BizManualz Sample Pages

Accounting Policies, Procedures and Forms Bizmanualz.com

The indirect cost pool will generally include costs that benefit both cost
recoverable and non-cost recoverable work. Although indirect costs are not
required to be allocated to non-cost recoverable work, an allocation basis must be
used that would, if applied to all projects or activities, fairly distribute the cost
pool over the benefited activities. Cost recovery projects must not be unduly
burdened with indirect costs.

The Controller is responsible for developing and documenting the allocation
method, using a generally acceptable and consistently applied overhead rate based
on direct costs, identifiable cost pools, and the cost elements that are charges to
those pools.

4.7 BASIS OF ACCOUNTING

There are two fundamental methodologies of accounting, each with assumptions,
constraints and theories, which guide all financial recording, reporting, and
measurement activities: Cash and Accrual.

o Cash basis accounting records financial events only when cash actually
changes hands in an arms-length transaction.

o Accrual basis accounting records revenues when earned and expenses the
costs associated with the revenue earned when incurred.

The company requires the use of the accrual basis of accounting for financial
transactions unless otherwise stated in this manual.

300 Accounting Manual page 25 of 50

Accounting Policies, Procedures and Forms Bizmanualz.com

[This page intentionally left blank]

300 Accounting Manual page 26 of 50

Accounting Policies, Procedures and Forms Bizmanualz.com

5.0 PROCESSES AND CONTROLS

The company has planned and developed the processes needed to properly
document, track and control transactions for revenues, expenses, assets, liabilities,
and equities. The results of this planning are the processes and procedures
defined in our Accounting Management System documentation.

These processes and procedures include the accounting objectives and
requirements for our company, the required verification, validation, and
inspection activities specific to our company and the criteria for order acceptance
verification. The records needed to provide evidence that these processes meet
Generally Accepted Accounting Practices (GAAP) are defined in the procedures.

Consideration is given for the need to establish processes, documents, and obtain
resources specific to new orders as they are developed or during contract or order
review.

400 General &
Administrative Procedures

Accounting & Operations

Fig 2. Accounting $ 410 Cash
Management Procedures
$
System Processes
and Controls Cash

420 Inventory &
Asset Procedures

Inventory & Assets

$
$

$ 430 Revenue
Procedures
Revenue
440 Purchasing
Vendors Procedures

300 Accounting Manual page 27 of 50

Accounting Policies, Procedures and Forms Bizmanualz.com

[This page intentionally left blank]

300 Accounting Manual page 28 of 50

Accounting Policies, Procedures and Forms Bizmanualz.com

5.1 GENERAL & ADMINISTRATIVE

The General and Administrative procedures encompass a wide range of
miscellaneous activities from defining the chart of accounts, maintaining files and
records, to Period-End Review & Closing, Taxes & Insurance, and producing
Management Reports. The following General and Administrative Procedures
should be utilized to control the company’s miscellaneous accounting activities.

Fig 3. General & Accounting G&A101 Chart of Accounts
Administrative Administration
G&A102 Files and Records
Procedures Travel Management

300 Accounting Manual Management G&A103 Travel &
Entertainment
Accounting
G&A104 Management
Legal Department Reports
$
G&A105 Period-End
Government Review
$
G&A106 Controlling
Government Legal Costs
Public Relations
G&A107 Taxes &
Document Control Insurance

G&A108 Property Tax
Assessments

G&A109 Release of
Confidential Information

G&A110 Document
Control

page 29 of 50

Accounting Policies, Procedures and Forms Bizmanualz.com

5.1.1 Chart of Accounts

To facilitate the record keeping process for accounting, all ledger accounts should
be assigned a descriptive account title and account number, also known as a Chart
of Accounts. The Chart of Accounts provides the organization or method for
assignment and maintenance of the company’s ledger accounts, in order to
produce meaningful financial data for the company.

5.1.2 Files and Records Management

The company will retain records in an orderly fashion for time periods that
comply with legal and governmental requirements and as needed for general
business requirements. To accomplish this policy, the company should outline
the methods for filing, retaining and disposing of all business documentation
generated by the company. However, this does not necessarily cover internal or
certain day-to-day business correspondence.

5.1.3 Travel and Entertainment

The company should provide guidelines for travel and entertainment expenses,
account for all advances promptly and accurately and to communicate the
procedures for reimbursement. This applies to all departments and individuals
who travel or entertain for the company.

The company recognizes that employees who travel far from home to represent
the company’s business interests must forego their living accommodations and
may forfeit personal time. Accordingly, the company will make efforts to provide
comfortable and secure accommodations for lodging, meals and travel for
employees. However, these items are not intended to be perquisites and the
company reserves the right to deny reimbursement of expenses that are
considered lavish or extravagant.

All reservations required for business travel and entertainment should be made
through the designated Travel Coordinator. Expenses are to be within established
company guidelines and will be reimbursed with proper documentation.
Employees are expected to spend the company’s money as carefully and
judiciously as they would their own.

5.1.4 Management Reports

The company should provide the format and content requirements for preparation
of the Financial Reports. Department Managers will prepare summary reports of
vital operating statistics for the company, including sales, current debt, operating
cash, accounts receivable and projected short-term cash flows. These reports are
to be prepared in brevity and are to supplement detailed monthly and quarterly
financial reports and are to be used for timely "hands-on" management.

5.1.5 Period-End Review & Closing

An orderly, timely and comprehensive review of all general ledger accounts
should be performed or directed by the Controller or CFO to ensure an accurate
representation of the company’s financial statements. These practices are aimed

300 Accounting Manual page 30 of 50

Accounting Policies, Procedures and Forms Bizmanualz.com

at proving that the financial accounts are accurate, and if not, are properly
adjusted to make them accurate, prior to closing.

The company should provide a general overview of the process to be completed
for reviewing the accounting records at year-end or any particular month-end
prior to closing. These practices apply to all accounts. Typically, all financial
accounts are reviewed and then closed out as of the company’s year-end.

5.1.6 Controlling Legal Costs

All individuals with the responsibility for contracting legal services and/or
approving agreements, contracts, or any other legally associated transactions
should employ various methods to manage and, whenever possible, minimize
legal expenses.

5.1.7 Taxes and Insurance

To ensure compliance with all Federal, state, local, and other regulatory taxation
requirements, the company should outline the general areas of taxation to be used
as a checklist or guide in complying with tax requirements related to each specific
location and organizational structure. This statement applies to all the business
activities of the company.

5.1.8 Property Tax Assessments

All property tax assessments will be reviewed for accuracy and proper assessed
valuations to ensure minimum property tax costs to the company. The company
should outline the areas for review in assessments and methods for appealing
overstated assessments. This statement applies to the property tax assessments for
all sites owned by the company.

5.1.9 Confidential Information Release

The release of financial, statistical or other information that may be of a
confidential nature to the company should be controlled. Individual requests
should be referred to the Chief Financial Officer, Controller, or appropriate
manager for disposition.

The company should provide a means for the control of information to banks,
investors, investment houses, media, credit bureaus, or other agencies and
organizations. All requests by an outsider to an employee regarding financial,
sales, marketing, customers, personnel, vendors, or other company confidential
information. If in doubt, verify with the Chief Financial Officer or Controller.

5.1.10 Document Control

All documents used to provide work direction or set policy should be reviewed,
approved, distributed and controlled by the office of the Controller. The company
should define the methods and responsibilities for controlling documents used to
provide work direction or set policy, and to define methods for document
revision, approval, and distribution. This applies to all documents required by the
Accounting Management System. Documents of internal or external origin are
included.

300 Accounting Manual page 31 of 50

Accounting Policies, Procedures and Forms Bizmanualz.com

5.1.11 Referenced Procedures:

G&A101 Chart of Accounts
G&A102 Files and Records Management
G&A103 Travel and Entertainment
G&A104 Management Reports
G&A105 Period-End Review & Closing
G&A106 Controlling Legal Costs
G&A107 Taxes and Insurance
G&A108 Property Tax Assessments
G&A109 Confidential Information Release
G&A110 Document Control

300 Accounting Manual page 32 of 50

Accounting Policies, Procedures and Forms Bizmanualz.com

5.2 CASH

Adequate control over all cash receipts and disbursement are a vital element of
the company’s internal accounting controls. The following Cash Procedures
should be utilized to control the flow of cash through the company.

$ CSH101 Cash Drawers &
$ Credit Cards
$
Fig 4. Cash CSH102 Cash Receipts
Procedures Sales & Deposits

$$

Treasurer

Pay to $ CSH103 Problem
Checks

Credit & Collections

CSH104 Wire Transfers

Bank

$$ CSH105 Check Signing
Authority
Management
CSH106 Check Requests
Pay to $
CSH107 Bank Account
Purchasing Reconciliations

$ page 33 of 50

Bank

300 Accounting Manual

Accounting Policies, Procedures and Forms Bizmanualz.com

5.2.1 Cash Drawers and Credit Cards

Proper internal control should be maintained over funds received by cashiers or
sales clerks at all times. The company should identify the practices for cash
drawer control, including cash receipts, credit cards, special tender items, cash
payouts and reconciliation with deposits.

5.2.2 Cash Receipts and Deposits

The company should establish the methods to be followed for receiving, applying
and depositing cash receipts. This applies to all cash receipts received by the
company. Accurate internal control of cash receipts and deposits should be
maintained at all times. For example, Cash deposits should be made on the same
day as receipt.

5.2.3 Problem Checks

The company should describe how problem checks should be handled before
depositing, in order to save time in returning and following-up on unsigned
checks, checks marked "payment in full", or those returned by the bank. This
applies to all checks received by the company.

5.2.4 Wire Transfers

The company should provide additional payment options to customers and
vendors in order to make funds immediately available to the receiving party.
Wire transfers should be treated with special care and accuracy to prevent loss to
the company or the customer.

The company should explain the steps necessary to ensure proper procedures are
followed when processing wire transfer requests. This applies to customers who
are sending or receiving wire transfers and the financial institutions, which
process these requests.

5.2.5 Check Signing Authority

The company should outline "dollar limits", the check signing authority process,
and limit the number of employees authorized to sign checks, while ensuring that
there should be no fewer than three individuals at all times.

While a hired accountant, office manager, or accounting clerk may be responsible
for entering bills, paying bills, and printing out checks, all printed checks and
related documentation should be presented to a second individual for signing. No
one person or employee (other than perhaps the owner) should be allowed to enter
invoices, select invoices for payment, then print and sign checks. At a minimum,
this process requires at least two individuals to ensure the integrity of the
accounting system remains intact. This applies to all regular bank checking
accounts of the company.

5.2.6 Check Requests

The company should describe the process for completing a check request form to
ensure the efficient processing and record keeping of all manual check requests.

300 Accounting Manual page 34 of 50

Accounting Policies, Procedures and Forms Bizmanualz.com

5.2.7 Bank Account Re-conciliations

The company should outline the practices for preparation of a monthly bank
reconciliation and ensure the accuracy of the company’s bank account records by
proving the monthly balance shown in the bank’s Account Register. This applies
to all bank accounts maintained by the company.

5.2.8 Referenced Procedures:

CSH101 Cash Drawers and Credit Cards
CSH102 Cash Receipts and Deposits
CSH103 Problem Checks
CSH104 Wire Transfers
CSH105 Check Signing Authority
CSH106 Check Requests
CSH107 Bank Account Reconciliations

300 Accounting Manual page 35 of 50

Accounting Policies, Procedures and Forms Bizmanualz.com

[This page intentionally left blank]

300 Accounting Manual page 36 of 50

Accounting Policies, Procedures and Forms Bizmanualz.com

5.3 INVENTORY & ASSETS

Accurate reporting, classification and valuation of inventory are critical elements
of internal controls because any changes in inventory and assets can have a
dramatic and material impact on the balance sheet and income statement. The
following Inventory and Asset Procedures should be utilized to account for and
control all of the company’s various assets.

Fig 5. Inventory Inventory INV101
& Asset Inventory Inventory Control

Procedures INV102
Inventory Counts

INV103
Fixed Asset Control

Accounting

Warehouse INV104
Accounting Customer Property

INV105 Fixed Asset
Capitalization & Depreciation

5.3.1 Inventory Control

The investment in physical inventory will be maintained at the lowest effective
level and supervised consistent with a common set of procedures and controls.
The company should outline the actions taken for proper safekeeping and
handling of inventory to ensure it is saleable, usable, and traceable for quick
selection and delivery. This applies to all inventory items including back room
and warehouse storage.

5.3.2 Inventory Counts

All physical inventory will be periodically and frequently counted and reviewed
under a common set of procedures and controls. The company should outline the
actions to be taken to conduct an accurate physical count of all inventory items in
order to verify the accuracy of the inventory ledger. This applies to all inventory

300 Accounting Manual page 37 of 50

Accounting Policies, Procedures and Forms Bizmanualz.com

items including back room, warehouse storage, off-site usage, demonstration, or
customer loaner purposes.

5.3.3 Fixed Asset Control

Proper control procedures will be followed for all capital asset acquisitions,
transfers and dispositions in order to provide internal control of capital equipment
and to assist in reporting. The company should outline the procedures for
acquiring, disposing and maintaining control of capital assets. This applies to all
capital equipment with a value of $$500 or more and with a useful life greater
than one year.

5.3.4 Customer Property

The company will store, as needed, a necessary level of customer property and
should provide a reasonable level of protection and control for the type and value
of the property. The company should define the methods to be used to identify,
verify, protect and safeguard customer property while it is in possession of the
company.

This applies to any items supplied by customers including: components and
materials supplied for inclusion in product, tooling and fixtures used in
manufacturing and inspection processes, and intellectual property for use and
testing with software systems.

5.3.5 Fixed Asset Capitalization & Depreciation

Asset acquisitions with a useful life expectancy of greater than one year and with
a minimum threshold amount as specified by the Controller should be capitalized
by the company and depreciated.

The company should delineate the capitalization and depreciation methods for
various asset groups. This applies to all acquisitions of capital assets for the
company.

5.3.6 Referenced Procedures:

INV101 Inventory Control
INV102 Inventory Counts
INV103 Fixed Asset Control
INV104 Customer Property
INV105 Fixed Asset Capitalization & Depreciation

300 Accounting Manual page 38 of 50

Accounting Policies, Procedures and Forms Bizmanualz.com

5.4 REVENUE

The proper identification and acceptance of all sales are an important element of
controls for the income statement and represents the primary source of operational
cash flow. The following Revenue Procedures should be utilized to account for
and recognize all sales of the company.

Fig 6. Revenue Sales REV 101 Sales
Procedures Order Entry
Sales
300 Accounting Manual REV 102 Point-of-Sale
Credit Orders

Customer Service REV 103 Customer Credit
Approval and Terms
Shipping
$ REV 104 Sales Order
Acceptance
$
Accounts Receivable REV 105 Shipment
of Goods
$
Government REV 106 Invoicing and
$ Accounts Receivable

$ REV 107 Sales Tax
Accounts Receivable Collection

Credit & Collections REV 108 Progress
Billing
Customer Service
REV 109 Account
Collections

REV 110 Customer
Returns

page 39 of 50

Accounting Policies, Procedures and Forms Bizmanualz.com

5.4.1 Sales Order Entry

All customer orders will be processed in an efficient and organized manner to
ensure accurate and prompt shipments. The company should summarize the
preparation of documents, paperwork flow, and responsibilities by individuals and
departments for obtaining a sales order from a customer through shipping and
billing the customer.

Each individual involved in the sales order process should take the responsibility
to determine that all required and necessary activities and documents are properly
completed. This applies to all individuals and departments involved in
consummation of the sales process, specifically including Sales, Customer
Service, Credit, Manufacturing and Billing.

5.4.2 Point-Of-Sale Orders

The Company should provide the procedures for ensuring that all sales are proper
and collectible and the effect on inventory and cash is posted correctly. There
should be proper transaction controls over sales and proper reviews and
authorizations by the store manager. This applies to all cashiers and cash
handlers.

5.4.3 Customer Credit Approval and Terms

To reduce potential collection problems, new customer accounts or credit limit
increases will be properly evaluated and approved prior to extending credit. The
company should outlines the activities and responsibilities involved in obtaining
credit approval for a potential customer before sales orders are consummated.
These procedures are to be followed for all credit approvals requested by the
Sales or Customer Service Departments for customers interested in open account,
lease or rental financing.

5.4.4 Sales Order Acceptance

To ensure the highest customer services levels and reduce potential order
problems, sales orders will be properly evaluated and approved prior to entry into
the accounting system and fulfillment by the company.

The company should outline the activities and responsibilities involved in
verifying the acceptability of all sales orders received before they are
consummated. This applies all sales orders taken by the Sales or Customer
Service Departments.

5.4.5 Shipment of Goods

All products and services should be delivered in an organized manner in order to
maintain the highest customer service quality levels possible and to ensure
compliance with all United States Customs laws and regulations when exporting
goods & services.

The company should outline the steps for the packaging, safe storage, control and
delivery of all products and services shipped by the company. This applies to all
products and services distributed by the company, sales, customer service and
shipping personnel.

300 Accounting Manual page 40 of 50

Accounting Policies, Procedures and Forms Bizmanualz.com

5.4.6 Invoicing and Accounts Receivable

Accounting is responsible for the timely preparation and distribution of invoices
to optimize cash flow and customer payments. Accounting should also maintain
accurate records over Accounts Receivable and abide by proper internal controls.

The company should explain the methods for the preparation of invoices and
accounts receivable records processing. This applies to all product sales and
services provided by the company.

5.4.7 Sales Tax Collection

The company is liable for collecting sales tax anytime there is selling or renting of
tangible personal property through a retail sale, subject to certain exemptions and
conditions, within a jurisdiction in which the company is deemed to be engaged in
business. The Company will at all times comply with all state and local sales tax
regulations and requirements.

The Company should outline the sales tax rules, rates and exemptions for the
collection of sales tax on sales and service by the company. This applies to
individuals in Sales and Customer Service who are directly responsible for the
sale of products.

5.4.8 Progress Billing

Progress billings will be made to clients on a timely basis throughout the life of
the project. These billings will be accurate and easily understood by both parties
involved.

The purpose for creating progress billings is to obtain payment for the portion of
labor and materials used up to a certain point in time and before the project is
fully completed. This improves the cash flow typical of long-term projects or
assignments. This procedure applies to all service agreements or projects
provided by the company.

5.4.9 Account Collections

All open accounts receivable with late or delinquent payment activity will be
handled in a timely and effective manner to ensure maximum collections and an
optimum accounts receivable turnover ratio.

The company should provide the actions and methods for processing late or
delinquent payments. This applies to the Credit Department involved with
collection of past due accounts receivable. The Sales and/or Shipping
Departments may be involved in reference to shipping holds or special credit
arrangements.

5.4.10 Customer Returns

The company should outline the steps and documents to be used for customers
returning goods in order to provide adequate control of inventory and timely
refunds to customers. This applies to all products and service parts sold by the
company.

300 Accounting Manual page 41 of 50

Accounting Policies, Procedures and Forms Bizmanualz.com

5.4.11 Referenced Procedures:

REV101 Sales Order Entry
REV102 Point-Of-Sale Orders
REV103 Customer Credit Approval and Terms
REV104 Sales Order Acceptance
REV105 Shipment of Goods
REV106 Invoicing and Accounts Receivable
REV107 Sales Tax Collection
REV108 Progress Billing
REV109 Account Collections
REV110 Customer Returns

300 Accounting Manual page 42 of 50

Accounting Policies, Procedures and Forms Bizmanualz.com

5.5 PURCHASING

Proper vendor selection and utilization assist in controlling expenses and provide
quailit inputs to the comapny. The following Purchasing Procedures should be
utilized to account for and control all purchases and acquisitions of the company.

Fig 7. Purchasing Purchasing PUR101 Vendor Selection
Procedures Purchasing
PUR102 Purchasing
General

PUR103 Purchasing
Project

Purchasing

Receiving PUR104 Receiving and
Inspection
Purchasing
$ PUR105 Shipping and
Freight Claims
$
Accounts Payable PUR106 Accounts Payable
and Cash Disbursements

300 Accounting Manual page 43 of 50

Accounting Policies, Procedures and Forms Bizmanualz.com

5.5.1 Vendor Selection

The company ensures purchased products and services conform to specified
requirements. This starts with selection of appropriate suppliers that have the
capability and systems to supply products, materials and services to the
company’s specified requirements.

The company should strive to validate the performance capabilities of all vendors
and maintain the internal controls of the purchasing functions. Suppliers are
controlled to the extent necessary based on the effect of the purchased items on
the quality of the company’s products and services.

The company should provide the methods for determining, documenting and,
when applicable, inspecting vendors for compliance with company policies and
contract purchasing requirements. This applies to all vendors of products,
materials, and services that directly affect the quality of the company’s products
and services.

5.5.2 General Purchasing

The investment in physical inventory, supplies and capital equipment will be
facilitated through the Purchasing Department, maintained at the lowest effective
level and supervised consistent with a common set of procedures and controls as
required by all regulatory and customer contract requirements.

To outline the actions to be taken for 1) the procurement of all inventory, supplies
and capital equipment, 2) the continuous analysis of inventory usage and balances
in order to minimize the investment level, 3) the completion of related documents.

This applies to the purchase of all inventory items, supplies and capital equipment
for all departments within the company.

5.5.3 Project Purchasing

The company’s Purchasing Department is responsible for obtaining a competitive
price on materials in correct quantities in a timely fashion, so that the flow of
construction is not interrupted or impeded.

The company should describe the procedures involved in maintaining the
ordering, purchasing and receiving functions needed for projects in the field. This
applies to the purchase of all materials, services, tools, supplies, equipment and
equipment rental for all development or construction projects.

5.5.4 Receiving and Inspection

All parts, components, goods and materials should be received in an organized
manner and inspected for conformance prior to stocking to provide an initial
quality control inspection. Any items or shipments rejected will be properly
quarantined from other inventory items until disposition.

The company should outline the steps for the receiving and inspection of
materials, components, parts, finished goods, etc., and the stocking of these items
or the disposition of rejected items. This applies to the receipt of all inventory
items.

300 Accounting Manual page 44 of 50

Accounting Policies, Procedures and Forms Bizmanualz.com

5.5.5 Shipping and Freight Claims

The company should strive to minimize damages to goods from shipping and to
recover full amounts possible for any losses incurred by shipping damage or loss
of goods as allowed by the Interstate Commerce Act.

The company should institute the methods to be followed for shipping and filing
freight claims. This applies to all goods shipped and received by domestic motor
and rail common carriers.

5.5.6 Accounts Payable and Cash Disbursements

Internal controls are required to ensure that only valid and authorized payables are
recorded and paid. Accounting procedures should be implemented to ensure the
accuracy of amounts, coding of general ledger accounts and appropriate timing of
payments.

The company should explain the practices for documenting, recording and issuing
payments for accounts payable transactions. This applies to all purchases
including, merchandise and non-merchandise purchases.

5.5.7 Referenced Procedures:

PUR101 Vendor Selection
PUR102 General Purchasing
PUR103 Project Purchasing
PUR104 Receiving and Inspection
PUR105 Shipping and Freight Claims
PUR106 Accounts Payable and Cash Disbursements

300 Accounting Manual page 45 of 50

Accounting Policies, Procedures and Forms Bizmanualz.com

[This page intentionally left blank]

300 Accounting Manual page 46 of 50

Accounting Policies, Procedures and Forms Bizmanualz.com

6.0 RESOURCE MANAGEMENT

6.1 PROVISION OF RESOURCES

During planning and budgeting processes, and as needed throughout the year, the
President and management team determine and ensure that the appropriate
resources are available to implement and maintain the Accounting Management
System and continually improve its effectiveness.

6.2 HUMAN RESOURCES

6.2.1 Accounting Staff

Managers and employees are to have personal and professional integrity and are
to maintain a level of competence that allows them to accomplish their assigned
duties, as well as understand the importance of developing and implementing
good internal controls.

This requires managers and their staff to maintain and demonstrate at all times:

o Personal and professional integrity

o A level of skill necessary to help ensure effective performance

o An understanding of internal controls sufficient to effectively discharge
their responsibilities

6.2.2 Competence, Awareness, and Training

Accounting personnel shall be competent based on appropriate education,
training, skills and experience. The minimum competencies required for each
position at our company are defined in each position's Job Description. Human
Resources, department managers and supervisors are responsible for ensuring job
descriptions are current and adequate.

Where otherwise qualified personnel require additional training or other action to
meet the minimum competency requirements, these needs are identified. The
department provides task-specific training. General training or education is
provided or coordinated by Human Resources. The department should evaluate
the effectiveness of training or other actions taken as appropriate.

The department generates records of task-specific training. Human Resources
maintains records of all training and education, skills and experience in
accordance with Human Resources Policies and Procedures and Computer and
Network Policies and Procedures.

Department managers are responsible for ensuring their employees are aware of
the relevance and importance of their activities and how they contribute to the
achievement of the accounting objectives.

6.2.3 Separation and Supervision of Duties

Key duties and responsibilities should be separated among individuals. Duties
and responsibilities shall be assigned systematically to a number of individuals to

300 Accounting Manual page 47 of 50

Accounting Policies, Procedures and Forms Bizmanualz.com

ensure that effective checks and balances exist. Key duties include authorizing,
approving, and recording transactions; issuing and receiving assets; making
payments; and reviewing or auditing transactions.

Qualified and continuous supervision is to be provided to ensure that internal
control objectives are achieved. This standard requires supervisors to
continuously review and approve the assigned work of their staffs as well as
provide the necessary guidance and training to ensure that errors, waste, and
wrongful acts are minimized and that specific management directives are
followed.

6.2.4 Referenced Procedures:

See ABR41 Bizmanualz™ Human Resources Policies, Procedures and Forms.
See ABR34 Bizmanualz™ Computer & Network Policies, Procedures and
Forms.

6.3 INFRASTRUCTURE

Our company provides the infrastructure necessary to achieve conformity to
accounting standards and requirements. During the annual budgeting and
strategic planning processes, buildings, workspace, and associated utilities are
evaluated and provided. When new personnel are added, Human Resources
coordinates activities to ensure appropriate process equipment including hardware
and software, if required, and supporting services such as telephones etc., are
available based on information provided on the Personnel Requisition.

6.4 WORK ENVIRONMENT

The management team, Controller and Office Manager determine and manage the
work environment to ensure our company provides a safe and desirable place to
work. They ensure the environment is appropriate for achieving conformity to
product requirements.

300 Accounting Manual page 48 of 50

Accounting Policies, Procedures and Forms Bizmanualz.com

Accounting Manual - Revision History

Revision Date Description of changes Requested By

0 12/29/02 Initial Release

300 Accounting Manual page 49 of 50

Accounting Policies, Procedures and Forms Bizmanualz.com

[This page intentionally left blank]

300 Accounting Manual page 50 of 50

Human Resources Policies, Procedures and Forms Bizmanualz.com

SOP # Revision: Prepared by:
Approved by:
Effective Date:

Title: HRG102 JOB DESCRIPTIONS

Policy: Job Descriptions will be prepared for all positions in the Company to
serve as an organizational aid for identifying and delegating
responsibilities, coordination and division of work and prevention of
duplication of efforts.

Purpose: To provide the methods for preparation and format of Job Descriptions. A
Job Description should be used as a guide and are not intended to be all-
inclusive of a person's abilities, the requirements for fulfilling their
position, or as work limitations or restrictions on employee roles. We are
all expected to be team players and to help each other and the Company
whenever necessary within reason and workplace safety guidelines.

Scope: Applies to all managers and the Human Resources department.

Definition: Disability. Under the ADA, a "disability" is defined as a physical or
mental impairment that substantially limits one or more major life
activities such as seeing, hearing, speaking or working, etc. Illiteracy is
even covered if caused by a physical or mental disorder.

Responsibilities:

The HR Manager shall act as the ADA Coordinator and should be
responsible for assisting hiring managers in composing job descriptions
and ensuring compliance with federal and state laws regarding the creation
of job descriptions.

The Hiring Manager should be responsible for the creation of the job
description for all positions under their responsibility.

Procedure:

1.0 JOB DESCRIPTION PREPARATION

1.1 Hiring Managers should be responsible for initiating drafts or changes to existing
Job Descriptions. Whenever practical, supervisors should interact with
employees in developing or reviewing descriptions for accuracy and clarity.

1.2 Job Descriptions should be current and appropriately represent the position and
the needs of the Company at all times. Job Descriptions should be updated
whenever positions, reassignment of duties, organizational changes, etc., are
required. Job Descriptions should mirror the growth and changes of the company.
Hiring Managers should not fall into a routine of allowing individuals or their
operations to be governed by pre-existing descriptions.

1.3 The HR Manager should work in conjunction with the Hiring Managers to
finalize the Job Descriptions.

HRG102 Job Descriptions page 1 of 6

Human Resources Policies, Procedures and Forms Bizmanualz.com

2.0 FORMAT AND CONTENT

Job Descriptions should be prepared using the HRG102 Ex1 JOB DESCRIPTION
FORMAT. Any unusual needs or requirements for the position should be added
in a separate section. The format outline is explained below.

2.1 JOB TITLE

The title represents the name of the position. It should be short and simple yet as
descriptive as possible.

2.2 EFFECTIVE DATE

This is the latest revision date to the description or the implementation date.

2.3 DEPARTMENT

The department name should be clear and accurately identify the department
function. Alternatively, it could identify the Department Code along with the
Department Name.

2.4 SUMMARY OF FUNCTIONS

This should be a one or two sentence statement encompassing the basic function
and objectives of this position so the applicant or employee can grasp at a glance
the key reasons why the job exists. It should enable anyone reasonably familiar
with the organization to understand the primary purpose of the position. Any
constraints, particular emphasis or shared responsibility can also be mentioned.

2.5 ESSENTIAL DUTIES AND RESPONSIBILITIES

This section should briefly describe specific job tasks with details of the major
duties and/or responsibilities for performing the job. Whenever possible use
descriptive terms related to the objectives or action of a particular function rather
than to indicate merely what is done. It is very important to note specific
deliverables for a task.

It is recommended that job descriptions contain no more than ten duties, ideally
five or six duties is best in order to make the responsibilities description easier to
understand. Try to describe all the specific aspects of each job in a short space.
Related tasks or activities should be grouped together to describe what is to be
achieved. Usually, the higher level jobs use broader duty statements.

2.6 ORGANIZATIONAL RELATIONSHIPS

This section should outline the reporting relationships between this position and
other key positions including supervisors and positions supervised. This
statement should also include the requirements for coordination with other
positions or departments.

HRG102 Job Descriptions page 2 of 6

Human Resources Policies, Procedures and Forms Bizmanualz.com

2.7 QUALIFICATIONS

If applicable, indicate the minimum requirements necessary to be able to fill the
position. For example, this can include a description of the minimum years of
experience or accomplishments in specific job categories or completion of
degrees from colleges, technical or trade schools necessary to perform this job.

2.8 PHYSICAL DEMANDS

Use this section to list the typical demands for applicants. Explain the primary
demands that require physical and/or mental activities with enough detail in order to
make a reasonable distinction for workers compensation issues that may arise.

The Physical Demands section can assist the company in identifying the most
qualified applicant available for a specific job based on reasons unrelated to a
disability. The documented demands of a job can be used as a basis for
Americans with Disabilities Act (ADA) compliance or workers compensation
claims.

2.9 WORK ENVIRONMENT

Describe the environment of the position. Explain any special circumstances
involving the physical area that may be important. Is it loud and noisy, quiet,
dirty, dangerous, hot or cold, indoors, outdoors, an office or a factory.

3.0 JOB DESCRIPTION APPROVAL & DISTRIBUTION

3.1 The next higher management level should approve Job Descriptions prepared by
their subordinate Hiring Manager. For example, the Board of Directors should
approve the President's Job Description.

3.2 The HR Manager should be responsible for printing and distributing completed
descriptions. Job Descriptions should be filed with the respective department's
organization chart in the Organization Structure section of the Company's Policy
& Procedures Manual.

3.3 Human Resources maintains the signed official hardcopy of Job Descriptions in
HR files and posts Job Descriptions on The Company intranet for all employees.

References:

A. AMERICANS WITH DISABILITIES ACT (ADA) OF 1990

The Americans with Disabilities Act gives civil rights protections to individuals
with disabilities similar to those provided to individuals on the basis of race,
color, sex, national origin, age, and religion. It guarantees equal opportunity for
individuals with disabilities in public accommodations, employment,
transportation, State and local government services, and telecommunications.

The TITLE I employment provisions apply to private employers with 15 or more
employees, State and local governments, employment agencies, and labor unions.

HRG102 Job Descriptions page 3 of 6

Human Resources Policies, Procedures and Forms Bizmanualz.com

The ADA prohibits discrimination in all employment practices, including job
application procedures, hiring, firing, advancement, compensation, training, and
other terms, conditions, and privileges of employment. It applies to recruitment,
advertising, tenure, layoff, leave, fringe benefits, and all other employment-
related activities.

Revision History:

Revision Date Description of changes Requested By
0 05/02/03 Initial Release

HRG102 Job Descriptions page 4 of 6

Human Resources Policies, Procedures and Forms Bizmanualz.com

HRG102 EX1 JOB DESCRIPTION FORMAT

JOB TITLE

EFFECTIVE DATE: _____________ DEPARTMENT: _________________

SUMMARY OF FUNCTIONS

ESSENTIAL DUTIES AND RESPONSIBILITIES
1.
2.
3.
4.
5.

ORGANIZATIONAL RELATIONSHIPS

QUALIFICATIONS page 5 of 6
PHYSICAL DEMANDS
WORK ENVIRONMEMT

HRG102 Job Descriptions

Human Resources Policies, Procedures and Forms Bizmanualz.com

[This page intentionally left blank]

HRG102 Job Descriptions page 6 of 6

Computer & Network Policies, Procedures, and Forms Bizmanualz.com

SOP #_ Revision: Prepared by:
Approved by:
Effective Date:

Title: ITAM101 – IT ASSET STANDARDS

Policy: The Company shall develop a set of IT asset standards to minimize the
complexity and the cost of building and managing IT systems.

Purpose: To specify and delineate minimum standards for IT assets under the
Company’s control.

Scope: This standard shall apply to all company-controlled IT assets.

Responsibilities:

IT Management is responsible for reviewing IT asset standards.

The IT Asset Manager is responsible for developing the Company’s IT
asset standards, for reviewing such standards from time to time with IT
Management, and for communicating these standards in an effective and
timely manner to Technical Support.

Technical Support, or Tech Support, is responsible for implementing the
Company’s IT asset standards.

Definitions: The Human Resources (HR) Manager is responsible for communicating
Procedure: special employee requirements to the IT Asset Manager.

IT Asset – Any computer hardware, software, IT-based Company
information, related documentation, licenses, contracts or other
agreements, etc.

1.0 IT ASSET STANDARDS DEVELOPMENT

1.1 The IT Asset Manager shall conduct a periodic assessment of IT asset standards
(at least once a year), in particular noting exceptions granted to determine if the
exceptions should become part of the standards.

1.2 The IT Asset Manager shall develop Company IT asset standards, based on
information that may be contained in:

 IT market studies, industry benchmarking studies, human factor studies
(ergonomics, etc.), and best practices (see References B and C);

 ITAD101-1 – INFORMATION TECHNOLOGY PLAN;

 ITAM104-2 – IT ASSET SCAN SUMMARY;

 ITAM105-1 – IT ASSET INSTALLATION FOLLOW-UP REPORT;

 ITAD110-1 – IT POST-SERVICE SATISFACTION REPORT;

 ITSD108-1 – IT SECURITY AUDIT FINDINGS; and

ITAM101 – IT Asset Standards Page 1 of 12

Computer & Network Policies, Procedures, and Forms Bizmanualz.com

 Asset standards exceptions (like ITAM 101-3) granted on the basis of special
requirements.

1.3 Exceptions to the IT asset standards may be required:

 To accommodate employee requirements (see Reference A for an example),
in which case the Company’s HR Department should provide the IT Asset
Manager with the information necessary to appropriately address those needs
in the standards (see Reference D); or

 To further the Company’s mission.

Exceptions may be requested using ITAM101-3 – IT ASSET STANDARDS
EXCEPTION REQUEST. Upon approval of IT Management, ITAM101-3 shall
be submitted with ITAM102-1 – IT ASSET REQUISITION/DISPOSAL FORM,
in accordance with ITAM102 – IT ASSET MANAGEMENT.

1.4 The IT Asset Manager shall document proposed IT asset standards on ITAM101-
1 – IT ASSET STANDARDS LIST.

1.5 The IT Asset Manager shall review ITAM101-1 with IT Management. IT
Management and the IT Asset Manager shall indicate their acceptance of IT asset
standards by signing ITAM101-1.

1.6 The IT Asset Manager shall keep the original ITAM101-1 and distribute copies to
IT Management and to Tech Support, recalling any previous versions of
ITAM101-1.

2.0 IT ASSET STANDARDS IMPLEMENTATION

2.1 Tech Support shall install, configure, repair, and replace IT assets. In the course
of performing such services, Tech Support shall ensure that the Company’s IT
Asset Standards are met.

2.2 When configuring IT assets for Company use, Tech Support shall record (or
update) each IT asset’s configuration on ITAM101-2 – IT ASSET
CONFIGURATION WORKSHEET.

3.0 IT ASSET STANDARDS ASSESSMENT

3.1 The IT Asset Manager shall conduct a periodic IT asset scan, in accordance with
ITAM104 – IT ASSET ASSESSMENT, to determine if all assets on the
Company IT network conform to standards.

3.2 If an IT asset is found not conforming to asset standards and an exception has not
been granted, an investigation of the situation shall be conducted in accordance
with procedure ITSD108 – IT INCIDENT HANDLING.

Additional Resources:

A. ISO/IEC 19770-1:2006, “Information Technology - Software Asset Management
- Part 1: Processes”. (ISO 19770-2 was being developed as of January, 2009.)

ITAM101 – IT Asset Standards Page 2 of 12

Computer & Network Policies, Procedures, and Forms Bizmanualz.com

References:

A. AMERICANS WITH DISABILITIES ACT (ADA)

Title I of the Americans with Disabilities Act of 1990 prohibits private employers,
state/local governments, employment agencies, and labor unions from
discriminating against qualified individuals with disabilities in their job
application procedures, hiring, firing, advancement, compensation, job training,
and other terms, conditions and privileges of employment.

A qualified employee or applicant with a disability is an individual who, with or
without reasonable accommodation, can perform the essential functions of the job
in question. Reasonable accommodation may include, but may not be limited to:

 Making existing facilities used by employees readily accessible to and usable
by persons with disabilities;

 Job restructuring, modifying work schedules, reassignment to a vacant
position; and

 Acquiring or modifying equipment or devices, adjusting modifying
examinations, training materials, or policies, and providing qualified readers
or interpreters.

An employer is required to make an accommodation to the known disability of a
qualified applicant or employee if it would not impose an undue hardship on the
operation of the employer's business. Undue hardship is defined as an action
requiring significant difficulty or expense when considered in light of factors such
as an employer's size, financial resources, and the nature and structure of its
operation. An employer is not required to lower quality or production standards
to make an accommodation nor is an employer obligated to provide personal use
items, such as glasses or hearing aids.

B. INSTITUTE OF ELECTRICAL AND ELECTRONIC ENGINEERS
COMPUTER SOCIETY (IEEECS) STANDARDS

The IEEE is a non-profit, technical professional association of more than 360,000
individual members in approximately 175 countries. The IEEE is a leading
authority in technical areas ranging from computer engineering, biomedical
technology, and telecommunications to electric power, aerospace, and consumer
electronics. The IEEE Computer Society (IEEECS) is the branch of IEEE
responsible for standards related to computers and computing.

The IEEE has nearly 900 active standards with 700 under development. The
standards are too numerous and detailed to mention here; to learn about relevant
IEEE or IEEECS standards, visit http://www.ieee.org/portal/site or
http://www.computer.org/portal/site/ieeecs/index.jsp.

ITAM101 – IT Asset Standards Page 3 of 12

Computer & Network Policies, Procedures, and Forms Bizmanualz.com

C. INTERNATIONAL ASSOCIATION OF INFORMATION TECHNOLOGY
ASSET MANAGERS (IAITAM)

Starting in 1998, a group of software and hardware asset managers began meeting
to discuss the need for a centralized organization devoted to expanding and
codifying information and knowledge within the IT Hardware & Software Asset
Management fields. The research led to some specific needs for the newly created
profession of IT Asset Manager, including advanced training programs, easy
access to vendor neutral answers and product reviews, and accurately monitoring
IT assets to prevent over-investment and underutilization.

For information on IAITAM, go to http://www.iaitam.org/.

D. BIZMANUALZ DOCUMENT #ABR41M – HUMAN RESOURCES
POLICIES, PROCEDURES, AND FORMS

This document provides guidance to companies looking to codify their Human
Resources policies and procedures.

Revision History:

Revision Date Description of changes Requested By

0 12/23/2018 Initial Release

ITAM101 – IT Asset Standards Page 4 of 12

Computer & Network Policies, Procedures, and Forms Bizmanualz.com

ITAM101-1 – IT ASSET STANDARDS LIST

1.0 WORKSTATIONS Intel Pentium 4® processor, 2.8 GHz, 533
MHz FSB
Hardware PCI
2 Mb Level 2
CPU 2 Gb DDR SDRAM @ 400 MHz
100 Gb ATA/100, 7200 RPM
Bus type Two (2) USB 2.0 ports
Cache 48x CD-RW
RAM PS-2 type
Hard Drive (HDD) 128 Mb DDR SDRAM, 256-bit memory bus
Removable device I/O ports 17-inch flat panel analog, 1280x1024 XGA
CD Drive 10/100 PCI Ethernet
Mouse
Video card Microsoft (MS) Windows XP Professional
Monitor
Network Interface Card (NIC) MS Word 2003
MS Excel 2003
Software MS PowerPoint 2003
MS Access 2003
Operating system Internet Explorer (IE) 7
Office automation MS Outlook
MS Outlook
Word processing McAfee® AntiVirus
Spreadsheet
Presentation graphics
Personal database
Internet browser
E-mail
Personal scheduling
Anti-virus software

2.0 SERVERS Intel Xeon® processor, 3.8 GHz, 800 MHz
FSB
Hardware PCI
2 Mb L2
CPU 1 Gb DDR SDRAM @ 400 MHz
150 Gb Ultra320 SCSI, 10,000 RPM
Bus type Two (2), 48x CD-RW
Cache Two (2) USB 2.0 ports
RAM Internet Explorer (IE) 6
Hard Drive (HDD) PS-2 type
CD Drive One ECP capable
Removable device I/O ports
Internet browser Page 5 of 12
Mouse
Printer ports

ITAM101 – IT Asset Standards

Computer & Network Policies, Procedures, and Forms Bizmanualz.com

Video card 16 Mb SDRAM
Monitor 19-inch flat panel analog, 1280x1024 XGA
Network Interface Card (NIC) Intel PRO/1000 MT Gigabit

Software MS Windows Server 2003, Standard Edition
Operating system

3.0 NETWORK INFRASTRUCTURE

OSI Layer 2 data link protocol 10 Base-T/100 Base-TX Ethernet (IEEE
OSI Layer 3 network protocol 802.3 Ethernet standard)
UPS TCP/IP
Firewalls Standby UPS for individual PC’s;
Routers continuous UPS for servers
“Personal” firewall software installed on
Switches individual PC’s, server(s), laptops, etc.
Cable/DSL Router; WAN - 1 x RJ-45
10/100Base-T Port; LAN - 4 x RJ-45
10/100Base-T Ports; max transfer rate up to
100 Mbps; Compliant with IEEE 802.3
(10Base-T), IEEE 802.3u (100Base-TX);
FCC, CE
24 10/100 Base-T auto-sensing Fast
Ethernet switching ports; 2 10/100/1000
Base-T auto-sensing Gigabit Ethernet
switching ports; auto-negotiation for speed,
duplex mode and flow control; auto
MDI/MDIX; port mirroring (many-to-one);
broadcast storm control; IEEE 802.1p
tagging; port-based prioritization; four
priority queues per port

4.0 PRINTERS Monochrome
1200 x 1200 dpi
Type USB, 10/100 Ethernet
Resolution
Connectors PS 3, PCL6, PCL 5e
Compatibility PostScript level 3
500 sheets, 8.5 x 14”
PostScript support
Print capacity 64 Mb RAM, expandable to 256 Mb
Energy Star compliant
Installed memory yes
Power
Duplex print-capable

ITAM101 – IT Asset Standards Page 6 of 12

Computer & Network Policies, Procedures, and Forms Bizmanualz.com

5.0 PORTABLE IT ASSETS
Hardware

Laptops

CPU Intel Pentium 4® processor, 2.8 GHz, 533
MHz FSB
Bus type PCI
Cache 2 Mb Level 2
RAM 256 Mb DDR SDRAM @ 400 MHz
Hard Drive (HDD) 40 Gb ATA/100, 7200 RPM
Removable device I/O ports Six (6) USB 2.0 ports
CD Drive 48x CD-RW
Mouse PS-2 type
Video card 128 Mb DDR SDRAM
Network Interface Card (NIC) 10/100 PCI Ethernet
Physical security Secure storage locker;
cable lock device

Others (PDA’s, etc.)

Software Laptops

Operating system Microsoft (MS) Windows XP Professional
Office automation
MS Word 2003
Word processing MS Excel 2003
Spreadsheet MS PowerPoint 2003
Presentation graphics MS Access 2003
Personal database Internet Explorer (IE) 6
Internet browser MS Outlook
E-mail MS Outlook
Personal scheduling McAfee Internet Security Suite
Anti-virus (same as above)
Anti-spam (same as above)
Personal firewall
Others

Approved: Date:
IT Management: Date:
IT Asset Mgr.:
Page 7 of 12
ITAM101 – IT Asset Standards

Computer & Network Policies, Procedures, and Forms Bizmanualz.com

[This page intentionally left blank.]

ITAM101 – IT Asset Standards Page 8 of 12

Computer & Network Policies, Procedures, and Forms Bizmanualz.com

ITAM101-2 – IT ASSET CONFIGURATION WORKSHEET

A. System Identification Model Property Serial Number
Component Manufacturer Number

CPU

Monitor

Printer

Other:

B. Hardware Components Manufacturer Model
Component
CPU Unit
Monitor
Floppy Drive
Mouse/Pointing Device
Hard Drive 1
Hard Drive 2
Hard Drive 3
CD-ROM Drive
Tape Drive
Video Card
Sound Card
Network Interface Card
Disk Controller
Modem
Other

C. Hardware Configuration

1. CPU Type: _____________ Clock Speed: ____________

2. System BIOS

Manufacturer: _______________ PNP: YES NO

BIOS Date: ______________ BIOS Revision: ________________

3. Memory

RAM Type: ________________ RAM Capacity: ________________

ITAM101 – IT Asset Standards Page 9 of 12

Computer & Network Policies, Procedures, and Forms Bizmanualz.com

4 Resource Assignments

Component IRQ Base I/O Base Memory DMA

COM1

COM2

MOUSE

LPT1

Disk Controller

Video Controller

Sound Card

Network Interface

Modem

Other

D. Software Configuration

Software Vendor Version/Revision License ID

Operating System

Word Processing

Spreadsheet

Presentation Graphics

Database

Electronic Mail

Internet Browser

Other

Other

E. Network Configuration

Resource Primary Secondary Comments
IP Address IP Address

DNS

Gateway

NIC/Machine IP N/A

WINS or Net Bios

ITAM101 – IT Asset Standards Page 10 of 12

Computer & Network Policies, Procedures, and Forms Bizmanualz.com

ITAM101-3 – IT ASSET STANDARDS EXCEPTION REQUEST

Req # Date:
Asset Description:

User ID: Department:
Dept. Mgr.:
Reason for exception:

Approved: Date:
HR Manager: Date:
IT Management:
Page 11 of 12
ITAM101 – IT Asset Standards

Computer & Network Policies, Procedures, and Forms Bizmanualz.com

[This page intentionally left blank.]

ITAM101 – IT Asset Standards Page 12 of 12