all requests for payment, along with
receipts/documentation, to the Division Accounting Team for processing. To request a
disbursement, use the Reimbursement / Disbursement Request form. Indicate the account(s) (and budget
code(s) as necessary) that should be charged. Disbursement requests are not processed until
“complete” with signature, receipts, etc. Disbursement requests that are complete will normally be
processed within ten working days after they are received. In some cases, checks can be cut sooner
for special circumstances. A Form W-9 will be required for any new payees as necessary to manage
IRS 1099 reporting.
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Receipts: All dues and assessments collected and processed by APA will automatically be recorded on the
division's books. Other checks for deposit and credit card payments should be submitted to the
Division Accounting Team for processing, and should be accompanied by the Division Receipt Form
indicating the accounts to be credited when deposits are made.
Please follow these guidelines when submitting cash receipts:
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Organize the checks sent with the form. It is difficult to properly record receipts
submitted with no organization.
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In cases where a dues check is written on a joint account, where two names are shown on
the check, please indicate which person is paying for membership. A simple check mark
next to the member’s name is a quick way to provide that information.
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If there is no address on a dues check, please provide one. A member address is required.
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If a single check is submitted to pay dues for multiple members, please provide a list of
names and addresses for every person whose dues are being paid.
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Please indicate on all dues check what dues year the check is paying for. This will allow the
Division Accounting team to properly record the receipt in the correct year.
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If it is possible, providing the eight-digit APA member number for each person paying
dues helps greatly.
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If you submit a check that is not for membership dues (e.g. contributions, advertising, etc.),
please provide a description of what the check is for. This will allow the Division
Accounting Team to properly record the receipt in the correct account for reporting on the
division’s financial statements.
Some treasurers submit lists of member names, addresses, and statuses along with the Division Receipt
Form, as a simple and convenient way to provide the information above. This makes processing cash
receipts much more efficient.
From January through November, checks for deposit that are received on the last day of the month
will be posted to the next month’s financials. Checks for deposit that are received on the last day of
December and any check received in the next year pertaining to the previous year will be posted to
December’s financials. Checks cashed in the next year for previous year activity (example royalties)
will be applied to the appropriate year up until final close of previous year financials. The Division
Accounting team will contact you with deadlines on final closings. Dues received by the division in the
current year for credit to the following dues year will be recorded as deferred revenue (Dues Collected
in Advance of Service Year) and not recognized as income until the subsequent year.
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Reports: Financial reports will be provided to you, usually within three weeks after month end. Various
supplemental reports are provided as well. . If you determine that your division reporting needs are
different from what you are receiving, please notify the Division Accounting Team and they will work
with you to meet your division’s needs.
You may receive the following reports:
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Balance Sheet
Income/Operating Statement
Budget vs. Actual Report (If Applicable)
Bank Statement (If Applicable)
Investment Statements (If Applicable)
Monthly Activity Reports for:
• Revenue and Expense Transactions
♦ Dues and Assessments Collected through APA Dues Statements
♦ Cash Receipts for:
 Dues and Assessments Collected by Divisions
 Other Revenue
♦ Cash Disbursements
Outstanding Check List (If Applicable)
Accounts Receivable (If Applicable)
Interest Receivable (If Applicable)
Accounts Payable (If Applicable)
Detailed Asset Transactions, if applicable (“Attribute Transaction Journal”) for:
Checking Account, Savings Account, or Investments not held by APA,
Travel Advances, Deposits and Advances, and Prepaid Expenses
DIVISION CHART OF ACCOUNTS*
INCOME (REVENUES):
ACCT #
ACCOUNT TITLE
40101
40102
40103
40104
Associate Dues (APA)
Member Dues (APA)
Fellow Dues (APA)
Exempt Dues (APA)
40111
40112
40113
40115
40121
40122
40123
40125
40126
40211
40212
40214
40215
40216
40217
40221
40222
40223
40301
40302
40303
40305
40306
40400
40420
41201
41401
New Associate Dues (See Note 1)
New Member Dues (See Note 1)
New Fellow Dues (See Note 1)
New Student Dues (See Note 1)
Associate Renewals
Member Renewals
Fellow Renewals
Student Renewals
Affiliate Renewals
Non-APA Member Dues-Associate
Non-APA Member Dues-Member
Non-APA Member Dues-Exempt
Non-APA Member Dues-Students
Non-APA Member Dues-Affiliate
International Affiliate Dues
College & University Teacher Dues
Second & High School Teacher Dues
Post-doct., Graduate & Undergrad Student Dues
Section Dues-Associate
Section Dues-Member
Section Dues-Fellow
Section Dues-Student
Section Dues-Affiliate
Gift Membership
State Association Dues
Advertising
Royalties
41405
Royalties-Other
41501
42001
43005
43010
Sales
Grants
Contributions
Contributions-Special
43020
Contributions- Section
44005
45001
45910
45990
47005
47007
47010
47020
Registration Fees/Workshop
Interest-Operating Funds
Honorarium/ Stipend for Editorial Office Expense
Other Revenue
Interest/Dividends-Investments
Capital Gains-Investments
Realized Gain/Loss-Investments
Unrealized Gain/Loss -Investments
* Each account listed is used by at least one division
ACCOUNT DESCRIPTION
Division dues collected from associates by APA (For APA use only)
Division dues collected from members by APA (For APA use only)
Division dues collected from fellows by APA (For APA use only)
Division dues collected from exempt associates, members, and
fellows by APA (For APA use only)
Division dues collected from new associate members by the Division
Division dues collected from new members by the Division
Division dues collected from new fellow members by the Division
Division dues collected from new student members by the Division
Division dues renewed by associate members
Division dues renewed by members
Division dues renewed by fellow members
Division dues renewed by student members
Division dues renewed by affiliate members
Dues collected by the Division from non-APA members-associate
Dues collected by the Division from non-APA members-member
Dues collected by the Division from non-APA members-exempt
Dues collected by the Division from non-APA members-students
Dues collected by the Division from non-APA members-affiliate
Dues collected by the Division from international affiliates
Dues collected by the Division from college & university teachers
Dues collected by the Division from second & high school teachers
Dues collected by the Division from post-doct., graduate & undergrad students
Dues collected by the Division from Section-associates (For Section use only)
Dues collected by the Division from Section-members (For Section use only)
Dues collected by the Division from Section-fellows (For Section use only)
Dues collected by the Division from Section-students (For Section use only)
Dues collected by the Division from Section-affiliates (For Section use only)
Dues collected by the Division for gift memberships
Dues collected by the Division from state associations
Income from advertising
Income earned by the Division from contractual agreements for the use of division
material (See Note 2)
Income earned by the Division from contractual agreements for the use of division
misc. material (See Note 2)
Income from sales of subscriptions, etc.
