Accounting Policies

In order to minimize the amount of time that the accountant has to spend searching for contact information, project information, amounts due, etc. the following text outlines procedures and required information related to the most common requests.

If the information is not provided, or procedure not followed, the request will be returned to the deliverer!

GENERAL

Receipts

In order for the accountant to accept receipts for purchases made using the Deproduction debit card or checkbook, the following information must be provided:

1. A proof of purchase detailing the cost, date, vendor name and items/services purchased. If any of this information is not available on the proof of purchase by default, it should be written on the back by the purchaser. If you are making an online purchase, be sure to print out the order page with the information above.
2. On the back of the receipt, write the purchaser’s name and the purpose for which the item/service was purchased (i.e. Youth Visions, FinalCut Class, Café Nuba, board meeting, etc.)
3. If purchases lack a receipt or proof of purchase, the purchaser will be asked to provide the receipt. If the purchaser cannot provide it they will be given one warning, and after that they will be required to reimburse Deproduction for the cost of the purchase!

MONEY TO BE PAID OUT

Invoices, bills, i.e. money owed by Deproduction to an external vendor

In order for the accountant to pay money out to a vendor, the following information must be provided:

1. Name of the vendor
2. Mailing address (if you would like the accountant to deliver payment)
3. Date that the bill/invoice was received
4. Amount due, and date that it is due
5. A concise description of the services we are paying the vendor for. If the services can be broken down into specific line items (i.e. $200 for 20 hours of teaching Final Cut, $25 for DV Tapes) that is even better for the records
6. Any projects that the services are related to (i.e. Youth Visions, classes, etc)

Reimbursements

In order for the accountant to reimburse employees and contractors for supplies purchased for Deproduction with their own credit, the following information must be provided:

1. A list of all items purchased, their costs, and the total amount owed by Deproduction
2. Receipts for all items and services, no receipt = no reimbursement
3. Name & address of person/s being reimbursed
4. Concise description of what projects / services the purchases were for
5. Date of reimbursement request

Contractor Payments

In order for the accountant to process payments to contractors, the following information must be provided:

1. The name and address of the contractor
2. The specific services and hours provided by the contractor (line item summary) with associated fees.
3. Total Amount owed to the contractor
4. The project or Deproduction services that the contractor is working on (i.e. Youth Visions, Café Nuba, etc.)
5. Date of the request
6. Name of the person making the request if different from the person being paid
7. Date that the person should be paid by

MONEY RECEIVED/TO BE RECEIVED

Invoices or bills from Deproduction, i.e. money owed to Deproduction

In order for the accountant to create or process an invoice or bill from Deproduction, the following information must be provided:

1. The name and address of who we are billing/invoicing
2. The type of organization or individual we are billing/invoicing (i.e. Nonprofit, Forprofit, Student, or Community Member… be specific)
3. A line item listing of what we are charging for. Be specific, i.e. it is not good enough to say “Café Nuba,” or “Classes.” In the case of “Café Nuba,” detail the production services, equipment, and hours provided and their costs using categories from our rate sheets. In the case of “Classes,” provide the specific class name (i.e. Final Cut,) date of the class, and any other specific services provided.
4. The total amount we are requesting
5. Date your invoice request, and if you would like the client to pay by a certain date, include this date as well.
6. A concise summary of what the services/items were for. (i.e. duplication of DVD for YEA, or Café Nuba Edit Day, etc.)

Checks, cash, Paypal and other payments received for Deproduction

In order for the accountant to accept and process payments made to Deproduction, the following information must be provided:

1. The name of the customer providing us with the payment
2. The specific project and purpose of the payment (i.e. Final Cut class student fee, or Tape transfer services, DV to DVD, etc.)
3. The name of the person who accepted the payment
4. The type of organization or individual who is paying us (i.e. Nonprofit, Forprofit, Student, Community Member, etc.)