Activity HOC Program Manager(s)

northcarolinasweekManagement

Nov 10, 2013 (3 years and 11 months ago)

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Activity

HOC
Program
Manager(s)

HOC Board
Member
Overseeing

Program

HOC

Secretary/
Treasurer

Field/Gym/Meeting

Space Permits

-

Designate program manager(s) authorized to request field/gym/meeting space

-

Establish Fairfax County NCS AFAR System user account
linked to HOC account
;
provide/
receive system training

(
https://www.fairfaxcounty.gov/afar/AFARLoginPage.aspx
)

-

Submit
to
Fairfax County NCS
gym
-
field

permit request

(

one
-
time use


or

organization
-
registers by participant
s

)

using online
their
AFAR System

by their
deadlines
:

o

Spring sport fields/gyms: December 1

o

Summer sport fields: December 1

o

Summer sport gyms: April 1

o

Fall sport fields/gyms: June 1

o

Winter sport fields/gyms: September
1

-

Prepare and s
ubmit r
oster

file

and practice/game schedule

file

containing required
information
1

to HOC

Secretary/Treasurer

before deadline specified in Fairfax County
NCS

permit email

(not applicable to one
-
time use permits)

-

Calculate Fairfax County NCS
fees and submit rosters, schedule, and payment to
Fairfax NCS

-

Submit
to Town of Herndon Parks and Recreation by their deadline(s)
gym
-
field

permit request
(s) for
Herndon

Community Center

or Haley Smith Park

-

Review Town of Herndon Parks and Recreation invoi
ces for accurate billing and
submit to HOC

Secretary/Treasurer

for payment

-

Establish FCPS Community Use
w
eb

site

user account linked to HOC account
;
provide/
receive system training

(
http://www.fcps.edu/fts/co
muse/
)

-

Submit liability insurance certificate to FCPS annually

-

Reserve
FCPS

space

(e.g., cafeteria, auditorium)

for
program
meeting
s

using online
FCPS Community Use
w
eb

site

-

Review FCPS space invoices for accurate billing and submit to HOC

Secretary/Trea
surer

for payment




X



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Activity

HOC
Program
Manager(s)

HOC Board
Member
Overseeing

Program

HOC

Secretary/
Treasurer

Program
Registrations
/Online Store/Online Forms

-

Designate program manager(s) authorized to manage online registration programs
,
online store, and/or onli
ne forms

-

Establish HOC

sports

management system user account(s)

with appropriate
security permissions to protect PII
;
provide/
receive system training

-

Setup online registration programs
/store/forms

containing

required financial
management
,
IRS
income report
ing,

and
participant a
greement fields (see System
Standards document

posted on HOC
w
eb

site

for details)

-

Designate program manager(s) authorized to deposit funds and request refunds

-

Provide HOC deposit tickets

and training

to program manager(s)

-

Receive cas
h/checks collected for registration/equipment fees,
HOC
donations, a
nd
concession/spirit wear sales;

p
repare deposit tickets
containing

required
information
1
;
post payme
nt in
HOC
online registration program
/
store/form
;

deposit
funds
at HOC bank branch

-

Revi
ew registration/equipment fee refund requests, determine refund amount, and
send email
containing

required information
1

to HOC

Secretary/Treasurer

for
payment

-

Establish NCSI Background Check System user account linked to HOC account
;
provide/
receive system

training

-

Review NCSI invoices for accurate billing and submit to HOC

Secretary/Treasurer

for payment

-

Prepare and submit electronic scholarship applications file
containing required
information
and hardcopy paper scholarship documentation to Fairfax County

NCS

(file specifications provided by Fairfax County NCS)





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Activity

HOC
Program
Manager(s)

HOC Board
Member
Overseeing

Program

HOC

Secretary/
Treasurer

GHYF Donations and Grants

-

Designate program manager(s) authorized to collect/
enter/deposit
GHYF
donations
and prepare
/submit
G
HYF
grant applications

-

Provide GHYF deposit tickets and training to program manager(s)

