Section VII. Accounting System Rev’d. 1/2016 - Unipropuniprop.com/formlibrary/Attachments/sec7-accounting 012816_2016-01... · There is online help in Yardi and online tutorial

Section VII. Accounting System 7-1 December 2011

Section VII. Accounting System Rev’d. 1/2016

Table of Contents ___________________________________________ 7-1 Yardi _____________________________________________________ 7-2 Recording of Rent Payments __________________________________ 7-2 Preparing a Deposit Slip ______________________________________ 7-3 Format Yardi Excel Reports ___________________________________ 7-4 Cash Flow Report Description _________________________________ 7-5 Cash Flow Report (Sample) ___________________________________ 7-5a Petty Cash Description _______________________________________ 7-6 Petty Cash Acceptance Form Description ________________________ 7-7 Petty Cash Acceptance Form (Sample) __________________________ 7-7a Petty Cash Reimbursement ___________________________________ 7-8,9 Petty Cash Log (Funds Request Sample—2 pages) ________________ 7-9a Petty Cash Audit Form Description ______________________________ 7-10 Petty Cash Audit Form (Sample) _______________________________ 7-10a Accounts Payable Approval Procedures & W-9 ____________________ 7-11,12 Accounts Payable Stamp Replacement __________________________ 7-12 W-9 Form (4 pgs) ___________________________________________ 7-12a Accounts Payable Stamp (Sample) _____________________________ 7-12b Uniprop Chart of Accounts (5 pages) ____________________________ 7-12c Check Request Form (Sample)_________________________________ 7-12d Expenditure Limits and Types __________________________________ 7-13 Special Purchase Approval Requests $500 & Over Form (Sample) _____ 7-13a Purchase Card Procedures ____________________________________ 7-14 First Time Login ____________________________________________ 7-14,15 First Time Login – Quick Reference Guide (2 pages) ________________ 7-15a Reporting Description ________________________________________ 7-16 Printing the Comerica Statement _______________________________ 7-16 Printing the Comerica Transaction Report ________________________ 7-17,18 Completing Uniprop Credit Card Transaction Report ________________ 7-19,20 Comerica Statement (Sample—2 pages) _________________________ 7-20a Comerica Transaction Report (Sample) __________________________ 7-20b Uniprop Credit Card Transaction Report (Sample) __________________ 7-20c


Yardi The accounting system begins with the first payment from a resident which may include: 1) the application fee, 2) security deposit, and 3) rent payment. The Community Manager records this information in Yardi. There is online help in Yardi and online tutorial videos in Yardi Client Central which will assist you in using the system. In the event that your community is unable to access Yardi via the Internet, follow the following procedure:

1. Check your computer to make sure it is properly connected. 2. Contact your High Speed Internet carrier to have them check for trouble. 3. Contact your Regional Vice President.

Recording of Rent Payments Refer to Section V. Rent Collection for the recording of rent payment procedures.


Preparing a Deposit Slip Follow these procedures when making deposits: 1. Most communities make deposits every day at the beginning of each month. 2. Make a deposit at least every five (5) days after the 5th of the month. Make them

more frequently if necessary.

3. Record all checks into Yardi by using the Payments function. Remember to enter

the Uniprop Batch # (Community Code [space] Batch #) in the Batch Note and Deposit Memo fields (ex: 02 101). A Deposit Slip will be generated which you should print out.

To print, open Deposit Slip and export to Excel. Click yes if you receive the

following message:

Once open in Excel, format page according to Format Yardi Excel Reports instructions (see next page).

4. Complete a bank deposit slip and attach to Yardi Deposit Slip. The amount listed on the bank deposit slip should equal the amount on the Yardi Deposit Slip.

5. The bank deposit slip, Yardi Deposit Slip, and checks to be deposited are now

ready to be taken to the bank. 6. One copy of the bank deposit receipt should be filed at the community office, and

one copy should be sent to the Accountant at the home office. 7. Every time checks are deposited or an NSF check is returned, it must be recorded

on the Cash Flow Report. The total amount of the deposit and the batch number must be recorded on the Cash Flow Report.

8. Email (fax only if email is not possible) the Cash Flow Report to your community

accountant at the home office and RVP office the day you make the deposit. 9. Record Final Batch # at the bottom of the Cash Flow Report. Refer to Section Vll. Bookkeeping for a copy of the Cash Flow Report and for

directions for completing it properly.


