Policies and Procedures

Documents, receipts and other certified items must accompany all check requisitions submitted to Donation Processing.

From time to time, DPD may require the use of a particular Check Requisition form.  In absence of such form, partners may use a form of their choice that clearly identifies the following information:

• partner name
• payee
• expense description
• amount
• signature

Check requisitions not accompanied by proper information/documentation will be considered incomplete, will not be processed and returned to the originator by the Thursday following the processing Wednesday when the deficiency was noted.

Check requisitions can be filed electronically to dpd@ecmaonline.org or to the physical address:

Donation Processing
3575 Acworth Due West Road
Acworth, Georgia 30101

DPD will process all donations and check requests by midnight each Wednesday unless notification of a special processing is provided two weeks in advance to all partners.

Donations and checks to be processed on Wednesday must be received by 5pm on Monday.

The Donation Processing Department (DPD) will provide a copy of the Partner Fund Balance Report to each partner organization detailing activity through the most recent month end by the 7th day of the new month.

Members desiring more detail than this consolidated report should contact dpd@ecmaonline.org.

The Accounting Function will provide monthly reports to the Board of Directors.  The reports will detail all activity through the close of business on the last day of the month most recently ended (this closing date is herafter referred to as Month End).  Two types of reports will be provided: Monthly which will detail the activity only for that month; and, Year to Date, which will detail cumulative activity from the beginning of the Fiscal Year through month end.

The following reports will be provided:

• Balance Sheet as of Month End
• Year to Date Profit and Loss as of Month End
• Program and Project Report Detail for Activity for the Month
• Partner Fund Balance Report as of Month End

DPD will provide the reports for the previous month end to the CFO no later than close of business on the 7th of each month.

The CFO (or the Director/CEO acting in the absence of the CFO) will review those reports addressing any questions and providing final reports to the Board of Directors for Review by the 10th day following the last day of the month (3 days after receipt).