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Quarterly Report Assistant (QRA) Manual

Prepared by Office of Advisory Neighborhood Commissions and Office of the District of Columbia Auditor - 2013

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System Requirements for utilizing the Electronic Quarterly Report Assistant (QRA) are provided below:

• Microsoft Office 2003 (or higher) Standard

• Computer and processor 500Mhz

• Memory (RAM) 256MB

• Hard Drive 3GB available disk space

• Display 1024X576

• Enable Micro within Excel (a security feature)

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Welcome Screen

When you open the QRA you will see this Welcome screen. You will be prompted at the top of the screen with a security warning. Click on “OPTIONS” and under the Macro section click on enable macros. Failing to do this will not allow you to fully utilize the QRA.

Notice the tabs at the bottom of the screen. You can go to different “pages” by clicking on the appropriate tab. You should begin by going to the Ledger page.

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1. The Ledger Page

The Ledger page is the entry point for each quarterly report. The QRA will use this information to calculate your quarterly report. Enter all of your expenses and income here. Include bank fees, checks, interest as well as quarterly D.C. government allocations.

Entering Data into the Ledger:

1. Enter your ANC Number. This will populate the entire worksheet where necessary.

2. Enter your opening balance. This will be the ending balance from the quarter preceding the quarter your ANC first starts using this form. For example, effective 2nd quarter 2013 all forms must be submitted using this form. Therefore your beginning balance should be the ending balance shown on your 1st quarter 2013 quarterly report submitted to the Auditor.

3. Leave the first column (“C”) blank when you enter the data. When you receive your bank statement that shows that an entry (expense or income) has cleared the bank, type a “c” in that column. This will indicate that the item has cleared. It will also update the Reconciliation Balance.

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4. Next, you are ready to begin entering checks written during the quarter. These should be entered in sequential order. This should be entered in the column labeled chk#.

5. Enter the date the check was written using numeric or alpha-numeric symbols (i.e. 3/31/2013 or March 31, 2013). Entering the correct date is very important here. The QRA is programmed to enter checks written during a specific quarter to populate the respective quarterly report summary, saving account form, and correctly reconcile your bank account.

6. Enter who the disbursement is made payable under the payee/payer column.

When you reach the Cat or Category column, a drop-box will open. It includes all of the allowable codes. An information box will also appear to help you remember which code number goes with which expense or income category.

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1. Select the expense category from the drop down box. These are number 1-23 for allowable expenses. (See appendix for category explanation).

2. Enter the amount of the disbursement under the disbursements column. You will see once this amount has been entered the balance column automatically updates.

3. After all expenditures have been entered for the month, a review of your bank statement should be conducted for the month. For checks that have cleared enter a “C” in the first column of the worksheet. This will automatically carry over to your checking account reconciliation discussed later.

4. From your bank statement enter all deposits shown on the bank statement. (1) Enter date of deposit, (2) Enter the source of deposit in payee/payor column, (3) and enter the category from the drop down box. This category will be one of four receipt categories: D AL (District Allotment), D In (Interest earned on Checking Account only), DO (Other Deposits), or DT (Transfer from Savings Account). (See appendix for category explanation).

Enter a “C” in the first column of the worksheet for all deposit line entries.

5. From your bank statement enter all other debits shown for the month. This may include bank service fees, stop payments (see appendix for category explanation). “C” in the first column of the worksheet.

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As you enter more and more information, the ledger will begin to look something like this:

When you have entered all of the quarter’s expenses and income, click on the bottom tab that corresponds to that quarter.

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2. Computing the Quarterly Report You will now see a page that looks like this. Click on the yellow lightning bolt icon and QRA will compute the quarterly report and take you to the updated Summary of Receipts and Disbursements Page (Page 1 of the quarterly report).

2. Completing the Expenditure Page

1. Click on the Expenditures button (red button). This will take you to page 2 of

the quarterly report the expenditure/checking listing form.

2. Complete the expenditure page by filling in the appropriate information under “purpose” and “date approved.” See red arrows next page. (Remember, if this is a recurring item, such as rent, you may indicate “budget.” Otherwise, put in the date of the meeting at which the expenditure was approved).

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3. Computing the Income Page

Click on the green income button you will go to page 3 of the quarterly report or the income page. Page 3 will look something like this:

1. Enter an “X” in box if your ANC has no Savings Account.

2. Enter your balance forward. This will be the ending balance from the quarter preceding the quarter your ANC first starts using this form. For example, effective 2nd quarter 2013 all forms must be submitted using this form. Therefore your beginning balance should be the ending balance shown on your 1st quarter 2013 quarterly report submitted to the Auditor. You must however enter this amount on the first quarter Income savings Form. You will not be able to enter this in any other quarter because the field is locked and automatically calculates based on the amount in quarter 1.

