​Raise your hand if you love being audited.
Anyone? Anyone?
We didn’t think so.
 
At most companies, audit time causes anxiety and panic. And, the pressure doesn’t stop there. As a financial services and advisory firm, we’re under the microscope too.
 
For many nonprofit organizations an audit is an annual occurrence (often mandated in the bylaws or by state law). From a fundraising perspective, a clean audit can demonstrate sound financial stewardship and pave the way for increased donor trust and giving. That’s why our team at Blue Fox views a client audit as a management and marketing opportunity, as well as an important financial management exercise.
 
Using the right tools and technology, we’ve reduced the tedious audit process from an average 10 hours down to just 2. That’s an entire workday saved – you’re welcome! How did we do it? One app: Bill.com.  
 
We’re such big fans of Bill.com’s audit effectiveness that Bill.com asked our CEO, Chantal Sheehan to write about it on their blog.
 
In the full article, How to Help Your Clients Get a Clean Audit, she highlights 3 key features at Bill.com that help our clients get clean, fairly painless audits each year:
 
(1)  Digitized, paperless records
(2)  Enforcement of internal controls
(3)  Audit trail feature
 
The full article gives specific details and examples. It’s a must read!
 
Is your organization looking for nonprofit audit preparation services? Give us a call at (321) 233-3311 or request a meeting. We’ll get you sorted! Then you can focus on what really matters: your mission and serving your community.
 
Related Articles
5 Tips to Get You A Clean Audit Every Year
Nonprofits - It's Time to Automate Your Back Office
10 Reasons to Outsource Your Nonprofit Accounting

If you’re like us, your daily inbox is jam-packed with newsletters and educational opportunities from like-minded social impact leaders. These spectacular humans work around the clock to foster positive change in their communities. Then, somehow, find time to share their story. We tip our hat to them! Here are just a handful of our favorite resources this month:

• (ARTICLE) Learn to Listen: How — and Why — to Gather Employee Opinions at an Impact Company
• (PODCAST STORY) Meet the Female CEO Who Created A Social Enterprise From A Palestinian Refugee Camp
• (TRENDS) These Social Entrepreneurship Trends Will Hit All the Emotions in 2020
• (CONFERENCE) Frontiers of Social Innovation: People, Power & Resources: The Redistribution Wave
• (PREDICTIONS) Five Fintech Predictions For 2020
• (OPINION) ESG (Environmental, Social and Governance) is About Value, Not Values, Says This CEO

 
Thanks for stopping by to explore our picks for social enterprise news this month! If you’re interested in hearing more from us, subscribe to our newsletter today! 

When Bill.com calls to interview your CEO, you jump at the opportunity! Especially when they mention that your CEO is viewed as an industry-leading financial services provider and they want to share her expertise. And, now we’re blushing!
 
READ THE FULL INTERVIEW HERE:
Blue Fox, AI, and Maximizing Value for Accounting Clients
 
Our CEO, Chantal Sheehan has first-hand experience with the challenges that nonprofit face and has structured Blue Fox services to support those unique challenges. In this interview, she explains how Blue Fox takes advantage of Bill.com’s AI-powered Intelligent Virtual Assistant to most efficiently serve clients.
 
One of our favorite quotes from the interview is when our CEO, Chantal Sheehan said, “We focus on leveraging technology like AI so that we can apply human time where it counts for clients.” This is part of the Blue Fox philosophy and why we work so hard to provide the latest and greatest technology solutions for our clients.
 
If your nonprofit or social enterprise is looking to professionalize your back office operations, give us a shout any time at (321) 233-3311 or [email protected].

Nonprofits, take note.  This is important!
(This also applies to the for-profit social enterprises we serve too!)
 
Over the past month, we’ve answered these questions a lot:

• How will changes to the federal overtime law will affect my organization?
• Do we need to restructure how we pay employees?
• When do changes need to be in place?
• Do commission and bonuses count toward the salary minimum?
• Can you help me calculate and weigh my options? (Of course! Let’s schedule time.)

