TABLE OF CONTENTS

2-3. Abstract

4. Purpose and Our Team

5-6. Articles of Incorporation

7. Notice of Incorporation

8-12. Bylaws

13-16. Strategic Plan

17-18. Budget and Resource Development Plan

19-20. Recordkeeping Procedures

21-24.Accounting System Procedures

25. Legal Documents

a. IRS Form 1023

b. Tax Exemptions and Funds

c. EIN

d. Registration of State Unemployment Insurance Bureau

e. Nonprofit mailing permit

1. Director’s and Officer’s Liability Insurance

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 Abstract

The Friends of Hope Alliance Academy (FHAA) was set up to empower students in
Liberia to create better future for themselves by supporting them through fund-raising in the
United States. With the headquarters of this nonprofit organization in Fulton County, Atlanta,
Georgia, our team developed the articles of incorporation and wrote a notice of incorporation
which was delivered to the Secretary of State for filing, in accordance with the Georgia
Nonprofit Corporation Code. In addition, the team set bylaws which showed board meeting
schedules and criteria for board membership (e.g., to be eligible for board membership,
candidate must possess a minimum of 2-3 years of experience in FHAA or another nonprofit
organization). Further, the team determined the election cycles (e.g., the board of directors will
conduct elections for key officer positions every two years), conditions of amendment (e.g., the
board members must be given notice before they vote on the change), dissolution procedures,
and non-discriminatory policies amongst other important first steps.

Crucial to core function, FHAA developed a strategic plan. Foremost, we gave a brief
history, mission, values & guiding principles of HAA to help facilitate an opening statement for
supporters and stake holders to understand the context and origin of this project. Afterwards, we
refined our goals. FHAA’s first goal is to enhance literacy in Liberia by 3% in the next 20 years
and to raise student graduation rate by 90% and second, to achieve above-average standardized
test scores by 2028. To achieve our goals, we outlined 2 objectives – to gather enough funds to
participate in at least 10 community outreach programs annually and to establish partnerships
with five local organizations around Liberia, to expand educational resources and opportunities
for students. Following this, we developed 5 strategies including participation in educational
conferences to promote awareness, establishing a social media presence, and collaboration with
schools and churches to improve our support network. To wrap up the strategic plan, we
highlighted the monitoring processes and metrics (e.g., budget variance analysis and adjustments
to the budget to address discrepancies).

Subsequently, we described the resource development plan. Here, we highlighted the

fund-raising objective -to raise $13,000 to fund the projects needed for the 2024-2025 academic
year, fund raising strategies (e.g., social media campaign), income – mainly from the academy
($15,772), and expenditure which was largely from salary ($6,567) and events ($2,121). Of note,

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expenditure will rise by 7% to accommodate gaps in compensation. Set to manage unrestricted
funds, temporarily restricted funds, and permanently restricted funds which make up 10%, 25%
and 65% of all earnings respectively, we expounded details of financial accounting and internal
controls (e.g., duties and roles were clearly assigned and separated to prevent any single
individual from exercising complete control over financial transactions).

In the concluding part of this document, the team described in detail our record keeping
procedures such as the record-keeping of grants, tax, communication system, legal consultation,
and accounting system procedures (e.g., recording financial transactions). This section also
details the plan for staff training, system security such as implementing surveillance cameras and
monitoring systems to deter theft and unauthorized access in the vault, as well as digital
distribution of funds, secure storage process (e.g., sensitive digital records such as donor, and
employment information will be kept in a database accessible for every board member) and
regular improvement of the organization. Lastly, we included a list of relevant forms and legal
information (e.g., IRS Form 1023, PS Form 3624, Director’s, and Officer’s Liability Insurance -
Traveler’s State Unemployment Insurance Bureau – Georgia, and the EIN - 32-2124444).

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 Purpose and Our Team

Purpose

The purpose of Friends of Hope Alliance Academy (FHAA) is to raise funds in order to assist in

the development of the Hope Alliance Academy in Liberia.

