Model Policies and Procedures for Not-for-Profit Organizations / Edition 4

Model Policies and Procedures for Not-for-Profit Organizations / Edition 4

by Edward J. McMillan

ISBN-10: 0470171308

ISBN-13: 9780470171301

Pub. Date: 01/02/2008

Publisher: Wiley

What every not-for-profit must know about accounting, tax, and reporting requirements

In the challenging world of not-for-profit management, executives are held responsible for virtually every aspect of their organization's activities, such as legal issues, marketing, lobbying, editorial, membership operations, budgeting, and, of course, finance. For one person


What every not-for-profit must know about accounting, tax, and reporting requirements

In the challenging world of not-for-profit management, executives are held responsible for virtually every aspect of their organization's activities, such as legal issues, marketing, lobbying, editorial, membership operations, budgeting, and, of course, finance. For one person to be an authority in every area, however, is virtually impossible.

Completely revised and expanded, the Fourth Edition of this invaluable tool is useful as a guide to nonprofit accountants, financial managers, and executives new to the area of financial management. Addressing the accounting, internal control, and office administration issues that confront executives in nonprofit organizations, this book:

Helps professionals develop formal policies in accounting and finance

Shows how to strengthen an organization's financial procedures while assuring board members that they are meeting fiduciary responsibilities

Provides more than 200 sample policies and forms both in the book and on the accompanying Web site offering downloadable and customizable versions of those forms

Covers major topics including accounting and financial policies, office administration policies, and internal control and risk reduction policies

Contains dozens of new model accounting and financial policies and forms, covering Sarbanes-Oxley issues, codes of ethics, identity theft, fraud, binding arbitrations, compensation committees, new bank rules, fiduciary obligations of board members, and many more topics

Model Policies and Procedures for Not-for-Profit Organizations, Fourth Edition offers provocative strategies for financial management and serves as a road map to sound fiscal and organizational structure for nonprofit organizations.

Product Details

Publication date:
Product dimensions:
8.52(w) x 11.00(h) x 0.65(d)

Table of Contents

List of Forms.


Section 1: Internal Financial Statement Formats.

Statement of Financial Position.

Consolidated Statement of Unrestricted Activities.

Statement of Unrestricted Activities by Function.

Statement of Temporarily Restricted Activities.

Statement of Permanently Restricted Activities.

Statement of Changes in Net Assets.

Section 2: The Chart of Accounts.

Chart of Accounts Issuance Form.


Clearing Accounts.


Net Assets.




Section 3: The Policies and Procedures Manual.

Absenteeism and Tardiness.

Accounting and Financial Interns.

Accounting Computer File Back-Up Procedure.

Accounting Information Releases.

Accounting Method.

Accounts Payable Accruals.

Accounts Receivable Write-Off Procedures and Authority (Bad Debts Procedures).


Affinity Programs.

Age Discrimination in Employment Act (ADEA).

Alcohol and Controlled Substances.

Amendments to Policies and Procedures.

Americans with Disabilities Act (ADA).


Annual Leave Accrual.

Annual Leave Payments.



Approved Vendor Listing.

Audit Committee.

Automobile Insurance.

Background Checks—Former and Current Employees.

Background Checks—Prospective Employees.


Bank Reconciliations.

Bank Statement Mailings.

Bartering Prohibited.

Bereavement (Funeral) Leave.

Bid Requirements.

Board-Designated Funds.

Board of Directors’ Examination of Records.

Bonding of Employees.



Bulletin Boards.

Business Cards.

Business Interruption Insurance.


Cancellation of Purchase Order.

Capitalization Cutoff Points.

Certificate of Authority.

Certificate of Insurance.

Changeover Audit.

Chart of Accounts.

Check Disbursements.

Check Endorsement/Stamp.

Check Imprinter Machine.

Check Preparation and Mailing.

Check Signers.

Check Stock.

Check Supply.

Clearing Accounts.

Code of Ethics.

Collection Procedures.

Committee Meeting Attendance.

Committee Meeting Attendance by Members.

Computer Passwords.

Confidentiality of Information.

Confidentiality of Wages.

Conflict of Interest Form.

Consolidated Omnibus Budget Reconciliation Act (COBRA).

Consumer Protection Act.

Contract Signing Authority.


Control over Checks and Cash.

Convention Cancellation Insurance.


CPA Firms.

Audited Financial Statements.

The Engagement Letter.

The Management Letter.

Selection of Firm.

Use of Other Firms.

Credit Cards.

Credit Card Statements.

Credit Rating Release.

Data Processing Manual.

Date and Time Received Stamp.

Deferred Revenues.


Disciplinary Action.

Discounts Lost.

