| Phase | Assigned role | Starts | Runs | Tasks |
|---|---|---|---|---|
| Daily Weekly | Supervisor | Day 0 | 8 days | Delete duplicate (manual) payments from Nexonia reimbursements · Nexonia EE reimbursement approval · Nexonia EE reimbursement marking paid in Nexonia and SI · Donation assessment calculation based on the Wayfarer policy · Record Deposits and other manual transactions in the GL via bank feed · Record weekly revenue based on donor software reports · Record transactions via the bank feed based on client coding · Process invoices in AP processor software- Wayfarer and Lanternway · Monday · Process invoices in AP processor software- Wayfarer and Lanternway · Tuesday · Process bi-weekly payroll in payroll software - Wayfarer · Provide the weekly expense report for Site Stacker purposes · Internal Transfer journal entry/Deposits JE · Approve invoices in the AP processor software for accuracy · Weekly Supervision and Review |
| September Close | Supervisor | Day 5 | 32 days | Reclass the Total Balance for the Fieldworkers ID Ending on M and F to the main ID (Work Fund, Reserve Fund and Short-term Fund) · Send Nexonia user list to the client's controller for review · Reclass the Work Fund Balance of the Short Term Fieldworkers to Short Term · Founders' Reserve Fund - 100% of the revenue for the founders' fund after assessment to be transferred from work fund to the reserve fund · Reconcile AP Third party with general ledger and AP ledger · Regular Monthly Transfer & Work Fund to Reserve Fund Transfer · Subsidies Journal Entry - Additional for the Fully Subsidized Fieldworkers · Reconcile Undeposited Funds Account · Credit Card Statement Reconciliation - one corporate card via Nexonia · Bank Account Statement Reconciliation up to 7 bank accounts, and one petty cash · Client support / communication - Accountant · APS Employee Statistics - Identify new employees and employees without direct deposit · Process monthly payroll in payroll software - Wayfarer · Process monthly payroll in payroll software - Lanternway · Investment statement request to the client · 403B Working Paper Report · Maintain the Right of use asset and lease liability · Mobilization Center donations report email to BILL for processing · Record payroll journal entries in the GL - month end · Maintain prepaid asset schedule · Maintain accrued expense schedule · Review payroll liability accounts and suggest JE adjustment as needed · Review accounts payable aging for appropriate application of payments · Maintain fixed asset and accumulated depreciation rollforward · Reconcile AR based with the client billing reporting (Site Stacker) Donor Software Reconciliation · Client support / communication - Sr. Accountant · Manager Overview · Final Review Bank and Credit card Reconciliations · Maintain restricted fund rollforward · General Ledger and Balance sheet accounts Review · Close the books · Prepare Financial statement package and financial discussion letter · Financial Statements Client Delivery · Partner Review · Additional strategic reports / KPIs / etc. · Client support / communication - Partner - weekly strategy meetings + monthly internal meeting · Technology Support |
| October Close | Supervisor | Day 36 | 31 days | Reclass the Total Balance for the Fieldworkers ID Ending on M and F to the main ID (Work Fund, Reserve Fund and Short-term Fund) · Send Nexonia user list to the client's controller for review · Reclass the Work Fund Balance of the Short Term Fieldworkers to Short Term · Founders' Reserve Fund - 100% of the revenue for the founders' fund after assessment to be transferred from work fund to the reserve fund · Reconcile AP Third party with general ledger and AP ledger · Regular Monthly Transfer & Work Fund to Reserve Fund Transfer · Subsidies Journal Entry - Additional for the Fully Subsidized Fieldworkers · Reconcile Undeposited Funds Account · Credit Card Statement Reconciliation - one corporate card via Nexonia · Bank Account Statement Reconciliation up to 7 bank accounts, and one petty cash · Client support / communication - Accountant · APS Employee Statistics - Identify new employees and employees without direct deposit · Process monthly payroll in payroll software - Wayfarer · Process monthly payroll in payroll software - Lanternway · Investment statement request to the client · 403B Working Paper Report · Maintain the Right of use asset and lease liability · Mobilization Center donations report email to BILL for processing · Record payroll journal entries in the GL - month end · Maintain prepaid asset schedule · Maintain accrued expense schedule · Review payroll liability accounts and suggest JE adjustment as needed · Review accounts payable aging for appropriate application of payments · Maintain fixed asset and accumulated depreciation rollforward · Reconcile AR based with the client billing reporting (Site Stacker) Donor Software Reconciliation · Client support / communication - Sr. Accountant · Manager Overview · Final Review Bank and Credit card Reconciliations · Maintain restricted fund rollforward · General Ledger and Balance sheet accounts Review · Close the books · Prepare Financial statement package and financial discussion letter · Financial Statements Client Delivery · Partner Review · Additional strategic reports / KPIs / etc. · Client support / communication - Partner - weekly strategy meetings + monthly internal meeting · Technology Support |
| Quarterly | Supervisor | Day 5 | 1 day | Reconcile Form 941 to the GL |
| Annual | Supervisor | Day 67 | 31 days | Review and update Engagement Letter · Audit Liason |
| Additional Billing | Supervisor | Day 0 | 98 days | Out of Scope: Work not part of original budget, requested by client · Over Budget: redo work, wrong support given, client delays |
Day 0 is the day the project opens. A phase names the role that carries it; the person follows from who on the project holds that role.
