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ATLANTA URBAN CORPS DEPARTMENT OF FINANCE To: Sam Williams, Director, Atlanta Urb an Corps From: Inmond L. Deen, Dir e ctor of Finance, Atlanta Urban Corps Re: Initial R epo rt on the D epartment of Finance Date: July 2, 1969 �I. The payroll sche dule for e mployees of the A t l a nta Urba n Corps is s e t forth in a memorandu m (labele d Appe nd age 11 A 1 :) w hich h a s b een distribute d to a ll interns. Individuals. who agreed to w ork as volunte ers and who ar e to receive $200. 00 as compens a tion for their serv ices w ill be p a id $ 100 . 00 on July 16, 1969, -~ and $100.00 on August 27, 1969. It is felt that this method w ill serve to e ncourag e the v olunte e r in tha t it p e rmits him to receive some mone tary rew a rd for his se r vices p r ior to the conclusion of the sum mer prog ram. It furth e r has the effe ct o f providing protection to the Urb a n Corps in t he eve nt that the voluntee r r e sig ns prior to the con clusion of the summe r program. Payme nt at the b e g inning of the progr a m would l eave the Urban Corps w ithout prote ction fro m financial loss should the v olunte er r e sign. P a yment a t the conclusion of t h e prog ram could conc e iv ab ly, w hile affording p r ote ction to the U r b an C or p s , imp o s e a bur d en o n the v oluntee r and w ould not conta in the incent i ve fa ctor inhe r e nt in the split payme n t m e thod. II. I n o r d er to c omply with g u id e line s s et fo r th b y the D e p a r t m ent o f H ealth, Educ a tion, a nd Wel fa r e , C o lle g e Wo r k-Study Pr o g ram D ivi sion , the follow i ng proc edur e h a s b een ina u g u r a te d: A. A c ertifi e d statement ( l a b e l e d App e n da ge 11 B 11 ) w ill b e maile d to eac h p ar ticip a ting c ollege or u n iversity h a v i ng College W o rk - S tudy Progr a m stud e nt s e mpl oy e d b y the A tla nt a U r b a n Corp s. The s t a t ement w i ll inclu d e i nfor m a tion re l a t ing to each stu dent as f ollows : 1. N a me . 2. W ag e r a te. 3. Tota l n u m b er of c omp e n sable h o u rs worke d d u r i n g the i mme d i a t e l y p rec e ding pay pe rio d . 4. G r o ss pay re c e ive d f or t h e i mme d iat e ly prec e ding p a y p e ri o d, and 5. G r o ss p a y r e c e iv e d t o d ate . B. Tim e c ar d s ( l a b e l e d A p p e ndage 11 C1 1 ) signed by eac h stude n t a nd his imme dia t e s u p e rvis o r c ertifyi n g t h a t a p a r t icul ar num be r of hour s w ere w o r k e d by the s tude nt w i ll b e mail e d t o the s tud e nt 1 s c olleg e o r u n ivers ity in i n s t a nc es w h ere the stud e nt i s enr olle d i n the C o ll ege W o rk - S tud y P r o gram . C. E a ch e mployee is r e q u ir e d to pick up in p ers on his p a yche c k or to g ive wr itte n a uthor i z a t ion t o the i n dividu a l w ho w ill pick u p the c h eck. In the f orme r s i t u ation t h e indi v idua l i s :i.·equire d to g ive writt e n cer tific a ti on of r eceipt. In the l a tter s itua tion t he a uth or i ze d indivi dua l is r e quired to c e rtify re c eipt �Page 2 July 2, 1969 of all pay checks received. (See Appendages II D" and II E".) III· A bookkeeping system has been designed and is tentatively scheduled to become operative on July 10, 1969 . The system will consist of the main-·~ tenance of the following Journals and Ledgers: A. General Journal- -posted daily Monday through Friday prior to 9: 15 a. m. listing all monies received and all liabilities incurred the pr e ceding day. B. Cash Rec e ipts and Disbursements Ledger--posted twice weekly recording the flow of capital. c. General Ledg er- -posted twice weekly containing separate a ccounts for: 1. 2. 3. 4. 5. 6. 7. 8. Office e quipment, Office supplies, Paym e nt rec e ived from age ncies as contract e d for, Payme nt received from e duc a tional institutions as contr a ct e d for, Payme nt rec e iv e d in the form of grants and donations f r om fou n dations, P a yme nt rec e i ve d in the fo r m of grant s a nd don a tions fro m the private business sector, Utilit i e s, and All oth e r nece s s a ry accounts. D. Indiv idua l E ar nin g s R e cords -- p o st e d bi - w eekly. E. Petty C as h Re co r ds -- m a int a ined by Sam Williams. I n mon d L . D ee n, Jr. D irect or of Finance A t l anta U r ban Corps �