Format Yardi Excel Reports

I. Format Header Rows A. Copy Row 2 (to copy formatting) B. Paste into Row 1

1. Type Community Name in Row 1 C. Highlight Header Rows (all information before the names of the columns

of information) 1. Right Click 2. Format Cells 3. Under Alignment Tab

a) Uncheck Wrap Text (double click) b) Uncheck Merge Cells (double click)

4. Click OK

II. Format Page Layout A. Click on Page Setup/Page Layout B. Under Page Tab

1. Click Landscape 2. Adjust to 85% (or whatever % is required to print one account

on one page on your printer) C. Under Margins Tab

1. Change Top, Bottom, Left, and Right margins to 0.5 D. Under Header/Footer Tab

1. Click Custom Header

2. In Right Section, type: Page [click insert page # icon ] of [click insert # of pages icon ] a) Example of what the code looks like after you click on the

buttons: Page &[Page] of &[Pages] b) Example of what it looks like on the page: Page 1 of 2

3. Click OK E. Under Sheet Tab

1. Rows to Repeat at Top: click on box with red arrow in it 2. Highlight all header information (all information before the

names of the columns of information) 3. Click on box with red arrow in it (takes you back to page setup

screen) 4. Click Print Preview

a) Verify information will print correctly 5. Click OK

III. Print Report


Cash Flow Report Description The Cash Flow Report is used in the same way a check registry is used. Every time checks are deposited or an NSF check is returned, it must be recorded on the Cash Flow Report. Email to your Community Accountant the day you make the deposit. Complete the Cash Flow Report in the following manner:

a. Enter the name of the community accountant on the top line. b. Enter the name of the community. c. Enter the date. d. In the 1st column, enter the date of the deposit or NSF check received. e. In the 2nd column, if an NSF check is received, enter the Resident’s name. f. In the 3rd column, enter the homesite #. g. In the 4th column, breakdown the NSF check (i.e., the amount which is rent and

any other fees or charges). h. In the 5th column, enter the **Batch Number. i. In the 6th column, enter the amount of the deposit or NSF. j. In the 7th column, the total will be automatically calculated and entered. This is a

cumulative total. k. The same report should be used throughout the month and added onto each

time another deposit is made or NSF check is received. l. On the last report made for the month, indicate “Final Batch #” at the bottom of

the report. **All checks (homesite rent and other fees) are entered into Yardi. A deposit/deposit slip number is auto generated by Yardi. However, Community Manager’s DO NOT record this deposit number on the Cash Flow Report. Community Manager’s use the Uniprop Batch Numbering System…Community Code [space] Batch # (ex: 02 101). The Cash Flow Report is emailed (faxed only if email is not possible) to your Accountant and Regional Vice President the day you make a deposit.

Form: CFR Rev'd. 6/10

CASH FLOW REPORT

Community Name:

Barbara Date: 11/25/2004

DATE NSF - NAMEHOMESITE MISC. (NSF BREAKDOWN)

BATCH NO.

DEPOSIT/NSF AMOUNT Total

11/01/04 10-101 10,505.10 10,505.10

11/01/04 10-102 14,351.49 24,856.59

11/05/04 10-103 8,366.00 33,222.59

11/06/04 10-104 9,467.16 42,689.75

11/06/04 John Matthews 81-3 Rent=435, NSF=25, Water=7.95 (467.95) 42,221.80

11/18/04 10-105 6,628.90 48,850.70

48,850.70

48,850.70

48,850.70

48,850.70

48,850.70

48,850.70

48,850.70

48,850.70

48,850.70

48,850.70

48,850.70

48,850.70

48,850.70

48,850.70

48,850.70

48,850.70

48,850.70

48,850.70

48,850.70

48,850.70

48,850.70

48,850.70

48,850.70

48,850.70

Final Page 105

Dry Creek

ATTN:


Petty Cash Description 1. Petty cash should be used for various small items that need to be purchased

immediately and there is not enough time to generate an invoice or check request. 2. Community Managers are responsible for all petty cash funds. This includes losses

from theft, fire, misplacement, etc.

3. A checking account in the Community Manager’s name is preferable to petty cash kept in a drawer.

4. The amount of your petty cash fund is determined by your Regional Vice President. Any expenditure over $500 must be approved by your Regional Vice President.

5. Only one petty cash fund is permitted at each community.

6. All purchases of equipment, routine community and vehicle maintenance, and routine office supplies and services should be processed as a “charge” item. Petty cash should not be used.

7. Casual labor hours and information should be submitted to the home office on a timely basis and must not be paid out of petty cash.

8. Community Managers should establish charge accounts with the following suggested suppliers to reduce the need for petty cash:

Hardware and Electrical Supply

Auto Supply

Gas Station

Office Supply

Pool Supply

Garden and Garden Tool Supply

Manufactured Home Supply

9. No employee loans are to be written from petty cash.


Petty Cash Acceptance Form Description 1. A Petty Cash Acceptance form must be completed by any employee who accepts

the responsibility of reconciling amounts in the Petty Cash Fund. 2. Accurately complete all information on the Petty Cash Acceptance form. 3. The person accepting petty cash funds must sign and date the form. 4. The Petty Cash Acceptance form must be signed by a witness, Regional Vice

President, or designated personnel. 5. Send the Petty Cash Acceptance form to the Accountant at the home office on the

day it is completed. 6. No employee loans are to be written from Petty Cash.

