MOU of what bookkeeping tasks are handled but at what cost?

The Contract for Bookkeeping Services  from J & S (listed as a Memorandum of UNDERSTANDING) consists of all duties for which J & S is assigned some and the Town is assigned specific duties.

 

In my opinion it gives everyone a clear understanding of what is to be done by the Town and what is to be done by J & S. 

 

Payroll is due in our offices by Noon on Tuesday, each week.  All Employee Maintenance will be in writing in the Form of PAFs, W-4s. I-9 copies, time sheets, Deduction and Insurance, and Check List (Transmittal) Documentation.

 

Accounts Receivable is due in our offices by Noon on Monday, each week.  Documentation consists of Utility Payments et al.

 

Accounts Payable is due in our office by Noon on Tuesday, each week.  Disbursements will be scheduled for semimonthly, but the data will be processed on a weekly basis.

 

What I find interesting is the fact that there is no hourly rate for processing at J & S’s office by staff.  Vanessa George explained we would be saving money without hiring  a bookkeeper, but there is no proof as to what is being paid. Is the bookkeeping staff being paid $80 an hour like Mr. Whitehead’s MOU or something else?  How many hours a week or month?   

 

Yes with an Independent Contractor handling our bookkeeping, then we have to pay no benefits, retirement or insurance.  But it is amazing to find that the bookkeeping is not done off of our computers instead it is done at J & S’s office so no wonder checks are all over the floor in Vanessa George’s office because we possibly do not have enough money to pay the vendors.

 

We do not have monthly reports nor is such listed in anyone’s duties except for our Charter as to our income and expenses and whether we are well over budget.

 

Does this information handled by J & S get transferred by memory stick to the White Springs computers or is is wholly handled offsite of TOWS and would have to be re-inputted into the TOWS computer…or do they have an offsite access to our accounting computers?   Having an independent contractor for a bookkeeper never meant to have our books handled offsite where we could not get our hands on them.  No wonder Vanessa George has not reported to the public our profits and losses or where we stand in comparison to our budget. 

 

What a mickey mouse deal. But let’s face it, to hell with White Springs Financial situation as long as Vanessa gets paid based upon her lucrative contract.  After all, even though the Citizens elect the council usually and pay the bills for services and taxes, Joel Foreman indicated the staff does not have to work with citizens.  As long as we have that kind of attitude by an attorney, well, forget any transparency you may wish.

 

Karin for the blog

 

 

 

PAYROLL

TOWN OF WHITE SPRINGS

  • Collect & Approve timecards
  • Transfer Fund from Enterprise to Governmental
  • Post Contribution Report to Retirement Plan Website

J & S ACCOUNTING AND TAX

  • Calculate Time card and set up input sheets
  • Process Payroll and Transmit Direct Deposit
  • Process 942 Payroll Tax Deposit Other Payroll Liability Payment
  • Update Payroll Allocation Worksheet and post to QuickBooks
  • Prepare Payroll Transfer Request from Enterprise to Governmental
  • Prepare Retirement Contribution Report & Check (Monthly)

 

CASH RECEIPTS

TOWN OF WHITE SPRINGS

  • Gather Cash Receipts on Weekly Basis

           o Utility Receipts

           o Utility Customer Deposits

           o  General Bank Deposit (include all backup data)

 

J & S ACCOUNTING AND TAX

  • Run Cash Receipts Report

          o  Florida Vendor Payment History

          o  Credit Card Receipts

  • Post Cash Receipts to QuickBooks
  • Post Utility Billing to QuickBooks (Monthly)
  • Reconcile AR Accounts. Utility CR Clearing Account and Credit Card Clearing Account.  

 

 

GRANTS

TOWN OF WHITE SPRINGS

  • Send Copy of Grant Contract to INS
  • Send Request for Payment Documentation
  • Process Grant Fund Transfer

J & S ACCOUNTING AND TAX

  • Set-up New Grants in QuickBooks
  • Post Grant Invoice and Grant Payables
  • Review Flair Reports Bi Weekly for Payment from State
  • Post Grant Receipts and Prepare Fund Transfer Request; if necessary.
  • Prepare Grant Expenses Checks

 

 

 

PAYABLES

 

TOWN OF WHITE SPRINGS

  • Process purchase Orders
  • Review new Bills and Approval
  • Contact Vendor about Issues with Bills
  • Request Copies of Missing Bill from Vendor
  • Prepare Selection Report for Town Manager to Approve
  • Print All Checks and Batch for Signature
  • Sign AP Check
  • Mail Checks and the closed AP Bills

 

J & S ACCOUNTING AND TAX

  • Post New Bills to QuickBooks (allocate if necessary)
  • Reconcile Vendor Statement

 

CREDIT CARDS

 

TOWN OF WHITE SPRINGS

  • Review and Post Credit Card Transaction
  • Reconcile Credit Card Statement
  • Find Missing Credit Card Transaction