⚙️ Administration Domain: Overview

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➡️ Next article: 📋 Chartered Operator Standards

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⚙️ Administration (Admin) Domain: Overview

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The Purpose of the Admin Domain

The Administration (Admin) Domain is essential to the effective management and smooth operation of Vanderburgh Sober Living (VSL) Chartered Homes. It provides Operators with the tools and guidance needed to handle financial management, vendor relationships, and compliance tasks efficiently. By focusing on these core administrative functions, Operators can maintain high standards of care and ensure the sustainability of their recovery homes.

Key Functions of the Admin Domain:

• Compliance and Documentation: Using standardized forms and templates and keeping clear books and records to ensure compliance with Chartered Operator Standards.
• Tracking Revenue: Accurately recording and managing all income sources, including guest rent and fees.
• Managing Expenses: Monitoring and documenting all operational costs to ensure financial health and accountability.

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📋 Chartered Operator Standards

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Chartered Operator Standards outline the expectations and guidelines for all Chartered Operators within the network. These standards ensure consistency, ethical practices, and effective management in sober living homes. Compliance with these standards is mandatory for all operators, ensuring that each home is run ethically, professionally, and in alignment with the mission of Vanderburgh Sober Living (VSL).

Key Points:

• Ethical Conduct: Operators are expected to maintain integrity and transparency in all aspects of their operations.
• Guest and Community Interactions: Positive, respectful, and inclusive communication is crucial to fostering a supportive environment.
• Business Operations: Proper recordkeeping, financial transparency, and adherence to VSL-approved standards are necessary for smooth operations.

Maintaining these standards ensures the reputation and quality of the sober living homes under VSL, providing a consistent, safe, and supportive environment for all residents.

Reference: 📋 Chartered Operator Standards

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🧮 Accounting Duties

Learn how to keep accurate financial records and optimize your financial health

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Buildium offers a robust and easy to use accounting platform that VSL recommends to all Chartered Operators. VSL has built a chart of accounts and accounting system that functions well for the operation of recovery homes and which is explained in detail in the remainder of this section and the associated knowledge base articles.

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Accounting for recovery homes: overview

Operators are responsible for managing all financial operations, including recording revenue, tracking expenses, and preparing financial reports like income statements. Using Buildium, Operators can easily handle these tasks, ensuring accurate records and smooth operations. Each month, they must reconcile accounts, record all transactions, and keep financial documentation up to date to ensure compliance and support good decision-making.

• What are the main accounting tasks Operators need to manage?
• How does Buildium help with financial record-keeping?
• What is a monthly account reconciliation?
• How do you ensure accurate financial records?
• Why is mastering accounting fundamentals important for recovery home operations?

Reference: 🧮 Recovery Home Accounting Essentials

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Accounting for your revenue (income)

Operating revenue includes all funds collected from the operation of your recovery home. Operators are responsible for tracking all income sources, including guest rent, fees, and other revenue items, using the Buildium system. This involves correctly posting charges to each resident's lease ledger, recording collected payments, and ensuring that all deposits are accurately reflected in the property's bank account. Key Takeaways:

• What are the primary types of revenue items that Operators need to manage?
• How should Operators record guest payments and charges in the Buildium system?
• What steps must be taken to accurately record bank deposits in Buildium?
• How does the Buildium system handle electronic payments from guests?
• Why is it important to review unpaid balances and communicate with House Mentors about outstanding payments?

 Reference: ➕ Buildium: Revenue (money in)

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Accounting for your expenses (bills, payments, etc.)

Operating expenses are essential to the day-to-day management of a recovery home. These expenses include utilities, maintenance, supplies, and various other costs necessary to keep the home functioning smoothly. Operators must track these expenses meticulously in Buildium to ensure accurate financial management. This involves recording one-time and recurring bills, making bill payments, and ensuring that all transactions are properly documented. Operators should be familiar with the types of expense items and how to use Buildium's features to manage these expenses efficiently. Key takeaways:

• What are the primary types of operating expenses, and how should they be categorized in Buildium?
• How do you record a one-time bill for future payment in Buildium?
• What steps are involved in setting up and managing recurring bills in Buildium?
• How should bill payments be recorded if they are linked to a previously entered bill?
• What is the process for recording a check or other payment that is not related to a previously entered bill?