Income from grants
Gifts, contributions, bequests, or assignments of royalties by members (See Note 3)
Gifts, contributions, bequests, or assignments of royalties by members for special
purposes (See Note 3)
Gifts, contributions, bequests, or assignments of royalties by members (See Note 3)
(For Section use only)
Fees for workshops, meetings, seminars
Interest on operating checking and Merrill Lynch money market account
Honorarium or Stipend for the Division’s use.
Income that cannot be classified into the above accounts (See Note 4)
Interest and dividends on investments
Capital gains on investments
Gain/Loss on sale of investment
Gain/Loss on unsold investments to recognize market fluctuations
DIVISION CHART OF ACCOUNTS- cont’d
EXPENSES:
ACCT #
ACCOUNT TITLE
ACCOUNT DESCRIPTION
55010
56010
56510
56610
Consultant/Contractual Fees
Convention & Meetings
Travel
Continuing Education Fees
56710
56810
Honorarium & Stipends
Royalties Expense
57010
57020
57030
57040
57050
57060
57070
57199
58010
58020
Office Related
Printing/Publications/Duplicating
Postage
Delivery & Messenger Service
Telephone & Fax
Bank Charges & Fees
Dues/Memberships Expense
Miscellaneous Expense
Contribution & Donations Expense
Grants
58030
Awards
59010
Resale Goods
59110
Advertising
For services rendered (SSN/EIN required) (See Note 5)
Convention and meeting expenses (See Note 6)
Food, lodging, transportation, etc. (See Note 6)
Fees charged to division to maintain approval status as an APA sponsor
and reapplication when due
Fees paid to editors, speakers, etc. (See Note 7)
A payment to an owner for the use of property, especially patents,
copyrighted works, franchises or natural resources
Office operation expenses (supplies, etc.)
Printing or copying of newsletters, journals, etc.
Postal fees
Express mailing and shipping cost
Telephone and fax expenses
Fees charged by banks, PayPal, and investment companies
Dues paid to other organizations for membership
Expenses that cannot be classified into any shown accounts
Contributions or donations given to other organizations
Amounts given for such things as assistance for college. If applicable, it is
preferable to classify these expenses as awards (See Notes 7 and 8)
Amounts given as awards for accomplishments, plus other costs
associated with awards such as certificates, frames, and lettering (See
Note 7)
Goods for resale (T-shirts/sweats, mugs, etc. including imprints, shipping
and handling)
Cost of announcement to promote division news or events.
Footnotes to Chart of Accounts
Note 1-
New member dues are kept separate from non-member dues.
Note 2-
Income received from division members who donate or assign their rights (in a royalty, etc.) to the division should be considered contributions.
Note 3-
For tax filing purposes, keep track of contributions in the amount of $5,000 or greater. Necessary information includes:
(a)
(b)
(c)
Name and Address of Contributor
Amount of Contribution
Form of Contribution (Cash or non-cash*)
*For non-cash items we will assist you in determining the fair market value of the item(s).
Note 4-
Keep track of descriptions of miscellaneous income.
Note 5-
For tax filing purposes, keep track of cumulative amounts in excess of $100,000 paid for officers, directors, key employees & highest
compensated employees, and contractors. Necessary information includes:
(a)
(b)
(c)
(d)
(e)
Name and address
Title and average hours per week donated to position
Compensation
Contributions to employee benefit plans (should be 0)
Expense accounts and other allowances (should be 0)
Note 6-
Note the difference between convention & meetings expense (Account 56010) and travel expenses (Account 56510). Convention & meetings
expenses are those incurred to hold the meeting (meeting room charges, audio-visual equipment, working lunches, etc.) Travel is for hotel rooms,
meals, transportation, etc.
Note 7-
For grants, honoraria, and awards given, it is desirable to provide a copy of the Board of Director's minutes showing the approval of the
grant/honorarium/award given. A guideline for distinguishing an award from a grant is: awards are given on the basis of past actions; grants are
given for future actions.
Note 8-
Keep records of the following information for grants given:
(a)
(b)
(c)
(d)
Purpose of grant (Purpose should be as specific as possible)
Recipient's name and address
Relationship, if any, of an individual recipient to an officer, director, etc. of the donor organization
How the division determined which recipients qualify to receive the grant
IMPORTANT FINANCIAL PRACTICES
In order to accurately report your financial results, there are several financial issues/policies that should be
followed. These best practices deal with the following major areas:
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Advances/Deposits
Other Assets
Reimbursements
Blanket Expense Authorizations
Third-Party Payments
W-9 Forms and 1099 Reporting
Division Credit Card
Document Retention Guidelines
Budgeting
Reserves – Working Capital and Net Asset Reserves
Making an Investment Decision
Please note that form names in italics can be found in Forms and Samples.
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ADVANCES/DEPOSITS
When an advance or deposit is required for an event or service a written request, quote, or proforma invoice must be given to you by the provider. Upon your approval, the amount will be charged as an
advance or deposit on the division’s books, and a check will be issued. It is critical to “clear” an advance as
soon as possible in order to accurately and timely reflect the expense. To clear an advance, original receipts
must be provided to record the actual expense and remove the outstanding advance. When an advance is
for ongoing expenses (such as editorial/publication), quarterly written reports of the expenditures and a
statement of the balance by the custodian of the funds must be provided to the Division Accounting Team
prior to drawing on the following quarter’s funds.
Once a project or event has been completed for which an advance was made, any unspent funds
must be returned to the Division Accounting Team prior to drawing on the following quarter’s funds.
Generally, the longer an advance is outstanding, the harder it is to collect and to consequently expense. It is
a prudent and best practice to clear advances within 30 days of the activity.
Note: All requests for travel advances must include an IRS Form W-9 completed by the traveler. In the
event that a travel advance is not accounted for by the proper submission of an expense report with
original receipts, within 60 days of the completion of the travel, the advance can be deemed to be
taxable income and an IRS Form 1099-MISC may be issued to the traveler at year end. See the section
below on W-9 Forms and 1099 Reporting.