Board of Directors

i. Chair-Person - Dr. Kelly Krawczyk (GA)

ii. Vice-Chair - Dr. Bridgett King (KY)

iii. Secretary – Harley Stephens (GA)

iv. Treasurer - duty shared amongst all.

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 Articles of Incorporation
of
Friends of Hope Alliance Academy

Article 1
The name of the corporation shall be Friends of Hope Alliance Academy

Article 2
The corporation is organized pursuant to the Georgia Nonprofit Corporation Code. The place in
this state where the principal office of the Corporation is to be located is the City of Atlanta,
Fulton County.

Article 3
The street address of the registered office is 1100 Peachtree St NE Suite 200, Atlanta, GA 30309.
The registered agent at such address is Dr. Kelly Krawczyk. The county of the registered office
is Fulton County.
Said corporation is organized exclusively for charitable, religious, educational, and scientific
purposes, including, for such purposes, the making of distributions to organizations that qualify
as exempt organizations under section 501(c)(3) of the Internal Revenue Code, or the
corresponding section of any future federal tax code. The organization will work to support the
Hope Alliance Academy in Liberia.

Article 4
The name and address of each incorporator is:

Bridgett King Kelly Krawczyk Harley Stephens

1625 Patterson Office 8030-E Haley Center, 231 Honeysuckle LN
Tower, Auburn University, Peachtree City, GA, 30269
University of Kentucky, Auburn, AL, 36849
Lexington, KY, 40506

Article 5
The corporation will not have members. No part of the net earnings of the corporation shall inure
to the benefit of, or be distributable to its members, trustees, officers, or other private persons,
except that the corporation shall be authorized and empowered to pay reasonable compensation
for services rendered and to make payments and distributions in furtherance of the purposes
outlined in Article Third hereof. No substantial part of the activities of the corporation shall be
the carrying on of propaganda, or otherwise attempting to influence legislation, and the
corporation shall not participate in, or intervene in (including the publishing or distribution of
statements) any political campaign on behalf of or in opposition to any candidate for public
office. Notwithstanding any other provision of these articles, the corporation shall not carry on

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 any other activities not permitted to be carried on (a) by a corporation exempt from federal
income tax under section 501(c)(3) of the Internal Revenue Code, or the corresponding section
of any future federal tax code, or (b) by a corporation, contributions to which are deductible
under section 170(c)(2) of the Internal Revenue Code, or the corresponding section of any future
federal tax code.

Article 6
Upon the dissolution of the corporation, assets shall be distributed for one or more exempt
purposes within the meaning of section 501(c)(3) of the Internal Revenue Code, or the
corresponding section of any future federal tax code, or shall be distributed to the federal
government, or a state or local government, for a public purpose. Any such assets not so
disposed of shall be disposed of by a Court of Competent Jurisdiction of the county in which the
principal office of the corporation is then located, exclusively for such purposes or to such
organization or organizations, as said Court shall determine, which are organized and operated
exclusively for such purposes.

The mailing address of the corporation’s principal office is 1100 Peachtree St NE Suite 200,
Atlanta, GA 30309.

IN WITNESS WHEREOF, the undersigned has executed these Article of Incorporation on the
1st day of November 2023.

___________________
Kelly Krawczyk
(Capacity of the signer (i.e., incorporator or attorney in fact))

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 Notice of Incorporation

Dear Publisher:

Please publish once a week for two consecutive weeks' notice in the following form:

Notice is given that articles of incorporation that will incorporate Friends of Hope Alliance
Academy have been delivered to the Secretary of State for filing in accordance with the Georgia
Nonprofit Corporation Code. The corporation's initial registered office is located at 1100
Peachtree St NE Suite 200, Atlanta, GA 30309 and its initial registered agent at such address is
Dr. Kelly Krawczyk.

Enclosed is (a check, draft, or money order) in the amount of $40.00 in payment of the cost of
publishing this notice.
Sincerely,

________________________
(Authorized Signature)

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 Friends of Hope Alliance Academy Bylaws
(U.S. Office)

The name of this organization is Friends of Hope Alliance Academy Bylaws. This organization
does what it claims, and its actions are not for any personal financial gains or profits. As so this
organization follows all laws applicable to nonprofits under both federal and state law of
Georgia.

