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Member of Russell Bedford International, a global network of independent professional service firms.
In this video, Carl Thomas, a manager at CK, provides a clear overview of a Statement of Functional Expense. This is a key financial report for not-for-profit organizations. Learn how this statment breaks down expenses into three essential categories: program services, management and general and fund raising. Each of these categories reflects how an organization allocates its resources to fulfill its mission. Whether you’re a nonprofit leader or simply curious about nonprofit finances, this is an important foundational topic to understand.
Transcript
I’m Carl Thomas. I’m a manager at Cray Kaiser focusing on the assurance line of business. Not-for-profits have unique financial reporting requirements – a little bit different than your average for-profit organization and government, of course. And one of the unique financial statements that is produced is called a Statement of Functional Expense. Now, what this does is it breaks up expense by three main categories, which we call functions. Now, a function is – a good way to think about it is – what is the organization doing with the money? What is the activity? What is the action, correct? So, the three main categories are what we will call management and general. So, you can think of this as, you know, the chief financial officer, probably human relations, certain sort of back-office functions, if you will.
And then another category that is used is program. Now, program is really the deliverance of the service that the organization exists for. So, for example, if it’s a childcare entity, it’s going to be the people taking care of the kids every day, in a simple sense. Now, the third category is fundraising. Now, this is pretty self-explanatory, I think, but at the end of the day, it’s money spent to, I guess, raise more money, right? So, for example, like gala might be a good example, where donors are coming and having a nice time, and there’s perhaps a silent auction – different things like that.
Not-for-profit organizations really do need to think pretty hard about this statement because it can have implications for donors, for granting, et cetera, and so forth. It’s really important to try to break down, at a detailed level, where the expenses are going. If an organization is showing a lot of management and general expense, what you may have is – you may have donors getting a little nervous, saying, “Oh, well, a lot of money is going to overhead,” is kind of what that’s saying in a financial sense. Donors typically want to see their money going to program. The organization needs overhead. It has overhead. It’s never going to get rid of the overhead. But to the extent that a lot of thought can go into this statement to reflect the true reality, the organization is going to be presenting themselves that much better to the public and to potential donors, grantors, and those types of stakeholders.
Well, thank you for tuning in today. If anything we’ve talked about is resonating with you or sounds like something you want to discuss further, please feel free to call the dedicated Cray Kaiser not-for-profit team. We’re always available. The number is listed on our website. You can ask for Carl or Amy to start, but anyone can point you in the right direction. Thank you.
In the not-for-profit world, maintaining strong internal controls can be a challenge, especially when working with limited budgets, small teams and basic account software. Watch our video and learn more about common internal control issues, practical workarounds like compensating controls and strategies to strengthen financial oversight, even with limited resources.
Transcript
I’m Carl Thomas, I’m a manager at Cray Kaiser focusing on the assurance line of business. In my experience working with not-for-profit organizations, a big challenge is internal controls and segregating duties and making sure that the process is well protected from error and mistakes and things.
A couple of reasons these challenges may exist is limited budget constraints and limited staffing in the finance office. Another challenge is that a lot of smaller and not-for-profit organizations use off-the-shelf accounting software, which may not be able to limit access controls in terms of who can do what in the system. With a small finance office, there’s also limited FTEs. So you can’t necessarily break a process up amongst three, four people if your finance office is maybe only two people. So that’s also a challenge.
A good way to work around these limitations is what we call compensated controls in the industry. Now, compensated controls would be something that is outside of that process. So it could have a time lag where it happens after it, or it could be someone even outside of the finance office looking at something. An example would be after payroll was run, the president or CEO may run a report for what we call an exception report, for example, where they’re looking for paychecks that may be populated for a plus or minus 10 percent different than the last period. This would really target the review by someone who is not familiar with the usual finance processes and make it very efficient. And since that person, in general, does not have access to assets or the accounting system, it would provide sort of an independent check on that process. In this case, this would be a pretty good control for payroll. However, it is important to understand that that person, again, should not have access to any of the accounting system or assets. Otherwise, it kind of negates the value of that process because controls could be overridden. We call that management override in our business.
