Field Finance Reporting Requirements

Reporting requirements differ depending on what type of bank account is in place and whether you are an Area Team or Chapter.

Reporting Timelines

• Area Teams – monthly by the 20^th of the following month
• Chapters – quarterly by the 20^th of the month following quarter close
• Reports can be submitted electronically, by fax or by mail.
• Any teams consistently late in submitting their reports may have their funds transferred out of their local accounts and placed in the NY centralized bank account.

Reporting Requirements for Centralized Accounts 

1. The submission of Finance Report forms is not required.
2. The following documents should be submitted under the following circumstances:
   • If a disbursement needs to be made:
     • Submit an expense report or a vendor request form with backup documentation. Field Finance will cut the check and mail to the appropriate party.
   • For depositing receipts:
     • A deposit form should be mailed with the check to the Field Finance Team.
     • When sending checks received as donations, send the check with the Deposit Form to the Development Office, which will track the donations and send acknowledgement letters, pursuant to IRS regulations.
   • If you wish to transfer funds between Teams and chapters or between accounts OR if you wish to allocate scholarships:
     • Complete the Transfer form and send to Field Finance staff.

Reporting Requirements for Branch Accounts and Local Accounts

1. The submission of a full Finance Report is required and must be submitted by the stated deadlines above. The Finance Report form is an online tool that can be accessed through a link that is posted on the wiki.
2. The following documents should be uploaded with the online submission:
   • Receipts and Field Finance Deposit slip form to substantiate all checks written on the account.
   • The Missing Receipt form, if receipts are unavailable.
   • Google or MapQuest driving directions when claiming mileage reimbursement at $0.625/mile.
   • Vendor invoices and receipts for all purchases.
   • A copy of the bank statement for all months reported on the Finance Report form.