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OTHER ASSETS
It is the Divisions responsibility to review and reconcile assets not under APA’s control. These may
include a petty cash fund, a checking or savings account, or other investment account. An independent
review performed by an individual who does not have signature authority protects both the individual(s)
who have signature authority on the assets and the division. Reconciliations should be performed
periodically throughout the year and at year-end.
In order to record all transactions related to these accounts for the final year-end financial
statements and tax reporting, a copy of all bank statements for the current year (January 1 - December 31),
along with a financial report, must be provided to the Division Accounting Team.
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REIMBURSEMENTS
All reimbursements must be approved by you and must have appropriate documentation. All invoices
and receipts must include proof of payment if not directly paid to the vendor. If an original receipt
cannot be provided, a written statement must accompany the reimbursement request describing why an
original receipt is not available.
The Division Accounting Team reviews all disbursement requests before issuing checks. Part of the
review process includes comparing the amount requested to be disbursed against the supporting
documentation to make sure they agree. If there is a discrepancy, the Division Accounting Team will
contact you for approval to change the disbursement request before the check can be issued.
Note: You cannot authorize payments to yourself as treasurer. See the section below on Blanket
Expense Authorizations.
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BLANKET EXPENSE AUTHORIZATIONS
The Blanket Expense Authorization Form allows the president to set the type of expense and dollar
limit that the treasurer can submit for reimbursement to him/herself without having to obtain the
president's approval for each request. The form will be valid for the period stated or will coincide with the
authorizing president’s term of office.
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THIRD-PARTY PAYMENTS
A third-party payment is a payment of an invoice that is billed to an individual or organization
other than the division. APA policy prohibits third-party payments, and the divisions that use APA’s
accounting services must follow the same policy. Even if you authorize a payment of a third-party invoice,
the Division Accounting Team will not be able to cut a check to make the payment.
An invoice billed to the division will be paid directly to the invoicing company (see Sample 1 Invoice
billed to Division 4). An invoice billed to an individual must be paid by that individual. Reimbursement
will be made to that individual as long as the original invoice is submitted to the division, along with proof
of payment such as copy of a credit card statement or a canceled check (see Sample 2 Invoice billed to Dr.
John Doe).
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W-9 FORMS AND 1099 REPORTING
Individuals and companies must complete an IRS Form W-8BEN or Form W-9 for receipt of an
award, an honorarium, payment for services, or, in some cases, a reimbursement. This does not apply to
individuals who have requested reimbursement for expenses for which original receipts have been provided.
We are required by the IRS to have on file a Form W-8BEN or Form W-9 which certifies the social security
number (or company's employer identification number) and address. The IRS requires the issuance of a
Form 1099-MISC to those individuals or (non-incorporated) companies who have received compensation of
$600 or more for the tax year.
An IRS Form W-9 must accompany all requests for travel advances. It must be completed by the
traveler and submitted with the request. If an advance is not accounted for by the proper submission of an
expense report with original receipts, within 60 days of the completion of the travel, the advance can be
deemed to be taxable income and an IRS Form 1099-MISC may be issued to the traveler at year end.
Note: The responsibility for filing Form 1099-MISC with the IRS lies with the custodian of the
cash account from which reportable transactions have been paid. This is why we urge the division
to have the Division Accounting Team make payments, since the Division Accounting Team will
then handle the reporting and filing process. If a division does make a reportable payment itself,
that division is responsible for filing the Form 1099-MISC with the IRS and providing a copy to the
Division Accounting Team.
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DIVISION CREDIT CARD
Credit cards are not permitted to be opened in the Division’s name. Banks typically require a
personal guarantee (tied to an individual’s credit not the organization’s credit) and APA employees will not
tie their own social security number to a Division credit card.
The Division Accounting team can help elevate large expenses by allowing us to fill out direct
billing applications for vendors that offer this option. These are typically offered by hotel and vendors who
provide services for meetings, although it doesn’t hurt to ask if this option is available when working with
any service. A Direct Bill Application Example is provided in the Forms and Samples section as a reference.
Direct billing facilitates invoicing directly to the Division allowing the Division time to review their charges,
pay any deposits needed and ultimately preventing individuals to advance their personal money to
temporary cover Division costs.
The Division Accounting Team is able to reimburse Division expenses within two weeks of
receiving the completed documents. This turnaround will normally prevent any credit card fees from being
assessed to individuals who use their own credit cards. Also, many enjoy the benefit of receiving points,
flyer miles, and other perks of using their credit cards.
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DOCUMENT RETENTION GUIDELINES
Electronic or paper copies are acceptable. Electronic is preferred.
Type of Record
Contracts
Articles of Incorporation
By Laws and Amendments
Vital Financial Records:
Audited Financial Statements
and related audit reports
Supporting Financial
Documentation
BOD Minutes
Tax Returns
Real estate
purchase/documents/titles
Partnership agreements
Corporate resolutions
Year-to-date general ledger
Year-Mate monthly general
ledger
Monthly Activity Reports
Budgets
Financial Status Reports
Retention Time
3 Years from date of
termination
Permanent
Permanent
Permanent
7 Years
Permanent
Permanent
Permanent
Permanent
Permanent
Permanent
Permanent
Permanent
Permanent
Permanent
Fixed asset schedules
IRS exemption
notices/certificates
Payable and receivable data
Federal Grants/Contracts
Accreditation
Intellectual Property
(copyright and trademark)
Ethics
HR: Active Employees (offer
letters, verification letters,
employee contracts, letters
of commendation)
Historical: HR Policies and
Procedures
Action and Reports: AA
Plans, TIAA-CREF, PAF Logs,
internship records
Job Description: JDF, Review
Files
Supporting: Documents
supporting hiring process,
resumes, recommendations
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Until assets are either
disposed of, sold, or fully
depreciated
Permanent
7 years
3 Years from date of final
review by government
20 years
Permanent
10 years after close of
investigation
5 years after separation
Permanent
3 years
5 years after position is
abolished or superseded
1 year
BUDGETING
A budget is a plan of the organization’s expected income (revenues) and expenses for a
future period, generally one year. It is designed to:
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monitor and control activities;
provide an orderly process to allow changes to be implemented;
assure that activities are being conducted within limits; and,
aid the treasurer and officers in fulfilling their fiduciary responsibilities.
