new reporting intranet - beta alpha psi · pdf filenew reporting intranet ... • beginning...

Table of Contents

New Reporting Intranet

Complete Online Guide

Table of Contents

New Reporting Intranet Table of Contents - Main Topic Links

• Roles of Advisors & Officers • New Login System • Navigating the RI • Password Reset • Activating Officer Accounts • Update Chapter Profile Screen • Update Membership Roster

• Add a New Candidate • Submit a Candidate for

Initiation • Active Members Folder • Generate Chapter Email List • Membership Counts

• Beginning of Year Report • Chapter Maintenance Fee Invoice

• Online Reporting System • New Student Hours Verification Report • Mid-Year Reports • End of Year Report

• How to complete the IRS 990n e-Postcard • Non-BAP Hours

• Payments by Credit Card

• Membership Dues • Chapter Maintenance Fee

Go to main link and make sure to scroll through all slides for that topic.

A link back to the Table of Contents is located on the lower right-hand side of each slide.

Table of Contents

Clarification of Roles Faculty Advisors vs. Officers

Faculty Advisors • Create and manage officer login accounts • Review all chapter reports:

• Beginning of the Year - October 15th • Mid-Year Reports – December 15th award-

seeking chapters

• Student Hours Verification Report • Complete 990n e-Postcard filing by June 1st • Sign-Off on End-of-Year Report by June 1st

• Meet with Chapter Reporter once each semester to review chapter reporting

• Meet with Chapter Treasurer to ensure that all membership dues and chapter maintenance fee has been paid on time.

Chapter Officers • All Chapter Reporting

• Entering new candidates into the system

• Beginning of the Year Reports • Entering Professional & Service

Activities, Reaching Out Activities and Initiations

• Mid-Year Reports (award- seeking chapters

• End-of-Year Report

• Work with faculty advisor to process all payments for membership dues and chapter maintenance fees have been paid on time.

Table of Contents

New Login System

Each Advisor and Officer will be required to login through a valid email address and a unique password.

Valid Email Address Unique Password

Table of Contents

New Login System Activation Process – Faculty Advisor

• The Executive Office will set-up all faculty advisors as new users in the system. All faculty advisors must provide a valid email address.

• An activation email will be sent to each faculty advisor with a link for them to access. Make sure you do not delete this email.

• The FA will access this link and create a unique password. • After they have completed the activation process, their login

credentials will be: User ID: Email Address

Password: Unique password created by FA Please note: the EO will no longer provide passwords to the advisors and officers.

Table of Contents

New Login System Faculty Advisor Activation Email

An Email with an activation link will be sent from the Executive Office to the Faculty Advisor inviting them to activate their account.

Table of Contents

New Login System Activation Screen

On the Activation Screen, enter a unique password, confirm and activate.

Table of Contents

Navigating the new RI

On the landing page, the menu bar is as follows: 1. Home – Landing page 2. Reporting and Membership –This is where all screens for chapter reporting

can be found. 3. Chapter File Submissions – This screen will display all the files that your

chapter has uploaded to the RI for that fiscal year. 4. PCA - A link to the Program for Chapter Activities. 5. Forms – A page that will have all the downloadable forms including the

Chapter Maintenance fee invoice and the nomination forms for all BAP competitions.

6. Tutorials - A link to interactive tutorials. 7. Contact - Information for the Executive Office. 8. BAP Home – A link back to the BAP Website.

Table of Contents

New Login System Activation Process - Officers

Once the Faculty Advisor has completed their activation process, and have logged in to the Reporting Intranet. 1. The FA will enter the officers under Reporting and

Membership > Create/Manage Officer Logins

Table of Contents

New Login System

Activation Process for Officers By Faculty Advisors

2. Under the “Officers” tab, the FA will select the officer name and officer role. 3. Then, select “Create User”.

Menu Bar Item: Reporting and Membership> Create/Manage Officer Logins

Table of Contents

New Login System

Activation Process for Officers By Faculty Advisors.

4. The screen will confirm that an activation email was sent to that officer.


Table of Contents

New Login System

Once the Faculty Advisors have created the Officer accounts, a log is established and can be found at the bottom of the screen. This is where the advisors can deactivate or reactivate officers. It is the advisors responsibility to keep this log up-to-date. This should be updated each semester/quarter.