Another good compensated control is keeping the board of directors engaged. Now, the board should be reviewing financial information regularly. Balance sheet, investment reports, profit and loss statement, and potentially even cash flow statements. This helps the board be informed about operations and how the organization is performing. It’s very important that the board assess performance. Now, it’s also interesting because this is a control. And so it’s important to keep the board engaged because the board being engaged is actually a great control.
Other good things to have in process are what we would call entity level controls. And when we talk about these, we’re talking about things that are outside of that transactional process. For example, good tone at the top is actually pretty important. If there’s a good tone at the top with the board of directors and management, it cascades down. And this is actually very paramount in our industry. If we do not have a good tone at the top, it can lead to problems in the organization. So that is actually a very good control and that is very hard to quantify, but it is something that organizations should be thinking about. It’s very important.
Going along with the entity level concept, too, it’s really important to have well-defined policies and procedures. For example, employee handbook, perhaps a code of conduct can also be quite helpful. People operate better when they have a framework of what’s expected, I think, and that’s also another great entity-level control. Something from a blocking and tackling standpoint could be maybe a tip line. All right, tip line. If you see something, say something.
Going again with the entity-level control, something that organizations may also wish to think about is keeping their employees and their stakeholders engaged. And a great way to do this could be something what we call maybe a suggestion box or a way to keep engaged where there’s a two-way communication between employees, management, and the board of directors. In this way, certain things that may not be visible at some levels of the organization may be apparent if there’s good two-way communication. Two-way communication is also a foundational principle of auditing. Auditors have to have good two -way communication with our boards of directors so that everyone is informed of matters that are relevant.
These challenges and issues are inherent to many small, medium, and even large-sized not -for-profit organizations. If some of these challenges are resonating with you, feel free to give us a call. Cray Kaiser is a full-service CPA firm with a dedicated team to not-for-profits, and we’d be very happy to hear from you.
CPA | Manager
Financial statement audits don’t have to be a stressful time for nonprofit organizations. With some proactive planning and preparation, nonprofits can successfully prepare themselves to have a successful and smooth audit process. Below are some key tips to help your team get ready before the auditors arrive:
1. Get Organized
Make sure that important documents are easy to find and well-organized. This includes:
Having these readily available will help to streamline the audit process.
2. Update Your Books
Ensure your accounting records are current. You should:
Up-to-date books are essential for a smooth audit.
3. Review and Analyze Financial Results
Before the audit:
If something looks off, investigate further. It might require adjusting a journal entry.
4. Know Your Compliance Requirements
Nonprofits face unique compliance obligations. Be aware of the following:
Know your state and federal requirements ahead of time.
5. Coordinate with Your Audit Firm
Proactive communication with your auditor can prevent delays and confusion. Consider the following:
At Cray Kaiser, we understand that preparing for an audit can feel overwhelming. Our experts are here to support you every step of the way, from organizing your records to navigating compliance requirements and coordinating with your auditors. If you need guidance with preparing for your upcoming audit, don’t hesitate to contact us at 630.953.4900 or fill out this form.
CPA | Manager
2024 ushers in significant regulatory relief for Illinois nonprofit organizations, thanks to Public Act 103-0121. This new legislation raises the contribution revenue thresholds that determine the filing requirements for nonprofits in Illinois, potentially reducing the financial obligation for smaller organizations.
The changes to the contribution revenue thresholds for Illinois not-for-profit organizations are as follows:
The changes brought by Public Act 103-0121 apply to organizations with an initial due date (without considering any extension) occurring after January 1, 2024. Consequently, this requirement applies to organizations with a fiscal year ending on June 16, 2023, and later.
One of the advantages of this regulatory update is the potential cost savings for nonprofits. Reviewed financial statements typically cost less than audited financial statements. This reduction in expenses could be a substantial benefit for smaller organizations operating on tight budgets.
However, nonprofits should consider the long-term implications of switching from audits to reviews. If an organization has decreased revenue in the current year but anticipates revenue growth in the future, it might be more cost-effective to continue with audits despite the immediate savings from reviews. This is especially true if grantors or financing arrangements require audited financial statements. Initial or resumed audits require more setup time and effort from both clients and auditors, so maintaining continuity with audits could lead to greater efficiency and reduced future workload.