The budget is integral to a division’s goal-setting and objectives. Each officer, project manager,
committee and/or task force member should be involved in the process. The budget should be consistent
in grouping elements of cost. Historical data should be reviewed to establish amounts for budget categories
that were developed in previous years. Research should be done to estimate budget amounts for new
categories. Calculations/assumptions and estimates of each and every element should be documented.
The following are some steps and timetables to establish budgets (and ultimately to
strengthen the division’s financial position):
I.
Summer before implementation of budget:
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II.
Winter before implementation of budget:
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III.
Develop goals to support the division's area of psychology
Develop a budget to meet the division goals
Review actual to date
Refine the budget to reflect changes as appropriate
Provide the final budget to the Division Accounting Team. The Division
Accounting Team will enter the budget into the accounting system at the
beginning of the year so the Budget vs Actual performance reports they
provide can reflect how actual to date activity during the year compares against
the budgeted activity
During the summer of the operation:
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Review the activity to date
Make projections on the likely activity for the remainder of the year
Collectively review the actual to date plus the projections for the remainder of
the year (year-end probable), and compare with technical and budget goals to
be sure that all original plans have either been provided for or aborted
• Develop next year’s budget based on the previous year's activity and current
plans of the division.
Monthly reports should compare the budget plan against the actual revenues and expenses. The
report should be reviewed on a regular basis; if changes are required after review, the approved adjustments
to the budget should be documented. A budget can also aid the division in determining whether to invest
its “surplus” funds. (See the section below on Making an Investment Decision.)
A budget is also extremely helpful when preparing year-end tax information, especially schedules
such as the Statement of Functional Expenses and the Statement of Program Service Accomplishments
(Part IX) of the group tax return Form 990. It aids in classifying expenses as program services or
management & general. When a division does not provide a budget by the beginning of the year, the
Division Accounting Team cannot produce a Budget vs. Actual report and the treasurer will have the
responsibility of completing Part IX of the group tax return Form 990.
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RESERVES – WORKING CAPITAL AND NET ASSET RESERVES
Reserves are funds set aside to survive a crisis. There are two types of reserves: working capital
reserves and net asset reserves.
Working Capital reserves are funds set aside to survive a short-term crisis (insurance claim, mail
strike, etc.). Working Capital is the difference between total current assets and total current liabilities.
Rule of thumb for working capital reserves: 3 – 6 months of the budget
Net Asset reserves are funds set aside to survive a long-term crisis (reduction in membership,
increased publication costs, etc.). Net Assets are the difference between total assets and total liabilities.
Net Assets are also known as Fund Balance and Net Worth.
Rule of thumb for net asset reserves: 12 months of the budget
Working Capital reserves and Net Asset reserves are not amounts that you budget for, since they
are not revenues or expenses. They are amounts you should keep in mind as you create your budgets,
however, as they will be affected by receipts and disbursements during the year.
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MAKING AN INVESTMENT DECISION
Much thought and planning is necessary to make a prudent decision regarding the division’s
assets. A review of the division’s operating and investment objectives are critical:
1. Initial Indicators
A. Compare cash flow (past two years, current year, and projected two years) to establish your
"low-point" in cash. This typically defines the minimum cash on hand requirement, thus
any funds in excess of your "minimum" may be available for investment (short-term or
long-term) for the division.
B. If your Division has consistent and predictable revenues and expenses and has been
accumulating net assets over the years (showing operating profit), a long-term investment
may be appropriate.
2. Compare budget to actuals (past two years, current year, and projected two years) to establish
your division’s ability to remain within the budget or "plan".
3. Based on the above, you should have sufficient information to determine if investing surplus
funds is a current option for your division.
Action Plan:
If you decide that investing is an option, then your division may want to consider one of the
following based on your investment time horizon:
A. Long-Term Investment (greater return with higher risk)
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Generally, long-term investments are defined as 10+ years.
APA, itself, describes long-term funds (both principal and earnings) as “untouchable”.
B. Short-Term/Intermediate Investments (lower return with less risk)
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These investments are generally 3 months to 9 years.
C. Long- and Short-Term Investments (combination of return and risk)
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A combination of these investments is generally used to meet operational needs for the
near future and plans that will not be implemented for at least 10 years.
You need to develop an investment philosophy that will guide your investment decisions
(allocations on expected return risk, time horizon, allowable investments, prohibited investments,
etc.).
Note: APA only provides the administrative services to enable the division to invest funds. APA
is not an investment advisor nor can division funds be co-mingled with APA assets. We take our
direction from a treasurer to set up accounts and transfer funds. We will continue to report on
investments. APA provides the divisions with access to Merrill Lynch’s Money Market Fund,
which provides competitive short-term yields and requires no administration to invest or divest.
CONTRACTS AND GRANTS ACTIVITY
Association Rule 100-1.7 states that “A Division may execute contracts or negotiate grants with outside
entities. Such contracts or grants (with the exception of those for routine, annually recurring events or
expenses, e.g., meetings) which provide for payment or receipt by a Division or the Association of funds,
goods, services or other value in excess of $10,000 must be submitted to the APA Executive Office for prior
legal and financial review…”
Although not all contracts will require this legal and financial review, there are numerous financial and
logistical advantages to enlisting support. APA’s Office of General Counsel (OGC), along with the Convention and
Meeting Services Office (CMSO), is available to assist in the negotiation of function contracts. Many hotel and food
and beverage contracts contain harsh penalties and one-sided requirements that may not serve the best interests of
the Division. Due to volume and existing infrastructure, OGC and CMSO staff can frequently obtain better, more
balanced terms, limit the liability of the Division and the Association, and realize significant economies in the
expenditure of Division funds. For example, it is possible to decrease or eliminate deposits, increase the allocation
of complimentary rooms, reduce room rates, reduce attrition penalties, etc.
The Grants and Contracts Office (GCO) of APA’s Finance Department is available to assist Divisions in
the preparation of the business and financial portions of grant applications or proposals, post-award administration,
financial reporting, and invoicing. This office can also assist with the execution of agreements and legally binding
documents by coordinating review and approval through the OGC.
