Reporting Intranet. Complete Online Guide. Table of Contents

Transcription

1 Reporting Intranet Complete Online Guide

2 Reporting Intranet - Main Topic Links Go to main link and make sure to scroll through all slides for that topic. Roles of Advisors & Officers New Login System Navigating the RI Password Reset Activating Officer Accounts Update Chapter Profile Screen Update Membership Roster Add a New Candidate Submit a Candidate for Initiation Active Members Folder Generate Chapter List Membership Counts Beginning of Year Report Chapter Maintenance Fee Invoice Online Reporting System New Student Hours Verification Report Mid-Year Reports End of Year Report How to complete the IRS 990n e-postcard Non-BAP Hours Payments by Credit Card Membership Dues Chapter Maintenance Fee A link back to the is located on the lower right-hand side of each slide.

3 Clarification of Roles Faculty Advisors vs. Officers Faculty Advisors Create and manage officer login accounts Review all chapter reports: Beginning of the Year - October 15 th Mid-Year Reports December 15 th awardseeking chapters Student Hours Verification Report Complete 990n e-postcard filing by June 1 st Sign-Off on End-of-Year Report by June 1 st Meet with Chapter Reporter throughout each semester to review chapter reporting. Meet with Chapter Treasurer to ensure that all membership dues and chapter maintenance fee has been paid on time. Chapter Officers All Chapter Reporting Entering new candidates into the system Beginning of the Year Reports Entering Professional & Service Activities, Reaching Out Activities and Initiations Mid-Year Reports (awardseeking chapters End-of-Year Report Work with faculty advisor to process all payments for membership dues and chapter maintenance fee has been paid on time.

4 Reporting Intranet Login Valid Address Unique Password Each Advisor and Officer will be required to login through a valid address and a unique password.

5 New Login System Activation Process Faculty Advisor The Executive Office sets up all faculty advisors as new users in the system. All faculty advisors must provide a valid address. Verify that the faculty advisor information is correct on the Chapter Profile page. An activation will be sent to each faculty advisor with a link for them to access. Make sure you do not delete this . The FA will access this link and create a unique password. After they have completed the activation process, their login credentials will be: User ID: Address Password: Unique password created by FA Please note: the EO does not have access to passwords created by the advisors and officers.

6 New Login System Faculty Advisor Activation An with an activation link will be sent from the Executive Office to the Faculty Advisor inviting them to activate their account.

7 New Login System Activation Screen On the Activation Screen, enter a unique password, confirm and activate.

8 Navigating the Reporting Intranet On the landing page, the menu bar is as follows: 1. Home Landing page 2. Reporting and Membership This is where all screens for chapter reporting can be found. 3. Chapter File Submissions This screen will display all the files that your chapter has uploaded to the RI for that fiscal year. 4. PCA - A link to the Program for Chapter Activities. 5. Tutorials - A link to interactive tutorials. 6. Contact - Information for the Executive Office. 7. BAP Home A link back to the BAP Website.

9 New Login System Activation Process - Officers Once the Faculty Advisor has completed their activation process, and have logged in to the Reporting Intranet. 1. The FA will enter the officers under Reporting and Membership > Create/Manage Officer Logins

10 New Login System Menu Bar Item: Reporting and Membership> Create/Manage Officer Logins Activation Process for Officers By Faculty Advisors 2. Under the Officers tab, the FA will select the officer name and officer role. 3. Then, select Create User.

11 New Login System Menu Bar Item: Reporting and Membership> Create/Manage Officer Logins Activation Process for Officers By Faculty Advisors. 4. The screen will confirm that an activation was sent to that officer.

12 New Login System Menu Bar Item: Reporting and Membership> Create/Manage Officer Logins Once the Faculty Advisors have created the Officer accounts, a log is established and can be found at the bottom of the screen. This is where the advisors can deactivate or reactivate officers. It is the advisor s responsibility to keep this log current. This should be updated each semester/quarter.

13 New Login System Officer Activation An with an activation link will be sent directly to the Officer.

14 New Login System Officer Activation Screen On the Activation Screen, enter a unique password, confirm and activate.

15 Password Reset To reset a password, go to the login page and select the link titled Reset Password, enter your address and an automated will be sent to you that will include a link to reset your password.

16 Update Chapter Profile Screen Menu Bar Item: Reporting and Membership > View/Update Chapter Profile Once logged in, the officer will access the update chapter profile screen under Reporting and Membership and View/Update Chapter Profile.