 
After explaining this for the umpteenth time last week, our ‘let’s blog about it’ light bulb went off and we started to write. Hopefully, we can provide some clarity and if you want to chat in more detail, just call us at (321) 233-3311.
 
But first, if you are new to the nonprofit HR or management game, you may want to brush up on exempt verses non-exempt employee status.
 
THE NITTY GRITTY
 
[Grab some water, this section is dry]
 
On September 24, 2019, the U.S. Department of Labor announced a final rule that “updates the earnings thresholds necessary to exempt executive, administrative and professional employees from the Fair Labor Standards Act’s (FLSA) minimum wage and overtime pay requirements, and allows employers to count a portion of certain bonuses/commissions towards meeting the salary level.”
 
Effective January 1, 2020, the rules governing overtime pay for non-exempt workers will change to the following:

• The “standard salary level” will go up from the currently enforced level of $455 per week to $684 per week (equivalent to $35,568 per year for a full-year worker);
• The total annual compensation requirement for “highly compensated employees” increases from the currently enforced level of $100,000 per year to $107,432 per year;
• Employers may now use nondiscretionary bonuses and incentive payments (including commissions) paid at least annually to satisfy up to 10% of the standard salary level, in recognition of evolving pay practices; and
• Changes to the special salary levels for workers in U.S. territories and the motion picture industry.

 
Before we delve into how the new overtime law affects the nonprofit industry, know that not all states have the same guidelines. Quite a few states have salary thresholds higher than the FLSA. For example, California’s ceiling for a non-exempt employee is $49,920. Visit your State Department of Labor before making salary changes.
 
DID YOU KNOW? 
The nonprofit industry now employs over 12.3 million people which is 10% of the US workforce. Even more inspiring to us: according to the 2019 Nonprofit Employment Report From Johns Hopkins Center for Civil Society Studies, “Nonprofit jobs grew almost four times faster than for-profit jobs over the last decade.”
 
It’s clear that updates to the federal overtime law will significantly affect the nonprofit sector and its employees.
 
SO, WHAT’S A NONPROFIT TO DO?
Accept the change.
Don’t hyperventilate.
Start thinking proactively about 2020.
Everything will be just fine!
 
It’s time to evaluate your people resources. The new year is knocking on our door. Take a look at each of your staff member’s compensation and overall staffing structure.
 
As you do this, consider these 4 questions:

• Are your staff members currently being compensated appropriately? This is the very first question to answer because if your employees are classified incorrectly (exempt versus non-exempt), your organization is at risk for fines, legal trouble, staff morale issues and consequently some bad PR. Check out the The Exemption Test from University of Minnesota’s Office of Human Resources.  You will also want to evaluate at your employees whose salaries border the new standard salary level. Does it make more sense to pay them occasional overtime pay or transition them into a role that fits exempt status?
• Are you leveraging your staff members time efficiently? Every member of our team at Blue Fox has significant nonprofit experience. So, we get it. The industry comes with long hours and we don’t get paid like they do on Wall Street. It’s the feel goods that make us stay! Our philosophy at Blue Fox is that nonprofits should run their back-office operations like a for-profit. Your organization must make efficient use of staff time. (And they will thank you for it). Ask yourself if all of your employees need to attend every after-hours event. Does the office need to open at 8:00 a.m. or would 9:00 a.m. work? Can you shift program calendars for more consistent week to week staffing needs? And, don’t get us started on the time suck of unnecessary meetings?!
• Will the changes above affect your ability to provide services? So after reading the second bullet above, you may see a need to adjust how your team is spending their time. But be mindful that any changes don’t affect your ability to provide services. You do important work and it’s not time to compromise the vital resources your community needs. That leads me to the next point…
• How will your organization fill the funding gap for staffing cost increases? So, let’s say you’ve evaluated your staffing structure and the ‘thing’ that has to give is simply paying your employees more to maintain the hours they work. We love this option, by the way, but it comes with a cost (pun intended). In this case, you’ll need to figure out how to fund the cost increase. Check this out: A few years ago when the overtime rules were first proposed, our friends at NonprofitAF published this article. We particularly love the section about funders responsibilities. It offers several helpful tips on getting funders on board to support the organization’s changing needs.