Discounts on Accounts Receivable.



Document Shredding.

Document Sign-Out Form.

Donated Property.

Dress Code.

E-Mail and Internet.

Emergency Contact Form.

Employee Credit Cards (Elimination).

Employee Retirement Income Security Act (ERISA).

Endowment Funds.

Equal Opportunity Employer.

Equal Pay Act.

Errors and Omissions Insurance.

Evaluations (Staff).

Executive Sessions.

Expense Reimbursements—Chief Staff Executive.


Fair Labor Standards Act (FLSA).

Family and Medical Leave Act (FMLA).

Fax Machine.

Federal Identification Number.

Fidelity Bond (Employee Dishonesty Insurance).

Finance Department Employee Orientation.

Financial Statement Preparation and Distribution.

Fire Protection.

Form I-9 / Immigration Reform and Control Act (IRCA).

Forms Manual/Retired Forms Manual.

Form W-4.

Fringe Benefits.

Fringe Benefits Day.

General Liability Insurance.


Grants and Contracts.

Grievances and Complaints.

Hold Harmless Agreements.

Holding Funds for Other Organizations.


Hours of Operation.

Inclement Weather.

Independent Contractor Files.

Independent Contractors.

Injuries/Worker’s Compensation.


Insurance Committee.

Internal Audit.






Investment Policy.

IRS Forms.

Form 990.

Form 990-T.

Form 1099.

Job Descriptions.

Journal Entries.

Jury Duty.

Key Employee Insurance.

Key Employees.

Leasehold Improvements.


Leave without Pay.

Leaving the Office.

Legal Audit.

Legal Counsel Attendance at Board Meetings.

Legal Protection for Board and Staff.


Lines of Credit.

Loans Prohibited.

Lobbying Activities/Omnibus Budget Reconciliation Act (OBRA).

Lobbying Disclosure Act (LDA).

Lobbying Expenditures.



Long-Term Debt.

Mailing List Sales.

Malpractice Insurance.

Management Day.

Mandatory Vacations/Leave.

Manual Checks.

Maternity Leave.

Member Examination of Records.

Military Obligations.

Minutes of Board and Committees.

Monthly Budget Meetings.


Music Licensing.



Nondeductibility of Dues.

Nondistribution of Earnings.

Nonsufficient Funds Checks.

Occupancy Expenses.

Occupational Safety and Health Act (OSHA).

Office Appearance.

Office Equipment.

Officers and Directors Liability Insurance.

Office Supplies.

Open Board of Directors Meetings (Sunshine Laws).

Optional Proxy Tax.

Overhead Allocation.

Ownership of Records.

PAID Stamp.

Paternity Leave.

Payroll Processing.

Permanently Restricted Net Assets.

Permanent Travel Advances.


Personal Leave.

Petty Cash Fund Disbursement.

Photocopying Expenses.


Policy Amendment, Deletion, or Additions.

Political Action Committees (PACs).

Political Education Funds.

Positive Pay.

Postage Log.

Postal Permit.

Prepaid Expenses.

Press Releases/Media Contacts.

Professional Liability Insurance.

Property Insurance.

Public Examination of Records.

Purchase Orders.

Quarterly Staff Meetings.

Quid Pro Quo Contributions.

Records Retention.

Reference Letters.

References (Former and Current Employees).


Registered Agent.

Reimbursement of Board/Committee Expenses.

Remote Access to Computer Network.


Repairs and Improvements.



Return Policy.

Safe and Safe Combination.

Safe Deposit Box.

Safety Committee.

Salaries and Fringe Benefits Accruals.

Sales Tax Collection.

Sales Tax Exemption Certificate.

Segregation of Duties.

Serial Numbers (Fixed Assets).

Sexual Harassment.


Software Licenses (Anti-Piracy).

Spousal Travel.

Staff Conduct.

Staff Contact by Board Members.

Statutory (Legally Mandated) Employee Benefits.


Taking Work Home.

Telephone Expenses.

Tellers’ Committee.

Temporarily Restricted Net Assets.

Temporary Employment Agencies.

Time Off to Vote.

Time Sheets.


Travel Advances.

Travel Expenses.

Umbrella Insurance.

Unannounced Bank Statement Reconciliation.

Uniformed Services Employment and Reemployment Rights Act (USERRA).

Unrelated Business Income Tax (UBIT).

Unrestricted Net Assets.

Use of Premises.

Utilization of Office Equipment.

Voice Mail.

Voided Checks.

Wage Garnishments.

Worker’s Compensation Insurance.

Write-Off of Old Checks.

Wrongful Dismissal (Avoidance).

Year-End Manual.

Glossary of Accounting and Financial Terminology.


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