17 Update Chapter Profile Screen Menu Bar Item: Reporting and Membership > View/Update Chapter Profile The Chapter Profile screen is displayed in a tabbed format. The tab titled School is where FAs and officers can update their school information such as a link to your chapter s website, achievement level and school mailing address. The red stars are required fields. The tab labeled Admin Only Fields is for the Executive Office use only.

18 Update Chapter Profile Screen Menu Bar Item: Reporting and Membership > View/Update Chapter Profile The tab titled Chapter Officers is where the officer information is updated. This is a separate from the officer user accounts. Select the name of the officer from the drop down list and the name, and phone information will populate the fields for the appropriate role. Note: the names on the drop down list are pulled from the Submit for Initiation and Active Members folders. The red stars are required fields.

19 Update Chapter Profile Screen Menu Bar Item: Reporting and Membership > View/Update Chapter Profile The tab titled Chapter Contacts is where the Faculty Advisor, Co-Advisor, Department Chair and Business School Dean information is updated. Note: Dean and Department Chair information is now required.

20 Update Membership Roster Menu Bar Item: Reporting and Membership > Membership Roster > View/Update Membership To add new candidates and update your chapter s Membership Roster, go to Reporting and Membership >Membership Roster >View/Update Membership. Also under Membership Roster: Generate a chapter list under View and Membership. View Membership Counts

21 View/Update Membership Menu Bar Item: Reporting and Membership > Membership Roster > View/Update Membership The Membership Roster screen is where reporters will add new candidates, submit them for initiation or move to the inactive folder, and move active members to on-leave or alumni status. There are two groupings on the Membership Roster: Candidates section that includes folders for: Active Candidates, Submit for Initiation and Inactive Candidates. Members section that includes folders for: Active Members, On-Leave, and Alumni.

22 View/Update Membership Menu Bar Item: Reporting and Membership > Membership Roster > View/Update Membership To add a new candidate select Add New. Do not add a candidate until your chapter has collected the $65 fee. Your chapter is responsible for the fee for each record entered.

23 Add a New Candidate Menu Bar Item: Reporting and Membership > Membership Roster > View/Update Membership Enter all the required information and select Save. All fields that have a red star * are required fields. The Candidate start date is the date the student started participating (not the date that they are being entered into the system). Important: address must be a valid address. The system will not allow duplicate addresses.

24 Submit a Candidate for Initiation Menu Bar Item: Reporting and Membership > Membership Roster > View/Update Membership To submit a candidate for initiation, in the Active Candidates folder, check-off the box next to the appropriate name and select Submit for Initiation. The system will prompt the user to confirm that the candidate met the requirements and that the date is the same date for multiple candidates. Confirm both.

25 Submit a Candidate for Initiation Menu Bar Item: Reporting and Membership > Membership Roster > View/Update Membership The records will appear in the Submit for Initiation folder. Once the fees for candidates that have been paid, the Executive Office will print the membership certificate and move the records to the Active Members folder.

26 Active Members Folder Menu Bar Item: Reporting and Membership > Membership Roster > View/Update Membership Under Active Members, the On- Leave folder is ONLY for members who are away on an internship. The effective date for the On-Leave folder must be after the initiation date. Records in the On- Leave folder will not be included in the membership counts. When moving an member to the Alumni folder, you must use an effective date after the initiation date.

27 Generate a Chapter List Menu Bar Item: Reporting and Membership> Membership Roster > View and Membership To generate an list, you can either check off a folder which will include all records in that folder, or just select individuals within that folder. Once the list has been generated, copy and paste the addresses into your To or BCC address field.

28 Monthly Membership Counts Menu Bar Item: Reporting and Membership> Membership Roster > View Membership Counts The average monthly membership counts are all the records in the Active Candidates, Submitted for Initiation and Active Members folders.

29 Beginning of the Year Report Menu Bar Item: Reporting and Membership> Beginning of Year Report Beginning of the Year Reports are due on October 15 th. For the Update Chapter Profile screen to be credited for the BOY report, select the button. You must either update the profile screen from here or choose No Changes.

30 Enter Plan of Activities Menu Bar Item: Reporting and Membership> Beginning of Year Report Enter your chapter s plan for 6 Professional Activities and 1 Service Activity. 3 Reaching Out Activities (ROAs). Select Save.

31 Local Chapter Bylaws Menu Bar Item: Reporting and Membership> Beginning of Year Report Upload amended bylaws to the BOY screen. If there were no changes, check off the box, No Changes Needed to Bylaws. Contact the Executive Office if you need a copy of your chapter s bylaws.

