The Pioneer Accounting Center (PAC) was established to assist chapters with the processing
and handling of finances and most importantly to ensure that the Pioneer Organization maintains
its tax-exempt status with the IRS.

The PAC established checking and savings accounts for each chapter. Unrestricted (General) and restricted (Designated) dollars are accounted for in each respective Chapter bank account (s).  It is recommended that all chapters participate in the PAC, a PAC or utilize Quickbooks as their accounting program set up using the chart of accounts that were created by the TelecomPioneers in Denver, Co. 

The PAC has access to all TP guidelines/practices and maintains a close working relationship with the Region Vice President as well as the TP headquarters located in Denver, Colorado.
Diane Nelson, a former Pioneer Manager for the Patriot and Sherwin Chapters, manages the
center.  Cathy Dow, PAC Associate, handles several chapters and has past experience as a Verizon Service Assistant as well as a Council President.

Specific PAC Functions
Receives all general/designated dollars – All vouchers are verified for accuracy, coding and descriptive detail.  All checks are endorsed, verified and deposited into
proper council/club/escrow account.  All deposits are forwarded to the credit union for deposit
on a daily basis.

Process all Pioneer Finance Vouchers - Each voucher is checked for accuracy, proper
approvals, correct coding, supporting documentation, receipts and completeness. If information
is complete, checks are then issued and sent within 24 hours via US mail and/or FEDEX when
requested at the expense of the chapter.

Handles checks that are returned from the bank - Checks returned from the bank due to
insufficient funds, wrong pay to name, closed account, stop payment, missing signature or
non matching amounts are returned to originator for proper action.  Individuals are notified in
writing to make restitution (including bank fees charged and an additional 5.00 charge) within
one month.  After the one-month deadline has passed the individuals are turned into our collection
agency for legal action. The collection agency charges the chapter a fee to take legal action and
any monies collected by the agency are then forwarded to the chapter less a percentage for
utilizing their services.  Once a check has been sent to the collection agency it is out of our
hands and the individual must deal directly with the agency.

Transfer of monies within councils/clubs/escrow accounts – Money can be transferred from general to designated accounts within a chapter, council or club without issuing a physical
check.  Designated funds cannot be transferred to general. 

Reconciliation of Checking Accounts - Checking accounts are reconciled monthly utilizing the
reconciliation feature in QuickBooks.  Reconciliation reports are run and filed for audit.

Bank Interest Earned - Interest earned from checking accounts are coded and split between the general and designated accounts in the Chapter.  Councils, clubs and sub accounts do not receive bank interest.

Sales Tax – Monthly and quarterly sales tax for each chapter and state are paid by the PAC.  Items sold at Pioneer stores, sales etc. are subject to individual state sales tax laws. The TP
organization is not exempt from States Sales Tax on items sold.

Monthly Reports - Reports are run on the 1^st day of the month for the previous month.  Reports include individual Quick reports for each Chapter, council, club and sub account.  The quick report shows general and designated accounts, receipts and expenditures for the month as well as beginning and ending balances.

Notifications - The PAC notifies individual’s when/if receipts or disbursements are not complete, missing information or other.  The PAC also keeps the chapters informed of new practices/policies.

Corporate Grant Dollars - All monies provided by Verizon for charitable use can only be used for
the charity(s) as described in the request for funds provided by each chapter. The PAC to ensure
that funds are distributed accordingly will scrutinize all expenditures.

Dues - The PAC receives dues money electronically and via check(s) on a monthly/weekly basis.  Once dues are received they are deposited into individual chapter accounts under a sub account entitled dues.  This sub account allows the chapter a means of tracking how much dues money is received on a monthly/annual basis.  The PAC is also able to create a sub account entitled PRO Rate Dues to house the pro rate payment to the TP.  All chapters should check their dues and membership account monthly and make adjustments accordingly to their PA7.

Annual TP 6 Report - The PAC is responsible for preparing the annual TP 6 report for those
chapters that have their restricted and unrestricted funds with the PAC. This information is sent to
the Association for inclusion in-group form 990 – Return of Organization Exempt from income tax.
A copy of the TP 6 is on file at the PAC for each chapter.

Those chapters that do not have their funds handled by the PAC will b given the information needed to prepare their own TP 6.  A copy of the completed TP 6 must be forwarded to the PAC.

Credit Card Bills - All bills must be submitted timely (to avoid finance/late charges) and with proper receipts and descriptive detail.  This card is issued in an individual's name and therefore is the responsibility of the individual to pay for any charges not approved by the Chapter.  All bills must be submitted at least 9 days before the due date to give the PAC enough time to process to avoid late/finance charges.  THE PAC IS NOT RESPONSIBLE FOR LATE OR FINANCE CHARGES IF ABOVE CRITERIA IS NOT MET.

Postage Expense – Currently the PAC pays for postage for checks processed except Calendar/lottery winners at council, club or chapter level.  This expense is deducted from the
proper account to reimburse the PAC for postage.  FEDEX charges will be billed to chapters for
requests for overnight delivery.  Postage being paid for by the PAC is of course SUBJECT TO
CHANGE DO TO BUDGET CONSTRAINTS.

Checks – It is the financial responsibility of each chapter to pay for their own checks and envelopes.   Through group ordering the cost of imprinted checks and envelopes
is kept at a minimum.  The return address of the PAC is used on all chapter checks.

Bank Charges - Charges for insufficient funds, stop payments, copies of checks and other bank
charges are the sole responsibility of individual chapters.

Chart of Accounts - The PAC uses the TP standard chart of accounts with sub accounts for
tracking related business expenses. This tracking information is a useful tool in planning and managing your chapter/council/club budgets.