-

Receive cash/checks collected for
GHYF
donations; prepare deposit tickets
containing required information
1
; enter donation into GHYF online donation form (if
not already

entered by donor)
;
deposit funds at HOC bank branch

-

Prepare and submit GHYF grant application with required supporting documentation
to HOC
Secretary/
Treasurer

-

Process grant application and transfer funds from GHYF to HOC





X

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X

Equip
ment
/
Supplies
/Services

-

Designate progra
m manager(s) authorized to acquire

equipment/supplies/services

and
responsible for
obtain
ing

pre
-
approvals
, if required,

before purchase is
made/order is placed/contract is signed
2

-

Establish authorized user with HOC s
ports equipment vendor

-

Order equipment
/
supplies
/services

-

S
ubmit order confirmation/invoice

with required information
1

to HOC
Secretary/
Treasurer for payment

-

Review/renew
game official
contract
s

-

Review game official invoices for accurate billing and submit

invoice with required
information
1

to HOC
Secretary/
Treasurer for payment

-

Review/renew
commercial
space
rental
contracts

-

Review
commercial
space

rental

invoices

for accurate billing and submit

invoice with
required information
1

to HOC

Secretary/Treasurer

f
or payment

-

Review/renew sports pictures contracts

-

Prepare and submit
game official/scorekeeper fees payment file
containing

required
payment and
IRS
income reporting
information
1

to HOC

Secretary/Treasurer

for
payment






X

X

X


X

X


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Activity

HOC
Program
Manager(s)

HOC Board
Member
Overseeing

Program

HOC

Secretary/
Treasurer

Insurance

-

Generate annual player, volunteer (
e.g.,
coaches, managers), and game official
participant counts by age group (12&under, 13
-
15, 16
-
18, over 18) and provide
information to HOC Treasurer by
July

1
5

-

Review
Optimist Club of Herndo
n
Directors & Officers (D&O), Accident, and Liability
Insurance policies for changes in coverage and number of participants to be
covered; adjust coverage if needed

-

Review Optimist Club sports league accident and/or liability coverage provided by
parent or
ganization (e.g. county, state, or national league) to ensure adequate
coverage of participants and the Optimist Club of Herndon; obtain certificates of
coverage with Optimist Club of Herndon VA, Inc. as a named insured



X






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X

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Activity

HOC
Program
Manager(s)

HOC Board
Member
Overseeing

Program

HOC

Secretary/
Treasurer

Financial Planning a
nd Monitoring

-

Designate program manager(s) authorized to monitor financial information

-

Establish HOC financial
management
system user account(s)
;
provide/
receive
financial management
system training

for profit/loss and cash balance reporting
3

-

Prepare annua
l budget using previous period’s financial expenditure

information

and
input from program management team

on new season’s proposed
revenue/expenditures

and HOC

Secretary/Treasurer

on any changes to HOC
shared/allocated expenses

-

Reconcile HOC/GHYF online re
gistration/store/form income and bank account
postings with HOC financial
management
system postings; post deposits,
expenditures, and adjustments to HOC financial management system

-

Make payments
4
;

post deposits and expenditures to
HOC financial management

system;

provide supporting deposit/expenditure documentation to HOC Board
Member overseeing program

-

Review deposit/expenditure documentation provided by HOC Treasurer against
postings in HOC financial management system and email any posting
corrections/ad
justments to HOC

Secretary/Treasurer

(
e
.
g
.,

change
revenue/expenditure line item
to which amount was posted
)

-

Review operating account and retained earnings (reserve) account cash balances,
d
etermine amount of funds
, if any,

to be moved
between
operating
an
d
retained
earnings account
s, and

email request to move funds to HOC
Board of Directors

(amount equal to
no less than
10% of
annual expenditures

should be maintained in
retained earnings
account)

-

Review revenue/expenditures against previous season actuals
and current season
budget; adjust current season budget if needed