3. The rest of the form will self-populate from any entries made in the ledger.

4. Error Catching

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If you inadvertently delete some of your information or neglect to insert some required information or dates, you will get an error message. If this happens, check to see if a category code is missing or if an item amount is missing. When you correct the problem, the error message will disappear. Click on one of the Lightning Bolts and QRA will re-compute your report.

5. Budget Information

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The QRA will also help you monitor your budget. At the beginning of the year, go to the budget tab and enter the appropriate amounts in the “budget” column. Now as the year progresses the QRA will track your expenses to date. It will show how much of your budget is left for each category. You may also use this form to establish your required annual budget that must be submitted to the Auditor. Use of this form will also allow ODCA to validate items indicated as “budget” on your expenditure/check listing form.

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6. Printing

When you are ready to print the Quarterly Report:

1. Click on one of the brown printer icon which will bring page numbers in the yellow box. You’ll have to click on each icon for each page.

Page 1- Summary of Receipts and Disbursement Page 2- Expenditure/Check listing Page 3- Income Form (checking and savings accounts)

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After you click on the page number icon, the following screen will appear. If everything looks correct, click on the print button in the ribbon menu at the top of the page.

1. Once you print the forms you must affix the requisite signatures and PDF this form to the Auditor along with your quarterly report.

2. MAKE SURE TO SAVE YOUR FILE. THIS FILE MUST BE SAVED AS AN EXCEL MACRO ENABLED WORKBOOK

3. Next you must complete the supporting documentation form, and copy and affix all supporting documentation to this form. This form and the supporting documentation must also be submitted with your quarterly report.

. (Saves the workbook in the xml based and macro-enabled file format.)

4. Lastly you must complete the pre-submission check list, print this out and PDF the form to the Auditor along with your quarterly report.

5. Your QRA must be submitted electronically through the Auditor’s ANC email address, ancoperations@dc.gov. Signed copies of financial reports, supporting documentation form, supporting documentation and pre-submission checklist must also be submitted through the Auditor’s ANC email address, ancoperations@dc.gov., hand delivered or sent to ODCA attention: ANC Operations.

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APPENDIX

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RECEIPTS

: D AL District Allotment

- Allotment(s) deposited to your Checking Account during the quarter.

D In Interest Income

- Interest earned on Checking Account only.

D O Other Deposit

s - Any funds received other than District Allotment by the ANC. DT Transfer from Savings Account - Savings Accoun undst and deposited into the Checking Account.

DISBURSEMENTS

: 1 Net Salary & Wages - Amount paid to employee(s) after deductions.

Insurance: 2a a. Health - Amount paid by the ANC for employee health insurance coverage.

2b b. Casualty/Property - Amount paid by the ANC for casualty or property liability insurance.

3 Total Federal Wage Taxes Paid - Amount paid during the quarter to IRS for income taxes, Social Security, and Medicare (F.I.C.A.) withheld from employee's salary. Including the ANC's F.I.C.A. contribution.

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State (DC, MD, VA) Wage Taxes Paid - Amount paid during the quarter to the District or applicable state for income taxes withheld from employee's salary.

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Unemployment Insurance Contributions - Amount paid during the quarter to the District's Department of Employment Services.

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Tax Penalties Paid - Amount paid to IRS for the non-payment, late payment or underpayment of wage taxes.

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Local Transportation - Payments for Metro fare, cab fare, parking, and automobile mileage expenses incurred while conducting official ANC business.

8 Office Rent - Rent for ANC Office.

Telecommunication Services 9a a. Landline - Payments for telephone service.

9b b. Cellular – Payments for cellular services. 9C c. Cable/Internet – Payments for cable and internet services.

10 Postage and Delivery – Mail or other delivery costs paid. 11 Utilities - Payments for electricity, gas, oil, water and sewer services.

12 Printing and Copying - Amounts paid for printing and copying. 13 Flyer Distribution - Payments for distribution of ANC meeting notices.

14 Purchase of Service - Amounts paid for services rendered to ANC under contract or written agreement. 15 Office Supplies - Payments for materials and supplies associated with running the ANC office.

Office Equipment: 16a a. Rental - payments for renting office equipment.

16b b. Purchase - payments for buying office equipment. 17 Grants - Amount disbursed to organizations through a grant to perform activities in the public interest.

18 Training - payments for Commissioner training when not available from government sources. 19 Petty Cash Reimbursement - amount disbursed during the quarter to replenish the Petty Cash Account.

20 Transfer(s) to Savings Account - Amount transferred to Savings Account. 21 Bank Charges - Service charges, overdraft fees, and stop payment fees. 22 Website/Webhosting – Payment for website or webhosting services. 23 Other - All other payments during the quarter (Provide explanation and supporting documentation.)