Table of Contents

New Login System Officer Activation Email

An email with an activation link will be sent directly to the Officer.

Table of Contents

New Login System Officer Activation Screen

On the Activation Screen, enter a unique password, confirm and activate.

Table of Contents

Password Reset

To reset a password, go to the login page and select the link titled “Reset Password”, enter your email address and an automated email will be sent to you that will include a link to reset your password.

Update Chapter Profile Screen

Once logged in, the officer will access the update chapter profile screen under Reporting and Membership and View/Update Chapter Profile.

Menu Bar Item: Reporting and Membership > View/Update Chapter Profile

Table of Contents


The Chapter Profile screen is displayed in a tabbed format. The tab titled “School” is where FAs and officers can update their school information such as a link to your chapter’s website, achievement level and school mailing address . The red stars are required fields.

The tab labeled “Admin Only Fields” is for the Executive Office use only.


Table of Contents

Update Chapter Profile Screen Menu Bar Item: Reporting and Membership > View/Update Chapter Profile

The tab titled “Chapter Officers” is where the officer information is updated. This is a separate from the officer user accounts. Select the name of the officer from the drop down list and the name, email and phone information will populate the fields for the appropriate role. Note: the names on the drop down list are pulled from the “Submit for Initiation” and “Active Members” folders. The red stars are required fields.

Table of Contents


The tab titled “Chapter Contacts” is where the Faculty Advisor, Co-Advisor, Department Chair and Business School Dean information is updated. Note: Dean and Department Chair information is now required.


Table of Contents

Update Membership Roster

To add new candidates and update your chapter’s Membership Roster, go to Reporting and Membership >Membership Roster >View/Update Membership. Also under Membership Roster: • Generate a chapter email

list under “View and E-mail Membership”.

• View Membership Counts

Menu Bar Item: Reporting and Membership > Membership Roster > View/Update Membership

Table of Contents

View/Update Membership

The Membership Roster screen is where reporters will add new candidates, submit them for initiation or move to the inactive folder, and move active members to on-leave or alumni status.

There are two groupings on the Membership Roster: Candidates section that includes folders for: Active Candidates, Submit for Initiation and Inactive Candidates. Members section that includes folders for: Active Members, On-Leave, and Alumni.


Table of Contents

View/Update Membership

To add a new candidate select “Add New”.


Table of Contents

Add a New Candidate

All fields that have a red star “*”are required fields. The Candidate start date is the date the student started participating (not the date that they are being entered into the system). Important: Email address must be a valid email address. The system will not allow duplicate addresses.

Enter all the required information and select “Save”.


Table of Contents

Submit a Candidate for Initiation

To submit a candidate for initiation, in the “Active Candidates” folder, check-off the box next to the appropriate name and select “Submit for Initiation”.


The system will prompt the user to confirm that the candidate met the requirements and that the date is the same date for multiple candidates. Confirm both.

Table of Contents

Submit a Candidate for Initiation

The records will appear in the “Submit for Initiation” folder. Once the fees for candidates that have been paid, the Executive Office will print the membership certificate and move the records to the “Active Members” folder.


Table of Contents

Active Members Folder

Under “Active Members”, the “On-Leave” folder is ONLY for members who are away on an internship. The effective date for the “On-Leave” folder must be after the initiation date. Records in the “On-Leave” folder will not be included in the membership counts.

When moving an member to the “Alumni” folder, you must use an effective date after the initiation date.


Table of Contents

Generate a Chapter Email List

To generate an email list, you can either check-off a folder which will include all records in that folder, or just select individuals within that folder. Once the email list has been generated, copy and paste the email addresses into your email “To” or “BCC” address field.

Menu Bar Item: Reporting and Membership> Membership Roster > View and Email Membership

Table of Contents

Monthly Membership Counts

The average monthly membership counts are all the records in the “Active Candidates”, “Submitted for Initiation” and “Active Members” folders.

Menu Bar Item: Reporting and Membership> Membership Roster > View Membership Counts

Table of Contents

Beginning of the Year Report

Beginning of the Year Reports are due on October 15th. For the “Update Chapter Profile” screen to be credited for the BOY report, select the button. You must either update the profile screen from here or choose “No Changes”.

Menu Bar Item: Reporting and Membership> Beginning of Year Report

Table of Contents

Enter Plan of Activities

Enter your chapter ‘s plan for 6 Professional Activities and 1 Service Activity. 3 Reaching Out Activities (ROAs). Select “Save”.