Form: PCA Rev'd. 4/08

Community Name:

Employee Name:

Petty Cash Detail as of (date):

Used Vouchers (Receipts) in Petty Cash File $

Used Vouchers (Receipts) Submitted but not Reimbursed

(Confirm with Home Office) $

Cash on hand $

Other (Describe) $

Total Petty Cash Fund Accepted $(Must agree with control amount in Petty Cash Log)

Employee Signature: Date: 11/16/2004

Employee Signature: Date:

Regional Vice President: Date: 11/16/2004

If, as a result of this audit, all receipts and cash on hand do not equal the above amount

accepted, I hereby authorize a deduction for the amount of the difference to be taken from

any wages due and payable to me.

Mary McGaffey

Chris A. Anderson

110.55

500.00

Employee Statement

I understand that upon my leaving my position with the above named Manufactured Home

Community or Resort an audit of the Petty Cash Fund will be done.

Petty Cash Acceptance

Ardmor Village

Mary Mcgaffey

November 16, 2004

289.45

100.00


Petty Cash Reimbursement

1. Reimbursements take place once or twice a month depending on need.

2. It is time to request a reimbursement when two thirds (⅔) of the total allotment has

been used.

3. Allow at least twenty (20) days to receive your reimbursement.

4. To initiate a request for reimbursement: a. Gather receipts of every transaction to be reimbursed and put in date order. No

substitute documentation is permitted. Only legitimate receipts will be accepted. Unsupported items will not be reimbursed, and the Community Manager will be held accountable.

b. At the top of the Petty Cash Log, enter your Community Code (ex: RW34) and Community Name.

c. Enter Beginning Date (the last date of previous Petty Cash Log funds request).

d. Enter Beginning Balance (account balance as of the last Petty Cash Log funds request—enter under Amount Deposited).

e. Enter every transaction in date order, including deposits. Complete every cell appropriate to each transaction. 1) Deposits: Record the date, description (i.e., funds request reimbursement,

key, etc.), and amount. 2) NOTE: Dates under Community Name will be auto generated by the receipt

dates. Therefore, you must enter the receipts in date order.

f. Please Reimburse To: Enter Name the check is to be made out to.

g. Total each GL number and enter GL total on Petty Cash Log--GL Totals form. 1) Enter Today’s Date only in the first cell. This is the date you are doing the

funds request.

2) NOTE: The dates, community code, and community name at the top of the page will automatically be pulled from the Receipts page.

3) Enter GL totals for deposits and withdrawals.

4) Please Reimburse To: Enter Name the check is to be made out to.


Petty Cash Reimbursement (cont’d.)

h. Print out Petty Cash Log and Petty Cash--GL Totals pages

i. Initial both forms in top right corner.

5. Submit all documentation to your Regional Vice President for approval. Place documents in the following order: Petty Cash Log--GL Totals, Petty Cash Log, Receipts of each Transaction in date order (order entered on Petty Cash Log). Remember to allow twenty (20) days for reimbursement from the time your Regional Vice President submits the report to the home office.

6. Regional Vice President will review the above, determine replenishment, and

forward to the home office. Home office will process and approve replenishment within twenty (20) days of receipt of information from Regional Vice President.

NOTE: An additional Petty Cash Log may be needed in a given period. It is important to bring the balance forward from the previous page.


Petty Cash Audit Form Description 1. A Petty Cash Fund Audit must be executed by the Regional Vice President when

a Community Manager leaves his/her position in order to account for all monies left in the fund.

2. The Petty Cash Audit Form must be accurately and entirely completed. 3. The Community Manager must sign and date the Petty Cash Audit Form. 4. The Regional Vice President must sign the Petty Cash Audit Form. 5. The Petty Cash Audit Form must be sent to the Accountant at the home office on

the day it is completed along with the Community Manager’s Team Member Payroll Data form detailing termination.

Form: PCAF Rev'd. 6/10

Community Name:

Employee Name:

Petty Cash Detail as of (date):

Used Vouchers (Receipts) in Petty Cash Files $

Used Vouchers (Receipts) Submitted/Not Reimbursed

(Confirm amount with home office) $

Cash on hand $

Other (Identify) $

Total Petty Cash Fund Per Audit $

Total Petty Cash Fund Accepted (control amount) $

Shortage of Petty Cash Per Audit $

The above noted shortage is to be deducted from the wages due to the above named

employee per the Petty Cash Acceptance signed by the employee on

Employee: Date: 11/16/04

Community Manager: Date: 11/16/04

Regional Vice President: Date: 11/16/04

Witness: Date: 11/16/04

Kathy Smith

Kari McGaffey

Chris Anderson

Steve Smith

287.46

500.00

500.00

Petty Cash Audit Form

Highland Manor

Kari McGaffey

November 16, 2004

89.00

123.54


Accounts Payable Approval Procedures Rev’d. 5/2014

It is the responsibility of the Community Manager and Regional Vice President to insure that invoices submitted for payment are properly coded, stamped with the Accounts Payable Stamp, and submitted for payment to the accounting department at Uniprop. All invoices (a request for payment from a contractor or vendor) are to have an invoice number assigned by the contractor or vendor. A W-9 form should also be completed and accompany the invoice when necessary. W-9 Form: Any individual who is hired to perform work for the community (such as repairs, maintenance, construction, cleaning, etc.) who is not incorporated must complete a W-9 form. The completed W-9 should be mailed to the Accountant. A copy should be filed in the community office. Invoices: It is important to check for the following items on invoices submitted:

1. Invoice number is present. 2. Address of contractor is complete and legible. 3. Amount due is clear and legible. 4. Proper approvals are on the invoice. 5. All information on Accounts Payable Stamp is clear and legible (includes

Community Code). Invoices should be stamped on the front page (if possible) using the community Accounts Payable Stamp. Include the following information:

1. Community Code 2. Date Invoice Received 3. Appropriate GL Account Number (See Chart of Accounts for description) 4. Amount to be Paid against each GL Listed 5. Total Amount to be Paid (do not include past due or previous balances) 6. Brief Description of the Work Done or Product Purchased 7. Community Manager’s initials to Indicate Approval for Payment.

Do not approve an invoice unless you have personal knowledge the product or service was satisfactorily provided.

Some vendors use statements as invoices. Statements are received from vendors with whom we have credit accounts such as Home Depot, hardware stores, and gasoline suppliers. All statements are to be stamped in the same manner as invoices listed above, unless an invoice has already been received. A statement is a summary request for payment used for purchases completed over a specific period of time.


Accounts Payable Approval Procedures (cont’d.) Rev’d. 1/2016

Some vendors (such as attorneys) may send out both invoices AND statements. Pay attention to double billing and do not request the same payment twice! Invoices, statements, including month end statement showing outstanding balances, and Check Requests shall be sent to your Regional Vice President’s office weekly for their approval and signature. Include all sales slips pertaining to the invoice or statement. Checks are generated by the home office once a month, on the last day of the month. Checks that need to be issued ASAP should only be requested for emergency purposes or when an important need must be fulfilled immediately. Check Requests are a document that is used only when an invoice is not available. Check Requests are a last resort and should only be used in rare instances when an invoice is not available. It is always preferable that the source document for payment is an invoice, not a Check Request. Check Requests should never be used to reimburse employee business expenses. An Expense Report is the proper document for reimbursement of business expenses incurred by an employee. Proper receipts must accompany the Expense Report for any expense of $25 or greater.

Accounts Payable Stamp Replacement One option for replacing the Accounts Payable Stamp is thru Office Depot online (www.officedepot.com).

Item #317001 Eco-Green Xstamper Pre-Inked Medium Stamp

Impression Size: 1 15/16” x 2 15/16” You can customize it yourself or contact Heather Creamer at [email protected]. Heather has the Accounts Payable Stamp already setup at thru Office Depot online and can customize with each Community Code. Please email the following information to Heather to order an Accounts Payable Stamp:

Community Code

Shipping Address

UNIPROP

Chart of Accounts – Expenses Only

Account Account Name Explanation

Code

Rev’d. 10/2015 1 1

1120 Resident Payback Repairs to exterior of resident home for which the

resident will reimburse the community. The

reimbursement is also included in this account. The

activity (charges) must be tracked (posted) in Yardi.

4030 Outside Labor Day laborers. Temporary office help.

4040 Water & Sewer Billing for water and sewer consumption. Includes

contracts with professional plant operators. Costs of

required governmental testing on plants.

4050 Natural Gas Billing for natural gas consumption.

4060 Electric Billing for electricity use.

4070 Courtesy Patrol CONTRACT ONLY. Costs incurred by professional

company for patrolling the community and manning a

gatehouse.

4075 Cable TV/Internet Cable TV bills and repair and/or High Speed Internet

bills.

4091 R&M - Water & Sewer Repair Repair of COMMUNITY-OWNED wastewater

treatment plants, well-water systems, lift stations,

water tanks, and any equipment related to its

maintenance, repair, and operation. Testing,

engineering costs, repair of leaks in sewer and water

lines, pumping costs, chemicals, etc. Snake out lines,

sewer caps for vacant sites, replacing hose bibs.

4092 R&M - Supplies Paint and related supplies (brushes, thinner, caulk,

tape, etc.) for general use. Speed bumps, light bulbs,

trash bags, screws, nails to be used for general repair.

Weed killer, fence ties, lime for under homes,

batteries, work gloves, small tools, and equipment.

Trim kits and skirting panels.

4093 R&M - Road Repairs Repair and maintenance of streets and driveways

including minor patching, street sweeping, street or

curb painting (ONLY where previously painted), line

striping. Minor concrete repairs or replacement.