Article 1
OFFICE & MEETINGS

1.1: Registered Office

The registered headquarters of this nonprofit organization shall be located in Fulton
County, Atlanta, Georgia.

1.2: Meeting Location

All meetings of the organization, including board meetings, shall be held at the following
address:

1100 Peachtree St NE,

Suite 200
Atlanta, GA 30309

1.3: Purpose of Friends of Hope Alliance Academy (FHAA)

The mission of Friends of Hope Alliance Academy (FHAA) is to support students in
Liberia by raising funds in the United States, empowering them to build brighter futures and
become responsible, contributing citizens and future leaders.

1.4: Board Meetings

i. Regular board meetings shall be convened on the first and third Monday of each month.
ii. Each meeting is mandatory and if there are any conditions that a board member cannot
attend, all meetings should be accessible via online calls.
iii. The Chairperson of the board shall preside over these meetings and is responsible for
creating the meeting agenda, which shall include all issues to be addressed.
iv. The primary topics for discussion during each regular meeting shall pertain to updates on
daily operations and funding. Any additional matters for discussion shall be at the
discretion of the board members.

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 Article 2
MEMBERSHIP

2.1: New Member Examination

All new prospective members shall undergo a comprehensive examination conducted by the
board of directors to determine their suitability for board membership.
2.2: Criteria for Board Membership
To be eligible for board membership, candidates must meet the following criteria:
i. Demonstrate a dedicated commitment to the Friends of Hope Alliance Academy
(FHAA) mission.
ii. Possess a minimum of 2-3 years of experience in FHAA or another nonprofit
organization.
iii. Successfully complete a thorough examination that encompasses all aspects of the
organization, including its mission, goals, future events, and related matters.
iv. Be available for an interview, which shall be conducted by select board members to
assess their suitability for board service.

Article 3
ELECTIONS

3.1: Election Cycle

The board of directors shall conduct elections for key officer positions every two years,
in accordance with the organization's election process.
3.2: Election Process
i. Members of the organization who wish to be considered for leadership positions, such as
Chair, Secretary, or other specified roles, shall announce their intent to fulfill such
positions within the timeframe designated for elections.
ii. All eligible members shall submit their votes for their preferred candidates to an impartial
third party, appointed by the board, to oversee the election process. This third party shall
be responsible for receiving and tabulating the votes.
iii. The impartial third party shall calculate the votes and deliver the election results during a
scheduled board meeting, ensuring a transparent and unbiased process.

Article 4
FINANCES AND ACCOUNTING

4.1: Budgeting and Accounting

The organization shall establish and maintain standard financial practices, including the
preparation of an annual budget, accurate record-keeping, and comprehensive financial
reporting.

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 The board of directors shall be responsible for the approval of the annual budget, and it
shall oversee the financial activities of the organization.

Section 4.2: Financial Reporting

The organization shall prepare and present financial reports to the board on a regular
basis, including but not limited to income statements, balance sheets, and cash flow statements.

Financial reports shall be made available to members of the organization upon request.
Present a financial report no less than once every month.

5.3: Financial Audits or Reviews

The organization shall arrange for a financial audit or review, as required, or deemed
necessary, in accordance with applicable laws and regulations.
The scope, frequency, and qualifications of the auditor or reviewer shall be determined
by the board. The results of such audits or reviews shall be reported to the board.

Article 5
AMENDING BYLAWS

5.1: Conditions of Amendment

i. The rules in these bylaws can be changed if most of the board members agree.
ii. New rule ideas or amendments/changes to older ones will be presented to the board
upon request.
iii. The board members must be given notice before they vote on the changes.
iv. To make a change, more than ¾ of the board members must say "yes."

Article 6
RECORD KEEPING
6.1: Record Housekeeping
i. The board will keep important papers like meeting notes, financial records, and lists
of members.
ii. All papers will be scanned as well and kept in a separate hard drive. This hard drive
will be kept by the chairperson and will be presented upon request.
iii. These papers will be at the office in a file cabinet located at:
1100 Peachtree St NE,
Suite 200
Atlanta, GA 30309

Article 7
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 DISSOLUTION

In the event that the organization is required to cease its operations, the decision to do so shall be
made at the sole discretion of the board of directors.

