Audit & Accounting Notes

Role Notes

• Emily is DCAF Accountant. She handles all invoices and payments to clinics.
• With the exception of a DCAF director, she should be the only DCAF volunteer with the ability to edit accounting specific info in the system.
• Others could have view-only privileges. Would be helpful for others to see outstanding liabilities and cases fulfilled.

Original User Stories

• As the DCAF accountant, I need to mark cases as paid so that I can reconcile fulfilled pledges from clinics with IOUs written by case managers.

• There are many more steps to this since the accountant currently manages a separate accountant spreadsheet (in addition to Quickbooks). Many fields are duplicative with the CM system. Could the info in the accountant spreadsheet instead be tracked within the CM system? Would need additional fields editable only by Accountant.

• As a DCAF accountant, I need to mark cases as unfulfilled so that ... need to work with Colin on this one.
• As a DCAF accountant, I need to know our outstanding liabilities at any given point so that I can manage DCAF's budget appropriately.

Current Resources

• Accountant spreadsheet in Excel: for tracking pledges submitted by CMs and marking cases as paid. This doc is the most reliable source for procedure date, gestational age on procedure date, and amount paid by DCAF.
• Quickbooks: accounting software,generates bills and checks from this system
• Binder with returned IOUs from clinics
• CM spreadsheets are a reference

Current Process

• Retrieves returned IOUs from PO Box about 1x month.
• Inputs info from returned IOUs into Accountant spreadsheet. Several fields (but not all) are duplicative with existing fields in CM system. Process helps to prevent errors such as double billing. Note use of last 5 digits of PT phone number as unique identifier.
• Enters billing info for each case into Quickbooks (very tedious! Extra 20 hours per month because no mass upload into Quickbooks online system).
• Reconciles info entered into Quickbooks with Accountant spreadsheet to ensure accuracy of payments.
• Generates checks and remits to clinics.
• Updates accountant spreadsheet with check # and date sent. Also updates to mark checks as cashed.
• Marks cases as unfulfilled in the Accountant spreadsheet (about 1x every 6 months). Info on actual $ distributed is provided to DCAF Board so that budget can be adjusted appropriately. Current fulfillment rate is 70-80%.
• Note that clinics have 60 days from procedure date to return forms, otherwise not entitled to payment. DCAF has 60 days from postmark to make payment to clinic.
• June 30 fY end. Keeps books open till August 30.
• Another volunteer is in charge of marking pledges fulfilled in the CM system. How often?

Field Names in Accountant Spreadsheet (INCOMPLETE - WAITING FOR SPREADSHEET From EMILY)

• Pledge Date
• Procedure Date
• Patient (Initials)
• Abortion Care ($)
• Case Manager (First Name)