Because of the myriad financial reporting requirements and compliance issues contained in awards from
federal sources and APA’s ultimate financial responsibility for affiliated Divisions, Divisions must notify the GCO
of any federal award within ten (10) days of receipt and provide a copy of the award notification. This information
must be collected in order for APA to complete the government-mandated annual audit of all federal assistance (the
A-133) received by the Association. Successful completion of this audit protects APA’s position as a contractor in
good standing and maintains the Association’s, as well as the Divisions’, eligibility to receive federal funds and
perform on federally funded projects.
In addition, federal awards require special accounting procedures and must be administered in accordance
with applicable statutes and regulations. The penalties for noncompliance are severe, from financial judgments
against individuals involved in project management to suspension and disbarment as an eligible federal contractor.
The GCO is available to advise Divisions on appropriate policies, procedures, and guidelines to follow when
performing on a federal award. Contact Lillian White, Director of Grants & Contracts and Reporting at (202) 3126494 with questions regarding accounting for awards.
The GCO can serve as a resource to the Divisions through a variety of reference materials that contain
specific guidance on the availability, preparation, submission and administration of government-funded grants and
contracts. These include the Federal Acquisition Regulations (FAR); the Federal Travel Regulation (FTR); the
Health and Human Services Grants Administration Manual; the Federal Grants Management Handbook; the Public
Health Services Grants and Contracts Manual; the Public Health Service Grants Policy Statement; the Federal
Supply Class or Service Codes; the Federal Acquisition Report; the National Science Foundation Grants Policy
Manual; and a selection of relevant Office of Management and Budget circulars. In addition, APA monitors
information on regulations, policies, funding sources, and program descriptions on various websites and collects the
following publications: the Catalogue of Federal Domestic Assistance; the Commerce Business Daily; the Federal
Register; and the Public Health Service Profiles of Financial Assistance Programs. Other material is available upon
request.
Forms and Samples
AMERICAN PSYCHOLOGICAL ASSOCIATION
DIVISION #
, SECTION #
(IF APPLICABLE)
REIMBURSEMENT/DISBURSEMENT REQUEST
(Attach all original receipts*)
Division Accounting
PO Box 90220
Washington, DC 20090
Expenses by account:
CONSULTANT/ CONTRACTUAL FEES
$
(55010)
CONVENTION & MEETINGS
$
(56010)
TRAVEL
$
(56510)
CONTINUING EDUCATION FEES
$
(56610)
HONORARIUM & STIPENDS
$
(56710)
ROYALTIES EXPENSE
$
(56810)
OFFICE RELATED
$
(57010)
PRINTING/ PUBS/ DUPLICATING
$
(57020)
POSTAGE
$
(57030)
DELIVERY & MESSENGER SERVICE
$
(57040)
TELEPHONE & FAX
$
(57050)
BANK CHARGES & FEES
$
(57060)
DUES/ MEMBERSHIPS EXPENSE
$
(57070)
MISCELLANEOUS EXPENSE
$
(57199)
CONTRIBUTION & DONATIONS EXPENSE
$
(58010)
GRANTS
$
(58020)
AWARDS
$
(58030)
RESALE GOODS
$
(59010)
ADVERTISING
$
(59110)
ADVANCE TRAVEL EXPENSE
$
(12030)
OTHER PREPAID EXPENSE
$
(14010)
DEPOSITS & ADVANCES
$
(14200)
INVESTMENT
$
REFUNDS
$
Total request:
Optional:
$
Expenses by division identified special categories:
Div. Budget Name or Budget Number Code
Amount
Charge to:
$
$
$
$
Total
$
Make check to:
Address:
Telephone No.
Treasurer:
or
President:
Signature
Date
Signature
Date
*Division Accounting Use Only*
*Note:
The auditors require documentation of
all expenses. You must submit original
receipts or include a note stating why the
originals cannot be provided.
Processed by:______
Vendor Inv#_____________
Date Proc: ___/___/___ Inv Date: ___/___/___
Vendor#: ___________ 1st Review: _____________
Voucher#: __________ Check Review: __________
Entered by: _____ Signature________ Mailed___/___
1099$__________
W-9 on file? ___________
AMERICAN
PSYCHOLOGICAL
ASSOCIATION
DIVISION _____, SECTION _____ (if applicable)
TRAVEL EXPENSE REPORT
NAME:
Reason for Expense:
ADDRESS:
Dates of Travel:
Location:
APA Staff Contact:
DATE EXPENSE INCURRED:
/
/
/
/
/
/
/
/
/
/
/
/
TOTAL
TRANSPORTATION: Air, Rail, Bus
(if not paid directly by APA)
-
Car Rental
-
Mileage (# of miles)
Mileage Cost @
-
$ .53.5/mile eff 1/1/17
-
-
-
-
-
-
Parking & Tolls
-
Misc. Transportation
(taxis, subway, etc.)
LODGING:
-
Hotel Room Costs
(if not paid directly by APA)
(incl applicable taxes)
MEALS:
Breakfast
-
(including tips)
Lunch
-
Dinner
-
Telephone
-
Other (explain below)
-
Other (explain below)
-
MISCELLANEOUS:
TOTAL EXPENSES:
$
-
$
-
$
-
$
-
$
-
$
-
$
-
Amount Due to Traveler
$
-
Amount Due to APA
$
-
variance
Detailed Explanations of Above Items:
Less Travel Advance
<
Note: Original receipts are required for all expenses regardless of the amount.
In the event that original receipts are not available, you must provide either a copy of the receipt with an explanation for the missing original receipt
or written documentation explaining the lack of a receipt.
Signature Authorizations:
Traveler's Signature
Date: _____________
Liaison/Mgr. Approval
Date: _____________
>
W-9
Form
(Rev. December 2014)
Department of the Treasury
Internal Revenue Service
Request for Taxpayer
Identification Number and Certification
Give Form to the
requester. Do not
send to the IRS.
Print or type
See Specific Instructions on page 2.
1 Name (as shown on your income tax return). Name is required on this line; do not leave this line blank.
2 Business name/disregarded entity name, if different from above
3 Check appropriate box for federal tax classification; check only one of the following seven boxes:
C Corporation
S Corporation
Partnership
Trust/estate
Individual/sole proprietor or
single-member LLC
Limited liability company. Enter the tax classification (C=C corporation, S=S corporation, P=partnership) a
Note. For a single-member LLC that is disregarded, do not check LLC; check the appropriate box in the line above for
the tax classification of the single-member owner.
