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Capacity Assessment
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Table of Contents
Title
Page Number
General
1
Financial position
2
Governance
3
General policies
4
Accounting system
5
Internal controls
6
Internal Financial Reporting
7
Budget
8
Bank accounts
9
Bank reconciliations
10
Fixed assets
11
Revenue
12
In_kind donations
13
Cash receipts
14
Cash disbursements and purchases
15
Credit Cards
16
Payroll
17
Human resources
18
Grants and contracts
19
Governmental Generally Accepted Accounting Principles
20
Special events
21
Taxes
22
Licenses and registrations
23
Insurance
24
Audit
25
Records and filing
26
This information is for your use only and will not be shared with us unless you chose to do so at the end of the assessment.
You have selected
Yes
15
No
15
Unsure / Somewhat
15
N/A
15
General
Does the organization follow Generally Accepted Accounting Principles (GAAP)?
Yes
No
Unsure/Somewhat
N/A
Is there a strategic plan in writing?
Yes
No
Unsure/Somewhat
N/A
Does senior level accounting/finance person attend staff meetings?
Yes
No
Unsure/Somewhat
N/A
Management does not take overly aggressive or noncompliant positions on recording financial transactions.
Yes
No
Unsure/Somewhat
N/A
The organization is willing and able to make changes to accounting and financial procedures and systems to achieve better outcomes and/or to comply with rules and best practices.
Yes
No
Unsure/Somewhat
N/A
Financial position
There is enough cash to pay bills on time.
Yes
No
Unsure/Somewhat
N/A
There is a cash reserve of at least 6 months operating expense.
Yes
No
Unsure/Somewhat
N/A
Governance
The Board is committed to sound financial management
Receives timely and accurate financial statements
Yes
No
Unsure/Somewhat
N/A
Reads and understands financial reports, asks appropriate questions, and has appropriate comments at meetings
Yes
No
Unsure/Somewhat
N/A
Has experience with accounting and financial management
Yes
No
Unsure/Somewhat
N/A
Board approved accounting policies and procedures
Yes
No
Unsure/Somewhat
N/A
Board reviews accounting policies and procedures every year
Yes
No
Unsure/Somewhat
N/A
Board members understand their fiduciary responsibilities
Yes
No
Unsure/Somewhat
N/A
Treasurer has more than 10 years of accounting, finance, or other business experience
Yes
No
Unsure/Somewhat
N/A
There is a Finance Committee
Yes
No
Unsure/Somewhat
N/A
There is an Audit Committee
Yes
No
Unsure/Somewhat
N/A
General policies
Does the organization have the following policies in writing and approved by the Board of Directors?
Posting of transactions to the accounting system is limited to those individuals with the need for that access. Access is password protected.
Yes
No
Unsure/Somewhat
N/A
No loans to employees or Board members.
Yes
No
Unsure/Somewhat
N/A
Cash will not be advanced for expenses.
Yes
No
Unsure/Somewhat
N/A
The Executive Director will notify the accounting department in writing of any related party transactions.
Yes
No
Unsure/Somewhat
N/A
Employees will have adequate skills and training to adequately carry out their assigned tasks and responsibilities.
Yes
No
Unsure/Somewhat
N/A
Capitalization policy
Yes
No
Unsure/Somewhat
N/A
Credit card policy
Yes
No
Unsure/Somewhat
N/A
Travel policy
Yes
No
Unsure/Somewhat
N/A
Reserve fund policy
Yes
No
Unsure/Somewhat
N/A
Investment policy
Yes
No
Unsure/Somewhat
N/A
Document destruction policy
Yes
No
Unsure/Somewhat
N/A
All costs paid for from federal funds are recorded in accordance with Title 2 CFR 230 Cost Principles for Non Profit Entities, and the administrative procedures from Title 22 CFR.
Yes
No
Unsure/Somewhat
N/A
Accounting system
Major company accounting software is used; not including QuickBooks Online
Yes
No
N/A
Unsure/Somewhat
Natural classification of revenue and expense, i.e. contributions, grants, wages, rent, are clearly and logically defined in the chart of accounts and consistently used when entering transactions in the accounting system.
Yes
No
N/A
Unsure/Somewhat
Program tracking tools within the accounting software are used to track functional i.e. programs, administration, fundraising, classifications of revenue and expense.
Yes
No
N/A
Unsure/Somewhat
Fund tracking tools within the accounting software are used to track restricted, designated, endowment, and unrestricted funds.
Yes
No
N/A
Unsure/Somewhat
Internal controls
The Board and management communicate the importance of internal control throughout the organization."
Yes
No
N/A
Unsure/Somewhat
Accounting procedures are defined in writing including step by step processes for receiving payments, depositing payments in the bank, recording payments in the accounting system, authorizing expenditures, entering expenditures in the accounting system, and filing document.
