Enter all bills into the accounting system and record them to the appropriate expense account.

You may either scan your bills and email them to Dime or upload them to our PM system. We ask that you submit bills once a week on the day of your choice. When we receive the bills, we will send you a confirmation email stating that your bills have been received and will be processed shortly. It is very important that you ensure you receive a confirmation email from us. If you do not receive that email within 48 hours, then we have not received your invoices. Please contact your account manager immediately.

It is your responsibility to maintain all files for audit purposes. We give you some of the files you need and the processes associated with them. Here are some examples.

If necessary this report will be emailed to you before each check run and is a heads up on 1) your current cash balance before the batch of bills are paid, 2) the amount of your pending bills, and 3) your cash balance after your pending bills batch is paid. This report is very useful in recognizing your cash position. It may be necessary to hold checks based upon cash balance, vendor management, etc. This is the time to confirm all vendors to be paid and perhaps delay payment of one or more bills. This is also the best time to confirm that all bills have been entered and are scheduled to be paid on time.

On occasion you will need to write a check yourself using hand-written check stock. This is typically done when a vendor needs “cash on delivery” or when you need something to be paid when purchased. Please make a copy of this check and email this copy to us in a separate batch from your weekly bills. Make sure to file this copy in the “manual checks” file discussed above.

It is recommended that you make all deposits yourself. Please make a copy of the deposit slip and each check. Be sure to let us know what revenue account to book the deposit to. You can write the account number on the deposit ticket. Email this report to us on a weekly basis separate from your bills.

If you don’t use Dime for payroll, please email the payroll reports from your current payroll provider. It is highly recommended that you use Dime as your payroll processor. This alleviates any possible confusion in the month-end process.

If necessary, we will provide a list of uncategorized transactions (income, expenses, and other entries) for the month. You will need to review this report and alert us to any changes within 10 days of receiving the report. If we do not hear back within 10 days, we will assume all transactions are approved and will move forward with closing the books. Once the books are closed, we will provide you with your Balance Sheet and Income Statement. If there are other reports you would like included in the monthly “Executive Package,” we will do our best to meet your needs.

This is for expenses that the employee paid for out of pocket. Employees will submit their expense reimbursement form for approval to their supervisor on a monthly, weekly, or bi‐weekly basis. This form must be approved by a supervisor, then emailed to Dime. It is important that you collect receipts for all expenses and that you file these receipts and expense reports in the vendor file system. It is not important that Dime receives copies of the receipts. Just the expense reimbursement form is sufficient.

This is for payments that need to be made when no bill is available. This might be for 1099 contractors, volunteer reimbursements, payments for conferences or other events, etc. It is important that appropriate approval processes are implemented and that the check request form is included in the weekly email of bills.

Dime will provide other customized forms such as payroll change forms, direct deposit authorization forms, housing allowance calculator, weekly checklist of tasks, etc.