Becoming a member
Guide for members
Community guidelines
The basics
What ArtsPool does
What ArtsPool does: an overview
Finance services
Workforce Administration services
Compliance and other services
Requesting changes to ArtsPool's scope of services
ArtsPool: an introduction
Training quick links
Requesting work from ArtsPool
Suggested titles, descriptions, and content for tasks
How member bills are calculated
Requesting digital signature processing for a document
Share important events or deadlines with ArtsPool's calendar
Membership communication guide
New hire onboarding
Submitting a new hire task in the ArtsPool app
Guidance on creating offer letters
Employee benefits data management
Upload Proof of Vaccination
Employee Payroll Setup: A to Z Guide
Paying employees
Paying Employees and Approving Payroll
Employee reimbursements
Processing per diem
ArtsPool Retirement Plan
Revenue and expenses
Managing petty cash
How to submit receipts to ArtsPool
Submitting bank deposits
How to code expenses and respond to clarification requests
Requesting payment for a bill
Xero-compatible check stock
Grants and contributions
Managing your NY State Grants Gateway prequalification
Requesting a grant budget or financial report
Corporate insurance
BeyondPay training
General BeyondPay training
Updating your BeyondPay password
Homescreen: Understanding My Personal Info
Changing your name with ArtsPool
Homescreen: Understanding My Actions
Homescreen: Understanding My Forms
BeyondPay training for employees
BeyondPay training for payroll admin
Accessing reports in BeyondPay
Unlocking employee accounts in BeyondPay
Verifying I-9 Forms
Approving timesheets in BeyondPay
Understanding payroll and BeyondPay
BeyondPay: approve time entries
Homescreen: Understanding Employee Management
Submitting Timesheets
Submitting and approving employee time off requests
Uploading and downloading an employee document in BeyondPay
Payroll FAQs - a troubleshooting guide
Downloading Pay Statements
Submit time off request in the ArtsPool app
BeyondPay mobile app
Download W2 from payroll
Paying independent contractors
Compliance
Start Here: Compliance Office Hours
Compliance Toolkit basics
Providing annual sexual harassment prevention training and materials
Understanding conflict of interest disclosures
Board actions for New York nonprofits
Funding and vendor portals supported by ArtsPool
Understanding corporate policies
Fiscal control stopgaps: what NOT to do
Compliance Office Hours
COVID-19 Workforce Administration Reference Materials
Technology
The ArtsPool app
Managing your ArtsPool app user account
Getting started with tasks
Working with your task list
Searching for tasks
Commenting on a task
Adding a document to a task
Adding people to tasks
Member pages in the ArtsPool app
Feature requests
Keyboard shortcuts
Reassigning requests
Tasks and privacy
Google Drive
Setting up a Google account
Google Drive tips and tricks
Syncing Google Drive files to your desktop
Exporting a Google Sheet to PDF
Getting started with Google Sheets
Migrating data between Google Apps accounts
Gmail
Email like a champ with Gmail keyboard shortcuts
Submit tasks at lightning speed with email templates
Creating a Gmail filter
Adding a forwarding address to Gmail
Security
Data security guide for members
Security on macOS
Data Security Policy
1Password account setup
1Password account management
1Password basics
Importing passwords into 1Password
Additional 1Password accounts for members
Other technology resources
Working with documents
Accessibility statement
Governance and other goodies
Governance
Service agreements
Terms of Service
What's changed: 2020 ArtsPool Service Agreement Update Summary
Dispute and Indemnity Summary
Annex A: Pricing and Billing
Annex B: Member Service Contact List
Annex C: Member Services List
Annex D: Onboarding Procedures
Annex F: Privacy Policy
Annex G: Data Security Policy
Annex H: Limitations of Liability and Indemnification
Annex I: Dispute Resolution
Annex J: Improvement Process for Members not in Good Standing
Annex M: General Legal Provisions
Annex K: Termination Provisions
Annex L: Offboarding Procedures
Annex N: Defined Terms
External partners and vendors
Guidelines for a Successful ArtsPool-Auditor Partnership
Selection of vendors, consultants, software, and tools
How to choose software
Professional development resources
- Knowledge Base
- Guide for members
- The basics
- How member bills are calculated
How member bills are calculated
Updated
by Max Dana
How it used to work
Under the previous billing calculation, members were billed on the basis of the previous month’s actual expenses (including direct costs, excluding depreciation and bad debt), followed by a reconciliation of the full fiscal year at the close of the audit.
Unfortunately, this resulted in some members being hit with surprisingly large reconciliation bills at the close of the audit. Causes of these underbilled amounts included bills that were not approved in a timely fashion and thus are not captured in the monthly billing process; expenses that were dated in a prior month based on bill date or period of service, and so similarly were not captured in the monthly billing process; and expenses that were accrued during the audit as a normal part of closing the books for a full fiscal year.
How it works now
In 2019, our governance committee approved a change to the procedures for calculating members’ monthly ArtsPool fees to alleviate end-of-year pressure and ensure more accurate billing throughout the year. Effective July 2019, ArtsPool calculates the monthly fee in the following way:
- Each month, pull an income statement for all expenses from one-month prior to the start of the current fiscal year through the end of the previous month.
- Subtract out any expenses already billed on during previous months of the fiscal year.
- Compute the member’s fee on the basis of the difference.
In this manner, post-dated and late-approved expenses will be captured throughout the year, rather than all at once at the end of the audit.
A full-year reconciliation will still be necessary to capture any new expenses booked at the direction of the auditors, but this billing process change will make that final reconciliation less impactful.