UNIPROP



Code

Rev’d. 10/2015 2 2

4094 R&M - Contract Services Office cleaning and pest control. Professional tree

trimming/removal. Includes any professional service

not defined in other account explanations.

4095 R&M - Lease Homes FOR LEASE HOMES ONLY. All repairs,

maintenance, supplies, equipment, and labor for the

interior and exterior of community-owned and

occupied lease homes. Pressure wash, replace outside

breakers, repair sub-feeds. (NOT to include repairs to

homes occupied by employees included in 4098.)

4096 R&M - Pool All repairs and maintenance to pools, pool decks, pool

houses, and pool furniture. Includes chemicals,

pumps, filters, minor patching, pool service, and

cleaning equipment.

4097 R&M - Equipment Repairs Repair and maintenance of any community-owned

equipment including, but not limited to, golf carts,

tractors, lawn mowers, edgers, trimmers, chain saws,

etc. (Examples include tune ups, spark plugs, mower

blades, filters, fluids, minor repairs, etc.)

4098 R&M - Other ANY repair for community center and office building

(a/c, heat, screens, doors, door closures etc.). All

community signs (stop, street, speed limit, etc.).

Photo cell replacement. Repair of street lights, mail

box area lights. Manager and Assistant Manager

home repairs. Keys and all related supplies. Meter

and pedestal repairs.

4099 R&M - Vehicle Repair and maintenance of community-owned

vehicles (cars or trucks). Oil change, tune-up, minor

equipment, tires, batteries, etc. Includes

reimbursement of mileage for personal auto use.

4100 Rubbish Removal Rubbish bills and trash disposal expense. Dumpsters.

4120 Gasoline Gasoline for community-owned vehicles and

maintenance equipment. (Must include odometer

reading).

UNIPROP



Code

Rev’d. 10/2015 3 3

4185 Homes Tags & Taxes Home registration expenses.

4210 Legal Professional fees and costs paid to collect delinquent

rent including attorney fees, court costs, filing fees,

etc. Any legal fees involved in the management of

the community. Reimbursement for collection costs

by residents should also be included here.

4230 Advertising All community advertising in newspapers, on

billboards, on radio, in periodicals, advertising

giveaways (pens, hats, note pads, etc.). Garage sale

and/or bingo ads and flyers and related expenses.

Employment ads.

4235 Promotion Planned Community holiday parties or potluck

functions, includes supplies (food, plates, cups,

decorations, etc). Flowers for residents (get well,

congratulations, sympathy, etc.). Dealer gifts. Yard-

of-the-Month prizes. Open House (all related costs).

Special staff dinners.

4240 Office - Supplies Costs incurred to manage the on-site office including

pens, pencils, paper (copy and credit machines), file

folders, paper clips, etc. Toner/ink cartridges.

4241 Office - Other Uniforms. Water cooler rental & supplies. Pop,

coffee (sugar, cream, etc.), paper products (napkins,

paper towels), miscellaneous kitchen supplies.

Employee lunch. Seasonal office decorations. Film

and developing. Money order costs. First aid kits.

Fire extinguishers (purchase/maintenance).

4242 Office - Newsletters Printing of Community Newsletter.

4243 Office - Forms Printing of Community forms.

4244 Office - Postage Postage, express mail charges.

4245 Office - Equipment Contracts Any equipment rented/purchased for use in the office

(copiers, credit card machines, motion sensors

telephones, typewriters, faxes, shredders, computers,

etc.). Repair of equipment.

UNIPROP



Code

Rev’d. 10/2015 4 4

4246 Office - Background Screening Credit and Criminal background checks for residents

and employees.

4250 Bank Charges All charges related to maintaining the community

checking account.

4260 Dues & Licenses Member and renewal of association fees and licenses.

4270 Telephone Telephone service to the community, pager service,

and cellular phone bills. Repairs to telephones.

(Does NOT include yellow pages advertising.)

4283 Employee Training Any training classes (ACM, PHC, etc.).

4290 Dealer Incentive Dealers and Salesmen only. ANY employee

compensation must be paid through payroll.

4340 Travel Airline tickets, gasoline, hotels, tolls, rental car,

parking fees.

4341 Travel - Meals Food purchases while traveling or entertaining guests

or employees (includes dealers).

4344 Canal Maintenance Spraying of ditches and retention ponds.

4345 Lawn/Landscape Maintenance Includes Contract Services. Mow, trim. Fertilizer,

plants, flowers, bushes, trees, mulch, sod, grass, seed,

soil. Professional treatments.

4346 Snow Removal/Salt Costs for snow removal and salt.

4347 Lawn Maintenance Equipment Any equipment rented/purchased for use in the

community. Repairs of community-owned

equipment.

4348 Lawn Maintenance - Gasoline Gasoline for community-owned lawn equipment.

4350 Miscellaneous Expense To be used by accountants only.

UNIPROP



Code

Rev’d. 10/2015 5 5

4360 Resident Incentive Move-In cash incentive for residents. (NOT

discounts off rental rate.)