32 Chapter Maintenance Fee Menu Bar Item: Reporting and Membership> Beginning of Year Report The chapter maintenance fee is a $300 administrative fee due to the Executive Office no later than October 15 th. You can either pay for the maintenance fee online or download the Chapter Maintenance Fee invoice from Payment Options button. Once payment has been received, the Executive Office will check off the received box.

33 Chapter Maintenance Fee Menu Bar Item: Reporting and Membership> Beginning of Year Report To download a PDF of the Chapter Maintenance fee invoice, select the tab titled Check.

34 Chapter Maintenance Fee Menu Bar Item: Reporting and Membership> Beginning of Year Report PDF will appear then just print out and send in with a check made payable to Beta Alpha Psi. Send to: Beta Alpha Psi 220 Leigh Farm Road Durham, NC

35 Online Activity Reporting System All reporting is now done online. Professional and Service Activities Reaching Out Activities (ROAs) Initiations Non-BAP Hours

36 New Online Activity Reporting System Menu Bar Item: Reporting and Membership> Report Activity The online activity reporting screen can be found under Reporting and Membership and Report Activity.

37 Online Activity Reporting Entering an Activity Menu Bar Item: Reporting and Membership> Report Activity The online reporting activity screen is now in a tabbed format. To add a new Professional Activity select Add.

38 Online Activity Reporting Entering an Activity Menu Bar Item: Reporting and Membership> Report Activity Enter: Name of Activity Date of Activity Confirm that the activity was at least 50 minutes long. Confirm that your chapter sponsored the activity. Select Save.

39 Online Activity Reporting Menu Bar Item: Reporting and Membership> Report Activity Once the activity information has been saved, the system will pull up all the records as of the effective activity date in the Active Candidate, Submitted for Initiation and Active Members folders. Enter the minutes for the candidates and members who participated in the activity by using the tab function to each record and then select Save. Then close the screen.

40 Online Activity Reporting Menu Bar Item: Reporting and Membership> Report Activity The new activity has been added to the online reporting screen, including the total number of minutes and a scorecard point has been factored in since the participation percentage is over 25%. If attendance is below 25%, a point will not be generated.

41 Online Activity Reporting Scorecard Screen Menu Bar Item: Reporting and Membership> Report Activity or Scorecard Each activity that is saved and meets the 25% participation requirement automatically gets registered on the Scorecard screen.

42 Online Activity Reporting Reaching Out Activities (ROAs) Menu Bar Item: Reporting and Membership> Report Activity The new ROA screen looks like the ROA Screen in previous Reporting Intranet. Once the check box has been selected the screen will automatically save the updates.

43 Online Activity Reporting Initiation Screen Menu Bar Item: Reporting and Membership> Report Activity Enter the total number of initiates for first and second initiations. Make sure to Save.

44 Online Activity Reporting Hours Screen Menu Bar Item: Reporting and Membership> Report Activity Minutes will be translated to hours automatically as you report activities.

45 Student Hours Verification Screen Menu Bar Item: Reporting and Membership> Report Activity An Excel export is provided to download a full list of activities in Excel format. The Student Hours Verification screen is a new tool for faculty advisors and officers to keep track of candidates and members minutes. Always make sure to Refresh. The screen will default to All, Professional Activities highlighted in blue and Service Activities highlighted in yellow. You can filter by Professional or Service Activities under the Filter by Activity Type.

46 Student Hours Verification Screen Excel Export Menu Bar Item: Reporting and Membership> Report Activity> Student Hours Verification Report >Excel Export The Excel export gives the user the option to add totals, etc. This export is solely for chapters to use as a tool to verify candidates and members chapter participation.

47 Mid-Year Reports Award Seeking Chapters Only Award Seeking Chapters must declare award status by December 15 th on the Chapter Profile Screen. The following must be completed on the Reporting Intranet: All Fall activities (June 1 st thru December 15th) must be entered on the RI. All Fall candidates must be entered into the RI.

48 Mid-Year Reports Screen Award Seeking Chapters Only

49 End-of-Year Report Menu Bar Item: Reporting and Membership> End of Year Report Make sure to complete the following tasks: Update Chapter Profile Upload Chapter Financials Faculty Advisor must complete the FA sign-off Complete Tax Information < $50,000 IRS e-postcard >$50,000 Over $50K spreadsheet Due June 1 st No Exceptions Late submittals will be subject to a $100 fine.

50 End-of-Year Reports Menu Bar Item: Reporting and Membership> End of Year Report Update Chapter Profile Update for upcoming fall semester. Upload Chapter Financials Statement of Activities and Financial Position. Faculty Advisor Must Complete Sign- Off This includes the tax filing: 990n e-postcard tax filing for chapters with less than $50K in revenue. Due June 1 st No Exceptions Late submittals will be subject to a $100 fine.