As fiscal year-end approaches, organizations should begin to review their year-to-date activity. A proactive review will help in deciding what if any services are needed. Ensuring that books and records are in order will facilitate efficient and effective services from a CPA firm. Monthly bank reconciliations completed through the fiscal year-end date are a good starting point. These reconciliations are a good indicator to CPAs of an organization’s readiness for an audit.
If you are a nonprofit and want to learn more about how Public Act 103-0121 may impact you, please reach out to the CK nonprofit team at (630) 953-4900.
Illinois lawmakers passed a new bill (HB1197) this summer which increases the threshold requirements for obtaining an “Audited” financial statement by an independent accountant for nonprofit organizations (NFPs). The bill also sets new requirements for NFPs that sit between the old threshold and the new threshold to get “Reviewed” financial statements. The new law becomes effective for tax years beginning January 1, 2024 and currently set to expire after tax years ending December 31, 2028.
Previously, most NFPs soliciting for contributions to the general public were required to get “Audited” financial statements if their total contributions for an annual period were above $300,000. The new bill increases the Audit threshold to $500,000.
However, the bill sets a new requirement for those NFPs with total contributions between the old threshold of $300,000 and the new threshold of $500,000 to get “Reviewed” financial statements. This means that the NFPs resting in this window are not completely off the hook for getting an independent sign off on their financials. However, the accounting and administrative burden should be less expensive and less time consuming since a Review does not require as much validation or substantiation by an independent accountant as an Audit.
The new law was enacted in May of 2023 and Illinois is still ironing out the kinks. There may be additional guidance to follow as forms are reworked for the 2023/2024 filing season. CK will make sure to update you on any amendments or guidance related to the bill as it becomes finalized by Illinois lawmakers and the Attorney General’s Office.
Reminder:
For the purposes of the reviewed and audited financial statement thresholds “Contributions” include all funds raised by solicitation activities to the general public. This includes donations, pledges, program service revenue, fundraising events, etc. However, there is an exception in the law to exclude admission/ticket revenue for music or theatrical performances by nonprofits organized under 501(c)(3) with the mission/purpose of providing live public performances on a regular basis.
For more information on the increase in the Audit threshold, the new Review requirements, or understanding on what constitutes “Contributions” for the purpose of these thresholds, please contact the CK nonprofit team by calling (630) 953-4900.
This time of year may have you wondering, how much do charitable donations reduce taxes? And what opportunities are there this year due to tax law changes? The good news is, due to the pandemic, tax rules have been adjusted to enhance the tax benefits of charitable giving. Here’s what you need to know:
The most recent change was incorporated within 2020’s CARES Act, which Congress passed to provide relief to those impacted by the global pandemic. In addition to providing paycheck protection for workers and support for small businesses as they struggled to survive the economic impact of coronavirus, the CARES Act also boosted the limit on cash donations from 60% to 100% in some situations. This increase is only valid for tax year 2020 and is limited to cash contributions given to charities that are not donor-advised funds or supporting organizations. Congress also is allowing a limited (up to $300) 2020 cash charitable contribution deduction for non-itemizers.
If you’re over 70.5 and you like to make charitable contributions directly from an IRA, you are able to donate up to a maximum of $100,000 per year via a Qualified IRA Charitable Contribution (QCD). This contribution will count towards your required minimum distribution, and because the distribution goes directly to the charity, it doesn’t increase your income and it still allows the donor to take advantage of the increased standard deduction.
Speaking of the increased standard deduction, when the 2017 Tax Cuts and Jobs Act (TCJA) boosted the standard deduction to $12,400 (for 2020) for individual taxpayers and twice that for married couples filing jointly, it cut the number of people taking itemized deductions, effectively removing an incentive for charitable giving. With only 13.7% of taxpayers estimated to have itemized their 2019 taxes, we have previously written about the benefit of “bunching”. Effectively, individuals can bunch their donations into a single year, thus allowing them to continue giving to the charities that they believe in while still taking an itemized deduction.