 
Need more help? I bet that your local or regional Chamber of Commerce has information on this matter and they may even be holding workshops or Q&A sessions. Or, consider becoming a member of SHRM. Their members section has a digital FLSA Exemption Questionnaire to help you make the determination if an employee is exempt or not.
 
2020 is coming quick. If you need additional assistance, Blue Fox is happy to consult with your leadership and we will even take those pesky tasks like bookkeeping, payroll and tax prep off your hands. We do that too! Give our friendly team a call any time at (321) 233-3311 or email [email protected].
 
Oops, just went over 40 hours. Gotta’ go!
 
[The information contained in this article is not legal advice and is not a substitute for such advice. State and federal laws change frequently, and the information in this article may not reflect your own state’s laws or the most recent changes to the law.] 

Author: Chelsea Clementi, MBA, Director of Marketing & Business Development for Blue Fox
​
Resources:

• Johns Hopkins University, Center for Civil Society Studies 2019 Report
• NonprofitAF, Why the new overtime rules are good for nonprofits and thus for our community
• The Balanced Careers, Difference Between an Exempt  and a Non-Exempt Employee
• University of Minnesota, FLSA Exempt and Nonexempt Defined
• U.S. Department of Labor, U.S. Department of Labor Issues Final Overtime Law

A bookkeeper in a small office opens the top drawer on her desk over and over throughout the day. She opens it slowly, peers in at something, closes it, and then returns to her accounting on her computer. She does this multiple times a day. 

She locks the drawer every night before she leaves, and the other office staff gossip quietly every day about what's in the drawer. Chocolate? Can't be. It's not edible. A pet rock? Possibly. She's a little quirky. They speculate endlessly.

One day, the bookkeeper dies suddenly. The business owner gets her desk drawer keys from her family a few days later. The office gathers around as the big secret of the drawer is revealed. What's in it?

A simple piece of paper with the words "Accounting Bible" at the top. On the sheet is a strange coded set of words and symbols labeled "T-Accounts." The office staff stares in wonder, unable to make anything out of it. Then someone puts it back in the drawer and they walk away... Guess she really was an odd duck.

Get your very own Accounting Bible here ;)

If you’re like us, your daily inbox is jam-packed with newsletters and educational opportunities from like-minded social impact leaders. These spectacular humans work around the clock to foster positive change in their communities. Then, somehow, find time to share their story. We tip our hat to them! Here are just a handful of our favorite resources this month: 

• Social Entrepreneurs, Create A Startup Then Do Good Like These Companies
• Points of Light Announces the Civic 50 for 2019
• Moving Toward an Inclusive and Regenerative Economy
• 5 Ted Talks for Social Enterprise Leaders
• More Investors Exploring Nature-based Growth Opportunities

 
Thanks for stopping by to explore our picks for social enterprise news this month! If you’re interested in hearing more from us, subscribe to our newsletter today!
 
About Blue Fox: Our team provides customized, boutique financial and back office services for social impact organizations. Services range from standard bookkeeping and payroll services, to coaching and consulting, to comprehensive virtual CFO services. Our mission is to disrupt the traditional accounting model through technology, innovation, and a radically client-focused approach that truly empowers nonprofits and social enterprises. For more information call (321) 233-3311, email [email protected], and visit www.yourbluefox.com. 

[Data and statistics courtesy of QuickBooks Prospective Client Infographic]
 
Did you know that most small businesses owners spend 10 hours per week balancing their books? That equates to about 25% of a 40-hour work week spent on non-revenue generating or mission-related tasks. We know social impact executives often work longer hours than most but still - 10 hours is probably 9 hours too many don’t you think?
 
But are you ready to outsource your nonprofit accounting function?
How do you know when the time is right?
Ask yourself these questions:  

• Do I have the time to learn and/or manage the bookkeeping system?
• Am I able to stay up-to-date on new tax laws in order to avoid legal troubles?
• Is my time best spent managing the accounting system?
• How much does my bookkeeper’s time (or my time) cost compared to accounting firm fees?
• Does staff turnover affect our back-office efficiency?
• Is the board of directors asking me to provide financial data beyond my ability? And a corollary: do I spend at least half a day before each meeting prepping financial reports?
• Wouldn’t it be nice to wow the board with some snazzy reports like financial dashboards?