7.1: Dissolution Procedure

i. Following the decision to dissolve the organization, the board shall adhere to the
following steps, in compliance with the laws of the State of Georgia:
a. Draft a comprehensive plan of dissolution, outlining all procedures required by
the laws of the State of Georgia.
b. Ensure that all outstanding financial liabilities and obligations of the organization
are duly addressed and settled.
c. Distribute the remaining assets of the organization to other nonprofit
organizations within or near the community that share a similar mission to Friends
of Hope Alliance Academy (FHAA).
d. File the necessary dissolution documents with the state authorities, in accordance
with applicable legal requirements.
e. Notify the Internal Revenue Service (IRS) of the organization's dissolution, as
required by tax-exempt regulations.

Article 8
NON-DISCRIMINATORY POLICIES

The organization is committed to providing equal treatment to all individuals without

regard to race, gender, religion, or any other legally protected categories in all aspects of
its operations.

Article 11
EMPLOYMENT AND NON-INTERFERENCE

11.1: Employment Relationship

The Employee acknowledges their acceptance of the employment offered by the
Company. The terms and conditions of employment, including volunteer hours and other
relevant details, are outlined in a separate employment contract or offer letter.

11.2: Non-Interference Agreement

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 Non-Solicitation: The Employee agrees not to solicit, directly or indirectly, the
Company's clients, customers, employees, or contractors for business, employment, or services
during the employment and for a period of 2 years after termination.

11.3: Confidentiality
The member acknowledges that they may have access to the Company's confidential and
proprietary information. The Employee agrees to maintain the confidentiality of such
information during and after employment including donor record, financial reports, and so on

11.4: Termination:
 Voluntary Termination: In the event of voluntary termination by the volunteer, the non-
interference obligations outlined in this Clause shall remain in effect for the specified
duration.
 Involuntary Termination: In the event of involuntary termination by the Company, the
non-interference obligations outlined in this Clause shall remain in effect for the specified
duration.

11.5: Governing Law and Jurisdiction

This Agreement and any disputes arising from or related to this Agreement shall be
governed by and construed in accordance with the laws of the State of Georgia and subject to the
exclusive jurisdiction of the courts in Fulton County, Georgia.

Article 10
LEGAL COMPLIANCE

The organization shall adhere to all federal and state laws, including those pertaining to nonprofit
status and reporting requirements, to maintain its legal compliance and uphold its tax-exempt
status.

IN WITNESS WHEREOF, these bylaws have been formally accepted/acknowledged and are
now the official rules that govern FHAA, as of this 1st day of November 2023.

_____________________________ _____________________________
[Signature of Chairperson] [Signature of Secretary]
Dr. Kelly Krawczyk Jane Doe

Friends of Hope Alliance Academy Strategic Plan 2024

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 Letter of Introduction and Support
Hello to our donors and supporters,
The 2024 Strategic Plan is truly exciting. It lays out a vision for the future that aligns perfectly
with the Academy's mission and promises to make a real difference in people's lives. We hope to
impress you by the clear goals outlined in the plan, such as expanding educational programs,
improving facilities, and promoting inclusivity and diversity. These are all essential steps in the
right direction, showing a commitment to keeping the Academy relevant and successful.
The success of this plan relies on all of us coming together to support the Academy. We are
eager to contribute our time, resources, and expertise to help make these goals a reality. We are
also encouraging others in our community to get involved and support Hope Alliance Academy
in any way they can.
Thank you for your unwavering dedication to making our community a better place and
providing quality education for our future leaders.

Warm regards,

Friends of Hope Alliance Academy

Historical Synopsis
Hope Alliance was founded following a mission trip to Liberia by our founder, Kelly Krawczyk.
Inspired by the need for better education in the region, she established a program to promote
educational opportunities. This initiative led to the creation of Friends of Hope Alliance
Academy, an organization dedicated to raising funds in the United States to support Hope
Alliance Academy in Liberia.