NON-RECURRING GENERAL GUIDELINE

(See Budget for Community-Specific Details)

7010 N/R - Basketball/Tennis Courts

7015 N/R - Community Center Renovations

7020 N/R - Community Center Furniture

7024 N/R - Construction

7025 N/R - Driveway Repairs

7030 N/R - Fencing

7040 N/R - Home Removal

7045 N/R - Landscaping

7050 N/R - Lawn Maintenance Equipment - Purchase/Repair

7055 N/R - Lease Home Repair

7060 N/R - Manager Home - Repair/Upgrade

7070 N/R - Pedestal Upgrade

7075 N/R - Office Furniture/Equipment

7085 N/R - Playgrounds

7090 N/R - Pool Repairs

7095 N/R - Pool Furnishings

7100 N/R - Pressure Wash Program

7105 N/R - Road/Street Repairs

7110 N/R - Roof Repairs

7120 N/R – Sidewalks - Repairs/Install

7125 N/R - Signage

7130 N/R - Site Upgrade

7140 N/R - Street Lights

7145 N/R - Tree Trimming/Removal

7150 N/R – Truck - Purchase/Repair

7155 N/R - Water/Well Repair

7190 N/R - Other—Non-Budgeted

7210 N/R - Upgrade Electric Pedestals

7215 N/R - Cleanup Canal & Banks

7235 N/R - Rip Rap Lakes

7245 N/R - Tractor


Expenditure Limits and Types Rev’d. 10/2015

Expenditures under $500 The Community Manager has the authority to make expenditures under $500 in compliance with the Community Budget.

Expenditures in Excess of $500 Any expenditure in excess of $500 will require the prior written approval from the Regional Vice President. The Community Manager must complete the Special Purchase Requests $500 and Over form and fax or e-mail to the Regional Vice President. The Special Purchase Requests $500 and Over form is utilized for the requisition of Repair and Maintenance items, capital improvement, office supplies, retail vendors, wholesale vendors, contractors, and temporary labor. Once approved by the Regional Vice President, the signed Special Purchase Requests $500 and Over form will be faxed or e-mailed to the Community Manager. Attach the approved Special Purchase Requests $500 and Over form to the invoice. Both the Regional Vice President and Community Manager should maintain a copy of the approved Special Purchase Requests $500 and Over for future verification if necessary.

Expenditures of $5,000 and Over Any expense over $5,000 will require the approval of the Director of Operations. The Regional Vice President will initial the proposal and forward it to the Director of Operations for approval. The Community Manager will be responsible for attaching the approved proposal to the invoice.

Expenditures for Capital Improvements Requiring Pre-Payment A non-recurring capital improvement project may be initiated where the contractor requests a down payment, and the Regional Vice President or Construction Manager has negotiated a portion of the remaining balance remain unpaid until a set time after the work has been done. The following procedure should be followed:

a) A Check Request should be submitted for the down payment amount. Indicate whether the check should be sent to the community or to the contractor. Attach a stamped copy of the approved bid or proposal to the Check Request.

b) At completion of the work, the final invoice should be sent to the Regional Vice

President’s office. Stamp the invoice but do not fill in the stamp. Your Regional Vice President will complete the necessary information.


Purchase Card Procedures Rev’d. 3/2015

Comerica Bank issues a MasterCard and Token to the authorized account holder at each Community (typically, the Community Manager). This Purchase Card will be used for making community purchases. Your Regional Vice President will set the limits (monthly purchase amount, daily purchase amount, single transaction amount, and monthly number of transactions) of your Purchase Card. Please make sure you monitor your transactions, so you stay within your limits. Please contact your Regional Vice President to discuss changes to these limits. NOTE: The address for the purchase cards is the corporate office (below). It will be declined if you use your community’s address. 280 Daines Street, Suite 300 Michelle Beattie Birmingham, MI 48009-6246 Billing cycles end on the last BUSINESS day of the month; therefore, the next billing cycle begins the following day. Monthly statements are typically available on the 2nd business day of the month; the account holder will receive e-mail notification when the statement is available. Payment of the Purchase Card is due on the 10th business day of the month, so all reconciliation forms must be email to your Regional Vice President no later than the 5th of each month. At this time, Comerica’s contact person is Kim O’Malley and can be reached by phone at (734)632-5589 or by e-mail, [email protected]. First Time Login Once a purchase card has been issued, the authorized account holder (typically the Community Manager and Regional Vice President) will receive an e-mail from Comerica Bank with a User Name and Temporary Password. After receipt of the Purchase Card, Token, User Name, and Temporary Password, each authorized account holder must log into the Comerica website and set up your own Password. See First Time Login – Quick Reference Guide on next page.

1. Using the link from the initial email, go to www.card-data.com/ComericaCardManagementSystem. Bookmark this site or save in Favorites.