4 Exemptions (codes apply only to
certain entities, not individuals; see
instructions on page 3):
Exempt payee code (if any)
Exemption from FATCA reporting
code (if any)
(Applies to accounts maintained outside the U.S.)
Other (see instructions) a
5 Address (number, street, and apt. or suite no.)
Requester’s name and address (optional)
6 City, state, and ZIP code
7 List account number(s) here (optional)
Part I
Taxpayer Identification Number (TIN)
Enter your TIN in the appropriate box. The TIN provided must match the name given on line 1 to avoid
backup withholding. For individuals, this is generally your social security number (SSN). However, for a
resident alien, sole proprietor, or disregarded entity, see the Part I instructions on page 3. For other
entities, it is your employer identification number (EIN). If you do not have a number, see How to get a
TIN on page 3.
Note. If the account is in more than one name, see the instructions for line 1 and the chart on page 4 for
guidelines on whose number to enter.
Social security number
–
–
or
Employer identification number
–
Part II
Certification
Under penalties of perjury, I certify that:
1. The number shown on this form is my correct taxpayer identification number (or I am waiting for a number to be issued to me); and
2. I am not subject to backup withholding because: (a) I am exempt from backup withholding, or (b) I have not been notified by the Internal Revenue
Service (IRS) that I am subject to backup withholding as a result of a failure to report all interest or dividends, or (c) the IRS has notified me that I am
no longer subject to backup withholding; and
3. I am a U.S. citizen or other U.S. person (defined below); and
4. The FATCA code(s) entered on this form (if any) indicating that I am exempt from FATCA reporting is correct.
Certification instructions. You must cross out item 2 above if you have been notified by the IRS that you are currently subject to backup withholding
because you have failed to report all interest and dividends on your tax return. For real estate transactions, item 2 does not apply. For mortgage
interest paid, acquisition or abandonment of secured property, cancellation of debt, contributions to an individual retirement arrangement (IRA), and
generally, payments other than interest and dividends, you are not required to sign the certification, but you must provide your correct TIN. See the
instructions on page 3.
Sign
Here
Signature of
U.S. person a
Date a
General Instructions
• Form 1098 (home mortgage interest), 1098-E (student loan interest), 1098-T
(tuition)
Section references are to the Internal Revenue Code unless otherwise noted.
• Form 1099-C (canceled debt)
Future developments. Information about developments affecting Form W-9 (such
as legislation enacted after we release it) is at www.irs.gov/fw9.
• Form 1099-A (acquisition or abandonment of secured property)
Use Form W-9 only if you are a U.S. person (including a resident alien), to
provide your correct TIN.
Purpose of Form
An individual or entity (Form W-9 requester) who is required to file an information
return with the IRS must obtain your correct taxpayer identification number (TIN)
which may be your social security number (SSN), individual taxpayer identification
number (ITIN), adoption taxpayer identification number (ATIN), or employer
identification number (EIN), to report on an information return the amount paid to
you, or other amount reportable on an information return. Examples of information
returns include, but are not limited to, the following:
If you do not return Form W-9 to the requester with a TIN, you might be subject
to backup withholding. See What is backup withholding? on page 2.
• Form 1099-INT (interest earned or paid)
3. Claim exemption from backup withholding if you are a U.S. exempt payee. If
applicable, you are also certifying that as a U.S. person, your allocable share of
any partnership income from a U.S. trade or business is not subject to the
withholding tax on foreign partners' share of effectively connected income, and
• Form 1099-DIV (dividends, including those from stocks or mutual funds)
• Form 1099-MISC (various types of income, prizes, awards, or gross proceeds)
• Form 1099-B (stock or mutual fund sales and certain other transactions by
brokers)
• Form 1099-S (proceeds from real estate transactions)
By signing the filled-out form, you:
1. Certify that the TIN you are giving is correct (or you are waiting for a number
to be issued),
2. Certify that you are not subject to backup withholding, or
4. Certify that FATCA code(s) entered on this form (if any) indicating that you are
exempt from the FATCA reporting, is correct. See What is FATCA reporting? on
page 2 for further information.
• Form 1099-K (merchant card and third party network transactions)
Cat. No. 10231X
Form W-9 (Rev. 12-2014)
Form
W-8BEN
Certificate of Foreign Status of Beneficial Owner for United
States Tax Withholding and Reporting (Individuals)
(Rev. February 2014)
a
Department of the Treasury
Internal Revenue Service
OMB No. 1545-1621
a For use by individuals. Entities must use Form W-8BEN-E.
Information about Form W-8BEN and its separate instructions is at www.irs.gov/formw8ben.
a Give this form to the withholding agent or payer. Do not send to the IRS.
Do NOT use this form if:
• You are NOT an individual
Instead, use Form:
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
. W-8BEN-E
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
• You are a beneficial owner claiming that income is effectively connected with the conduct of trade or business within the U.S.
(other than personal services) . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
.
.
.
. W-8ECI
• You are a U.S. citizen or other U.S. person, including a resident alien individual
• You are a beneficial owner who is receiving compensation for personal services performed in the United States .
.
.
.
.
.
.
• A person acting as an intermediary
.
.
.
.
.
.
Part I
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
.
Name of individual who is the beneficial owner
3
Permanent residence address (street, apt. or suite no., or rural route). Do not use a P.O. box or in-care-of address.
2
Country
Mailing address (if different from above)
City or town, state or province. Include postal code where appropriate.
5
U.S. taxpayer identification number (SSN or ITIN), if required (see instructions)
7
Reference number(s) (see instructions)
Part II
10
. W-8IMY
Country of citizenship
City or town, state or province. Include postal code where appropriate.
9
8233 or W-4
.
Identification of Beneficial Owner (see instructions)
1
4
. W-9
8
Country
6
Foreign tax identifying number (see instructions)
Date of birth (MM-DD-YYYY) (see instructions)
Claim of Tax Treaty Benefits (for chapter 3 purposes only) (see instructions)
within the meaning of the income tax treaty
I certify that the beneficial owner is a resident of
between the United States and that country.
Special rates and conditions (if applicable—see instructions): The beneficial owner is claiming the provisions of Article
of the treaty identified on line 9 above to claim a
% rate of withholding on (specify type of income):
.
