List of Accounting Duties

1. Approval Emails/Mail (Patrick/Stephanie)

2. On-lining documents (Stephanie/Patrick)

3. Vendor monthly statements (Stephanie)

4. Vendor Setup (Stephanie, Kelli Backup)

1. Prepare W9’s & Sales Tax Exemption forms

2. Enter vendor into I3

5. Amazon Orders (Jenny, Cheri Backup)

1. Respond to by end of day on Amazon orders.
2. If Not for Client, must obtain manager’s approval.
3. Save both the invoice and approval email in the Amazon Folder

6. Apple Store (Cheri, Jenny Backup)

1. Approve/reject purchases.
2. Create invoices and save in folders.

7. Office Depot/Staples (Kelli)​

1. Approve/reject purchases.
2. Create invoices and save in folders.

8. Lowe’s/Wal-Mart/Home Depot/Menards

1. Adding/Removing Users (Kelli)
2. Payment to vendors (Stephanie)

9. Pre-audit

1. Must approve Worklist in I/3 at by 11 a.m. and by 2:30 p.m. (Jenny, Kelli Backup)
2. Must approve Expense Reports in Workday by 11 a.m. and by 2:30 pm. (Kelli, Jenny Backup)

10. Check deposits (Jenny/Cheri)

11. Cash/CC deposits (Jenny/Kelli)

12. eForce (Kelli, Wes Backup)

1. Assign or reassign all authorizations upon request.

13. Outdated, cancelled, held warrants (Stephanie, Kelli)

14. Billings (Jenny, Kelli Back up)

1. WEBSPEC — Monthly
2. Younger Blind — IVRS — Quarterly
3. ISE - ​Quarterly (or depending on volume of ISE activities)
4. School Districts
5. Department of Education

15. Fleet (Kelli, Jenny Backup)

1. Review all new vehicle rental reservations for accuracy on eDAS codes and accounting strings.
2. Review WEX Card purchases and compare monthly receipts with eDAS billing.
3. Ensure VAF’s (vehicle assignment form) are up-to-date.
4. Update monthly mileage and maintenance information of vehicles on the vehicle Maintenance and Depreciation website.
5. Resolve all vehicle reservation issues with counselors and teachers.
6. Set up/meet with new drivers

16. Pcard (Jenny)

1. Send in Pcard Applications
2. Send Pcard Change Forms
3. All other Pcard-related issues

17. Payroll (Jenny, Kelli, Stephanie, Cheri)

1. Check all payroll accounting strings every other Monday.
2. Help to enter payroll information every other Friday.

18. WIOA Report (Jenny, Kelli backup)

19. Social Security Reimbursement (Jenny, Cheri backup)

1. Send an In-Use File by the end of the first week every month.
2. Obtain wage data for both Wes Majerus and for your SSA Reimbursement.
3. Figure out if an SSA case is eligible for reimbursement before sending it for reimbursement.
4. File SSA Reimbursement every quarter.

20. Codes

1. Create codes as needed for accounting purposes.

i. eDAS, ICN (Kelli)
ii. program codes (Jenny)
iii. activity codes, units, task codes (Cheri)

2. Create queries in Data Warehouse for accounting purposes.(Jenny)

21. IDB Loans (Jenny/Stephanie)

1. Send out monthly statements of all debtors to IDB from our Cougar Mountain application.
2. Follow up monthly with delinquent debtors.
3. Help Cheri with delinquent debtors’ report for her yearly federal reports.

22. Gifts and Bequests Applications (Jenny, Kelli
    backup)

23. Internal Memos
    

1. Receive internal memo email and prepare goods for pickup (Patrick)
2. Maintain a listing of all internal memos monthly. (Kelli)
3. Calculate the amount to be exchanged by the end of the first week in the new month for the previous month. (Kelli)
4. Online corrective document. (Stephanie)

24. Auth Report (All of accounting- Coordinated by Kelli)

25. Routine Orders (Kelli/Patrick)

1. Copier paper — make sure we do not run out of paper.
2. Cane and Cane Tips — inventory must be maintained.
3. Sleep Shades — inventory must be maintained.
4. Maintain price listing for these items.

26. Monthly Budget Reports

1. Cheri prepares and answers questions
2. Acctg Tech3 separate prepare g&b report and mail (Jenny/Stephanie)

27. Fixed Assets (Jenny/Kelli backup)

28. Indirect Costs
    

1. Calculation (Jenny/Kelli backup)
2. Online document (Stephanie)

29. Travel

1. Travel training (Jenny)
2. Expense Reports (Stephanie/Kelli)