Charity-Care accounts receivable policy

Charity-Care accounts receivable policy

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Purpose
The purpose of this document is to define the accounting policies and procedures in respect of the recording, collection and reporting of moneys owed to Charity-Care.
Customer/client inquires
The intent of all interactions between Charity-Care staff and customers or clients of Charity-Care is that all inquires are to be handled in a tactful and diplomatic manner.
Procedure

  1. Collect details from client, without offering comment or opinion.
  2. Confirm that you or another Charity-Care representative will get back to them within 24 hours to speak with them on the matter.
  3. Review the client/customer file:
    a. If the matter is the result of a data entry error:
    i. correct the error
    ii. notify your direct supervisor in an emailed report, and ask for confirmation of your actions
    iii. when you receive confirmation, contact the client/customer by phone (or other means if no contact number) to inform them of changes.
    BSB61015 Advanced Diploma of Leadership and Management
    Assessment Resource – Charity Care Case Study – BSBCOM603 Plan and establish compliance management systems |
    Page 19 of 28
    V 3.1: May 2020, Approved: QAC, Next Review: December 2020
    International College of Tasmania Pty Ltd trading as: TasCollege
    RTO Code: 45352 | CRICOS Code: 03683K
    b. If the matter is not related to a data entry error:
    i. collate all details of the matter
    ii. outline possible causes or reasons
    iii. notify your direct supervisor in an emailed report and ask them to manage the issue, or for clear direction so that you can manage it.
    Debtors
    Charity-Care raises invoices for the sale of goods and services to external organisations and individuals. A debtor is an organisation or individual who owes Charity-Care money for goods and services provided.
    Debt collection process
    Debts are to be collected as outlined in the following process diagram, with attention being paid to ensure that any actions taken by the accounts receivable department are recorded in the client file. This can be in the form of:
    ● inserting copies of correspondence (from or to the client)
    ● writing notes on the client file (dated and initialled)
    ● updating status of client debt (especially in regard to the debt collection decision matrix shown below)
    ● other relevant or supporting information.
    Invoice/
    Invoice/ statement statement sentsent
    Payment received?
    Payment received?
    Reminder
    Reminder
    Debt
    Debt collection collection agencyagency
    Legal action
    Legal action
    Full payment?
    Full payment?
    Invoice/
    Invoice/ statement statement paid in fullpaid in full
    Account
    Account overdueoverdue
    No
    No
    Yes
    Yes
    Yes
    Yes
    No
    No
    BSB61015 Advanced Diploma of Leadership and Management
    Assessment Resource – Charity Care Case Study – BSBCOM603 Plan and establish compliance management systems |
    Page 20 of 28
    V 3.1: May 2020, Approved: QAC, Next Review: December 2020
    International College of Tasmania Pty Ltd trading as: TasCollege
    RTO Code: 45352 | CRICOS Code: 03683K
    Debt collection decision matrix
    Overdue
    Response
    Terms
    Doubtful/bad
    Reporting
    30 days
    Reminder statement
    Phone call
    Continue credit
    No
    Document report
    60 days
    Letter
    Restricted credit
    Doubtful
    Advise manager
    90 days
    Debt collection agency
    Stop credit
    Doubtful/bad
    Advise manager
    Over 90 days
    Legal action
    Stop credit
    Doubtful/bad
    Manager responsible
    Procedure
    ● Run Aged Debtors Report on 1st of every month.
    ● Complete Bad/Doubtful Debts Report by the 10th of every month.
    ● Accounts over 90 days overdue to be handled by the manager – documents to be filed separately in the manager’s office.
    ● All contact with debtors to be recorded on file – should include copies of invoices, correspondence and log of phone calls.
    Trading terms
    ● 2.5% 7 days, OR
    ● Nett 30 days from statement.
    Sexual harassment policy
    Charity-Care recognises that sexual harassment is a serious issue and is committed to providing a workplace free from sexual harassment.
    What is sexual harassment?
    Sexual harassment is any deliberate verbal or physical conduct that is unwelcome and uninvited, embarrassing, demeaning, offensive or compromising. It can be experienced anywhere in the workforce and by both men and women.
    BSB61015 Advanced Diploma of Leadership and Management
    Assessment Resource – Charity Care Case Study – BSBCOM603 Plan and establish compliance management systems |
    Page 21 of 28
    V 3.1: May 2020, Approved: QAC, Next Review: December 2020
    International College of Tasmania Pty Ltd trading as: TasCollege
    RTO Code: 45352 | CRICOS Code: 03683K
    It has nothing to do with mutual attraction or genuine affection between people. Such friendships, whether sexual or not, are a private concern. It should not be confused with genuine compliments or behaving with common courtesy.
    Sexual harassment may include such actions as:
    ● dirty jokes, derogatory comments, offensive written messages (email/SMS), or offensive telephone calls
    ● leering, patting, pinching, touching or unnecessary familiarity
    ● persistent demands for sexual favours or outings
    ● displays of offensive posters, pictures or graffiti.
    Such behaviour is against the law if it makes you feel:
    ● offended and humiliated