Yes
No
N/A
Unsure/Somewhat
Exceptions to internal controls are documented and reviewed at least annually by management.
Yes
No
N/A
Unsure/Somewhat
Internal Financial Reporting
Statement of Financial Position (Balance Sheet)
The Board and management receives regular, accurate, and timely financial reports.
Financial reports include:
Statement of Activities (Income Statement) Budget vs. actual
Yes
No
N/A
Unsure/Somewhat
Statement of Activities By Program
Yes
No
N/A
Unsure/Somewhat
Statement of Cash Flows
Yes
No
N/A
Unsure/Somewhat
Report of restricted fund balances
Yes
No
N/A
Unsure/Somewhat
Budget vs. actual narrative analysis is presented to management and the Board of Directors at least quarterly.
Yes
No
N/A
Unsure/Somewhat
Financial reports are made available to and discussed with staff.
Yes
No
N/A
Unsure/Somewhat
Budget
The budget is linked to clearly defined strategic goals and objectives.
Yes
No
N/A
Unsure/Somewhat
The budget process begins with a review of the of the process and development of a timeline.
Yes
No
N/A
Unsure/Somewhat
The current budget was adopted by the Board of Directors prior to the start of the fiscal year.
Yes
No
N/A
Unsure/Somewhat
Program managers have responsibility for their budgets.
Yes
No
N/A
Unsure/Somewhat
Budget writers have prior year budget and actual information available when writing budgets.
Yes
No
N/A
Unsure/Somewhat
Performance to budget is monitored by program directors.
Yes
No
N/A
Unsure/Somewhat
The budget is prepared by month.
Yes
No
N/A
Unsure/Somewhat
The budget is prepared by functional area i.e. programs, administration, and fundraising.
Yes
No
N/A
Unsure/Somewhat
Use and balances of restricted funds are budgeted.
Yes
No
N/A
Unsure/Somewhat
The budget is integrated with the accounting system:
Uses the same chart of accounts and program descriptions
Yes
No
N/A
Unsure/Somewhat
Entered in the accounting system and used for budget vs. actual reporting
Yes
No
N/A
Unsure/Somewhat
The budget is updated when the organization becomes aware of significant changes to projected revenue and expense.
Yes
No
N/A
Unsure/Somewhat
Bank accounts
There is one checking account.
Yes
No
N/A
Unsure/Somewhat
There is one savings account.
Yes
No
N/A
Unsure/Somewhat
There is one investment account.
Yes
No
N/A
Unsure/Somewhat
Bank reconciliations
Bank statements are opened and review by a person that does not perform the bank reconciliation and who is familiar with the organizations financial transactions.
Yes
No
N/A
Unsure/Somewhat
Bank accounts are reconciled timely at the end of each month.
Yes
No
N/A
Unsure/Somewhat
Bank account reconciliations are reviewed by someone other than the person that performed the reconciliation.
Yes
No
N/A
Unsure/Somewhat
Fixed assets
The list of capitalized asset is current:
Yes
No
N/A
Unsure/Somewhat
All assets that meet the capitalization policy are on the list.
Yes
No
N/A
Unsure/Somewhat
All retired assets have been removed from the list.
Yes
No
N/A
Unsure/Somewhat
All assets are clearly identified via description or serial number.
Yes
No
N/A
Unsure/Somewhat
Revenue
Contribution pledges are recorded when committed and receipt is certain.
Yes
No
N/A
Unsure/Somewhat
Grants are recorded as revenue on the date the grant is awarded.
Yes
No
N/A
Unsure/Somewhat
Program revenue is recorded as soon as services have been provided and not when payment is received.
Yes
No
N/A
Unsure/Somewhat
Sales are recorded on the date the goods are provided and not when payment is received.
Yes
No
N/A
Unsure/Somewhat
In-kind donations
Donations of goods and services are valued and recorded in the accounting system when they meet the requirements under GAAP.
Yes
No
N/A
Unsure/Somewhat
Cash receipts
Cash and checks received via mail are:
Opened with two people present
Yes
No
N/A
Unsure/Somewhat
Listed and the list is compared to the bank deposit receipt by someone other than the person making the bank deposit
Yes
No
N/A
Unsure/Somewhat
Checks are restrictively endorsed
Yes
No
N/A
Unsure/Somewhat
Deposited within 5 days
Yes
No
N/A
Unsure/Somewhat
Stored in a secure location until deposited
Yes
No
N/A
Unsure/Somewhat
Cash disbursements and purchases
Bills are entered in the accounting system on the bill date and not the payment date.
Yes
No
N/A
Unsure/Somewhat
Bills are authorized by appropriate staff prior to sending to bookkeeping.