Explain the reasons the beneficial owner meets the terms of the treaty article:
Part III
Certification
Under penalties of perjury, I declare that I have examined the information on this form and to the best of my knowledge and belief it is true, correct, and complete. I further
certify under penalties of perjury that:
•
I am the individual that is the beneficial owner (or am authorized to sign for the individual that is the beneficial owner) of all the income to which this form relates or
am using this form to document myself as an individual that is an owner or account holder of a foreign financial institution,
•
The person named on line 1 of this form is not a U.S. person,
•
The income to which this form relates is:
(a) not effectively connected with the conduct of a trade or business in the United States,
(b) effectively connected but is not subject to tax under an applicable income tax treaty, or
(c) the partner’s share of a partnership's effectively connected income,
•
The person named on line 1 of this form is a resident of the treaty country listed on line 9 of the form (if any) within the meaning of the income tax treaty between
the United States and that country, and
•
For broker transactions or barter exchanges, the beneficial owner is an exempt foreign person as defined in the instructions.
Furthermore, I authorize this form to be provided to any withholding agent that has control, receipt, or custody of the income of which I am the beneficial owner or
any withholding agent that can disburse or make payments of the income of which I am the beneficial owner. I agree that I will submit a new form within 30 days
if any certification made on this form becomes incorrect.
F
Sign Here
Signature of beneficial owner (or individual authorized to sign for beneficial owner)
Print name of signer
For Paperwork Reduction Act Notice, see separate instructions.
Date (MM-DD-YYYY)
Capacity in which acting (if form is not signed by beneficial owner)
Cat. No. 25047Z
Form
W-8BEN
(Rev. 2-2014)
AMERICAN PSYCHOLOGICAL ASSOCIATION
DIVISION RECEIPT FORM
DIVISION _______, SECTION_____ (IF APPLICABLE)
Please indicate the amount of the deposits to be made on the appropriate account line, and mail the
checks along with this form to APA at the following address for processing:
*(Please group checks according to category.)
Division Accounting
PO Box 90220
Washington, DC 20090
[email protected]
ACCT #
40111
40112
40113
40115
40121
40122
40123
40125
40126
40214
40215
40216
40217
40420
41201
41401
41501
42001
43005
43010
44005
45910
47005
45990
ACCOUNT TITLE
NEW ASSOCIATE DUES
NEW MEMBER DUES
NEW FELLOW DUES
NEW STUDENT DUES
ASSOCIATE RENEWALS
MEMBER RENEWALS
FELLOW RENEWALS
STUDENT RENEWALS
AFFILIATE RENEWALS
NON-APA MBR DUES: EXEMPT
NON-APA MBR DUES: STUDENTS
NON-APA MBR DUES: AFFILIATES
INTERNATIONAL AFFILIATE DUES
STATE ASSOCIATION DUES
ADVERTISING
ROYALTIES
SALES
GRANTS
CONTRIBUTIONS
CONTRIBUTIONS-SPECIAL
REGISTRATION FEES/WORKSHOP
HONORARIUM/STIPENDS EDIT/OFFICE EXP
INTEREST/DIVIDENDS-INVESTMENTS
MISCELLANEOUS
DEPOSIT/ADVANCE BALANCE RETURNED
OFFSET EXPENSES (SPECIFY ACCOUNT BELOW)
DETAIL: ____________________________________
AMOUNT
(see Note 1 for explanation)
(see Note 1 for explanation)
(see Note 1 for explanation)
(see Note 1 for explanation)
(see Note 3 for explanation)
(see Note 2 for explanation)
(see Note 2 for explanation)
(see Note 5 for explanation)
(see Note 4 for explanation)
TOTAL
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
Please give a brief description of any checks that are not membership dues: ____________________________
_______________________________________________________________________________________
Treasurer name:
Treasurer signature:
Date submitted:
Footnotes for Revenue Accounts
Note 1 - New members dues are kept separately from non-member dues.
Note 2 - For tax return use, keep track of contributions in the amount of $50,000 or greater.
Necessary information includes: (a) Name (b) Amount (c) Cash or non cash
Note 3 - Income received from a division member who donates or assigns his/her rights (in a royalty, etc.) to the
division should be considered contributions.
Note 4 - Keep track of descriptions of miscellaneous income. (please avoid using this account)
Note 5 - For checks received from APA for editorial office expenses
AMERICAN PSYCHOLOGICAL ASSOCIATION
SECTION RECEIPT FORM
DIVISION _______ SECTION_______
Please indicate the amount of the deposits to be made on the appropriate account line, and mail the
checks along with this form to APA at the following address for processing:
*(Please group checks according to category.)
Division Accounting
PO Box 90220
Washington, DC 20090
[email protected]
ACCT #
40301
40302
40303
40305
40306
40420
41201
41401
41501
42001
43020
44005
45910
47005
45990
ACCOUNT TITLE
SECTION DUES - ASSOCIATE
SECTION DUES - MEMBER
SECTION DUES - FELLOW
SECTION DUES - STUDENT
SECTION DUES - AFFILIATE
STATE ASSOCIATION DUES
ADVERTISING
ROYALTIES
(see Note 3 for explanation)
SALES
GRANTS
CONTRIBUTIONS - SECTIONS
(see Note 2 for explanation)
REGISTRATION FEES/WORKSHOP
HONORARIUM/STIPENDS EDIT/OFFICE EXP
(see Note 5 for explanation)
INTEREST/DIVIDENDS-INVESTMENTS
MISCELLANEOUS
(see Note 4 for explanation)
DEPOSIT/ADVANCE BALANCE RETURNED
OFFSET EXPENSES (SPECIFY ACCOUNT BELOW)
DETAIL: ____________________________________
TOTAL
AMOUNT
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
Please give a brief description of any checks that are not membership dues: ____________________________
_______________________________________________________________________________________
Treasurer name:
Treasurer signature:
Date submitted:
Footnotes for Revenue Accounts
Note 1 - New members dues are kept separately from non-member dues.
Note 2 - For tax return use, keep track of contributions in the amount of $50,000 or greater.
Necessary information includes: (a) Name (b) Amount (c) Cash or non cash
Note 3 - Income received from a division member who donates or assigns his/her rights (in a royalty, etc.) to the
division should be considered contributions.
Note 4 - Keep track of descriptions of miscellaneous income. (please avoid using this account)
Note 5 - For checks received from APA for editorial office expenses
VOID
CORRECTED
PAYER’S name, street address, city or town, state or province, country, ZIP
or foreign postal code, and telephone no.
