Hot Topics - Archives
SmartVault Document Storage (Archived 2011-07-21)
SmartVault is a QuickBooks add-in that allows scanned documents to be attached directly to entries in the QuickBooks file.SmartVault also stores these documents in the “vault” on their website.This allows efficient remote access to your documents at any time.As CAP continues to pursue paperless processes, utilization of SmartVault will be mandatory by 1 September 2011.
The wing administrator or Director of Finance has a “SmartVault inbox” on their desktop.At any time the user scans or saves a file, they can simply drag and drop it into their SmartVault inbox.When s/he is ready to attach these files to QuickBooks, simply log into QuickBooks, log into the SmartVault login from QuickBooks when prompted and go to the transaction—whether it is bill payment or deposit, etc.Click on the paperclip in the SmartVault menu to attach the document.After logging into SmartVault through QuickBooks the first time, you can click the box to remember your login.Now you will automatically see the SmartVault toolbar once you log into QuickBooks.
Once documents are attached to a transaction, the folder icon will note the number of attachments included, typically 1.To view the attachment, simply click on the folder, then on the document name to open.Files can also be viewed from the SmartVault website.After logging into SmartVault from the website, drill down to the appropriate document folder (bill payment or deposit, etc).Once there, the list of attachments can be viewed, or saved to a hard drive.
Scanning Receipts into WMIRS (Archived 2011-04-08)
Capt, Thomas Elam, former Director of Finance for Indiana Wing, established a system of using the fuel vendor’s website to fulfill the requirement of uploading receipts to WMIRS.Below is a summary of the IN Wing process:
Along with the change in WMIRS requiring the upload of receipts to file for fuel reimbursement has come a significant challenge.As every FM and WA knows all receipts are not created equal.Some are of such poor quality that they do not scan well.Also, they seldom arrive in nice 8 ½ x 11 format that is easily scanned with a sheet feeder.At least for aviation fuel Indiana Wing has come up with a way to save time and give CAP high quality, readable, receipts.
IN Wing uses AVCARD for all of their avgas purchases.Most of the Indiana FBOs accept that card, and the AVCARD website offers replicas of the receipts along with the monthly statement.Other vendors, such as MultiService, may offer similar web-based receipts. IN can go into the AVCARD system and quickly generate a PDF file for each receipt sent in by pilots and ICs.Those PDFs can be quickly combined into a single file for uploading into WMIRS.Any receipts that are not AVCARD, including ground sortie vehicle fuel, can be manually scanned and also combined into that same file.
By using this process wings can save the time of scanning in most of the receipts, and give CAP a much more accurate and readable file for the audit trail.If you use a credit card for fuel purchases for your Wing, explore the possibility of using the vendor's web-based records to submit for reimbursement.
IRS Form 1099 Requirements (Archived 2010-01-11)
The Internal Revenue Service requires all businesses to annually file IRS Form 1099 for reportable payments.Civil Air Patrol files these annually on behalf of all wings, units, regions and national headquarters at the national level.In order to file complete and accurate information, we ask for assistance from wings to obtain the necessary information.Although this is an annual requirement, it is best to obtain the information needed throughout the year as you make payments to vendors.Below is a summary of 1099 reporting as well as links to a presentation, documents and samples to provide more information.If you have any questions, please call your Wing Financial Analyst, or you may call Stacy Jackson at national headquarters.
IRS Form 990 Requirements (Archived 2010-01-10)
To complete our annual national audit and to make sure we obtain accurate information for the IRS Form 990, we have asked all units to complete the related organizations questionnaire.Because of the importance in this matter, we need the information forwarded to your wing administrator who will collect data from the wing and all subordinate units, then submit these forms directly to NHQ/FM.To ensure we meet our deadline we must have all your submissions by 31 May 2009. It is vitally important that you submit accurate information since our IRS Form 990 is public record and we are held accountable by the IRS for the information we submit.
The form as well as additional information are listed below.
To submit your forms email the forms to cap990@capnhq.gov, fax to 334-953-4285 - Attn: Form 990, or mail to: CAP/FM Attn: Form 990, 105 S. Hansell Street, Maxwell AFB, AL 36112.
NHQ introduces Sertifi to Wings! (Archived 2009-10-31)
Many Wings frequently have difficulty obtaining the necessary approvals from their Finance Committee members to purchase needed items or pay invoices. Whether it is the initial approval of expenditures, or the finance committee approval, wings have been searching for a way to deal with this communication issue for a long time.
NHQ offered Sertifi to Wings to assist with obtaining required approvals. Nancy Gleaton of SC Wing states, "Sertifi has been a huge time saver for me especially when there are multiple signatures needed for a single document." The cumbersome emails of obtaining approvals can be overwhelming when multiple documents are out for the finance committee members and for Nancy. "The finance committee likes it because of the paper trail for auditing. They can look at every document to make sure everything was done correctly by the right people in accordance with the written approval policy."
For more information on using Sertifi, click on the Sertifi link to the left. If you have more questions, ask your Wing Financial Analyst for assistance.
