How Do You Disburse Funds From A Nonprofit Business Bank Account?

Managing finances for a nonprofit organization can be complex, and one of the most critical aspects of this task is disbursing funds from the nonprofit's business bank account. Disbursing funds refers to the process of distributing or allocating money from the nonprofit's bank account to pay for expenses and fulfill the organization's mission.

When disbursing funds, a nonprofit organization must follow specific guidelines and procedures to ensure the funds are used appropriately and legally. This includes following the organization's bylaws and mission statement, obtaining proper documentation and approvals, and ensuring transparency and accountability.

The specifics of disbursing funds may vary depending on the organization's size, structure, and mission. However, it is vital to clearly understand the organization's budget, the expenses that need to be covered, and the source of the funds. Having a sound system for tracking and documenting the disbursements is also crucial.

Here’s a look at the six crucial steps to follow when disbursing funds from a nonprofit organization’s business bank account:

1. Determining the Purpose of Disbursements: A Key Step in Managing Nonprofit Finances

   The first step in disbursing funds from a nonprofit bank account is determining the purpose of the disbursement. This includes paying bills, making charitable donations, or covering expenses related to the organization's mission and activities.

   For example, if the purpose of the disbursement is to pay bills, having the necessary documentation and approvals is imperative, such as invoices and receipts, to ensure that the funds are going towards legitimate expenses. If the purpose of the disbursement is to make charitable donations, it is crucial to ensure that the organization has the proper documentation and approvals and that the donation is in line with the organization's bylaws, mission statement, and any relevant laws and regulations.

   Having a clear and detailed budget in place, outlining the organization's income and expenses, and ensuring that the disbursement is within the budget allocation, will help the organization avoid overspending and ensure that the funds are being used efficiently.

2. Ensuring Compliance with Laws and Regulations: A Vital Step in Disbursing Funds from a Nonprofit Bank Account

   Nonprofit organizations, also known as charitable organizations, are subject to various laws and regulations that govern their operations, including those related to tax-exempt status, fundraising, and financial reporting. It is vital for these organizations to be aware of these laws and regulations and to ensure compliance before disbursing any funds. Failure to adhere to these laws and regulations can lead to legal and financial repercussions for the organization.

   For example, failure to maintain proper financial records or to follow fundraising regulations can result in fines or revocation of the organization's tax-exempt status. Therefore, nonprofit organizations must regularly review these laws and regulations to ensure they are always in compliance and avoid potential issues.

3. Obtaining the Necessary Approvals for Funds Disbursements in Nonprofit Organizations

   Obtaining approvals is crucial in disbursing funds for nonprofit organizations. The level of approvals required may vary depending on the purpose and amount of money involved in the disbursement. A small disbursement for office supplies may require approval from the organization's treasurer or finance committee, while a new program may require approval from the entire board of directors.

   The board of directors and other governing bodies play an essential role in overseeing the organization's finances. They are responsible for ensuring that the organization's funds are being used in accordance with its mission and goals. Therefore, the board must review and approve all disbursements to ensure they align with the organization's overall strategy and financial plan.

   Obtaining approvals from governing bodies can provide an added level of transparency and accountability for the organization. It can reduce potential financial mismanagement or fraud risk by involving multiple individuals in the decision-making process. It also helps to promote a culture of openness and responsibility within the organization.

4. Preparing Supporting Documentation for Funds Disbursements in Nonprofit Organizations

   Preparing supporting documentation is an essential step in the process of disbursing funds for nonprofit organizations. It is necessary for accurate record-keeping and compliance with laws and regulations. The documentation includes, but is not limited to, receipts or invoices that show the purpose of the disbursement and the amount of money involved.

   Businesses must ensure that the documentation is complete and accurate by providing details such as the date and purpose of the disbursement, recipient of the funds, etc. Documentation should be secured and stored in an easily accessible location for future reference.

   In addition, preparing supporting documentation can help ensure that the disbursement complies with the organization's policies and procedures. It also helps to provide a clear and transparent record of the organization's financial activities, which can be helpful for reporting purposes.

   Overall, preparing supporting documentation is a critical aspect of disbursing funds for nonprofit organizations. It helps to ensure accurate record-keeping, compliance with laws and regulations, and transparency in the organization's financial activities.

5. Disbursing Funds in Nonprofit Organizations - The Last Step

   Making the disbursement is the final step in allocating funds for nonprofit organizations. Funds should be disbursed only after all necessary approvals and documentation have been obtained. This ensures that the organization complies with official laws and regulations and its own policies and procedures.

   The disbursement of funds can be done through various channels, such as writing a check or making an electronic transfer. The method of disbursement depends on the organization's policies, procedures, and the amount of money involved. Following appropriate procedures and protocols is crucial while disbursing funds to ensure the funds are delivered to the correct recipient and for the intended purpose.

   Nonprofits should keep records of the disbursement, including the date, amount, and details about the recipient of funds. These records should be stored with supporting documentation and easily accessible for future reference.

6. Recording Disbursements in Nonprofit Organizations - Post Disbursement Best Practice

   Recording the disbursement is an essential step in allocating funds for nonprofit organizations. Maintaining accurate and complete records of all financial transactions, including disbursements, is critical to ensure compliance with laws and regulations and to provide transparency in the organization's financial activities.