While the TCJA’s boost in standard deduction decreased the percentage of people itemizing, at the same time it boosted the deductibility of cash contributions being made from 50% to 60% of the donor’s adjusted gross income, making it more attractive for individual donors to give cash gifts.
Finally, in late 2019 Congress passed the SECURE ACT, which made a couple of notable changes, including pushing the age at which retirement plan participants need to take required minimum distributions (RMDs) from 70½ to 72, and taking away the ability for account holders to designate non-spousal beneficiaries who could hold onto them over the course of their entire lifetimes, taking distributions at will. Under the SECURE Act, those distributions need to be completed within 10 years’ time, making it a potentially better option to making the beneficiary a lifetime-income charitable vehicle in the form of either a remainder trust or a gift annuity funded with the account proceeds.
By indicating a beneficiary who will receive income over the course of their lifetime, you get the advantage of accomplishing the initial intent of giving to the beneficiary, and then upon the beneficiary’s death, whatever is left in either an IRA or a life insurance policy structured in this way gets distributed to the original benefactor’s designated charity.
Charitable contributions are an important part of our individual legacy. And when structured properly, they can also offer tax advantages. For more information on how you can leverage the new tax laws to benefit causes you care about as well as your own personal finances, contact Cray Kaiser today.
Please note that this blog is based on tax laws effective in December 2020, and may not contain later amendments. Please contact Cray Kaiser for most recent information.
The CK team gets many calls about crowdfunding and the taxability around the money raised. We recently shared a blog about the basics of crowdfunding, specifically for nonprofits, but wanted to elaborate a little more about the tax implications and tax consequences of crowdfunding.
Many crowdfunding platforms such as GoFundMe, Kickstarter and Indiegogo have fees ranging from 5% to 9%. Each platform specifies its own charges, limitations, and withdrawal processes. And in addition to those fees, funds raised may be taxable, depending on the purpose of the campaign. Here’s how each type of crowdfunding goal is taxed:
When an entity raises funds for its own benefit and the contributions are made out of detached generosity (and not because of any moral or legal duty or the incentive of anticipated economic benefit), the contributions are considered tax-free gifts to the recipient.
On the other hand, the contributor is subject to the gift tax rules if he or she contributes more than $15,000 to a particular fundraising effort that benefits one individual. In that case, the contributor is required to file a gift tax return. Unfortunately, regardless of the need, gifts to individuals are never tax deductible.
A “gift tax trap” occurs when an individual establishes a crowdfunding account to help someone else in need (the beneficiary) and takes possession of the funds before passing the money on to the beneficiary. Because the fundraiser takes possession of the funds, the contributions are treated as a tax-free gift to the fundraiser. However, when the fundraiser passes the money on to the beneficiary, the money then is treated as a gift from the fundraiser to the beneficiary; thus, if the amount is over $15,000, the fundraiser is required to file a gift tax return and reduce his or her lifetime gift and estate tax exemption. Some crowdfunding sites allow the fundraiser to designate a beneficiary so that the beneficiary has direct access to the funds which keeps the fundraiser from encountering any gift tax problems.
Gifts to specific individuals, regardless of the need, are not considered a charitable contribution under tax law (i.e. raising funds to help pay for someone’s funeral expenses). Another example, which includes a little tax twist, would be raising money to help someone pay for their medical expenses. Because it is a gift, it is not taxable to the recipient, but if the recipient itemizes their deductions, any amount of the gift the recipient spends to pay for their or a spouse’s or dependent’s medical expenses can be included as a medical expense on the recipient’s Schedule A.
Even if the funds are being raised for a qualified charity, the contributors cannot deduct the donations as charitable contributions without proper documentation. Taxpayers cannot deduct cash contributions, regardless of the amount, unless they can document the contributions in one of the following ways:
Thus, if the contributor is to claim a charitable deduction for the cash donation, some means of providing the contributor with a receipt must be provided.
When raising money for business projects, two issues must be contended with: 1) the taxability of the money raised and 2) the Security and Exchange Commission (SEC) regulations that come into play if the contributor is given an ownership interest in the venture.