Mission
To provide “equal opportunity for quality education to all students to have a better future” in
Liberia (HAA Purpose).

Vision
The vision of Friends of Hope Alliance Academy is to collect enough funds to help students of
Liberia to develop a top-notch education that empowers students to reach their full potential in
Hope Alliance Academy. We aim to foster community development, global awareness, and a
strong sense of social responsibility through our efforts.

Values & Guiding Principles

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Why we donate:
i. Educational Excellence: Our foremost commitment is to deliver outstanding
educational experiences that ignite a passion for learning, foster critical thinking, and
achieve academic excellence in our students.
ii. Community Involvement: To actively engage with both local and global
communities, advocating for participation, volunteerism, and a sense of social
responsibility among our students and supporters.
iii. Global Awareness: To encourage a global perspective, embracing cultural diversity,
and cultivating global consciousness within our students to prepare them for
responsible global citizenship.
iv. Social Responsibility: To instill a deep sense of social responsibility in our students,
motivating them to address societal and environmental challenges and contribute
positively to the world.

These values and guiding principles underpin every facet of Hope Alliance Academy, guiding
our mission and providing a moral compass for our actions and decisions.

Goals
Goal 1: Enhancing Literacy in Liberia by 3% in the next 20 years.
- To significantly improve the literacy rate in Liberia, contributing to a more educated and
empowered population.
o We aim to make a substantial impact on the literacy rate of Liberia, with the goal
of increasing it by 3% by the year 2040. This ambitious objective seeks to provide
the Liberian people with enhanced access to education, literacy programs, and
resources to foster a culture of lifelong learning. By promoting literacy, we
empower individuals to access knowledge, improve their opportunities, and
actively participate in the socio-economic development of their country.

Goal 2: Raise Student Graduation Rate by 90% and achieve above-average standardized test
scores by 2028.
- To raise enough funds for Hope Alliance Academy to achieve a student graduation rate of
at least 90% and consistently achieve above-average standardized test scores in core
subjects.
o Our vision includes the establishment of a program capable of ensuring all
students have accessibility for academic success. By investing in this academy we
hope to see a more structured educational system which in return will make an
impact with graduation success rate.

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 Objectives
i. To gather enough funds to partake in a minimum of 10 community outreach programs
annually, positively affecting the lives of local residents.
ii. To establish partnerships with a minimum of five local organizations around Liberia
to expand educational resources and opportunities for students.

Strategies
i. Participate in Educational Conferences: We will attend educational conferences to
promote awareness of Hope Alliance Academy.
ii. Establish Social Media Presence: We will create a strong social media presence to
connect with our community and supporters.
iii. Organize Fundraising Events: We will plan and host fundraising events to generate
financial support for the academy.
iv. Collaborate with Schools and Churches: We will form partnerships with local schools
and churches to expand our outreach and support network.
v. Develop Mission Trip Programs: We will design programs that offer mission trip-like
experiences to help people gain a deeper understanding of our organization's mission
and impact.

Monitoring Procedures and Metrics

Monitoring procedures and metrics for the financial management and fund distribution
oversight at Hope Alliance Academy can help ensure fiscal responsibility and accountability.
Here are some monitoring procedures and associated metrics for these aspects:

- Monitoring Procedure:
o Regularly review and audit the in-house accounting processes and reports to
ensure accuracy and compliance.
 Metrics:
 Frequency and results of financial audits and reports.
 Accuracy of financial statements and transactions.
 Timeliness of financial reporting.
 Compliance with accounting standards and regulations.
- Monitoring Procedure:
o Have the Board of Directors review all funds contributed to the organization and
approve their allocation.

 Metrics:
 Percentage of funds reviewed and approved by the board.
 Timeliness of board reviews.

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  Record of board decisions and approvals.
- Monitoring Procedure:
o Periodically assess areas within the organization that require financial attention.
 Metrics:
 Regular financial health assessments.
 Identification of areas needing financial attention.
 Development and implementation of financial
improvement plans.
- Monitoring Procedure:
o Have team members travel to verify that all funds are being distributed as
intended.
 Metrics:
 Frequency and scope of fund distribution verification trips.
 Number of funds successfully verified.
 Incidents of irregularities discovered during verification.
- Monitoring Procedure:
o Ensure that the organization adheres to the approved budget and financial plan.
 Metrics:
 Timely adjustments to the budget to address discrepancies.

