Admin Handbook

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Contents

Admin Handbook

Incoming Mail

Incoming mail should be picked up each day and deposited in the 'Incoming' tray on the desk in the Admin Office. Bills should be opened to see if any are urgent.

We use accounting at freegeekvancouver dot org email for invoices we sent and also bills we receive.

Accounts Payable

Vendor List

Vendor Description Payment Method
Argus Carriers Ltd. Cheque
BC Hydro Electricity Utility Online Bill Pay
Benefits By Design Employee Benefits Pre-auth Debit
BFI Canada Inc. Pre-auth Debit
C. H. Robinson Freight Cheque
Co-Operators General Insurance Company Insurance Pre-auth Debit
Fairlane Fire Prevention Ltd. Fire Inspection & Equipment Cheque
FedEx Trade Networks US Customs Brokerage USD Cheque
Fortis BC Gas Utility Online Bill Pay
Fugu Communications / Telephonic Canada VoIP Termination Cheque - invoice amount under $5 is forgiven
Libra Accounting Services Bookkeeping & Accounting Cheque
Mills Basics Office Supplies Monthly invoices are mailed to us, but we do not pay them. They kindly donate their products to us.
Petro Canada SuperPass Gas card (for pick-ups) Pre-auth Debit
Shaw Internet Online Bill Pay
Shred-It International Inc. Shreds magnetic media from receiving Cheque
Telus Telephone Online Bill Pay

Paying Bills

Typically done by: Christine
Outstanding bills should be paid weekly using the method in the table above. Paper bills should be stamped "PAID on DD/MM/YYYY" and the method of payment (include cheque number or confirmation number if possible). Paper bills should then be placed in the accountant's box on the bookshelf in the Admin Office so that he can enter them into the accounting software. He will come on a monthly basis to pick them up, and then will return them on the following month, at which point they must be filed in the filing cabinet behind the desk in the Admin Office.

If at any point, a document is not completely processed, leave it in the "Processing" tray under the "Incoming" one.

Paying by Cheque

Typically done by: Christine
The chequebook is located in the three-drawer cart in the Admin Office. Be sure to use the Canadian cheques (we also have USD cheques which should not generally be used without permission from Christine). Fill out the chequebook stub along with the cheque with all details. Cheques require the signatures of two signatories.

Address the envelope (make sure you stamp it on the top left hand corner with the store address stamp), put the cheque and the bill stub in it, stick a stamp on it and send it.

Paying Online

Typically initiated by: Christine and approved by Tyler
One signatory must begin the transaction, and then another signatory must sign in to their own account to approve it.

Pre-auth Payment

Typically arranged by: Christine
No action must be taken. The payment will be made automatically.

Deposits

Typically cash out is done by Tim; Deposit by Karen; Store Sales spreadsheet by director
The thrift store does a cash-out procedure at the end of each day. They will place the cash from the day, along with a summary printout from the till, into an envelope in the safe. They will also fill out a line in the 2011-Sales.ods spreadsheet, located in the accounting/2011/store/ directory. This spreadsheet will include the important fields from the summary printout, and a tally of all cash denominations in the envelope. All members of the accounting and store groups have access to this file.

  1. Get the sealed envelopes from the safe.
  2. Open the 2011-Sales.ods spreadsheet and switch to the Thrift Store Record sheet
  3. For each day's envelope:
    1. Double check all of the Sales Record fields on the Thrift Store Record sheet
      • Ensure that the Gross Revenue is the CAID line on the Z Report
      • Ensure that the donations are correctly reported
      • Ensure that wholesale items are correctly reported (from both "Wholesale" and "Simba" categories, if they're shown)
    2. Staple the summary printout to any other receipts or documentation that was in the evelope, and put it in the dossier in the lower drawer of the cave
    3. Count the money inside, make sure it tallies with what is written in the spreadsheet
      • If it does not, correct it on the Thrift Store Record sheet
      • As you count each day, consolidate it into separate piles for each denomination
      • Ensure that all bills are facing the same way
  4. When you have gone through all envelopes, you can discard the empty envelopes
  5. Switch the spreadsheet to the Deposit Worksheet
  6. Clear any pre-existing values in yellow fields, by selecting them and pressing backspace
  7. List the days for which you are doing the deposit, the denominations will fill in automatically
  8. Count the consolidated piles of money, and make sure they agree with the totals in the Deposit Worksheet
  9. If you want to deposit full rolls of coins, you can make the rolls at this point. If you don't quite have enough for a full roll, you can use the lower part of the worksheet labeled Adjustments to make change for yourself. Go to the store and ask for the change you need, but make sure not to deplete their supply of change either. You can also ask the store clerk if they need more change, and you can take their high-denomonations in exchange for lower ones. Record each transaction on a row in the Adjustments area to ensure that it balances.
  10. Fill in the bank deposit form (booklet kept in the plastic drawers on top of the small filing cabinet).
    1. Look at a previous deposit to get the branch/bank numbers and account type.
    2. Fill in the tallies and values of each denomination by reading off of the worksheet.
    3. On the left side (cheques section), write the days for which you are depositing store income, as a note.
    4. Do not combine revenue from other sources (recycling, accounts receivable, etc) on the same deposit slip. The slip should only contain what is recorded on the store spreadsheet.
    5. Add up the total amounts and check that they agree with the Deposit Worksheet.
    6. Print your name in the 'Deposited By' box.
  11. Take it to any VanCity branch and deposit it using the 'Business Transactions' teller – usually a lot quicker.
  12. Edit the 2011-Sales.ods spreadsheet to decolour the cells for the processed days, and protect them. This way, nobody will accidentally edit the numbers for past days.

