This chart outlines the different forms your Area Team and/or Chapter will need to manage your accounts and finances. Most of the forms are available to be downloaded. For those forms not attached to this article, please contact the Field Finance staff who can be accessed via MyAFS in the Team Directory.
| Form Type | How/When | Purpose |
| Deposit slip | Submit with every deposit (centralized accounts only) | Used by teams or chapters wishing to make a deposit or reimbursement into their centralized NY account |
| Finance report form (Area Teams) | Submit monthly by the 20th of the following month to Field Finance. Must be submitted with all receipts, invoices and any other documentation to support transactions | FOR LOCAL BANK ACCOUNTS Used by Area Teams to report all account transactions, financial activities and monthly bank reconciliations. Submit a separate finance report form for each account held by your team |
| Finance report form (Chapter) | Submit quarterly by the 20th of the following month to Field Finance. Must be submitted with all receipts, invoices and any other documentation to support transactions | FOR LOCAL BANK ACCOUNTS Used by Chapters with local banks to report all account transactions, financial activities, bank statements for each month and quarterly bank reconciliations. Submit a separate finance report form for each account held by your chapter |
| Missing receipt form | Complete all fields as indicated and submit with Finance report form | To provide substantiation for disbursements when receipts are not available |
| Transfer form | The form contains fields for both internal transfers and scholarship transfers. Transfers between co-support and fundraising accounts are not allowed | FOR CENTRALIZED NY ACCOUNTS ONLY To be used in the following circumstances *Transfer funds to a Chapter and vice versa *Transfer funds between accounts *Allocate scholarship funds to a selected student |
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Expense report to be used for out-of-pocket expenses. *Expense and Vendor Report Forms click here *Instructions for how to fill out Vendor Report Form click here |
FOR CENTRALIZED NY ACCOUNTS *To request a reimbursement for out of pocket expenses or *For payments to vendors *They must be mailed to NY field finance at least a week before any check can be cut FOR ALL LOCAL BANK ACCOUNTS *Submit a vendor payment form with original invoices, receipts, and documentation or *Submit an expense report form with appropriate back up *This form must be submitted to back up any checks that have been written |
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| Bank of America and Wells Fargo Signature Card |
Complete all sections and send to NY to add President and CFO *please email Field Finance to request this form at fieldfinance@afsusa.org |
When signatory on the account changes (Chair or Treasurer Changes) |
| Chart of Accounts | To be used when completing most forms. Supersedes all prior codes |
The new account codes are embedded in most of the forms you will use. Drop down menus will give you quick access to all codes required |