 Reference: ➖ Buildium: Expenses (money out)

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Managing your banking in Buildium

Bank account management in Buildium is essential for ensuring accurate and efficient financial operations within property management businesses. Operators are expected to maintain a separate business bank account for all transactions related to their Chartered Homes, ensuring clear financial records and reporting. Buildium’s platform provides robust tools for managing these accounts, including recording transactions, reconciling accounts, and handling electronic payments. Regular reconciliation and accurate recording of deposits and expenses are vital to maintaining financial integrity and supporting the smooth operation of property management activities.

• Why is it important to maintain a separate business bank account for your recovery home operation?
• How can operators record deposits and check payments accurately in Buildium?
• What are the steps involved in reconciling a bank account in Buildium each month?
• How can operators add and manage new bank accounts within the Buildium system?
• What is the process for applying for and managing ePay for electronic payments in Buildium?

Reference: 🏛️ Buildium: Bank Account Management

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Closing out the year

End-of-year accounting is a vital process for ensuring your business’s financial health and compliance with tax laws. This process involves several key steps, including reconciling bank accounts, verifying receivables and payables, preparing an income statement, and filing state and federal taxes. Collaborating with a Certified Public Accountant (CPA) is recommended to navigate this process efficiently and accurately. Proper end-of-year accounting not only prepares your business for tax season but also provides valuable insights for future financial planning.

• What are the essential steps involved in end-of-year accounting?
• How do you reconcile bank accounts and why is it important?
• What is the process for reconciling receivables and payables?
• How do you prepare an income statement, and what role does it play in end-of-year accounting?
• Why is it beneficial to work with a CPA during the end-of-year accounting process?
• What are the key considerations when filing state and federal taxes?

Reference: 🎉 End of Year Accounting

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📦 Vendor Management [independent only]

Learn about how to hire and manage vendors

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📦 Vendor Management Overview

Vendor management is a crucial aspect of running a successful recovery home, ensuring that all vendors who provide services or products are properly documented, categorized, and maintained in Buildium. Operators are responsible for setting up vendor records, which include essential contact information, W-9 forms, and insurance documentation when applicable. Properly managing vendors helps streamline financial transactions, improve service quality, and ensure compliance with legal and operational standards.

• What are the essential requirements for setting up a vendor in Buildium?
• How should vendors be categorized and documented for efficient management?
• What is the process for adding and managing preferred vendors in Buildium?
• How do you maintain and update vendor records, including financial information?
• What are the specific requirements for service vendors, including insurance documentation?
  

  Reference: 📦 Vendor Management

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💡 Recommended Vendors in the VSL Network

Vendor management for essential services like drug screens involves setting up and maintaining vendor accounts in Buildium, ensuring smooth operations, and compliance with Vanderburgh Sober Living  standards. The Lochness Medical vendor account, which supplies drug screening materials, is a crucial resource for operators. To use the system effectively, operators must follow the registration process, maintain up-to-date payment profiles, and manage orders carefully. Regular interaction with your account representative is necessary to resolve any issues related to overdue invoices or order placement.

• How do you register and log in to your Lochness Medical account for ordering drug screens?
• What steps are involved in placing, repeating, or viewing an order through the Lochness Medical portal?
• How can you track orders and ensure timely delivery of drug screening materials?

Reference: 💡 Recommended Vendors in the VSL Network

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👷 Hiring a Maintenance Professional

Maintaining your facility is crucial to ensuring a safe, functional, and attractive environment for your residents. As an independent operator, you may not have the resources to hire full-time maintenance staff, making it essential to find reliable contractors for various maintenance tasks. This guide will help you understand the process of finding, evaluating, and working with maintenance professionals.

• What are the most common maintenance needs that might require a contractor?
• How can you find and contact reliable contractors for your property?
• What should you include when requesting and evaluating quotes from contractors?
• Why is it important to verify a contractor’s insurance and licensing before hiring them?
• What legal and compliance considerations should you keep in mind when working with contractors?

