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.

• Log in to https://app.divvy.co/login
• Go to Reimbursements
• Select New Reimbursement > Out of Pocket, Google Maps, or Manual Entry
• Complete the form
• Add receipts in PDF or JPG format only > REQUEST

_{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)

 

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).

• Go to https://faq.thenopi.org/en/knowledge
• Go to Accounting > Donation Request
• Complete the form
• Send Donation Request

 

Mobile Apps

Mazlo

Apple iOS

Google Play/Android

Bill Spend & Expend

Apple iOS

Google Play/Android

 

 

Processing Fees

^{These 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
• $.50 ACH bank transfer
• $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}

_{Sources
https://quickbooks.intuit.com/learn-support/en-us/help-article/bank-transactions/fees-quickbooks-payments
https://meliopayments.com/pricing}