[Unit-finance-132] Unit Finances - 31JAN24 - MN-132 OWATONNA COMPOSITE SQUADRON

[Wing Banker]

Finance Committee Members,
Unit Finance Report: The Unit Finance report has been reconciled to the bank as of 31JAN24. For visibility, we included all the transactions entered in QuickBooks year to date. Please review and notify Hunter at mnwg.banker at mncap.org<mailto:mnwg.banker at mncap.org> if you have any missing check requests or deposits submitted before 01FEB24. When following up, please forward the original email WITH all attachments.
Check Request System: Wing IT has built a system for members to submit check requests. Effective immediately, all check requests must be submitted through this system. See below for details!
Finance Officer Mentoring: I will be hosting virtual meetings to mentor folks through the technician rating for the finance specialty track or answer any questions you might have. Dates are Feb 26 and Mar 11 at 1900. Please email me if you plan to attend. Here is the Meeting Link<https://teams.microsoft.com/l/meetup-join/19:meeting_YjlkNmQ3Y2MtYjMxZS00OGQ2LWFhZWItMjliNGJhZjM4OTYw@thread.v2/0?context=%7B%22Tid%22:%220d4b0751-5f09-4d5d-b6db-aba1a586f8fb%22,%22Oid%22:%22a4365ebb-ca0c-4319-ad64-c25a37d98b35%22%7D>. I recommend all Finance Officers and Assistant Finance Officers earn the technician rating.
MNCAP Emails: We encourage all members of the Finance Committee to set up a mncap email. This makes it easier for the CAPF172s and will allow Finance Officers to approve check requests via email. Contact Chris Damsgard<mailto:cdamsgard at mncap.org?subject=MNCAP%20Email%20Request> to set up a mncap email. Please be sure to update your primary contact email in eServices to your mncap email!
Direct Deposit: Please encourage members to contact me to set up MN Wing direct deposit. Additionally, we recommend anyone involved with funded missions set up direct deposit with NHQ via Form 179<https://www.gocivilairpatrol.com/members/publications/forms>.
Squadron Payments to Wing: For squadrons that will pay in full for their members to attend Wing Conference, Color Guard Competition, or any other paid to Wing, you can submit a check request for the Squadron to pay Wing. We will then do a bank transfer and adjusting journal entry. This is easier than a member paying and requesting reimbursement.

Check Request System (from 20FEB24 email):

What is New:

-Location: mncap.org<https://mncap.org/>, Members, Intranet, Finance, Check Request System<https://mncap.org/online/fm/chk_req/index.cfm>.

-Access: You must have an ID to access the Intranet on mncap.org. Select HERE<https://mncap.org/online/login.cfm?action=logout> to set up an account.

-Pay To: The pay to information will default to your name and address. If you are requesting payment to another person or organization, be sure to update it.

-Receipt/Invoice Uploads: Receipts/invoices must be uploaded in one file per expense line entered in the system. All files must be vertical (top to bottom). They can be in a jpeg, pdf, or png file.

-Approvals: Expense reports under $500 will be approved in the Check Request System by the Finance Officer or Squadron Commander instead of DocuSign. Expenses $500 and over will be entered and approved in the new system and in addition, a DocuSign will be sent to a majority on the Finance Committee for approval.

-Rejections: If your expense request is rejected, you will receive an email with information on why it was rejected. You will be responsible to correct it and re-submit.

-Status: You will be able to see the status of your check requests in the system.

-System Issues: Please report any system issues to Liz Botkin<mailto:lbotkin at mncap.org?subject=Check%20Request%20System%20-%20Issue%20Found> via email with screenshots and a detailed description of the issue.



How to Avoid Rejections:

-Receipts: A receipt is required for member reimbursements and must include the vendor paid, date paid, amount paid, and method of payment. Please submit check requests within 30 days. Per regulation, we cannot reimburse if the receipts submitted are over 60 days old.

-Invoices: An invoice is used if you are requesting payment to a vendor. An invoice must include the vendor name and amount due.

-W-9s: A current W-9 must be emailed to mnwg.banker at mncap.org<mailto:mnwg.banker at mncap.org> for payments to vendors or payments for scholarships. For privacy purposes, please do not upload to the Check Request System.



What is Staying the Same:

-Transfers: If your squadron owes money to Wing or Cadet Programs, you can select Transfer for the QuickBooks Account. You must attach an invoice or registration from the unit requesting funds.

-Refunds: To request a refund, select Refund for the QuickBooks Account and upload the receipt from your original payment. We cannot process a refund without the receipt.

-Finance Committee Changes: All changes to finance committees must be recorded in eServcies and a request sent to mnwg.banker at mncap.org<mailto:mnwg.banker at mncap.org> requesting an updated Form 172.

-Direct Deposit: We would like all members seeking reimbursement to set up direct deposit for the MN Wing. This saves a significant number of volunteer hours chasing down lost and stale checks. Please call Liz Botkin @ 763-232-3500 to set this up. If you receive a check, please deposit timely.



Thank you Lt Col Wilberg and Capt Coffey for your long hours and hard work to make this a reality!

Respectfully,
Capt Liz Botkin
Minnesota Wing Assistant Finance Director
Civil Air Patrol, U.S. Air Force Auxiliary
(M) 763.232.3500<tel:763.232.3500>
GoCivilAirPatrol.com<https://www.gocivilairpatrol.com/>
Volunteers serving America's communities, saving lives, and shaping futures.
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