These monitoring procedures and metrics help Hope Alliance Academy keep its finances
transparent, accountable, and efficient. They ensure that all contributions are used as
planned and quickly address any financial issues. Regular financial oversight and
reporting are key to the organization's financial stability and reputation.

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 Budget and Resource Development Plan
2023-2024

Fundraising Objective
The main source of fundraising for the Friends of Hope Alliance Academy is through donations
from donors. By June 2024, the FHAA must raise $13,000 (USD) in order to fund the projects
needed for the 2024-2025 academic year. Any fundraising done after the start of the academic
year will be put toward further facilities improvement and resources for the academy.

Strategies in Pursuit of Fundraising

The organization will run a social media campaign across Facebook, Instagram, Twitter, and
other social media sites in order to spread the name of FHAA as well as gain donor interest. To
gain larger donor support there will be a bi-annual donor dinner where members of the
organization will strive to gain high-level donors. As an incentive, there will be varying donor
levels offered as well as student-sponsorship opportunities. Projected funds raised from donors is
$10,000.

In addition to donor-sourcing, the organization will also start a GoFundMe campaign. The
campaign will be set for $3,000 to meet the goal needed for the upcoming academic year.

Earned Income
For the 2022-23 academic year, the income for the academy was $15,772 (USD). The
Academy’s sources of income are the following: tuition and regulatory fees, uniform fees
(regular uniform, PE uniform, and school shirt), book fees, graduation fees, school contest fees,
and the Kelly Krawczyk Scholarship. Tuition and regulatory fees are where most of the
academy’s income is derived.

As the academy grows, income earned from the aforementioned sources is expected to grow as
well. It is reasonable to expect income ranging from $16,500-$17,000 for the upcoming
academic year.

Expenditure
For the 2022-23 academic year, the expenditure for the academy was $15,414. The two largest
sources of expenditure were salary (which totaled $6,567) and Events and Celebrations (which
totaled $2,121). Overall, Goods and Services was a larger cost to the organization than
Compensation. However, with the growth of the academy, more faculty and staff will be
required. Therefore, for the upcoming fiscal year, the academy will prepare to increase
expenditure in the Compensation category by no less than 7%.

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The organization will plan for increased expenditure in fundraising efforts in the United States in
the manner of hosting events for donors in order to drive engagement and fundraising.

2022-23 Surplus
The academy had a surplus of $358 at the end of the 2022-23 academic calendar. This will be put
toward the completion of projects to further improve the facilities and resources of the academy.

___________________
Kelly Krawczyk
(Capacity of the signer (i.e., incorporator or attorney in fact))

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 Recordkeeping Procedures

Board Meetings
Board meetings will be held twice, monthly and will include all directors and individuals of
leadership in the organization. In these meetings, discussions regarding funding, events, daily
operations, and more will be held. All directors of certain committees or groups will report in
detail all tasks completed, to be done, or being created. The board will then ensure that all
procedures are lined up with the goals and mission of Hope Alliance. The meeting will span no
less than two hours and will be recorded by the secretary.

Donor Record
All donor reports will be filed at the office and scanned into the master hard drive. These reports
will contain the following:

Names
Contact information
Contribution
Dates of donations

These reports are critical in acknowledgment, providing tax recipes, and maintaining a healthy
relationship with said donor.

Employee/Volunteer Record
All employee/volunteer records will be treated with the same respect as all other documents. It
will be filled in at the office and also in a separate hard drive located outside the office. The files
will contain:
1. Name
2. Occupation in organization
3. Description of Job
4. Contact Information
5. Compensation details (if any)
6. Background checks
7. Any filed complaints

Records will be kept at least 2 years after termination.

Grant Records
All grants and awards are kept in the organization and reported. The records will be kept at least
five years before the physical copy is disposed of. However, a hard drive will be filled with this
information only for each year the organization is active.

