Difference between revisions of "Sorting the Mail"

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We get a plethora of mail at Free Geek that can be a little tricky to find an appropriate home for. Here are a few tips to help the sorter:
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We get a plethora of mail at Free Geek that can be a little tricky to deliver to the correct individuals. This holds true for documents delivered by fax or electronic mail as well.
  
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== Basics ==
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* All incoming mail should arrive at the donor desk. We should keep the mail spot clear of non-mail related items. 
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* The incoming mail should be moved to the incoming mail slot in the Escape Hatch at the earliest convenient opportunity.
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* Junk mail can be set aside and recycled before continuing.  (When in doubt advertising can be sent to the appropriate manager for perusal or recycling.)
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* Thank you cards for grants and other services can be delivered to the staff person in charge of the service directly.
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* All remaining documents should be processed as spelled out below.
  
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*Mail addressed to a former employee-this is usually mail for the organization and can be important documents like bills or payments. If it seems to be something personal, look up the persons contact info in the database and give them a ring.
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== Processing documents ==
  
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*If mail is addressed to a specific staff member, put it in the appropriate mailbox on top of the cubbies at the front desk.
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# All mail should be stamped with a RECEIVED stamp and the date should be recorded.
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# Any invoice or payment for services or goods rendered should be stamped with an APPROVED BY stamp.  These will be routed to the appropriate manager for review.  Note: this includes checks coming in as well as invoices to be paid.
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# Any invoice to be paid should be stamped with a PAID stamp which will be marked with a date when paid.
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# Any document requiring an entry in the bookkeeping system needs to be stamped with a POSTED stamp which will be marked with a date when posted to the books.
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# If a document requires entry into the database, it should be marked with an ENTERED stamp for recording the date entered into the database.
  
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*If it looks like a bill or payment, put it in Richards mailbox so it can be entered into the books.
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All stamps mentioned are available in the Escape Hatch where mail should normally be processed.  
  
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*If it is a donation, enter it at the front desk like any other donation. [http://wiki.freegeek.org/index.php/Processing_Monetary_Donations#Through_the_Mail Processing Monetary Donations]
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At this point the documents are still in the Escape Hatch, but the stamps marked on each will control how the document flows throughout the building.
  
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*[[W-9s]]
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== Routing the documents ==
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The most important things to keep in mind are:
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* all documents get routed to the appropriate person for review
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* all checks and incoming funds are deposited in a timely manner
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* all legitimate invoices are paid within a reasonable time frame
  
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Specific recommended document routes are spelled out below.  ''STILL IN PRODUCTION.''
  
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;Recycling vendor settlement statements, invoices, and payments received.
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:The bookkeeper needs to record the transaction in accounts receivable or accounts payable.
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:The R&R Manager needs to review for approval.
  
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;Employee advance repayment deduction authorization
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:These are for getting an advance on a paycheck. 
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:The HR partner needs to arrange for repayment.
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:Money is distributed (upon the authorization of a manager) from the safe.
  
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;Utility bills to be paid
  
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[[category: Front Desk]]
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;Invoices for repairs or improvements to the building, vehicles, or equipment
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;
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[[Category: Accounting]]

Latest revision as of 15:48, 2 March 2013

We get a plethora of mail at Free Geek that can be a little tricky to deliver to the correct individuals. This holds true for documents delivered by fax or electronic mail as well.

Basics

  • All incoming mail should arrive at the donor desk. We should keep the mail spot clear of non-mail related items.
  • The incoming mail should be moved to the incoming mail slot in the Escape Hatch at the earliest convenient opportunity.
  • Junk mail can be set aside and recycled before continuing. (When in doubt advertising can be sent to the appropriate manager for perusal or recycling.)
  • Thank you cards for grants and other services can be delivered to the staff person in charge of the service directly.
  • All remaining documents should be processed as spelled out below.

Processing documents

  1. All mail should be stamped with a RECEIVED stamp and the date should be recorded.
  2. Any invoice or payment for services or goods rendered should be stamped with an APPROVED BY stamp. These will be routed to the appropriate manager for review. Note: this includes checks coming in as well as invoices to be paid.
  3. Any invoice to be paid should be stamped with a PAID stamp which will be marked with a date when paid.
  4. Any document requiring an entry in the bookkeeping system needs to be stamped with a POSTED stamp which will be marked with a date when posted to the books.
  5. If a document requires entry into the database, it should be marked with an ENTERED stamp for recording the date entered into the database.

All stamps mentioned are available in the Escape Hatch where mail should normally be processed.

At this point the documents are still in the Escape Hatch, but the stamps marked on each will control how the document flows throughout the building.

Routing the documents

The most important things to keep in mind are:

  • all documents get routed to the appropriate person for review
  • all checks and incoming funds are deposited in a timely manner
  • all legitimate invoices are paid within a reasonable time frame

Specific recommended document routes are spelled out below. STILL IN PRODUCTION.

Recycling vendor settlement statements, invoices, and payments received.
The bookkeeper needs to record the transaction in accounts receivable or accounts payable.
The R&R Manager needs to review for approval.
Employee advance repayment deduction authorization
These are for getting an advance on a paycheck.
The HR partner needs to arrange for repayment.
Money is distributed (upon the authorization of a manager) from the safe.
Utility bills to be paid
Invoices for repairs or improvements to the building, vehicles, or equipment
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