Reference: 👷 Hiring a Maintenance Professional

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👩‍💼 Hiring a CPA or Tax Advisor

Hiring a CPA or tax preparer is essential for managing your financial records, ensuring compliance with tax regulations, and planning for long-term financial success. Understanding your specific needs, finding qualified professionals, and evaluating their credentials are crucial steps in selecting the right person for the job. Additionally, it's important to clarify fees, verify insurance, and establish a collaborative working relationship to get the most value from their services.

• What are the key services a CPA or tax preparer can provide, and how do they align with your needs?
• How can you find and evaluate potential CPAs or tax preparers for your business?
• What should you consider when reviewing a CPA’s or tax preparer’s qualifications, experience, and fees?
• Why is it important to verify insurance and compliance with professional standards before hiring a CPA or tax preparer?
• How can you maintain an effective working relationship with your CPA or tax preparer to ensure ongoing financial success?

Reference: 👩‍💼 Hiring a CPA or Tax Advisor

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📄 Forms & Templates

Access and use forms and template documents

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An overview of VSL's forms and templates

Forms and templates are essential tools in managing efficiently. Whether you need to draft guest agreements, communicate with guests, or support House Mentors, standardized documents ensure consistency across all VSL homes. All forms are accessible through HubSpot, linked in the article below.

• Where can you find and access the most up-to-date forms and templates?
• What are the types of guest forms available, and what are their purposes?
• How should House Mentors utilize the provided forms for managing house operations?
• What policies should Operators follow when using and editing forms and templates?
• Why is it important not to save templates to your computer?

Reference: 📄 Forms & Templates

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Frequently-used forms and templates

Guest Agreement

The Guest Agreement is a legally binding contract between a guest and a Vanderburgh Sober Living (VSL) Operator. It outlines key terms, such as rent, legal obligations, and guest responsibilities. This document is crucial for setting clear expectations and protecting both parties legally.

• What are the essential elements included in the Guest Agreement?
• Can Operators add an addendum to the standard Guest Agreement?
• Where can Operators find a step-by-step guide for filling out the Guest Agreement?

Reference: 📄 Guest Agreement

Guest Handbook

The Guest Handbook serves as a comprehensive guide for guests, detailing house rules, policies, and expectations. It complements the Guest Agreement by providing guests with the necessary information to understand and follow house guidelines.

• What type of information is covered in the Guest Handbook?
• How does the Guest Handbook relate to the Guest Agreement?
• Can Operators add additional terms to the Guest Handbook?

Guest Supplemental Agreement

The Guest Supplemental Agreement is an addendum to the Guest Agreement, used for specific situations like repayment plans or setting behavior expectations. It provides flexibility for Operators to address individual guest circumstances.

• When should a Guest Supplemental Agreement be used?
• What types of situations are best addressed with a Supplemental Agreement?
• Who decides when a Supplemental Agreement is necessary?

Guest Application

The Guest Application is the first step in onboarding new guests, providing essential information needed for their admission into a VSL home. While online applications are preferred, a downloadable version is also available for outreach purposes.

• What is the primary purpose of the Guest Application?
• Why is an online application preferred over a printed one?
• How can printed Guest Applications be used in outreach efforts?

House Mentor Handbook

The House Mentor Handbook outlines the duties and responsibilities of House Mentors, serving as a key resource in supporting the operation of a Chartered VSL home. It ensures that House Mentors are equipped with the knowledge and guidelines needed to perform their roles effectively.

• What key responsibilities are outlined in the House Mentor Handbook?
• How does the Handbook support House Mentors in their daily tasks?
• What is the importance of House Mentors adhering to the guidelines in the Handbook?

VSL Letterhead

The VSL Letterhead is an official template used for creating professional correspondence, such as acceptance letters or outreach communications. It ensures that all communications maintain a consistent and professional appearance.

• What types of communications should be sent using the VSL Letterhead?
• Who is authorized to use the VSL Letterhead?
• Why is it important to save documents as PDFs before sending them electronically?

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