Expenditure reports are documents that list all the payments that the family made to KidSpirit during the year. Parents might call asking for a tax report, or a report for their flexible spending account. These are both things you would make an expenditure report for. In many cases, however, you can send a parent the tax statement information from Ideal-Logic and this will be sufficient for their needs. We get most of our requests around tax time.
The following programs qualify for expenditure reporting:
KidSpirit Summer Day Camp
ACES No-School Days
KidSpirit Gymnastics
Completed reports and template can be found on the brain in Reports and Statistics -> Expenditure Reports.
Log into Ideal-logic.
Search for and select the participant (child) that needs a tax statement.
On the right hand side of the participant’s dashboard, there is a link that says “Print Tax Statement.” Click the link and select the appropriate fiscal year of the activity the guardian is requesting.
You can either print that off to give/mail to the parent, or take a screenshot and email it back to the parent.
If the parent says they would like more detail on tax statement, create an expenditure report.
Choose the correct template. If the parent wants a report for past enrollments, use the “Template – Past Enrollment” document. If the parent wants a report for what they have paid for future enrollments, use the “Template – Future Enrollment”. Add the child’s name and change the year to the correct year.
List every enrollment paid for the year you are reporting on. Refer to template for correct formatting.
For enrollments recorded in Ideal-Logic (Summer 2011 and later) go to the participants profile and select the enrollments tab. Select view on the enrollment you need to look at. On the right bar at the bottom will be “Amount Paid: $XX.XX”. This is the amount you will put on the expenditure report for that enrollment. Double check this number with the participants payment tab, as some participants might have gotten scholarships which should not be reflected on the expenditure report.
For enrollments prior to Summer 2011, you will have to check KidTrax and look through their file. Note: You can only list it if there is a receipt and you have proof they paid!
Add your name to the bottom. Leave space to allow you to sign above your name.
Print out the expenditure report and sign above your printed name. The expenditure report is now complete. If the parent wants it emailed to them, you will need to scan and email it to KidSpirit first using the copier and then email it to the parent.