Maybe. It depends on the aggregate number of backers contributing to the fundraising campaign and the total amount of funds processed through third-party transaction companies (i.e. credit card, PayPal, etc.). These third-party processors are required to issue a Form 1099-K reporting the gross amount of such transactions. There is a de minimis reporting threshold of $20,000 or 200 reportable transactions per year. It all depends on if the third party follows the de minimis rule.
If you have questions about crowdfunding-related tax issues, please contact Cray Kaiser today.
Whether you’re an established nonprofit, a concerned family member, or just someone with an idea and the drive to achieve it, crowdfunding can be an effective way to raise money and awareness. These days all it takes is a cause, an email address, and social media to start raising funds. If done properly you might find yourself meeting your goals in no time. But before you get started with your crowdfunding endeavor, especially as a nonprofit organization, there are a few tips and tax considerations to consider.
Crowdfunding allows people to raise awareness and money for an organization’s cause via online campaigns designed to attract support and donations. But it’s not exclusive to nonprofits – crowdfunding websites can be set up for start-up companies, entrepreneurs, and established businesses too. So, if you’re a nonprofit looking to crowdfund, be sure to pick an online platform that is geared toward or entirely dedicated to nonprofits. You’ll want to make sure the platform speaks to your intentions and your potential donors.
In order to create a crowdfunding page, you will need to be vetted by the sponsoring platform by describing your cause and intentions. You will also have to provide personal information so that they can hold someone accountable for the actions of the site. Many of the available crowdfunding platforms charge a basic fee and the fees vary across providers. Some platforms also share donor information with other businesses so be sure to investigate which platform fits your cause, budget, and donor needs before making a final decision.
Creating your page is only the first step. In order to increase the reach and impact of your campaign, you must also share the crowdfunding site across the multiple social media outlets you belong to such as Facebook, LinkedIn, Instagram, etc. Consider other ways that you can spread your message such as an email blast to your existing supporters or a direct mail campaign. Sharing your cause with as many people as possible will help it gain traction as your message is exposed to more and more people. You never know who may come upon your page and feel as passionate about your cause as you are!
Once donations start rolling in, you should set up a separate bank account to segregate all the money raised from the crowdfunding site. Do not comingle any of the funds with a personal or individual account. This can be construed as fraudulent and misleading by donors and potential authorities. Many crowdfunding platforms set up protocols to prevent these types of actions and deter fraudulent people. You should also note that there is normally an adjustment/waiting period for withdrawing the money raised. Sometimes crowdfunding platforms require you to reach your goal before any funds can be withdrawn.
Most states require fundraising registration for any organization or person that plans to solicit the general public for donations in their state. In Illinois, you must register with the Attorney General even if you only plan to raise $1.00. However, there are some exemptions for medical or personal funds raised on behalf of a singular individual. All other organizations soliciting donations must apply for charitable status whether raising funds in-person or online. Unfortunately, this will be the case for many states until they revise their laws for online crowdfunding.
In most cases, the funds you raised will not classify as a charitable donation. You need to go through a very formal process of registering your organization (or cause) as a tax-exempt entity with the IRS and the related state agency in order to receive charitable status. If you haven’t registered for tax exemption, then the revenue raised on the crowdfunding site will be considered gifts with no tax benefit to the donors. Also, if any one donor contributes more than the gift tax exempt threshold (currently $15,000) they will be required to file a gift tax return. This may not be an issue if you are only trying to raise a limited amount of funds. However, if your goal is to turn your cause into an established organization you may want to consider registering for tax exemption.
If you are preparing your own nonprofit crowdfunding imitative and would like assistance with registering your tax-exempt organization or making sure your crowdfunding is properly setup, please contact Cray Kaiser today. Our team would be glad to help you make your nonprofit crowdfunding efforts as impactful as possible!
Click here to read about nonprofit crowdfunding tax consequences.
As the end of the year approaches and the holiday season brings on the spirit of giving, we will all see an uptick in the number of charitable solicitations arriving in our inboxes. And since some charities sell their contributor lists to other charities, frequent contributors may find themselves besieged by requests from unfamiliar organizations.
As a result, here are three tips to keep in mind as you make charitable contributions:
Be careful. Scammers are out there pretending to be legitimate charities. And they’re looking to take advantage of your generosity for their gain.
