Global Impact Field Team (GIFT) Portal

• In your calendar, please block out days that you are visiting NMs. Add the name of the county being visited and the purpose.
• If there are meetings that you are unable to attend, please cancel your attendance on the calendar in advance and let the organiser know why you cannot attend.
• On your calendar, please make it so that all PFI staff can view your meeting details.
• When you visit a country, take a nice photo and share it for publication in the Monday Memo.
• Consider attending PFI’s Monday and/or Wednesday online prayer meetings. We frequently ask to meet more with one another and what better place than a team meeting with Jesus at the centre.
• In an out of office automatic email response, indicate your return date and to whom to direct inquiries to while you are out.
• Please enter the days you are on leave into your calendars. Simply label this as ON LEAVE or SICK LEAVE.

• ALL DOCUMENTS: https://prisonfellowshipintl.app.box.com/folder/206109929273?s=ybjg598yn5nrxl6aic3isckyphgemzx7
• Submit AP to accountspayable@pfi.org and cc Roshni.
• Combine the AP with the invoice(s) by:
  • Open Acrobat.
  • Choose File > Create > Combine Multiple Files into a single PDF.
  • If the file is already open, choose Combine Files from the right menu.
  • Click Add Files or Add Open Files, or drag files into the Add Files window.
• You may also need to submit the contract to which this payment relates if finance has not processed a payment to them before.
• – You can always put “1000” for the fund.
  – If the invoice does not have an invoice number, please put the month/year and brief explanation for the invoice number (i.e., 3/23 PRINT).
  – The invoice or grant support must be attached. Only one invoice or grant can be attached to an AP request form. If you have multiple invoices or grants for the same vendor, you will need to attach an AP form for each invoice or grant to be paid.
  – Each expense line item must have an Account, Fund, Detailed Description and Budget Center, Object, Project, Grant, and Country if applicable. Please Note: The “General Ledger Description” is what appears in our accounting general ledger. This description should fully explain what the expense is so that when we run a report it will provide information about the expense. Please keep this description as short as possible and abbreviate when applicable. If you have multiple line items on an invoice and the coding is the same, they can be combined into one line on the AP form.
  Fund and Grant coding on the AP form must be exactly as it appears on the Chart of Accounts. Please reference the Chart of Accounts in the shared AP Forms folder. If the Fund or Grant coding is not exact it may be rejected for edits causing delays in processing.
  Grant Payments: Explanation and Descriptions need to reflect the grant period as well as the calendar month(s) that the payment period covers in parenthesis. Example: This is an example of a 6-month grant. Explanation and each description should include the PF Location-Grant-Grant Period (Calendar Payment Period).
  Grant Pre-Payments: If the grant is paid for more than a past or current month you will need to add additional lines for the pre-payment amount (17010-1000-Obj-Proj).Example: The example below is for a 6-month grant payment. You will notice that the explanation was missing the calendar months that the payment is covering. Also, there was no Invoice Number. In addition, the Description line items were missing the full detail. Since this invoice was covering 6 months and was being paid in March, three months would be expenses (Jan-Mar) and three months would be applied to the pre- payment account 17010-1000-Obj-Proj.
  New vendors need to have a signed W9 Form for domestic vendors and W8 Form for international vendors attached to the first AP form for processing. These forms can be found in the shared AP Forms folder.

2. AP Process Timing
APs can be submitted anytime Monday through Friday. We ask that if you receive an invoice for payment to submit it within 3-5 business days.

3. International Payments
In the next week we will begin working with Business Center Mangers (BCMs) that currently make international payments and assist with the effort of signing up National Ministries onto RFS’s Bill.com platform. It is our understanding that this will provide them with greater security with regards to their banking information, better control when needing to make a change, and better insight into their payments. There are a handful of countries that Bill.com does not service, which we will continue to process internally. Please stay tuned as we roll out this effort and provide more information.
All forms, included this document, cans be found here: C:\Users\dehlert\Box\Paid Bills\AP Forms
23 Aug 2023 > Dan Ehlert > International Payments – Update & Action
We just recently submitted our first test of processing wires through Rose Financial. I’ve attached a copy of the email confirmation from Bill.com that the vendor would receive if they were setup in Bill.com. The good news is that is looks like it will notify them of expected payment along with the Invoice # that should have enough description to let them know what the payment is related to. This would save some time with them needing to contact us with regards to payments.
The key to making this successful is that we need the contact’s name and email address of person who would oversee setting up their bill.com account and entering the banking information. If a vendor has been currently receiving wires from us, we are going to attempt to setup their account for them and as soon as we have the contact’s name and email send them out an invitation to take over their bill.com account so that they can receive payment notifications and manage their payment information in the future. Please note that there are some countries that we cannot setup on our side and would require them to setup their account before payments can be made. It’s also very important that we get the right contact’s information since they will have access to the current banking information and have the ability to make changes.

AP advance request
Use objective 9E (The actual coding for the expenses will be adjusted according to your actual expense reports submitted through CONCUR)
Do not use objectives 9B or 9C. These are for direct expenses (grants, Bibles, printing and postage) only.
9H is for anything having to do with the Centers of Excellence.
9D is for chartering, forums, other capacity building.

Concur: Monthly expense reports are now due by the 10th of each month and should reflect the prior month’s expenses. For example, October’s expenses will be due by November 10th. Please make sure you name the reports as follows Month-Expenses-Year (i.e. “October Expenses 2024”).