Yes
No
N/A
Unsure/Somewhat
Bills are correctly coded to account, program, and funding source prior to sending to bookkeeping.
Yes
No
N/A
Unsure/Somewhat
CLEAR ASSESSMENT
Credit cards
Credit card receipts for all credit card transactions are submitted to bookkeeping and are coded to account, program, and funding source.
Yes
No
N/A
Unsure/Somewhat
Payroll is reviewed prior to processing by a person not involved in its preparation.
Yes
No
N/A
Unsure/Somewhat
Employees use timesheets to track their time by functional category i.e. program, administration, fundraising.
Yes
No
N/A
Unsure/Somewhat
Employees use timesheets to charge their time to restricted funds.
Yes
No
N/A
Unsure/Somewhat
Employee wages, taxes, and benefits are entered in the accounting software by functional category i.e. program, administration, fundraising.
Yes
No
N/A
Unsure/Somewhat
Administrative costs like rent, office supplies, and telephone are allocated to functional categories i.e. program, administration, fundraising using employee time or other basis that reasonably reflects the use of these resources.
Yes
No
N/A
Unsure/Somewhat
Administrative costs like rent, office supplies, and telephone are allocated to functional categories i.e. program, administration, fundraising using employee time or other basis that reasonably reflects the use of these resources.
Yes
No
N/A
Unsure/Somewhat
Administrative costs are recorded by functional category i.e. program, administration, fundraising in the accounting system.
Yes
No
Unsure/Somewhat
N/A
Human resources
There are written employee policies that have been updated within the past two years.
Yes
No
N/A
Unsure/Somewhat
Finance, accounting, and bookkeeping personnel have adequate skills to carry out their assigned responsibilities.
Yes
No
N/A
Unsure/Somewhat
Accurate job descriptions exist for all accounting and finance personnel.
Yes
No
N/A
Unsure/Somewhat
All accounting and finance personnel have annual performance evaluations.
Yes
No
N/A
Unsure/Somewhat
Annual performance evaluations include an objective analysis of the employee's ability to perform their assigned tasks, a discussion of their progress towards goals, summary of strengths and weakness, and goals for improvement and growth.
Yes
No
Unsure/Somewhat
N/A
Hiring decisions are made solely on the candidates ability to meet the responsibilities and tasks of the position.
Yes
No
Unsure/Somewhat
N/A
Grants and contracts
The organization is in compliance with the terms of all grants and contracts.
Yes
No
Unsure/Somewhat
N/A
Cost reimbursement contracts are billed within one month after expenses are incurred.
Yes
No
Unsure/Somewhat
N/A
Cost reimbursement contract billing is current.
Yes
No
Unsure/Somewhat
N/A
CLEAR ASSESSMENT
Governmental Generally Accepted Accounting Principles
All expenses using federal funds are in compliance with Title 2 CFR 230 Cost Principles for Non Profit Entities and the administrative procedures from Title 22 CFR.
Yes
No
Unsure/Somewhat
N/A
Special events
There are adequate controls over cash and checks received at special events.
Yes
No
Unsure/Somewhat
N/A
Taxes
All federal, state, and local taxes are current.
Yes
No
Unsure/Somewhat
N/A
All federal, state, and local tax exemptions are current.
Yes
No
Unsure/Somewhat
N/A
CLEAR ASSESSMENT
Licenses and registrations
All licenses and registrations are current.
Yes
No
Unsure/Somewhat
N/A
Insurance
Insurance coverage is adequate.
Yes
No
Unsure/Somewhat
N/A
Insurance coverage is reviewed annually.
Yes
No
Unsure/Somewhat
N/A
Audit
The organization has had a financial audit in the past year.
Yes
No
Unsure/Somewhat
N/A
The auditors expressed an unqualified opinion in the most recent audit.
Yes
No
Unsure/Somewhat
N/A
There were no internal control deficiencies or material weakness reported in the most recent audit.
Yes
No
Unsure/Somewhat
N/A
All management letter comments from the most recent audit have been addressed.
Yes
No
Unsure/Somewhat
N/A
There were no proposed adjusting journal entries from the auditors in the most recent audit.
Yes
No
Unsure/Somewhat
N/A
At least one person in the organization has the skills, knowledge, or experience to understand GAAP and prepare financial statements in accordance with GAAP.
Yes
No
Unsure/Somewhat
N/A
Records and filing
There is no backlog of unfiled documents.
Yes
No
Unsure/Somewhat
N/A
Files and records can be quickly located when needed.
Yes
No
Unsure/Somewhat
N/A
Files are logically organized and neat so someone unfamiliar with them can quickly find documents.
Yes
No
Unsure/Somewhat
N/A
Documents have been archived or destroyed according to a document destruction policy.
Yes
No
Unsure/Somewhat
N/A
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