Accounts Receivable

Creating An Invoice

Typically done by: Karen, Tim,

  1. Log into http://invoice.shop.lan
  2. Click New Invoice
  3. Select the Customer
    1. If the customer doesn't exist yet, you must first add them in People->Customers
  4. For each item, choose the item type from the drop-down menu. Add further details by click the show details button
  5. Leave the Invoice Preference set to Draft Invoice

Sending An Invoice

Typically done by: Karen, Tim

  1. Verify the invoice
  2. Create a PDF
  3. Email it to the customer

Processing a Payment

Typically done by: Karen

  1. Log into http://invoice.shop.lan
  2. Click on Money, and then Payments
  3. For each payment to process:
    1. Click Process Payment
    2. Select the invoice to apply the payment to
    3. Enter the amount
    4. Select the payment type
    5. Enter the cheque number in the notes section
    6. Click Save
  4. Enter all of the payments on a bank deposit slip
    1. Title the deposit slip with "Accounts Receivable"
    2. Total it up, and take it to the bank

Petty Cash

Taking Money Out

Typically done by: Karen

  1. Open the safe and get the cash box
  2. Fill out an expense claim, and staple your receipt to it
  3. Take out the exact amount of the claim
  4. Leave the claim and receipt in the bottom of the cash box

At all times, the cash box should contain receipts and cash totalling exactly $500

Replenishing

Typically done by: Karen

  1. Open the safe and get the cash box
  2. Total up all of the expense claims
  3. Total up all of the cash
  4. Make a note of any shortfall (if the total cash plus total claims don't add up to $500)
  5. Make a check payable to CASH for $500 minus the cash total
  6. Bundle up all of the claims, along with a note about any shortfall, and note the cheque number
  7. Place the bundle in Mahmoud's box
  8. Cash the cheque, and place the money back in the cash box.
  9. The cash box should now have $500 cash, and no claims or receipts.

Budgeting

Monthly Financial Report

Typically done by: Christine

  1. Coordinate with Mahmoud to get the updated GNUCash files with the latest transactions
  2. Create a "Income Report" for the given month
  3. copy and paste into a spreadsheet
  4. Clean it up, and copy it into the monthly budget-to-actual spreadsheet
  5. Do the same for year-to-date
  6. Create a nice PDF, upload it to the wiki, and present it at the general meeting

HR Processes

Hiring An Independent Contractor

Hiring an independent contractor is often an effective way to get a service performed. There is less risk than hiring an employee as the contract is easier to terminate. A contract is required to protect Free Geek Vancouver and make clear what the contractor is to do. The contract should follow one of the previous ones on file. This is not an employment contract.

Key things to make clear are the cost of the service, when the contractor is to be paid (based on submitted invoices by the contractor), what the deliverables are and when they are due, termination of the contract: the contract can be terminated at any time by Free Geek, and the contractor is not an employee. If the contract has a number of regular payments, arrangements can be made to pay the contractor via Ceridian.



Warning: Everything below here is suspected to be out-of-date.

New Hire Employee Information form

We have a form for new employees to fill in stored under the phone directory, under dead trees, Staff Info, it's called 'Free Geek New Hire Employee Information Form'. This needs to be filled in for each new employee and stored in their personal HR file. The bank details need to be used to set up a direct deposit for their pay each 2 weekly period.

Employee Files

Each employee and past employee has an individual file in the plasatic box marked 'HR Private and Confidential' stored in the Admin Office. Anything to do with them personally should be kept here. The New Hire Information form, their resume and the ROE and any other forms prepared about them should be kept in their file. HR information is personal and should not be left lying around.

Payroll

With consensus of the staff and directors, Jessica will continue to do payroll with Christine's reviewing and submitting the pay run for the duration of our Board 2011-2012.

Link to Payroll how-to.

Health Benefits Package (BBD)

Employees who work at least 24 hours per week (3 full days) are eligible to be enrolled in the group plan after having worked for three months.

As Health Benefits tie in with payroll, Jessica who is doing payroll is also our Plan Administrator. She can administrate our plan online. If Jessica is not available, alternate contact is Christine.

There are booklets and all other info in a file clearly marked 'BBD Benefits Info' on the book shelf to the right of the desk in the cave. Once an employee has been with us for 2 ½ months, we can add them online or contact BBD to add the employee to our account. The coverage will start on the first day after employee has been with us for 3 months. The 'Group Insurance Enrolment' form can be found at the back of the BBD file, next to the white box on the bookshelf.

Annual Considerations

The following are things that need to be reviewed / renewed each year.

Budget

Our fiscal year is January to December. Usually a director / treasurer leads a budget workgroup and put together a proposed budget with the collaboration of the staff. It is then emailed to the general mailing list and proposed in a monthly generally meeting.

Financial Reports

Usually a director / treasurer prepares the income statement and balance sheet for the AGM.

Lease

  • Lease is from July 1, 2011 to June 30, 2012
  • provides parking lane, loading lane and 3 fire extinguishers – yearly re-certification required
  • 60 days notice required to renew or termination of lease
  • Lease is under Ali and Chris's name

Health Benefits Package (BBD)

Our plan will expire on Sept 30, 2012. Barnett & Associates Financial Services will call our office one month prior to expiration.

New rate will be effective Oct 1. This means we need to update the employer contribution in the payroll system.

Insurance

We have insurance policy with The Cooperators General Insurance Company. It is renewed for one year on 2011 July 7. For the directors' insurance, we need to inform The Cooperators when we change our Board or Board memeber(s).

Work Safe BC

Our rate is [not disclosed to public]. Our Acct. No. Is [not disclosed to public] and Payroll Report ID is [not disclosed to public].

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