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 Contract/Agreement
All legal documents relating to organization activity are maintained. This includes employment
contracts, partnership agreements, real estate documents, and more. This will be kept in a
separate hard drive-in accordance with the year it was fulfilled.

Tax Records
FHAA keeps records of all tax-related documents, including Form 990 filings, tax-exempt status
documentation, and any correspondence with tax authorities.

FHAA documents its compliance with federal, state, and local regulations, including licenses,
permits, and compliance reports.

Communication Archive System

FHAA archives and preserves emails/ messages/ letters and correspondence related to its
activities in a hard drive and filing system.

Any formal complaint will also be tracked in the archive system and must be recorded in order of
complaint if there is more than one.

Secure Storage
Physical records are stored in a secure and organized manner, and digital records are kept in
protected and easily accessible electronic systems.

Some sensitive digital records such as donor, and employment information will be kept in a
database accessible for every member of the board to see.

Digital records are regularly backed up to prevent data loss.

Training and Education

Staff and volunteers receive training on record-keeping procedures and best practices to maintain
consistency and compliance.

Legal Consultation
FHAA seeks legal and financial expertise to ensure that record-keeping practices comply with all
relevant laws and regulations.

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 Accounting System Procedures

To ensure organized and accurate financial record-keeping while following legal and financial
reporting requirements.

Introduction
Welcome to the Hope Alliance Academy Accounting System Procedures. This document is
designed to guide our financial practices, making sure we manage our money effectively and
transparently.

At Hope Alliance Academy, we know that handling finances properly is crucial to providing
quality education and supporting student in Liberia. This guide outlines how we record, monitor,
and report our financial transactions, ensuring we follow the rules and keep everyone informed.
We believe these practices will help us not only manage our money well but also fulfill our
mission and vision. This guide is for our staff, partners, and anyone involved in financial matters
at the academy. It's a living document that we'll update as needed to keep our financial practices
in line with our mission.

We appreciate everyone who helps support Hope Alliance Academy financially. Your
partnership and support are essential as we work toward our goals and make a positive impact in
our community and beyond.

Recording Financial Transactions

At Hope Alliance Academy, we keep track of our money-related activities in a straightforward
way:
2.1: Money In:
When we receive money (like donations or grants), we make sure to write down where it
came from and what it's meant for.
We put this information into our accounting system to keep a clear record.
The Invoice will include Donors:
i. Names
ii. Contact information
iii. Contribution
iv. Dates of donations

2.2: Money Out:

When we spend money (like paying salaries or bills), we keep receipts and invoices as
proof. We put these expenses into our accounting system, so we know where our money goes.
2.3: Stuff We Own:

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 We also keep an eye on things we own, like buildings or equipment. We record when we
get new things or when we don't have them anymore. Over time, we record how the value of
these things changes.
2.4: What We Owe:
If we owe money to others, we make sure to keep track of it and have a plan to pay it
back.

2.5: Bank and Cash:

We manage our bank accounts and cash carefully. We check our accounts regularly and
make sure they match what we expect. Our petty cash is handled with strict rules to make sure
we know how it's being spent. Recording our financial transactions helps us stay organized,
honest, and meet our legal and reporting requirements. It's all about managing our money
responsibly and making sure everything adds up.

Fund Accounting
3.1: Fund Categories:
Our organization manages three primary fund categories: unrestricted funds, temporarily
restricted funds, and permanently restricted funds.
1. Unrestricted Funds:
o Unrestricted funds constitute 10% of all earnings and are earmarked for internal
operational use. They support a variety of needs, including facility maintenance,
promotional materials like flyers, and volunteer support.
2. Temporarily Restricted Funds:
o Temporarily restricted funds are designated for specific projects and operational
requirements of Hope Alliance Academy. It constitutes 25% of all earnings.
These funds are set aside temporarily to meet identified needs.
3. Permanently Restricted Funds:
o Permanently restricted funds are reserved for significant, long-term projects. It
constitutes 65% of all earning. These funds are dedicated to these specific
purposes and are not used for day-to-day operations.

