Annex B: Member Service Contact List

Note: Individuals may hold multiple roles.

[Member Name]

Member Handle

_______________________________________

Please list above the short version (nickname) of your organization that you would like to use for your dedicated ArtsPool accounts, e.g. [handle]@members.artspool.co.

Principal Contact

________________________________________

Primary point of contact for the Member.

Operational Contact

________________________________________

Overall contact for Member who is responsible for communicating information received from ArtsPool to internal Member staff.

Onboarding Contact

_________________________________________

Principal contact to coordinate onboarding activities.

Payroll Approver

________________________________________

Approves payroll.

Additional Payroll Contact(s) (optional)

________________________________________

Please list any additional staff authorized to view full payroll data.

Timesheet/Time off Approver(s) (optional)

________________________________________

Approves timesheets and/or time off for specific employees, without access to full payroll data.

Financial Approver

________________________________________

Approves bills and any non-payroll payments. Makes financial decisions on behalf of Member.

Budget Coordinator

________________________________________

Partners with ArtsPool Financial Maintenance Lead to manage the budget and coordinates any required internal communication and decision-making (including at the board level) related to the budget. Communicates budget updates and strategy to ArtsPool.

Additional Budget Contact(s) (optional)

________________________________________

Please list any additional staff authorized to view budget data.

ArtsPool

Onboarding Captain

________________________________________

Primary point of contact for the ArtsPool to the Member during Onboarding

Financial Operations

________________________________________

Bills that need to be paid, receivable invoices to be created or for which you expect payment, receipts/documentation, bank deposits, petty cash reports, contracts for processing (e.g. independent contractors), 1099s, bank reconciliation, transaction coding, and anything related to day-to-day transactions. 

Financial Maintenance

________________________________________

Organizational budget creation and changes, grant reports, grant award letters, funder compliance requirements (Grants Gateway, DataArts, etc), financial reports, board reports, balance sheet information, audit, tax, investments, and anything related to the long-term maintenance of Member’s finances.

Workforce Administration

________________________________________

New hires, salary changes or other changes in pay, terminations, promotions, reimbursement requests, workforce insurance (worker's comp, disability, paid family leave), W2s, employee benefits changes impacting payroll deductions , and anything else related to hiring or paying Member’s workers.

Member Liaison

________________________________________

Alerts from government agencies, board matters (unanimous written consent, board minutes), board conflict of interest disclosures, corporate policies, corporate insurance updates, and anything related to keeping Member in good standing with external entities.  Serves as point of contact to the Member for questions or concerns not directly covered above.


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