Forms & Codes

The in's and out's of accounting for income and expenses.

All financial transactions must be accompanies by a form (1. check request/reimbursement; 2. deposit), and proper coding. 

**** ALL DONATIONS MUST BE PROCESSED AT THE NATIONAL OFFICE (NO LOCAL DEPOSITS OTHER THAN CHAPTER REIMBURSEMENT CHECK)

**** ALL MAJOR EXPENSES TO BE PAID BY NATIONAL. MINOR EXPENSES INCURRED PERSONALLY SHOULD BE REIMBURSED THROUGH NATIONAL OFFICE

FORMS

Check/Reimbursement Request Form

Complete this form and submit with receipts to Manager of Field Operations (preferred via email). Processing usually takes 10 business days once approved. This form can be used for:

  • Check Requests (requesting a check to pay an invoice)
  • Volunteer Expenses (for reimbursement)
  • Chapter Expenses (paid via local bank account, reimburse the account)

Deposit Form

All chapter deposits (income/funds received by the chapter) shall be forwarded to AFSP’s National Office.  Deposits are processed and subsequently deposited into AFSP’s main account and credited to the appropriate chapter.  *NO funds should be deposited locally.

CODES 

Completing the check request and deposit form requires several pieces of coding to ensure all income and expenses are accurately recorded:

GL codes

These codes will be used to identify both income and expenses

Program Codes

Determine which program your expense or income applies to

Chapter Event Codes

Every chapter is assigned its own chapter code, which is a combination of State and Chapter Name.

(For example - the San Diego chapter’s code is CA SD, the Central Pennsylvania chapter’s code is PA PENN, the Indiana chapter’s code is IN)

Chapter Event Codes

All chapter affiliated walks and events are assigned a specific event code and number that correspond directly to the chapter's budget. The event code will appear directly after the chapter code. The 4 types of event codes are:

  • CW- community walks
  • CAMPUS- campus walks
  • SPRING– spring fundraisers
  • 3RD PARTY – third party events

All other events will full under the general category of:

  • LOCAL –any other event

If you add an additional walk or event, new site codes will be assigned automatically. The code will be a combination of you chapter code and the next highest unused number for that event type.

* list is updated periodically with new events