When making a donation to a charity with which you’re unfamiliar, you should take a few extra minutes to ensure that your gifts are going to a good cause. The IRS has a search feature, the Tax Exempt Organization Search, which allows people to find legitimate, qualified charities to which donations may be tax-deductible. Note that you can always deduct gifts to churches, synagogues, temples, mosques, and government agencies — even if the Tax Exempt Organization Search tool does not list them in its database.
More and more, organizations and communities are also using crowdfunding campaigns to fundraise and connect with potential donors. While the vast majority of these campaigns are legitimate, be aware that not all crowdfunding donations are tax deductible. If a qualifying charity or religious organization is behind the campaign and receiving the funds, your donation will likely be treated as a regular tax-deductible contribution. But if an individual, business, or anything else that’s not a charity is receiving the funds, then the IRS would treat the donation as a non-deductible gift rather than a deductible contribution. Common examples of non-deductible gifts would be for campaigns to raise funds for a community members’ medical expenses, or to help local businesses recover from natural disasters. These campaigns may be worthy of support, but they are not tax deductible unless backed by a qualified charity.
Here are some other ways to ensure your contributions go to legitimate charities:
Contributions to charitable organizations are deductible if you itemize your deductions on Schedule A. Generally, the deduction is the lesser of your total contributions for the year or 50% of your adjusted gross income. However, the 50% is increased to 60% for cash contributions in years 2018 through 2025. Lower percentages may apply for non-cash contributions and contributions to certain types of organizations. Itemized deductions reduce your gross income when determining your taxable income.
However, with the increase in the standard deduction as a result of the 2017 tax reform, many taxpayers are no longer itemizing their tax deductions (because the standard deduction provides a greater tax benefit). For those in this situation, there are two possible workarounds:
Bunching Deductions: As a rule, most taxpayers just wait until tax time to add everything up and then use the higher of the standard deduction or their itemized deductions. If you want to be more proactive, you can time the payments of tax-deductible items to maximize your itemized deductions in one year and take the standard deduction in the next. Click here to learn more about bunching.
Qualified Charitable Distributions: Individuals age 70½ or older – who must withdraw annual required minimum distributions (RMDs) from their IRAs – are allowed to annually transfer up to $100,000 from their IRAs to qualified charities. Here is how this provision works, if utilized:
1) The IRA distribution is excluded from income;
2) The distribution counts toward the taxpayer’s RMD for the year; and
3) The distribution does NOT count as a charitable contribution deduction.
At first glance, this may not appear to provide a tax benefit. However, by excluding the distribution, a taxpayer lowers his or her adjusted gross income (AGI), which helps with other tax breaks (or punishments) that are pegged at AGI levels, such as medical expenses when itemizing deductions, passive losses, and taxable Social Security income. In addition, non-itemizers essentially receive the benefit of a charitable contribution to offset the IRA distribution.
Charitable contributions are not deductible if you cannot substantiate them. Forms of substantiation include a bank record (such as a cancelled check) or a written communication from the charity (such as a receipt or a letter) showing the charity’s name, the date of the contribution, and the amount of the contribution. In addition, if the contribution is worth $250 or more, the donor must also get an acknowledgment from the charity for each deductible donation.
Non-cash contributions are also deductible. Generally, contributions of this type must be in good condition, and they can include food, art, jewelry, clothing, furniture, furnishings, electronics, appliances, and linens. Items of minimal value (such as underwear and socks) are generally not deductible. The deductible amount is the fair market value of the items at the time of the donation; as with cash donations, if the value is $250 or more, you must have an acknowledgment from the charity for each deductible donation.
Note that the door hangers left by many charities after picking up a donation do not meet the acknowledgement criteria; in one court case, taxpayers were denied their charitable deduction because their acknowledgement consisted only of door hangers. When a non-cash contribution is worth $500 or more, the IRS requires Form 8283 to be included with the return, and when the donation is worth $5,000 or more, a certified appraisal is generally required.