   When recording the disbursement, it is essential to include the purpose, the amount of money involved, and any supporting documentation. This information should be recorded in the organization's financial documents and easily accessible for future reference. The financial records should be kept up-to-date, accurate, and in compliance with relevant laws, regulations, and accounting standards.

   Accurate record-keeping is also essential for internal financial management and decision-making. It allows the organization to track its financial performance and identify areas where it may need to improve or make adjustments. Additionally, it helps the organization prepare accurate financial reports, which are helpful for audits and internal and external stakeholders, including donors, regulatory bodies, and other organizations.

Summing It Up

Disbursing funds in a nonprofit organization is a multi-step process that requires compliance with laws and regulations, obtaining necessary approvals, preparing supporting documentation, making the disbursement, and recording the disbursement. Each step plays a vital role in ensuring that the organization's funds are used according to its mission and goals while complying with all relevant laws and regulations.

Nonprofit organizations need to have a clear and organized system for disbursing funds. This includes having appropriate policies and procedures for obtaining approvals, preparing documentation, and making and recording disbursements. By following these procedures, organizations can ensure that their finances are managed effectively and transparently, which is critical for maintaining public trust and attracting donors.

The process of disbursing funds can vary depending on the size, scope, and purpose of the organization, so it's important to consult with a professional in the field, such as an accountant or a lawyer, to make sure that the organization is following the correct procedures, and to avoid any potential legal or financial risks.

Frequently Asked Questions

What are 501(c)(3) organizations, and how do they relate to nonprofits?

501(c)(3) organizations are a type of nonprofit organization recognized by the Internal Revenue Service (IRS) as being tax-exempt. This means they are not required to pay federal income tax on revenue generated from charitable, educational, or other activities that fall within the IRS guidelines for nonprofit organizations.

To be recognized as a 501(c)(3) organization, an entity must apply for and be granted tax-exempt status by the IRS. To qualify, the organization must be organized and operated exclusively for charitable, educational, or other specific purposes as outlined in the IRS code. Additionally, the organization's net earnings cannot benefit any private shareholder or individual. 

Examples of organizations that may qualify as 501(c)(3)s include charities, religious organizations, schools, and scientific research organizations. These organizations may also be eligible to receive tax-deductible donations from individuals and businesses.

It's important to note that 501(c)(3) organizations are subject to specific rules and regulations. They must file annual returns with the IRS and disclose certain information to the public, such as their financial statements. They also are prohibited from engaging in political activities or endorsing political candidates.

Can a 501(c)(3) organization pay its employees?

Yes, a 501(c)(3) organization can pay its employees if the payments are reasonable and not excessive concerning the services provided.

Furthermore, 501(c)(3) organizations are treated similarly to for-profit organizations when it comes to employee compensation. They can pay their employees salaries, wages, and benefits, such as health insurance and retirement plans.

How should a 501(c)(3) organization pay its employees?

A 501(c)(3) organization can pay its employees the same way any other employer would, such as through regular payroll or by issuing checks or direct deposit payments.

Additionally, the organization must have a written policy for determining employee compensation, reviewed and approved by an independent board or committee to ensure that the amount payable is fair, reasonable, and consistent with its mission.

Are there any special tax considerations for 501(c)(3) organizations when it comes to employee pay?

Yes, 501(c)(3) organizations are subject to special tax considerations when it comes to employee pay.

For example, they may be required to withhold and pay employment taxes on employee pay and may be eligible for tax-exempt financing options for employee benefit plans.

Can a 501(c)(3) organization pay board members for their service?

Yes, a 501(c)(3) organization can pay board members for their service as long as the payments are reasonable and are not excessive in relation to the services provided. However, the organization must disclose such payments in its annual tax filing.

IRS views payments to board members differently than payments to staff or executive members. While reasonable compensation for staff and executive members are allowed, payments to board members are generally considered less acceptable due to the potential for self-dealing and private inurement.  

Therefore, if a 501(c)(3) organization wishes to compensate its board members, it should do so with caution and only if the compensation is reasonable and necessary for the performance of the organization's mission. Additionally, it is a best practice for the organization to have a written policy for compensating board members and to have the compensation determined by an independent board or committee.

Can a 501(c)(3) organization pay its executive director or other top executives?

Yes, a 501(c)(3) organization can pay its executive director or other top executives as long as the payments are reasonable and are not excessive in relation to the services provided. However, the organization must disclose such payments in its annual tax filing.

Additionally, the IRS requires that all compensation paid to executives, including the executive director, be determined by an independent board or committee of the organization. This is to ensure that the compensation is reasonable and not excessive and that it is not being used to benefit private individuals, which would violate the organization's tax-exempt status.

The IRS does not provide specific guidelines for determining "reasonable" compensation for nonprofit executives, but it does provide some factors that should be considered, such as the executive's qualifications and experience, the size of the organization, and the responsibilities of the position.

About The Author

Bryan Huynh

Product Tester & Writer

Bryan Huynh, a committed Product Tester and Writer, ensures that you are well-informed, guiding you in discovering and comparing top-rated financial services, including personal loans, business loans, credit repair, and tax relief.

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