-

At the end of the
program’s
season
5
, review program’s revenue
s
/expenditures for
significant changes bet
ween previous and current season
,
review
operating account
and retained earnings
accoun
t
cash balance
s

for sufficient funds, and discuss any
concerns/recomme
ndations




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Activity

HOC
Program
Manager(s)

HOC Board
Member
Overseeing

Program

HOC

Secretary/
Treasurer

Tax and Other External Reporting
; Policy/Standards Management

-

Prepare and submit

annual 990 and 1099/1096 annual tax rep
orts for HOC and
GHYF

-

Prepare and submit Virginia Corporation Commission annual report for HOC and
GHYF

-

Prepare and submit Virginia sales tax exemption certificate renewal for HOC

-

Prepare and submit

Optimist Internat
ional membership and by
laws updates

when
membership/board changes occur

-

Develop and maintain HOC and GHYF policies
, procedures,

and standards
; post
them on HOC/GHYF
w
eb

site

-

Implement and monitor compliance with HOC and GHYF policies
, procedures,

a
nd
stand
ards












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Footnotes:


(1)
Required Information


Fairfax County NCS

Roster

file

and Practice/Game Schedule

file

(both in MSExcel)
:

-

Roster
file
information
:

o

HOC program name or acronym, season, and year (e.g., HOYC Fall 20
12)

o

Participants’ c
ounty of residence

o

Participants’ l
ast and first name

o

Participants’ a
ge (league age as of whatever date your league uses for registration)

o

Participants’ gender

o

Participants’ a
ddress (street, city, state, zip code)

o

Participants’ h
ome phone

number

o

Participants’ t
eam name

o

Participants’ Fairfax County i
nformation release (yes/no)


-

Practice/
g
ame
s
chedule

file information
:

o

HOC program name or acronym, season, and year (e.g., HOYC Fall 2012)

o

Event type(s) (e.g., p
ractice or game
)

o

Location
(s)

o

D
ay
(s)

of the week

(e.g., Mon)

o

Start and end times for each day specified

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HOC Deposit Tickets

-

Date of deposit

-

For each check listed:

o

Business name or last name (if participant’s last name is different, also include participant’s last name so
payment can be p
osted to correct registration)

o

Check number

o

Check amount

-

HOC program name or acronym (e.g., HOYC)

-

Income line item and
total
amount to be posted to that line item (Uniforms $100, Spiritwear $150)


Registration/Equipment Fee

and Other

Refund Requests

-

HOC pr
ogram name or acronym (e.g., HOYC)

-

Expense line item to be posted (
e.g.,
registration fee refund, equipment deposit refund, spiritwear refund)

-

First and last name of refund recipient

-

First and last name of participant (for registration reconciliation purpo
ses)

-

Address of refund recipient (street, city, state, zip code)

-

Amount of refund


Equipment/Supplies/Service Order Confirmation/Invoice for Payment or Reimbursement

-

HOC program name or acronym (e.g., HOYC)

-

Expense line item to be posted (e.g., equipment,
field maintenance, end
-
of
-
year event, trophies/awards)

-

Electronic image of order/invoice containing:

o

Business name or first and last name of payment recipient

o

Address of payment recipient (street, city, state, zip code)

o

Amount of payment

o

Description of ite
m/service purchased

-

If required, evidence of pre
-
approval before purchase was made/order was placed/contract was signed (e.g. email)


Game Official/Scorekeeper Fees Payment File

-

HOC program name or acronym (e.g., HOYB)

-

First and last name of payment recipi
ent

-

Address of payment recipient (street, city, state, zip code)

-

Amount of payment

-

Social Security Number
(needed
for
IRS
income
(
1099
-
MISC
)

reporting
purposes
)




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(2) Expenditure Pre
-
Approvals Required


HOC Board Member overseeing the program must pre
-
ap
prove any purchase/order/contract over $2,000 before the
purchase is made/orde
r is placed/contract is signed.