Special rules also apply to donations of used vehicles when the claimed deduction exceeds $500. The deductible amount is based upon the charity’s use of the vehicle, and Form 8283 is required. A charity accepting used vehicles as donations must provide Form 1098-C (or an equivalent) to properly document the donation.
No matter what time of year you find yourself making charitable contributions, we encourage you to do it responsibly. Unfortunately, there are complexities when it comes to the spirit of giving and there are individuals out there who are looking to take advantage of well-intentioned people. If you have any questions related to charitable giving, please contact Cray Kaiser today. We’d be happy to help!
Please note that this blog is based on tax laws effective in December 2023, and may not contain later amendments. Please contact Cray Kaiser for most recent information.
Each day in the life of a nonprofit is spent managing limited resources, often requiring staff members to accept responsibility for tasks both inside and outside of their areas of expertise. That means that any interruption to operations such as staff termination, illness or other unforeseen events can greatly impact the ability to achieve the organization’s mission. And in those moments, nonprofits need additional support to keep basic operations running smoothly.
That’s where Cray Kaiser comes in. Our firm has been a significant resource to nonprofits when they’ve faced an unplanned crisis. When staff responsibilities are stretched thin, it’s vital that financial operations remain uninterrupted. But that’s not always the case, especially when the single team member responsible for accounting activities is unavailable.
Below is an example of how we recently worked with a nonprofit organization on their accounting services and the positive impacts it had on their operations.
One day, a local nonprofit organization found all of their accounting and financial reporting functions come to a halt due to an unplanned staff exit. The organization relied upon this single individual to perform a substantial portion of the day-to-day accounting tasks. And then suddenly, at a moment’s notice, the ability to pay vendors, access the accounting system and prepare for the year-end audit was lost.
Vendors were becoming impatient with delayed payments. The board was left unprepared for an upcoming external audit. The ability to secure continued funding was at risk. The problem had escalated to a crisis almost immediately. That’s when CK was called in.
Our first action was to work with the executive team to develop and implement a strategy to restore all accounting functions as soon as possible. Within a few days, we were able to get the backlog of vendor payments current, a check disbursement process streamlined and authorization levels more defined.
Then, our focus and attention shifted to the financial reporting process. Through this process, we found that significant time was spent in managing charitable giving with manual spreadsheets and that the donor reporting was non-existent. We identified and recommended best practices that enabled the organization to streamline reporting, strengthen internal controls and provide donors confidence that funding was allocated to the appropriate programs and activities.
Based upon these recommendations, CK worked with a third-party software provider and the nonprofit organization to implement a new accounting system. The addition of this software helped streamline manual processes and reduce organizational resources devoted to recordkeeping. Now, key donor reports are just a click away and transactional postings are fully integrated, requiring less manual journal entries into the system.
Finally, our nonprofit client was also feeling pressure for an upcoming year-end audit. As auditors ourselves, we had a clear understanding of the work papers and disclosures that would need to be provided during the audit process. This enabled us to assist the organization in planning for the audit by meeting with the new audit firm, preparing work papers and assisting the auditors with key disclosures for the financial statements. This knowledge and experience allowed us to educate the management team on the importance of providing a well-defined audit trail for transactions including up-to-date accounting procedures. At the end of the audit, our client received an unmodified opinion despite the significant personnel change.
Our relationship with this nonprofit client continues to be strong today not just because of the work performed in their time of need, but more importantly, through our efforts of developing strong lines of communication with the management team and board of directors. Throughout the process, we were there to provide vital communications and support, whether it was a conference call or our physical presence in the board meetings.
CK takes great pride in weathering the storm with our clients and being able to share in their successes. As for this client, we continue to provide weekly onsite visits for check processing, monthly reporting and annual audit preparation services. The organization continues to receive unmodified audit opinions and we help keep them updated on new regulations and standards affecting the industry. From time to time we even step in to provide advisory services such as cash management, payroll processing and customized reporting for various committees such as in the case of fundraising efforts.
Accounting services are a growing need for many organizations, whether a nonprofit or a closely held company, and they can be customized to meet your specific goals and objectives (even as they change and evolve).
Please contact Cray Kaiser for additional information on how these services can help you or click here to learn about our Accounting Services.
