WHERE TO GO FOR FINANCE HELP?
REVISED 01/21/10
NOTE: PLEASE USE CURRENT VERSION OF DOCUMENT LOCATED ON THE LINK DUE TO
CONTINUING CHANGES OF MANUALS, FORMS, AND POLICY AND PROCEDURES.
PRESS CONTROL AND CLICK ON THE NEEDED DOCUMENT BELOW
(OR USE THE DIREC TI ONS T O F IND ON THE LINK)
DIRECT VS. INDIRECT EXPENSE (The Link > Finance > Manuals)
FEDEX INSTRUCTIONS MANUAL (The Link > Finance > Manuals)
INTERCOMPANY REIMBURSEMENT FORM (The Link > Finance > Forms)
LAWSON CODING MANUAL (The Link > Finance > Manuals)
LAWSON FINANCAL REPORTING WEBSITE (The Link > Finance > Manuals)
LOST MISSING RECEIPT FORM (The Link > Finance > Finance Forms)
MID SOUTH IRS 501 (C) 3 EXEMPTION LETTER (The Link > Finance > Federal Tax Information)
PETTY CASH/CASH ADVANCE PROCEDURES (The Link > Finance > Policies and Procedures)
SPECIAL EVENTS GUIDEBOOK (The Link > Finance > Manuals)
SHARED SERVICES BUSINESS CENTER MANUAL (The Link > Finance > Manuals)
SSBC DONATION PROCESSING MANUAL (The Link > Finance > Manuals)
STAFF LAWSON RECLASS WORKSHEET (The Link > Finance > Finance Forms)
STATE TAX EXEMPT LETTERS (AL, KY, TN) (The Link > Finance > State Sales Tax Information)
VOLUNTEER REIMBURSEMENT FORM (The Link > Finance > Finance Forms)
W-9 FORM (The Link > Finance > Finance Forms)
Account, Activity, and Subsource Codes
Find a listing of available account, activity and subsource codes for revenue accounts and direct expense
account and activity codes.
SSBC Donation Processing Manual
Ariba
Ariba is ACS’ on-line site to create requisitions (orders) from our approved vendors. Find information on
how to log in, create a requisition (order), change user preferences, delegate approval responsibilities,
instructions on using split accounting for orders, and information on linking Ariba information to Lawson
Web-Reporting.
Shared Service Business Center Manual
Batch
Batch is synonymous with deposit. A batch includes a Deposit Header Form accompanied by transactions
(donor gifts). Find out how to submit batches to SSBC.
SSBC Donation Processing Manual
Contributed Guidelines
Explanation of Restricted Gifts, Tobacco Related Gifts, Pledges, Deferred Income.
Special Events Guidebook
Contributed Services
Non-monetary gifts of services donated by professionals.
Special Events Guidebook
Deposit Header Form
A deposit header is used to submit transactions (donor gifts) to SSBC. Find out information on
completing check, credit card, cash, and split coding forms.
SSBC Donation Processing Manual
Direct vs. Indirect Expenses
Find out information on determining if an item is a direct or indirect expense.
Direct vs. Indirect Expense
Exclusion Income
Income that requires special handling or that are Division-specific. Exclusion Income is not processed at
SSBC. Find out information on how to process Exclusion income.
SSBC Donation Processing Manual
Exception Policy
Exceptions are issued to ACS for errors submitted to Shared Service Business Center. Find information on
our Exception Policy.
Shared Service Business Center Manual
Fair Market Value
This is the price a buyer would be willing to pay and a seller would be willing to accept in the
open market.
Special Events Guidebook
FedEx
FedEx is our preferred vendor for overnight, 2nd day air, and ground shipments. Find
out information on how to set up on-line accounts, orders supplies, and code shipments in the Fed Ex
Instruction Manual. Find out information on how to ship SSBC batches and FedEx Box Contingency Plan in
the SSBC Donation Processing Manual.
Fed Ex Instruction Manual
SSBC Donation Processing Manual
Finance Staff
Find contact information and descriptions of Finance Staff responsibilities.