You should only submit one report per month.
Advance statements will be sent out monthly starting November 2024. Please make sure you check these statements to ensure all expenses are accounted for correctly and that you are tracking to the same balance. We recommend setting up a separate bank account, if possible, to better track advance spending and to avoid commingling organizational funds with your personal funds. We know that this may not be an option for everyone and hope by providing you with a monthly statement that we can stay on the same page with regards to your advance balance. If there are any questions or discrepancies with the monthly statements, please bring it to our attention immediately so that we can research and resolve.

Regional Team without Advances
Please submit expenses at least once per month following the same due date as above for reimbursement. If you have multiple trips in a particular month and need reimbursement sooner, you can submit more than one report per month. If they can be combined and submitted once per month that would be the most efficient way but understand that some trips are expensive, and you may need the funds sooner than later. We just don’t want you holding expenses more than 30 days before submitting.

CONCUR reporting
When you receive charter fees and you are retaining these, then you need to enter this amount as a negative number. This is because it is added to your advance.
Make sure you give a description of the task or activity. This helps clarify the code you have used

Payment type:
– Out of Pocket – Personal Reimbursement
– Company Paid – Would be applied towards your advance

Country – Please make sure you are selecting the country where the money is spent.

Vendor Description / Business Purpose – Please be as detailed as possible so that we can make sure that it’s coded and accounted for correctly.

Comments Section – Please use this area to provide any additional details needed.

Monthly monitoring

• Move it, or lose it standard.
• By the 21st of each month
• BCMs are responsible to notify Finance if unspent dollars in a given month need to roll-forward into the following month.
• Finance will then update Martus.
• Finance has established a standing GI meeting whereby BCMs can join if they have a change. Changes will be made live during that meeting. If Finance isn’t notified, you will lose the money.
• See written policy and procedures on ADP.
• For the cash forecast, we need to move the funds around to reflect when they will be paid (coming out of the PFI bank account).  Since you are paid by advance, we need to move the funds to when you are going to request the next advance. When do you expect to ask for the next advance?  Will it be for 1 qtr (3 months) of expenses?  If so, we should lump the 3 months of expenses together in the month you expect/plan to ask for your advance.  We should plan this for the full year instead of just moving the totals month to month.  This will reflect a more accurate cash flow.  If you do not move any unused amounts from the current month, you will not be able to pull them forward and use them. (RP, 29 July 2024)

MARTUS

Checking your expenses on a monthly basis:

• Select report > Income statement
• Objective > if needed – otherwise leave it as –Select–
• Department > Your RO eg. 23 European Office Activities
• End date > June
• Months > 12
• Columns > months
• Rows > acc. view summary > Check each line item and if there are surprises, then click into the line item within Martus.

Checking your monthly forecast:

• In Martus > Planner > Summary
• Make sure use the budget forecast for the following month
• Then follow same procedure above
• Don’t worry about labour costs
• Click on the actual number to see what the transactions were
• Please note that some of these commitments may not be reflected in Martus actuals yet (e.g., in accounts payable queue).
• Please review Martus actuals and cash commitments to date and plan revisions to cash expenditures forecast.  These revisions should not exceed budgeted balance-to-go cash expenditures (i.e., for current calendar month and remaining FY months, not considering accumulated cash expense underruns in prior FY months).

• Please use this LINK to download a template contract
• Use this LINK to read the policy that governs contracting
• Use this LINK to see who has contract signing authority

• Restricted Access: Depending on the classification label (e.g., “Confidential” or “Internal”), access to the folder may be limited to specific users or groups. For instance, a “Confidential” label might restrict access to only certain team members, preventing broader sharing.

• Sharing Restrictions: If a folder is classified as “Confidential,” it may block external sharing, meaning that even users with access cannot share it outside the organization. Internal sharing might also be limited to certain domains or users.

To ensure that classifications are consistently applied to new folders:

• Default Classification Settings: Administrators can set default classification labels that are automatically applied to any new folders created. This ensures that all new content starts with a baseline classification that can be adjusted if necessary.

• Automated Classification Rules: Box allows the creation of rules that automatically classify folders based on certain criteria like content type, keywords, or metadata. This helps maintain consistency in how new folders are classified.

Does public mean everyone does have access, or anyone can have access?

• Public Classification: Typically, “Public” in the context of Box.com means that the content is accessible to anyone within the organization, or in some cases, it could be shared externally. However, it does not mean that everyone automatically has access but rather that anyone can be given access without restrictions.

The projects folder is across teams. Who is designated the permission on this folder? It is better for us to move our folders out of here?

• Designated Permissions: Permissions for a cross-team “Projects” folder are typically designated by the folder owner or an administrator. This person or team determines who can access the folder and what level of access (view, edit, etc.) they have.

Collaboration Considerations: If the folder is meant for collaboration across teams, it’s crucial that permissions are carefully managed to ensure that only relevant team members have access. Broad access can lead to security risks or unintended data exposure.

Should You Move Your Folders?: If the Projects folder is widely accessible and contains sensitive information, it might be wise to move your folders to a more secure location where access can be more tightly controlled. This would allow you to apply more permissions that align with the sensitivity of the data.

LINK to video:

https://us02web.zoom.us/rec/share/xdy53XcHrTrtb-sI2bF2VzzqAx58rIMjceeuulnlQj4wJ5ImXMhIX4Ypl6d8H79P.j_FEINxLE0SC13-z

Passcode: 8t!14^.u

Link to carefully selected instructional videos.