 
Most nonprofit leaders were not born to be CFOs. Many social impact executives come from a marketing or fundraising background. The choice to hire an accounting firm can give marketing-minded executives piece of mind. It’s like bringing on the perfect business partner with complementary expertise. A ‘balanced’ partnership (accounting pun intended). ;)
 
So, what exactly can an outsourced accounting firm do for your organization?

• Analyze the financial big picture and offer strategic advice.
• Produce key financial documents and can help with annual tax filings
• Can act as a chief financial officer beyond tax season, to advise on financial strategies
• Perform day-to-day hands-on tasks like handling new hire paperwork and payroll, paying bills, submitting invoices, etc.
• Track company expenses accurately and maintain a healthy audit trail
• Ensure compliance with local, state and federal tax law
• Set-up and integrate the best, latest and greatest financial technology solutions to maximize efficiency and save time
• Assist with and ensure a smooth audit process

 
Our team at Blue Fox offers all of those services and more! Blue Fox is an accounting firm specifically for nonprofits and social enterprises. Our team members have broad expertise in the social impact space, with backgrounds as nonprofit leaders, board members and volunteers. The entrepreneurial spirit runs deep on our team. This means we manage your back-office from the same perspective as you would. Not sure about it; just ask our clients and read what they have to say about us. 
 
If you think it may be time to hire an accounting firm, let’s have a chat and see how Blue Fox can help you reach your goals. Call us anytime at (321) 233-3311 or click here to request more information and/or a quote. 

Does your information presented at board meetings go in one ear and out the other? According to recent reports, the human attention span is now shorter than a goldfish, down from 12 seconds to a measly 8 seconds. What the Fox?!
 
It’s now trickier than ever to capture the attention of your stakeholders. And without their attention how do to you establish buy-in and encourage action?
 
There has to be a better way!
 
Enter financial dashboard style reporting. Charts. Graphs. Visuals. Infographics. With a little illustrative razzle dazzle, your board members are paying attention. Better yet, they can quickly see your overall financial position. Gone are the days of reviewing tedious financial statements and boards of directors are thrilled!
 
Ruth McCambridge, Editor in Chief of the Nonprofit Quarterly explains it best, “A well designed dashboard shows whether a nonprofit is making headway on its critical variables… it organizes and focuses conversations.”
 
So, what do you include on your dashboard? Well, ask yourself what drives the success of your organization? Do you have defined strategic objectives that are measurable? You might measure quantity of memberships or donations, clients served to date, cash on hand, program income budget vs actual, annual revenue by source, restricted vs unrestricted funds, and so on. The possibilities are endless – the question is: what key information matters most to you and your management team?
 
Our team at Blue Fox builds dashboards for clients upon request. Some are more extensive and others are one-page snapshots. Customization is key and no two organizations have exactly the same needs. The common factor is that our clients present interesting, concise, actionable data to their stakeholders to make their board and management meetings truly useful moments.
 
About: Our team at Blue Fox provides customized, boutique financial and back office services for social impact organizations. Services range from standard bookkeeping and payroll services, to coaching and consulting, to full-blown virtual CFO services. Our mission is to disrupt the traditional accounting model through technology, innovation, and a radically client-focused approach that truly empowers nonprofits and social enterprises. For more information call (321) 233-3311, email [email protected], and visit www.YourBlueFox.com.
 
 
Resources:

• Nonprofit Quarterly & FMA, How to Build a Dashboard for your Nonprofit: A Critical Strategic Tool Reveals Itself
• Time, You Now Have a Shorter Attention Span Than a Goldfish, Kevin McSpadden

Ready to have your mind blown? Go ahead and Google “The Future of FinTech”. Half of what you read might sound made up. And, no, the interwebs are not speaking Dothraki. Terminology like Blockchain, Ethereum, Insuretech, and robo-advisor are all real.

