Accounting Submission Instructions

How our fiscally sponsored organizations pay bills, get paid, manage expenses, and request reimbursements.

Expenses & Receipts

Reimbursements

Paying Bills & Invoices

Receiving Funds

Mobile Apps

Processing Fees

Payroll (opens in a new window)

 

Expenses & Receipts

Mazlo

For instructions on how to code an expense transaction and upload a receipt, visit https://learn.mazlo.com/transactions/code-an-expense-transaction-and-upload-a-receipt.

Projects shall pay 6% interest accrued when a deficit exists between charges and available funds or a receipt is not provided by the close of each month. 5 or more missing receipts will freeze a user’s card.


Bill Spend & Expense

Follow the simple steps below to categorize program-related expenses charged to your Divvy/Bill Spend credit card.

  • Log in to https://app.divvy.co/login
  • Go to Transactions > Pending and Cleared
  • Choose the transaction
  • Add a category, budget, and grant (if applicable)
  • Add a description of the purchase
  • Upload receipts in PDF or JPG format only

Learn more at https://help.bill.com/direct/s/article/5491969. Projects shall pay 6% interest accrued when a deficit exists between charges and available funds or a receipt is not provided by the close of each month. 5 or more missing receipts will freeze a user’s card.

 

 

Reimbursements

Mazlo

The steps to request reimbursement for out-of-pocket, program-related expenses are the same as paying a bill, vendor, or contractor. Get step-by-step instructions with video at https://learn.mazlo.com/send-money/make-a-payment-request-to-your-fiscal-sponsor.

Additional fees may be applied for wire and paper checks. Projects shall pay 6% interest accrued when a deficit exists between charges and available funds. 


Bill Spend & Expense

Follow the simple steps below to request reimbursement for out-of-pocket, program-related expenses.

Learn more at https://help.bill.com/direct/s/article/5530933. Projects shall pay 6% interest accrued when a deficit exists between charges and available funds or a receipt is not provided.

 

 

Paying Bills & Invoices (Bill Pay)

 

Please allow up to 15 days from the day of submission for payments to arrive. Invoices must include an invoice number, name, and the vendor/contractor's email address. Payment options include Credit Card, ACH, or Paper Check.
updated 8/8/24

Debit or Credit Card

If the Vendor accepts payment by debit or credit card, please use your Mazlo Debit or Divvy/Bill Spend & Expense card.

Follow the steps above to categorize the expense and upload a receipt.

Projects shall pay 6% interest accrued when a deficit exists between charges and available funds.


Mazlo (ACH, Wire, or Check)

For step-by-step instructions, visit https://learn.mazlo.com/send-money/make-a-payment-request-to-your-fiscal-sponsor.

Additional fees may be applied for wire and paper checks. Projects shall pay 6% interest accrued when a deficit exists between charges and available funds. 


Bill Spend & Expense

Complete this form to pay a vendor that does not accept credit cards. Melio.com will email the vendor, inviting them to accept payment and choose ACH or paper check.

Projects shall pay 6% interest accrued when a deficit exists between charges and available funds.

 

 

Receiving Funds (Pledges)


Givebutter Users

Instantly log pledged donations, matching gifts, and sponsorships as they are pledged.

  • Go to https://dashboard.givebutter.com
  • Go to Transactions
  • Switch to the Pledges tab above the table
  • Select + Add pledge and customize all the necessary details

Get step-by-step instructions with video at https://help.givebutter.com/en/articles/9708715-how-to-manage-pledges.


Mazlo Users

Collect donations using the Mazlo platform.

  • Log in to your Mazlo account online (not yet available in the mobile app)
  • Select Donation Campaigns
  • Create or use an existing donation campaign link in a donation appeal email or letter 
Get step-by-step instructions with video at https://learn.mazlo.com/donation-campaigns/create-a-new-donation-campaign.


Non-Givebutter & Non-Mazlo Users

Follow the simple steps below to request donations, sponsorships, registration fees, and more (aka pledges).

 

Mobile Apps

Mazlo

Apple iOS

Google Play/Android

Bill Spend & Expend

Apple iOS

Google Play/Android

 

 

Processing Fees

NOPI OnboardingThese fees are an approximation. We do our best to update fees as banking systems update them.

Other Processing Fees

  • Payroll fees (opens in a new window)
  • $25 International payments
  • 1% ACH bank transfer (max $10)
  • $1.50 Paper check
  • 2.4% + 25 ¢ Credit card - swiped
  • 2.9% + 25 ¢ Credit card - online invoice
  • 3.4% + 25 ¢ Credit card - keyed
  • 1% Instant deposit
    in addition to the fees above
  • 2.9% + 30¢ Givebutter donations
    Covered by 95% of donors

Source: https://quickbooks.intuit.com/learn-support/en-us/help-article/bank-transactions/fees-quickbooks-payments