Any purchase/order/contract over $5,000 must be pre
-
approved by HOC Board of Directors before purchase

is made
/order

is placed
/contract is
signed
.
The
HOC Board Member overseeing the program submits the pre
-
approval
r
equest

to the
HOC
Board of Directors
. The
pre
-
approval

request

must

include the following information:

-

Purpose of the item
/service

(e.g., uniforms, spiritwear)

-

Amount

expected
to b
e spent for the item/service

-

Approximate date item
/service

will be purchased/ordered/contracted

-

How much was

spent on this item
/service

last year

-

If the amount to be spent

for the item/service

is more than 10%
compared to previous
year
,

why (e.g., we

expect a
2
0%
increase in registrations)


An email is an acceptable method for submitting the pre
-
approval request. The r
equestor should w
ait 72 hours

for responses
and
can proceed
after
a majority of
"yes" responses

are received

from HOC Board Members

(
HO
C Board Members should
use “reply all” in delivering their responses
)
. Any payment requests over $5,000 received by the HOC Secretary/Treasurer,
but not approved by the HOC Board of Directors, will be withheld from payment processing and forwarded to the H
OC Board
Member overseeing the program

for required approval

processing
.

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(3
)
Financial Management System Profit/Loss and Cash Balance Reporting Instructions


Note1: Each of the sports and civic programs has their own “class” (aka operating division) with
in the Optimist Club of
Herndon, VA “company”

and GHYF “company”
;
you must
select
your program’s
“class” name to
get only your

specific
program’s
financial
information
; if you do not select a “class”, you will get the financial information for all sports a
nd civic
programs


1.

Sign
-
in to financial management system (
https://qbo.intuit.com/qbo1/login
)

2.

Click on
either the Optimist Club

of Herndon VA

or GHYF “company”

3.

Under “Reports”, click

the “Profit & Loss”

re
port

button on the left

4.

Click the “Customize” button on the left side

a.

Profit/loss reporting for a specific season
/
period of time
:

i.

Select a “Transaction Date” of “Custom”

ii.

Enter the season/period “From” (begin) and “To” (end) dates

iii.

If you want current and pr
ior season/period comparisons, click the “Prior Period (PP)” box and “$
Change” and/or “% Change”

iv.

Under “Lists”, select the “Class” name
for your

specific
sports/civic program

(e.g., Lacrosse)

b.

Cash balance reporting
:

i.

Select a “Transaction Date” of “All Dat
es”

ii.

Under “Lists”, select the “Class” name for your specific sports/civic program

(e.g., Lacrosse)

5.

Running/exporting reports
:

a.

Click “Run Report” button on the bottom of the page to generate the
customized
report

b.

Click on any dollar amount on the
P&L
report

to bring up the transactions that comprise that dollar amount
;
click the browser back button to return to the P&L report

c.

If you want to export the report contents, click on the “Excel” button on the top of the report page

6.

Memorizing

commonly use
d

customiz
e
d

reports:

a.

Click the “Memorize” button after running the report

b.

Give

your report a name in the “Name of memorized report” box

c.

Saved

report
s

are located under “Memorized reports” on the Report
s

page

d.

Highlight the saved report and click “Run Report”


Note2:

“Net Operating Income” reflects the operating (checking) account balance; “Net Other Income” reflects the retained
earnings (savings) account balance


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(4
) Generation of Payments


The standard time period to generate payment for an expenditure is 25 days
after HOC Secretary/Treasurer receives the
required documentation and evidence of pre
-
approval (if required). If payment is needed sooner than 25 days, special
arrangements must be made with the HOC Secretary/Treasurer when submitting documentation/approva
l for payment.
Checks for payment amounts of over $1000 require the signature of both the HOC President and HOC Secretary/Treasurer.


All items purchased using HOC funds are the property of the HOC unless otherwise approved by the HOC Board of
Directors.


(5
) Program
End
-
of
-
Season Reviews


Program

End of Season

Financial Review

HOYC

February

April

HOYHB

March

May

HOYTB

March

May

Environmental

March

May

HONFL

June

August

HORFC

June

August

Education

June

August

HRYL

July

September

Law Enforcement

Aug
ust

September

HOYB

October

January

HOYF

November

January