1 Rents
OMB No. 1545-0115
2016
$
2 Royalties
PAYER’S federal identification number RECIPIENT’S identification number
Miscellaneous
Income
$
Form 1099-MISC
3 Other income
4 Federal income tax withheld
$
$
5 Fishing boat proceeds
6 Medical and health care payments
$
$
RECIPIENT’S name
7 Nonemployee compensation
8 Substitute payments in lieu of
dividends or interest
Street address (including apt. no.)
$
$
City or town, state or province, country, and ZIP or foreign postal code
9 Payer made direct sales of
10 Crop insurance proceeds
$5,000 or more of consumer
products to a buyer
$
(recipient) for resale a
Account number (see instructions)
FATCA filing
requirement
11
12
13 Excess golden parachute
payments
14 Gross proceeds paid to an
attorney
$
15a Section 409A deferrals
$
Form 1099-MISC
15b Section 409A income
$
16 State tax withheld
$
$
www.irs.gov/form1099misc
Copy 1
For State Tax
Department
$
17 State/Payer’s state no.
18 State income
$
$
Department of the Treasury - Internal Revenue Service
BLANKET EXPENSE AUTHORIZATION FORM
FOR
, SECTION ______ (If Applicable)
DIVISION
This is my authorization to reimburse
expenses from Division
funds as described below:
for his/her
TIME PERIOD:
TYPE OF EXPENDITURES:
Printing
Postage
Advertising
Convention
Consultant Fees-Individuals
Contractual Services-Firms
Travel
Office Related
Telephone/Fax
Delivery/Messenger Service
Continuing Education Fees
Bank Charges/Fees
Contribution/Donation
Corporate Dues/Membership
Miscellaneous
NTE
Per Each Request:
$ _________
$ _________
$ _________
$ _________
$ _________
$ _________
$ _________
$ _________
$ _________
$ _________
$ _________
$ _________
$ _________
$ _________
$ _________
*All reimbursement expenses over the above stated dollar limitation must be approved by
me.
Signature of Division
Date of Authorization
Return this form to:
Division Accounting
P. O. Box 90220
Washington, DC 20090-0220
's or Section
‘s, President
SAMPLE 1 INVOICE
XYZ COMPANY
Invoice No.
12810 East Main Street
New York, NY 10001
(212) 100-1231
1541
INVOICE
Customer
Name
Address
City
Phone
Division 4
c/o Dr. John Doe, Univ. of Pittsburgh, 1000 Main St.
Pittsburgh
State PA
Zip
15425
Date
1/11/20XX
Order No.
Rep
FOB
Description
Qty
Unit Price
TOTAL
$3,572.00
$3,572.00
SubTotal
Shipping & Handling
Taxes
$3,572.00
Division 4 - Banquet
Payment Details
O
O
O
Cash
Check
TOTAL
Credit Card
Name ____________________________________
CC # ____________________________________
Expires ______________
Office Use Only
Footnote: Disbursement of Division's funds made directly to XYZ Company.
$3,572.00
SAMPLE 2 INVOICE
XYZ COMPANY
Invoice No.
12810 East Main Street
New York, NY 10001
(212) 100-1231
1541
INVOICE
Customer
Name
Address
City
Phone
Dr. John Doe, Newsletter Chair
Univ. of Pittsburgh, 1000 Main St.
Pittsburgh
State PA
Zip
Qty
15425
Description
Date
1/11/20XX
Order No.
Rep
FOB
Unit Price
$3,572.00
Payment received by check # 15425
$3,572.00
PA
ID
Division 4 - Banquet
TOTAL
SubTotal
Shipping & Handling
Taxes
Payment Details
O
O
O
Cash
Check
TOTAL
$0.00
$0.00
Credit Card
Name ____________________________________
CC # ____________________________________
Expires ______________
Office Use Only
Footnote: Disbursement of Division's funds made to Dr. John Doe as long as copy of cancelled check is
received by APA or invoice indicates zero amount due.
Direct Bill Application
Hotel/Resort: _________________________________
Boston - Parker House
________________________
Name of Organization:
Billing Address:
City:
State: ______ Zip:
Group Contact:
Telephone Number:
Accounting Contact:
Telephone Number:
Main Phone Number:
Fax Number:
Would you prefer your bills/invoices emailed? If so, email address:
Is your company tax exempt?  Sales Tax  State Occupancy Tax  City Occupancy Tax
If so, please attach a copy of the qualified tax exemption form.
Billing Instructions:  All charges billed to Master  Room & Tax only to Master  Individual Pays Own
 Banquet charges Only
 Other _____________________________________
Persons authorized to sign charges: ____________________________
Banking Reference
(attach additional pages, if needed)
Name:
Account Number:
____________________________
Telephone Number:
Dun and Bradstreet Number:
LIST HOTEL REFERENCES (The most current)
1. Hotel:
Telephone Number:
Address:
Date of Stay or Function: _______________________________
2. Hotel:
Telephone Number:
Address:
Date of Stay or Function: _______________________________
3. Hotel:
Telephone Number:
Address:
Date of Stay or Function: _______________________________
Requested Line of Credit:
The applicant certifies that all information is correct and authorizes the Hotel/Resort to perform a direct investigation of these references, including
standard hotel credit check and agree to hold harmless from any action arising out of the legitimate and proper conduct of those investigations.
The applicant agrees that the named group or firm shall pay the amount or amounts due no later than 30 days from the invoice date. All disputed items
not paid within the terms listed above will be considered PAST DUE. The Omni Hotel/Resort does impose a finance charge on all past due items in the
amount of 1.5% interest per month (18% per year), or the maximum allowed by law, on the unpaid balance, and the reasonable cost of collection,
including attorney’s fees. The applicant understands that failure to pay within these terms may discontinue billing privileges as well as result in
collections, and/or reporting to various credit agencies.
By signing below, I certify that I am authorized to release this information and bind the organization in this credit transaction. Omni Hotels
Management Corporation reserves all rights.
Completed by: _____________________________
Signature: _________________________________
Title: _____________________________________
Date: _______________________
THIS APPLICATION MUST BE FILLED OUT COMPLETELY IN ORDER TO BE ELIGIBLE FOR BILLING
For Office Use ONLY
Sales/Catering Manager:
Director of Finance Approval:
Date of Function:
NSO:
Estimated Amount of Function: