Hawaii Wing Process and Procedures

1. Hawaii WingProcess and Procedures October 2006

2. Processing of Maint. Bills/Invoices Wing Administrator Finance Committee 1. Entered in QuickBooks 2. When Bill/Customer’s Invoice received match with entry in QuickBooks, update and send to Maintenance for approval. Part ordered by Maintenance and copy of PO sent to Wing Administration Approved for Payment by Maintenance Officer : 1. FAX copy to NHQ if they are paying the bill 2. Return approved copy to Wing Admin To NHQ Confirm all required documentation is present. If amount check is above $1,500.00 two signatures are required from Finance Committee. Yes Finance Committee approval required. No ETF received from HQ From NHQ Enter in QuickBooks and print check. Two authorized signatures required Mail Check and file required documents in Monthly Financial Files

3. Processing of Log. Bills/Invoices Wing Administrator Finance Committee 1. Entered in QuickBooks 2. When Bill/Customer’s Invoice received match with entry in QuickBooks, update and send to Logistics for approval. Service requested by authorized Logistic personnel. Copy of PO sent to Wing Administration Approved for payment by authorized Logistics personnel Confirm all required documentation is present. If amount check is above $1,500.00 two signatures are required from Finance Committee. Yes Finance Committee approval required Logistic Responsibilities: 1. Utilities 2. Phone 3. Auto repair 4. Auto Fuel Charges 5. Building Maintenance No Enter in QuickBooks and print check. Two authorized signatures required Mail Check and file required documents in Monthly Financial Files

4. Processing of A/C Fuel Charges Wing Administrator Finance Committee 1. Enter in QuickBooks 2. When monthly Fuel Bill arrives pass to Operations to verify fuel charges (match with receipts). NHQF-104 w/check NHQF-108 CAP-USAF Form 16 Deposit checks in General Account within one week of receipt Approve for Payment by Ops Officer Confirm all required documentation is present. If amount check is above $1,500.00 two signatures are required from Finance Committee. Yes Finance Committee approval required. No Enter in QuickBooks and print check. Two authorized signatures required Mail Check and file required documents in Monthly Financial Files

5. Processing of Accounts Receivable Wing Administrator CAP-104 w/check Wing Administrator enter accounts receivable in QuickBooks CAP-108 and CAP-USAF Form 16. After faxing to NHQ provide copy to Wing Administration 1. File appropriate documentation in pending file while waiting for EFT from NHQ. 2. When EFT received from NHQ match with entry in QuickBooks and post receipt to QuickBooks. EFT from HQ Confirm all required documentation is present and file in Monthly Financial Record. Provide confirmation of receipt of funds to State Director and Ops

6. O-Flight Process Wing Administrator Dir of Cadet Activities Pilot Log into accounts receivable in QuickBooks & fax to NHQ O-Flight Form(Completed by Pilot) Verify Form filled out Correctly Print & Sign Yes No Hold until matched with EFT from NHQ File in Monthly Accounting Records (Month flight occurred)

7. Transfer of Funds Wing Administrator Finance Committee Close or Transfer funds to another account Transfer Approval Form Completed Two Signatures Required Yes No Complete Transfer Approval Form Complete Transfer Transfer exact amount from General Account to Maintenance Account funds to another account Yes Less than $3,000.00 and single signature approval No Two Signatures Required