Table of Contents

Local Chapter Bylaws

Upload amended bylaws to the BOY screen. If there were no changes, check off the box, “No Changes Needed to Bylaws”. Contact the Executive Office if you need a copy of your chapter’s bylaws.


Table of Contents

Chapter Maintenance Fee

The chapter maintenance fee is a $300 administrative fee due to the Executive Office no later than October 15th. You can either pay for the maintenance fee online or download the Chapter Maintenance Fee invoice from “Payment Options” button. Once payment has been received, the executive office will check off the received box.


Table of Contents


To download a PDF of the Chapter Maintenance fee invoice, select the tab titled “Check”.


Table of Contents


PDF will appear – then just print out and send in with a check made payable to Beta Alpha Psi. Send to: Beta Alpha Psi 220 Leigh Farm Road Durham, NC 27707-8110


Table of Contents

New Online Activity Reporting System

No more local chapter workbooks – all activities are now reported online! • Professional and Service Activities • Reaching Out Activities (ROAs) • Initiations • Non-BAP Hours

Table of Contents

New Online Activity Reporting System

The online activity reporting screen can be found under Reporting and Membership and Report Activity.

Menu Bar Item: Reporting and Membership> Report Activity

Table of Contents

Online Activity Reporting Entering an Activity


The online reporting activity screen is now in a tabbed format. To add a new Professional Activity select “Add”.

Table of Contents

Online Activity Reporting Entering an Activity


Enter: Name of Activity Date of Activity Confirm that the activity was at least 50 minutes long. Confirm that your chapter sponsored the activity. Select “Save”.

Table of Contents

Online Activity Reporting Menu Bar Item: Reporting and Membership> Report Activity

Once the activity information has been saved, the system will pull up all the records as of the “effective activity date” in the Active Candidate, Submitted for Initiation and Active Members folders. Enter the minutes for the candidates and members who participated in the activity by using the tab function to each record and then select “Save”. Then close the screen.

Table of Contents

The new activity has been added to the online reporting screen, including the total number of minutes and a scorecard point has been factored in since the participation percentage is over 25%.

Online Activity Reporting Menu Bar Item: Reporting and Membership> Report Activity

Table of Contents

Online Activity Reporting Scorecard Screen

Each activity that is saved and meets the 25% participation requirement automatically gets registered on the Scorecard screen.

Menu Bar Item: Reporting and Membership> Report Activity or Scorecard

Table of Contents

Online Activity Reporting Reaching Out Activities (ROAs)

The new ROA screen looks like the ROA Screen in previous Reporting Intranet . Once the check box has been selected the screen will automatically save the updates.


Table of Contents

Online Activity Reporting Initiation Screen

Enter the total number of initiates for first and second initiations. Make sure to “Save”.


Table of Contents

Online Activity Reporting Hours Screen

Minutes will be translated to hours automatically as you report activities.


Table of Contents

Student Hours Verification Screen

The Student Hours Verification screen is a new tool for faculty advisors and officers to keep track of candidates and members minutes. Always make sure to “Refresh”. The screen will default to “All”, Professional Activities highlighted in blue and Service Activities highlighted in yellow. You can filter by Professional or Service Activities under the Filter by Activity Type.


An Excel export is provided to download a full list of activities in Excel format.

Table of Contents

Student Hours Verification Screen Excel Export

The Excel export gives the user the option to add totals, etc. This export is solely for chapters to use as a tool to verify candidates and members chapter participation.

Menu Bar Item: Reporting and Membership> Report Activity> Student Hours Verification Report >Excel Export

Table of Contents

Mid-Year Reports Award Seeking Chapters Only

• Award Seeking Chapters must declare award status by December 15th on the Chapter Profile Screen.

The following must be completed on the Reporting Intranet: • All Fall activities (June 1st thru December 15th) must be

entered on the RI. • All Fall candidates must be entered into the RI.

Table of Contents

End-of-Year Report

Make sure to complete the following tasks: • Update Chapter Profile • Upload Chapter Financials • Faculty Advisor must complete the FA

sign-off • Complete Tax Information • < $50,000 – IRS e-Postcard • >$50,000 – Full IRS 990 Form

Due June 1st – No Exceptions Late submittals will be subject to a

$100 fine.

Menu Bar Item: Reporting and Membership> End of Year Report

Table of Contents

End-of-Year Reports

Due June 1st – No Exceptions Late submittals will be subject to a $100 fine.

Update Chapter Profile Update for upcoming fall semester.

Upload Chapter Financials Statement of Activities and Financial

Position.

Faculty Advisor Must Complete Sign-Off This includes the 990n e-Postcard tax

filing.


Table of Contents

End-of-Year Reports – Faculty Advisor How to Complete the 990n e-Postcard

After April 30th - Go to: http://epostcard.form990.org/ 1. If you have not registered, create a new user account 2. Enter your chapter’s EIN number that can be found on the chapter profile screen (FA login only) 3. The number will default to “Beta Alpha Psi National Council” – this is ok. 4. Enter your school address and your faculty advisor name as the principle officer. 5. Answer the four questions where you are confirming that your chapter’s revenue was less than $50K for tax fiscal year. 6. Once you submit, you will receive a confirmation email with a submission ID that you will need for the FA sign off screen (step 2b - next slide). Please forward that email to the Executive Office at: [email protected]


Table of Contents

http://epostcard.form990.org/

http://epostcard.form990.org/

mailto:[email protected]

End-of-Year Reports – Faculty Advisor

The Faculty Advisor sign off screen confirms that the FA reviewed and approved their chapter’s activity reporting and financial statements, as well as completed the tax filing for the fiscal year. From the 990n confirmation email, enter the submission ID here.


Table of Contents

Scorecard Screen

Always make sure to check your chapter’s final scorecard.

Menu Bar Item: Reporting and Membership> Report Activity or Scorecard

Table of Contents

Non-BAP Hours

At the individual level, chapters may report a maximum of five hours per year (per student) of professional activities and a maximum of five hours per year (per student) of service activities that are not sponsored by Beta Alpha Psi. Just add a new activity, enter the activity name as, “Non BAP xxxxx”, enter the date, and leave the activity time and BAP confirmation at the default of “No”. Then, select, “Save” and enter the minutes accordingly.


Table of Contents

Generate a Membership Dues Invoice Menu Bar Item: Reporting and Membership> Generate Membership Dues

Invoice

Print Option

Membership Dues Invoice will list the names of outstanding records owed to the Executive Office. Payment options are located at the bottom of the screen.

Table of Contents

Payment Options for Membership Dues Menu Bar Item: Reporting and Membership> Generate Membership Dues

Invoice

Membership Dues can be paid either by credit card or check. If your chapter’s invoices will be paid by a business school or student union administrator via credit card, please contact the Executive Office for a Credit Card Authorization Form.

Table of Contents

Membership Dues Payment by Credit Card Menu Bar Item: Reporting and Membership> Generate Membership Dues

Invoice

Check off the names of the records to be paid by credit card.

Table of Contents


Invoice> Credit Card Payment Process

Enter valid credit card information. Select “Submit”.

Table of Contents



You will be prompted to confirm the records and the total amount that you are paying for by credit card. Select “Confirm”.

Table of Contents



The next screen will post a notification if the payment was successful or not. It will include a transaction ID. You may print this screen as a receipt. If successful the records processed will no longer appear on the Membership Dues invoice.

Table of Contents



A confirmation email will be sent to the email address associated with the login. You may print this as a receipt. A confirmation email will also be sent to the system administrator.

Table of Contents

Chapter Maintenance Fee Payment by Credit Card

On the Beginning of the Year Report screen, under the Payment Options of the Chapter Maintenance fee task. Select the tab titled “Card” and enter valid credit card information. Select “Submit”. If your chapter’s invoices will be paid by a business school or student union administrator via credit card, please contact the Executive Office for a Credit Card Authorization Form.


Table of Contents

Once submitted, the screen will prompt you to confirm the payment of $300. Select “Confirm”.



Table of Contents

A screen notification will confirm if your payment was successful or not. A print option is provided.



Table of Contents


A confirmation email will be sent to the email address associated with the login. You may print this as a receipt. A confirmation email will also be sent to the system administrator.


Table of Contents

Questions? Contact the Executive Office:

• Email – [email protected] • Phone - 919-402-4044

Table of Contents

mailto:[email protected]

new reporting intranet - beta alpha psi · pdf filenew reporting intranet ... • beginning...

Documents