    ● intimidated and frightened
    ● uncomfortable at work.
    Charity-Care considers sexual harassment an unacceptable form of behaviour which will not be tolerated under any circumstances.
    Charity-Care undertakes to educate all employees on the issue of sexual harassment to avoid its incidence and to inform employees of procedures to deal with the problem should it occur.
    Privacy policy
    Charity-Care is committed to protecting the privacy and confidentiality of our clients and supporters. Charity-Care supports and is bound by the Privacy Act 1988 and the Australian Privacy Principles. A copy of the Australian Privacy Principles can be found at http://www.oaic.gov.au/privacy/privacy-act/australian-privacy-principles.
    BSB61015 Advanced Diploma of Leadership and Management
    Assessment Resource – Charity Care Case Study – BSBCOM603 Plan and establish compliance management systems |
    Page 22 of 28
    V 3.1: May 2020, Approved: QAC, Next Review: December 2020
    International College of Tasmania Pty Ltd trading as: TasCollege
    RTO Code: 45352 | CRICOS Code: 03683K
    Privacy and our clients
    Protecting the privacy and confidentiality of the people we help is essential in preserving dignity and providing respectful assistance. Personal client information is collected and used by Charity-Care, only with client consent, in order to provide the best possible assistance and:
    ● to assess if clients meet eligibility criteria for specific assistance
    ● for internal reporting purposes
    ● to continuously develop and improve our assistance programs
    ● to assess the effectiveness of our assistance programs
    ● to assess the nature of need in the community
    ● to plan our future programs.
    Consent is always sought in using personal and sensitive information for research purposes. This information, however, is always de-identified prior to analysis, and individual clients cannot be identified from any research analysis or report.
    Disclosure
    Client information is never disclosed to other organisations or individuals without the client’s consent, unless they are working directly on our behalf or we are required to do so by law.
    In some cases, personal information (but never sensitive information) is supplied to contractors (for example freight companies or research agencies) who perform some of these tasks directly on our behalf, and who must sign strict privacy and security agreements and who are also bound by the Australian Privacy Principles. These agreements ensure that these contractors keep personal information confidential and do not use it for any other purpose other than the work we have contracted them to perform.
    Protection of personal information
    Charity-Care also actively seeks to ensure that all personal information we collect is protected from misuse, unauthorised access, modification or disclosure. We have internal data protection and electronic data transmission procedures; all donations and communications made online via our website are secure.
    More information
    Clients can obtain copies of their personal information held by Charity-Care, correct their personal records, obtain further information about how Charity-
    BSB61015 Advanced Diploma of Leadership and Management
    Assessment Resource – Charity Care Case Study – BSBCOM603 Plan and establish compliance management systems |
    Page 23 of 28
    V 3.1: May 2020, Approved: QAC, Next Review: December 2020
    International College of Tasmania Pty Ltd trading as: TasCollege
    RTO Code: 45352 | CRICOS Code: 03683K
    Care manages personal information, or lodge a complaint about the handling of their personal information by contacting the Charity-Care head office.
    Charity-Care risk management policy
    Purpose
    Risk is inherent in all business activities. The aim of this policy is not to eliminate risk, but rather to manage the risks involved in all Charity-Care activities in order to maximise opportunities and minimise adversity.
    Effective risk management requires:
    ● a strategic focus
    ● forward thinking and active approaches to management
    ● balance between the cost of managing risk and the anticipated benefits
    ● contingency planning in the event that mission-critical threats are realised.
    Procedure
    Charity-Care will maintain procedures to provide a systematic view of the risks faced in the course of our business activities.
  4. Establish a context: the strategic, organisational and risk management context against which the rest of the risk management process in Charity-Care will take place. Criteria against which risk will be evaluated should be established, and the structure of the risk analysis defined.
  5. Identify risks: identification of what, why and how events arise as the basis for further analysis.
  6. Analyse risks: the determination of existing controls and the analysis of risks in terms of the consequence and likelihood in the context of those controls. The analysis should consider the range of potential consequences and how likely those consequences are to occur. Consequence and likelihood are combined to produce a priority rating for the risk.
  7. Treat risks: for higher priority risks, Charity-Care is required to develop and implement specific risk management plans, including funding considerations. Lower priority risks may be accepted and monitored.
  8. Monitor and review: oversight and review of the risk management system and any changes that might affect it. Monitoring and reviewing occur concurrently throughout the risk management process.

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