Online Policy Group Finances
Online Policy Group finances include financial reports
and financial procedures for tracking revenue and
Online Policy Group financial statements, such as the
Federal 990 form and the State of California 199 form
for each year filed are available from the
Financial "Sunshine" page.
Revenue and expense tracking for the Online Policy Group (OPG) must be done properly so that OPG can maintain its status as a 501(c)3 nonprofit organization, as well as to prepare for audits which may be required for certain fundraising operations.
Until such time as OPG can get a full-time accountant, we have only one very overworked Executive Director tracking revenue and expenses, plus a volunteer accountant submitting all financial reports required by law and necessary for fundraising, so the financial procedures must be streamlined with everyone who is receiving revenues and incurring expenses assisting in the process so as to make it a manageable one.
Therefore, OPG is adopting the following financial procedures, which are to be followed rigorously by anyone operating within the Online Policy Group, including those working on QueerNet (QN), the California Community Colocation Project (CCCP), and any other projects for which OPG has financial accountability.
Before you make any expenditure, you must submit an
Expense Approval Form
(EAF) by web or email as soon as you anticipate any such expense, so that the expense may be forecast into the OPG budget.
The EAF will ask you to specify exactly what the expense is for (i.e. "Postage for fundraising mailing"), as well as the projected date, amount, vendor, payment method, purchaser of that expense, project designation (i.e. OPG, QN, or CCCP), whether you expect OPG to pay directly (by check, credit card, or bank transfer), or are paying the expense out-of-pocket with or without reimbursement (i.e. are you donating the amount of the expense), and the email address where you would like to receive a copy of the EAF.
For any expense for which you are not donating the amount of the expense, you must obtain a prior approval by email, or otherwise in writing from the Executive Director, or if the Executive Director is unavailable, from a majority of the Board of Directors by email, or otherwise in writing.
Expenses made without prior approval may not receive reimbursement.
You must submit an original expense receipt within two weeks of incurring the expense. If the
receipt is only available as an electronic receipt, then send the receipt in electronic form.
Expenditures over $1,000 must be approved by a majority of the Board of Directors by email, or otherwise in writing.
Expense reimbursements will be sent by the end of the month following the date the expense receipt is received. Please email firstname.lastname@example.org with a copy of the EAF for any missing reimbursement if you have not received it within that amount of time.
As soon as you anticipate any specific revenue in the form of cash, checks, stock, bonds, bank transfers, or any other type of revenue, you must submit an
Anticipated Revenue Form
(ARF) by web or email, so that the expense may be forecast into the OPG budget.
The ARF will ask you to specify exactly what the revenue is from (i.e. "In-kind donation of server machine"), as well as the projected date, amount, donor name, payment method, project designation (i.e. OPG, QN, or CCCP), and the email address where you would like to receive a copy of the ARF.
Any cash or checks you receive on behalf of OPG or any project for which OPG is financially accountable must be delivered to the Executive Director within one week of receipt, along with the date received, amount, donor name, payment method, and project designation (i.e. OPG, QN, or CCCP). Checks must be made out to the "Online Policy Group" although they may also contain a designation to QN or CCCP.
Any stocks or bonds should be sent directly to the brokerage account for the Online Policy Group, Inc., which is account number 420-04205-1-3, at TD Waterhouse, 400 Montgomery Street, Suite 100, San Francisco, CA 94104, USA, tel. +1 800 934-4448.
Any revenue received without a specific project designation will be considered general funds for use by OPG.
Approved by OPG Board of Directors on December 1, 2001.
This document is available on the OPG website at:
top of page