Financial Reporting
A detailed description of how we handle Financial Reporting.
4.1. Recording Income and Expenses:
- We maintain a detailed record of all income sources, such as donations, grants, program
revenues, and investments.
- Expenses, including payroll, vendor payments, and operating costs, are diligently
recorded to ensure transparency and accountability.

4.2. Managing Assets and Liabilities:

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 - The organization keeps track of all assets.
- Liabilities, which may include debts and obligations, are carefully documented, and
plans are in place to meet these financial commitments.

4.3. Handling Cash and Bank Accounts:

- Our cash and bank accounts are managed with regular reconciliations to ensure that
account balances align with financial records.
- A cash system is in place, managed with strict controls and documentation to track its
usage.

Internal Controls
5.1. Division of Responsibilities:
- Duties and roles are clearly assigned and separated to prevent any single individual from
exercising complete control over financial transactions.
5.2. Authorization and Approval Protocols:
- Every financial transaction, including expenses and disbursements, necessitates
appropriate authorization and endorsement from designated personnel or departments.
5.3. Documentation and Data Retention:
- Thorough documentation is preserved for all financial transactions, encompassing
invoices, receipts, and financial reports.
- These records are securely retained for a specific duration in accordance with legal and
regulatory mandates.
5.4. Financial Policies and Procedures:
- The organization has developed and enforces financial policies and procedures that
govern financial activities, ensuring compliance with accounting standards.

Training and Documentation

6.1. Staff Training:
- We provide training to staff involved in financial roles to ensure they understand our
accounting procedures, policies, and relevant software.
- Training includes the use of accounting software, data entry, and compliance with
financial standards.
6.2. Accounting Manuals and Documentation:
- Accounting manuals are available to guide staff through accounting procedures and best
practices.
- All staff involved in financial role will have unrestraint access to this document.
- We maintain detailed documentation of all financial transactions, ensuring records are
complete, accurate, and organized for future reference and auditing.

System Security

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7.1. Access Control:
- Install secure access control systems to regulate entry to the organization's premises.
7.2. Data Security:
- Protect digital assets and sensitive information through firewalls, antivirus software, and
regular data backups.
- Educate staff on best practices for information security and data protection.
7.3. Training and Awareness:
- Educate staff and volunteers on security protocols and ensure they are aware of their
roles during security incidents or emergencies.
7.4. Document Retention:
- We have an established document retention policy to ensure that sensitive documents
are stored securely and disposed of properly when no longer needed.

Continuous Improvement
We highly value the input and suggestions from our employees when it comes to financial
matters. We have an open-door policy and are eager to receive any insights and advice that may
contribute to our financial well-being. This collaborative approach to finance ensures that we
have a diverse range of perspectives, which can be incredibly beneficial in making well-informed
decisions.

Conclusion
In conclusion, establishing and maintaining robust accounting system procedures is crucial for
the financial health and sustainability of Friends of Hope Alliance Academy and Hope Alliance
Academy back in Liberia. By adhering to these procedures, we can ensure transparency,
accuracy, and responsible financial management. Your dedication to this endeavor is invaluable,
and together, we can build a strong foundation for the future success of our academy. Thank you
for your commitment to our shared goals and vision.

___________________
Kelly Krawczyk
(Capacity of the signer (i.e., incorporator or attorney in fact))

List of Forms and Legal Information

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IRS Form 1023

PS Form 3624

Director’s and Officer’s Liability Insurance - Traveler’s

State Unemployment Insurance Bureau - Georgia

EIN - 32-2124444

Since the organization will be founded in the U.S. after January 1, 2008, all that the state of
Georgia requires for a nonprofit tax exemption is the IRS determination letter showing federal
tax exemption, a copy of the Articles of Incorporation and Bylaws, and yearly filing of the Form
990 to:

Georgia Department of Revenue

P.O. Box 740395 Atlanta
GA 30374-0395

According to Georgia law (§ 43-17-9), the Hope Alliance Academy is exempt from registering
with the Secretary of State to participate in soliciting funds because the organization is an
Educational Institution recognized under Section 501(c) of the I.R.S. Code.

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