Shared Service Business Center Manual
Games of Chance (Raffles)
Explanation of laws per state.
Special Events Guidebook
Intercompany Reimbursement Form
This form is used when trying to obtain reimbursement from NHO, ACS Can or a different division.
Intercompany Reimbursement Form
Invoice Processing
EPRF is the system that ACS uses to submit Invoices for payment. Find information on how to; create,
submit, approve, and delegate approval responsibilities for ePRF Reports.
Shared Service Business Center Manual
Lawson
Lawson is ACS’ accounting software. Information on account structures and descriptions of codes are
listed in the Lawson Coding Manual. Information on how to run Lawson Web Reporting is listed in the
Lawson Financial Reporting Website.
Lawson Coding Manual
Lawson Financial Reporting Website
Lost Missing Receipt Form
Document used if a receipt is lost, missing or never received. Also document used for a cash advance.
Shared Service Business Center Manual or Lost Missing Receipt Form
Noncash Gifts
Explanation of IRS Form 8282 and 8283.
Special Events Guidebook
Petty Cash
There are two functions for petty cash. Certain offices hold a petty cash fund. Petty cash can also be
requested for making change the day/night of the event. Find out procedures for these two functions of
petty cash.
Petty Cash/Cash Advance Procedures
Procurement Card/Pcard (ACS Visa Accounts)
Pcard refers to our ACS Company Visa Accounts. Find cardholder responsibilities, manager
responsibilities, how to dispute a charge, information on returns and exchanges, what to do for a lost,
stolen or misplaced card, viewing charges, coding charges, split coding charges, and submitting your Pcard
Statement.
Shared Service Business Center Manual
Processing Donations
Directions on how to process pre-event income/non-event income and event income is listed in the SSBC
Donation Processing Manual.
SSBC Donation Processing Manual
Reclasses
A reclass occurs if an expense or revenue is posted with wrong information and needs to be moved.
Instructions on how to complete the Reclass Worksheet is listed on the Staff Lawson Reclass Worksheet.
Staff Lawson Reclass Worksheet
Shared Service Business Center
Find contact information and general description of the role of Shared Service Business Center.
Shared Service Business Center Manual
Shared Service Business Center Forms
Find out information on how to order supplies and complete forms for SSBC.
SSBC Donation Processing Manual
Tax Exempt States
Alabama, Kentucky and Tennessee are exempt from sales tax. Find State Sales Tax Exception Form and
Certificates for these states. Some venders may require these documents before they grant exemption
from sales tax.
State Tax Exempt Letters
Tax Id Number
The IRS issues a specific number for each business organization. The 501 (c) 3 letter from the IRS states
that we are a tax exempt organization. The W-9 Form is completed to provide donors and vendors with
our Federal Tax Id Number.
Mid South IRS 501 (c) 3 Exemption Letter or W-9 Form
Team Fundraising Guidelines
Explains how to handle expense for fundraising events, how to deposit money, and rules
regarding opening bank accounts.
Special Events Guidebook
Travel and Expense Reports
Travel and Expense Reports (T&E) is the process of an employee submitting reimbursement for out of
pocket expenses. Find information on how to; create, submit, approve, and delegate approval
responsibilities for T&E Reports.
Shared Service Business Center Manual
Unallocated Gifts
In some cases, gifts made by personal or business check should not be allocated to the
person or business name on the check. Find out information on how to process unallocated gifts
through SSBC.
SSBC Donation Processing Manual
Unrelated Business Income
Income that is not tax exempt. Find out information on the difference between Sponsorship
Acknowledgement verses Adverting and Donations verses Sales.
Special Events Guidebook
Vendor Payments
Accepted forms of vendor payment and explanation of IRS Form 1099.
Special Events Guidebook
Volunteer Reimbursements
Used the below form to reimburse volunteers. This completed form along with detailed receipts should
be submitted via EPRF Invoice Processing.
Volunteer Reimbursement Form