51 End-of-Year Reports Faculty Advisor How to Complete the 990n e-postcard Menu Bar Item: Reporting and Membership> End of Year Report After April 30 th - Go to: 1. If you have not registered, create a new user account 2. Enter your chapter s EIN number that can be found on the chapter profile screen (FA login only) 3. The number will default to Beta Alpha Psi National Council this is ok. 4. Enter your school address and your faculty advisor name as the principle officer. 5. Answer the four questions where you are confirming that your chapter s revenue was less than $50K for tax fiscal year. 6. Once you submit, you will receive a confirmation with a submission ID that you will need for the FA sign off screen (step 2b - next slide). Please forward that to the Executive Office at: bap@bap.org

52 End-of-Year Reports Faculty Advisor Menu Bar Item: Reporting and Membership> End of Year Report The Faculty Advisor sign off screen confirms that the FA reviewed and approved their chapter s activity reporting and financial statements, as well as completed the tax filing for the fiscal year. From the 990n confirmation , enter the submission ID here.

53 Scorecard Screen Menu Bar Item: Reporting and Membership> Report Activity or Scorecard Always make sure to check your chapter s final scorecard.

54 Non-BAP Hours Menu Bar Item: Reporting and Membership> Report Activity At the individual level, chapters may report a maximum of five hours per year (per student) of professional activities and a maximum of five hours per year (per student) of service activities that are not sponsored by Beta Alpha Psi. Just add a new activity, enter the activity name as, Non BAP xxxxx, enter the date, and leave the activity time and BAP confirmation at the default of No. Then, select, Save and enter the minutes accordingly.

55 Generate a Membership Dues Invoice Menu Bar Item: Reporting and Membership> Generate Membership Dues Invoice Print Option Membership Dues Invoice will list the names of outstanding records owed to the Executive Office. Payment options are located at the bottom of the screen.

56 Payment Options for Membership Dues Menu Bar Item: Reporting and Membership> Generate Membership Dues Invoice Membership Dues can be paid either by credit card or check. If your chapter s invoices will be paid by a business school or student union administrator via credit card, please contact the Executive Office for a Credit Card Authorization Form.

57 Membership Dues Payment by Credit Card Menu Bar Item: Reporting and Membership> Generate Membership Dues Invoice Check off the names of the records to be paid by credit card.

58 Membership Dues Payment by Credit Card Menu Bar Item: Reporting and Membership> Generate Membership Dues Invoice> Credit Card Payment Process Enter valid credit card information. Select Submit.

59 Membership Dues Payment by Credit Card Menu Bar Item: Reporting and Membership> Generate Membership Dues Invoice> Credit Card Payment Process You will be prompted to confirm the records and the total amount that you are paying for by credit card. Select Confirm.

60 Membership Dues Payment by Credit Card Menu Bar Item: Reporting and Membership> Generate Membership Dues Invoice> Credit Card Payment Process The next screen will post a notification if the payment was successful or not. It will include a transaction ID. You may print this screen as a receipt. If successful the records processed will no longer appear on the Membership Dues invoice.

61 Membership Dues Payment by Credit Card Menu Bar Item: Reporting and Membership> Generate Membership Dues Invoice> Credit Card Payment Process A confirmation will be sent to the address associated with the login. You may print this as a receipt. A confirmation will also be sent to the system administrator.

62 Chapter Maintenance Fee Payment by Credit Card Menu Bar Item: Reporting and Membership> Beginning of Year Report On the Beginning of the Year Report screen, under the Payment Options of the Chapter Maintenance fee task. Select the tab titled Card and enter valid credit card information. Select Submit. If your chapter s invoices will be paid by a business school or student union administrator via credit card, please contact the Executive Office for a Credit Card Authorization Form.

63 Chapter Maintenance Fee Payment by Credit Card Menu Bar Item: Reporting and Membership> Beginning of Year Report Once submitted, the screen will prompt you to confirm the payment of $300. Select Confirm.

64 Chapter Maintenance Fee Payment by Credit Card Menu Bar Item: Reporting and Membership> Beginning of Year Report A screen notification will confirm if your payment was successful or not. A print option is provided.

65 Chapter Maintenance Fee Payment by Credit Card Menu Bar Item: Reporting and Membership> Beginning of Year Report A confirmation will be sent to the address associated with the login. You may print this as a receipt. A confirmation will also be sent to the system administrator.

66 Questions? Contact the Executive Office: Phone