Administrator Tasks

WEEKLY TASKS

1) Create time sheet report from Harvest and send to bookkeeper (do this every Monday)

• • How to run payroll (Completed by Abacist, process noted here in case A8 ever has to step in)

2) Scan checks received and deposited

• • How to scan checks

3) Categorize expenses in QuickBooks

QBO - Credit Card Reconcile

4) Enter reimbursable expenses into Harvest

• • File receipt under accounting hanging folder.

MONTHLY TASKS

1) Invoices

• • Set the goal of sending all invoices out during the first week of the month.

2) Send Visa/ Bank statements to Abacist.

Note: Bank statements usually post by the 4th of the month. Save statements under Admin>Accounting-BECU folder.

3) QBO - Harvest audit

4) QBO - Uncategorized Income Audit

5) QBO - Uncategorized Expense Audit

5) Back up Smartsheet

• • Every month login to Smartsheet using the biz@allied8.com login and download the backup dated the first of the month (see steps below) under Active Projects, Admin, Library, and Templates folders.

- Right click the folder > select Request Backup > click View Recent Backups > select the folder dated at closest to the first of the month > download backup

• • When a project is completed, archive the smartsheet project folder and download a backup of it. Once downloaded save to network drive; create a new folder called Smartsheet Backup.

QUARTERLY TASKS

1) Back up Harvest Invoice to master spreadsheet

2) Receipt scanning: reimbursable & unreimbursable

• • Most reimbursable costs should have already been scanned since receipts are attached to Harvest Invoices. Ensure that reimbursable expenses have been recorded in Harvest. Add them if they have been missed.

3) Coordinate lunch-n-learns. Set a goal for at least two a quarter.

ANNUAL TASKS

1) Renew AIA memberships for Boss Ladies

• • Leah renews on odd years & Barbara renews on even years

2) Renew Medical benefits. Contact Cummings Fraser

• • Medical benefit renewal date is December 1st

  • Medical, Dental and Vision are all included under Regence. (as of Dec. 2018)

  • Vision is also under Regence, that renews every years (as of Dec. 2018)

  • Send annual required health insurance disclosure to entire A8 team. Template e-mail saved: Admin>Human Resources-Health Insurance>Required Disclosures

- Save sent e-mail to all employees as PDF to Admin>Human Resources-Health Insurance>Required Disclosures>YYYY

3) Renew General Liability Insurance (coverage for office location)

• • Contact: Leavitt Group Northwest - current contact, Darlene Terry

  • Payment is sent directly to The Hartford. A8's payment is made on The Hartford's automatic payment site, not BECU.

  • Usually is automatically renewed each year around July

4) Renew Professional Liability Insurance (coverage for A8's Error's & Omissions)

• • Contact: Leavitt Group Northwest - current contact, Darlene Terry

  • Renewal process begins in November. Renews every January.

  • Renewal down payment goes directly to Leavitt Group Northwest via BECU bill pay.

  • Monthly premium is paid to Allegiance Premium and set up through BECU autopay. Remember to update account number each year!

5) Renew Business Licenses

• • State of WA (Department of Revenue)

- Expires each year on November 30th

- Log in to bls.dor.wa.gov to renew

• • City of Seattle

- Expires each year on December 31st

- Log in to FileLocal: https://www.filelocal-wa.gov/Default_FileLocal.aspx

6) Renew Disadvantaged Business Enterprise (DBE) Certification

• • This is a certification at the federal level.

  • Is renewed every year - around July. If a letter does not arrive from the State of Washington - Office of Minority and Women's Business Enterprises - contact them at (360) 664-9750.

  • Need to gather the following documentation: 'continued eligibility affidavit', last year's tax return, and a check made out to OMWBE.

  • Renewal link: https://omwbe.diversitycompliance.com

7) Renew Women's Business Enterprises (WBE) Certification

• • This is a certification at the state level.

  • It is renewed every TWO years - anniversary date is early October.

  • Follow directions on the renewal letter. If a letter does not arrive from the State of Washington - Office of Minority and Women's Business Enterprises - contact them at (360) 664-9750.

  • Renewal link: https://omwbe.diversitycompliance.com

8) Download the A8 Annual Expense Report for Annual Budget

• • Complete after Q3 taxes have been paid by bookkeeper. Before Oct. 15th!

  • Create report from QBO

  • Once created use report to enter "Actual" amounts to A8 Projects Smartsheet (sign in using biz@allied8.com)

9) Send required Fidelity SIMPLE IRA documents to 'All Eligible Employees'

• • Before November 1st, send an e-mail to all eligible employees that includes the (3) attachments listed below.

  • For reference refer to Admin>Human Resources - Benefits -SIMPLE IRA -Fidelity

  • Create a PDF of the e-mail you send for record. Also include yourself when sending the e-mail to the A8 Team.

-Summary Description

- Model Participation Notice

- Fidelity Salary Reduction Agreement

10) Submit the Secretary of State Annual Report

• • Annual Report link: https://www.sos.wa.gov/corps

11) Holiday Cards

• • Design holiday card. Saved at: Library>Biz Development - Branding> Holiday Cards

  • Update holiday card address labels

12) Archive invoices on Admin>Accounting-Invoice Backup folder

13) Complete Regence Group Annual Certification

• • Login to the Regence Employer Center - https://www.employercenter.regence.com

  • Select Certify & Renew

  • Answer the quick questions and enter your e-mail address. A form will be sent to that e-mail that will direct you for an e-signature.

  • Save a PDF of completed form at: Human Resources - Benefits -Health Insurance>Regence Annual Group Certification

14) Create new year file folders when necessary

15) Renew King County Small Contractors and Suppliers (CSC) Certification

• • This is a certification at the county level.

  • Renews every THREE years - anniversary date is early October.

  • Same link as WBE & DBE: https://omwbe.diversitycompliance.com

16) Renew MRSC Roster

• • Public agencies use MRSC as a contracting directory. Some public works will require a vendor to be listed on this site before sending a RFQ.

  • Basic membership is free. There is only a $10 fee to be listed on more than 9 counties.

  • Login information on master spreadsheet.