2. Login with your:

USERNAME – provided in email

PASSWORD –temporary provided in email; change password and select security questions/answers (NOTE: Make sure you write this information down and keep it in a secure location.)

TOKEN – received in the mail; you will use this to obtain a security code every time you login

mailto:[email protected]

http://www.card-data.com/ComericaCardManagementSystem

Section II. Financial Management 7-15 December 2011

Purchase Card Procedures cont’d.

3. The first time you login, set Internet Explorer to Compatibility view.

Press “ALT—T” at the same time to view the drop down menu.

Click “Compatibility View Settings”

In the “Add this website” box, you should see “card-data.com”. If not, type it

in the box. Click ADD.

Make sure the box is checked for “Display intranet sites in Compatibility

View”. Click CLOSE.

Upon completion of changing your password, the Regional Vice President will be able to access each of their Community accounts and make changes to limits and account holders. The authorized account holder at the Community level has limited access and can only view information.


Purchase Card Procedures cont’d. Reporting Description Once a Community begins to use their purchase card, the Community Manager will submit the Uniprop Credit Card Transaction Report, Comerica Statement, and Comerica Transaction Report to their Regional Vice President for approval. The Uniprop Credit Card Transaction Report is a summary of transactions for the current billing period. Billing cycles end on the last BUSINESS day of the month; therefore, the next billing cycle begins the following day. Printing the Comerica Statement

1. Login to the Comerica website.

2. Highlight the Statement tab.

3. Click Statement View and Print

4. Click Search for Account Name and click Search. NOTE: Do not enter any information under Account Name.

5. From your list of accounts, click View Account for the account that does NOT match the last four (4) digits of your Purchase Card number.

6. Under View Statement, click the arrow for the drop down box and click on the date of the statement you want to print. NOTE: It defaults to the most current statement available.

7. Click the PDF icon to download the Comerica Statement.

8. After the PDF document opens, you can print and save the Comerica Statement.


Purchase Card Procedures cont’d. Printing the Comerica Transaction Report

1. Login to the Comerica website.

2. Click on Reports – Standard Reports

3. Click the Transaction tab. Enter date range for the current billing period. [Billing cycles end on the last BUSINESS day of the month; therefore, the next billing cycle begins the following day.]

4. Print the Comerica Transaction Report (CTR) for the current billing period. a. NOTE: If the print prompts at the bottom of the CTR kick you out of the

system, you will have to wait fifteen (15) minutes before logging back in. b. NOTE: The PDF version of the CTR prints out very small. To print a larger

version of the transactions, do the following: (1) Scroll down to the bottom of the list of transactions. (2) Click Download. (3) Click Download to Excel. (4) If you receive the following pop up message, click Yes.

(5) Now you can format the CTR Excel report for easy reading. Here are some suggested formatting changes: (a) Orientation: Landscape (b) Margins: all .5 (c) Rows to Repeat: $1:$1 (if more than one page of transactions) (d) Alignment for all cells: Centered, except as indicated below (e) Row 1 Text Control: Wrap Text (f) Text Control for all rows except Row 1: Shrink to Fit, except as

indicated below (g) Column Widths:

Company Number = 5.89

Company Name = 7.22

Account Name = 6.11 (Text Control: Wrap Text)

Account Number = 11.11

Post Date = 6.67

Transaction Date = 6.67

Transaction Amount = 8.44 (Alignment: Right Justified)

MCC Code = 4.11

Merchant Name = 18.5 (Text Control: Shrink to Fit)

Hierarchy Name = 9.33


Purchase Card Procedures cont’d. Printing the Comerica Transaction Report cont’d.

Report Indicator = 6.89

Report ID = 4.78 (h) Add a sum formula to calculate total of Transaction Amount

column (i) Add page numbering if more than one page of transactions

5. Close the CTR window and log off. (NOTE: After fifteen (15) minutes of inactivity, the program will time out.)


Purchase Card Procedures cont’d. Completing Uniprop Credit Card Transaction Report The Uniprop Credit Card Transaction Report is completed by the authorized account holder (Community Manager) and e-mailed to the Regional Vice President by the 5th of each month. However, frequent monitoring is a MUST to protect against unauthorized transactions and theft and to insure you are not over your limits. Managers will report all discrepancies to the Regional Vice President immediately.

1. Each receipt/invoice should have the amount of each GL account number written on the receipt/invoice. 1. Example: #4092 = $50.00

2. On the Uniprop Credit Card Transaction Report, fill in the following header

information:

a. Community Information

b. Billing Period (Month/Year)

c. Report Date

d. Prepared By

3. For each invoice/receipt, fill in the following information:

a. Transaction Date

b. Post Date

c. Transaction Amount

d. Invoice/Receipt Number

e. MCC Code (from the CTR)

f. Merchant Name (as shown on the invoice/receipt) g. GL Account # (ONE GL Account # per line)

(1) NOTE: When there is more than GL code for one invoice/receipt, DO

NOT duplicate the following information:

(a) Transaction Date (If you reenter this, the total number of

transactions will be incorrect.)