Any Scrabble junkies want to pull out the dictionary and challenge us? Go ahead. Just know that new technology may take over before Merriman Webster can crank out a new print edition.
 
Constant change in the financial technology space can overwhelm small businesses, especially those in the nonprofit and social impact space. But rest assured that Blue Fox is hip to the newest developments in nonprofit financial management technology. We stay up to speed on innovations in the FinTech space so that we can provide you with the most useful and reliable technology tools out there.
 
Here's a sampling of our favorite back office technology solutions for nonprofits, social enterprises and small businesses:

• Bill.com – Automates and simplifies the way you pay bills, send invoices, and get paid. Electronic vendor payments and a perpetual audit trail are our favorite features of this revolutionary platform.
• Box - Secure collaboration with anyone, anywhere, on any device.
• Defendify - Streamlines multiple layers of cybersecurity through a single platform, ongoing guidance, and expert support.
• Divvy - The all-in-one expense management solution.
• Hive - The only project management platform for hybrid work, shaped by users. 
• Intuit QuickBooks Online – With over 5.6 million global users, QuickBooks Online breeds efficiency, accuracy, collaboration, organization, automation and oversight over all aspects of your organizations financial picture. Bank-level encryption, payroll processing, and the ability to integrate CRMs and project management apps make QuickBooks Online the leader in small business accounting software. 
• Gusto - One place for payroll, benefits, and so much more.
• Citrix ShareFile – 100% secure file storage with 24/7 file accessibility. Dropbox, Box, and Google Drive are good solutions, but Citrix security, encryption, and granular user privileges are unrivaled in the cloud storage space.
• JustWorks - Simple software + expert support for payroll, employee benefits, HR services, and compliance.
• LastPass - Password Management from Anywhere
• UltraTax CS - Professional tax software for tax preparers and accountants.

 
The core of our Blue Fox philosophy is the marriage of technology and humanity – that’s why our tagline is Agile Accounting for Impact. We believe that the right mix of automation and human-touch makes all the difference. Just ask our clients! If your organization feels the same, we want to work with you! Don’t hesitate to call us at (321) 233-3311 or book a free consultation with us today!

As usual, at the end of 2018 the IRS revised the mileage reimbursement rates for business, charitable, and medical/moving miles driven. The new rates are as follows for 2019:

• Business: $0.58 per mile
• Medical or moving: $0.20 per mile
• Charitable: $0.14 per mile

Ever wonder: what goes into those rate changes? Is there just a dude sitting at Treasury somewhere who makes the call, or is there a formula of some kind in place? As satisfying as it might be to blame an unknown dude at Treasury, it turns out there are a few known factors that go into the mileage rate calculation:

• Fuel costs
• Vehicle maintenance costs
• Insurance rates
• Actual costs to purchase a vehicle

Generally, when the costs above go up, we see an increase in the mileage rate. And when they go down, we see a decrease. As a consumer, though, it often feels to me like the best indicator that there will be an increase is gas prices. (If you want to geek out and compare historic fuel prices with historic mileage rates, have at it. We did!)

In 2019, gas prices are expected to continue to rise so the IRS has provided a 3.5 cent bump to the business mileage rate. (Woohoo! Don’t spend it all in one place!) If you use an app like Expensify, MileIQ, or Motus to track your business miles, the apps should compute your mileage reimbursement correctly.

If you’re old school and using a paper expense report to get mileage reimbursement from your employer, or to track your own business mileage deduction, then you’ll want to correct all your expense report formulas and forms to reflect the new rate. 

And stay tuned: word on the street is that there might be a 2nd mileage rate hike mid-year if gas prices aggressively rise this year.

About: Our team at Blue Fox provides customized, boutique financial and back office services for social impact organizations. Services range from standard bookkeeping and payroll services, to coaching and consulting, to full-blown virtual CFO services. Our mission is to disrupt the traditional accounting model through technology, innovation, and a radically client-focused approach that truly empowers nonprofits and social enterprises. For more information call (321) 233-3311, email [email protected], and visit www.YourBlueFox.com. 
​
Author:  Founder & CEO, the Original Blue Fox, Chantal Sheehan, MS, CFP(r) ​