(b) Post Date

(c) Transaction Amount

(d) Invoice/Receipt #

(e) MCC Code

(f) Merchant Name


Purchase Card Procedures cont’d. Completing Uniprop Credit Card Transaction Report cont’d.

h. Cost (enter the cost being charged to the entered GL Account # on the

same transaction line)

(1) NOTE: In the case of a return, credit, or payment made, enter a

negative number (i.e., -$25.30).

i. Item Description (description of items purchased that are coded to the GL

Account # entered)

4. At the bottom of the report, the following totals with auto calculate:

a. Total Number of Transactions (Transaction Date column)

b. Total Amount of All Transactions/Receipts (Transaction Amount column)

c. Total Cost of All GL Amounts (Cost column)

(1) NOTE: The Total Amount of All Transactions/Receipts and the Total

Cost of All GL Amounts MUST MATCH.

5. The authorized account holder (Community Manager) will scan and e-mail the

Uniprop Credit Card Transaction Report, the Comerica Transaction Report, the Comerica Billing Statement, and copies of all receipts to the Regional Vice President for approval.

6. Once reviewed and approved, the Regional Vice President will forward the

Uniprop Credit Card Transaction Report to the Community Accountant for payment.

7. Compare and verify that all transaction amounts are correct using the Comerica Transaction Report, the Comerica Statement, and the invoices/receipts for the billing period.

Post Date Tran Date Reference Number Merchant Description AmountPURCHASES $246.99

PAYMENTS ($717.27)

12/13/2013 12/13/2013 70000003333111111111111 AUTOMATIC PAYMENT ($717.27)

* * * * *

PLEASE NOTE THE FOLLOWING IMPORTANT INFORMATION:

.

* TRANSACTION REVIEW - NOTIFY US OF UNAUTHORIZED TRANSACTIONS OR ERRORS

WITHIN 14 DAYS FROM THE DATE OF DISCOVERY OR THE DATE THE FIRST

STATEMENT OR REPORT REFLECTING THE PROBLEM IS MADE AVAILABLE TO YOU,

WHICHEVER OCCURS FIRST.

* GUIDE TO BENEFITS - THE GUIDE TO BENEFITS IS AVAILABLE ONLINE AT

WWW.MASTERCARD.COM/US/BUSINESS/EN/PDF/COMMERCIALGTB.PDF

* TRAVEL INSURANCE - IF YOUR CARD HAS BEEN PERMISSIONED FOR TRAVEL

PURCHASES, YOU ARE COVERED UNDER MASTERCARD'S WORLDWIDE AUTOMATIC

TRAVEL ACCIDENT & BAGGAGE INSURANCE POLICY.

.

IF YOU HAVE ANY QUESTIONS, PLEASE CONTACT YOUR COMPANY'S PROGRAM

Statement Summary

Total Amount Due $246.99 Due Date: 01/15/2014

Current Payment Due: $246.99 Billing Date: 12/31/2013

Past Due Amount: $0.00 Credit Limit: $2,500.00

Minimum Amount Due: $246.99

Account Summary

Previous Balance: $717.27

Purchases: $246.99 Days In This Billing Cycle: 32

Cash Advances: $0.00 New Cash Advances: $0.00

Credits: $0.00 Cash Advance Fee: $0.00

Payments: ($717.27)

Other Charges: $0.00

New Balance: $246.99

BAYHEAD

UNIPROP INC

ATTN: MICHELLE BEATTIE

280 DAINES STREET STE 300

BIRMINGHAM, MI 48009 6246

DETROIT, MI 48255 1669

PO BOX 55000

DEPARTMENT #166901

COMERICA COMMERCIAL CARD SRVC

************0122

Page: 1 of 2************0122BAYHEAD

Post Date Tran Date Reference Number Merchant Description AmountADMINISTRATOR.

BAYHEAD - *2819 $246.99

PURCHASES $246.99

12/04/2013 12/04/2013 55432863338000262380575 COMCAST OF TALLAHASSEE 800-COMCAST FL $105.70

12/09/2013 12/06/2013 05410193340418192494283 USPS115940088833020249 MIDWAY FL $33.64

12/13/2013 12/12/2013 05436843347600110100182 WALGREENS #10717 TALLAHASSEE FL $21.49

12/13/2013 12/11/2013 55541863346010184098369 THE HOME DEPOT #6374 TALLAHASSEE FL $12.86

12/20/2013 12/19/2013 55309593354838005964102 MURPHY EXPRESS #8670 TALLAHASSEE FL $22.55

12/20/2013 12/19/2013 55309593354838005964177 MURPHY EXPRESS #8670 TALLAHASSEE FL $50.75

Page: 2 of 2************0122BAYHEAD

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