Chapter Treasurer: Duties and Keeping Records 1
Board Fiduciary Responsibility: Act in trust as the responsible parties for the obligations of the Chapter. Always acting in the best interest of the membership as a whole. The responsibility for administration of the Chapter's finances is shared by all Chapter Officers and Directors. o The day to day record keeping, collection and disbursement of funds and monthly reporting is the responsibility of the Chapter Treasurer. 2
Treasurer Duties THE TREASURER shall: Be custodian of all funds; Be one of the three Officers authorized to countersign all checks; Pay bills authorized by the Board of Directors; Keep an itemized account of receipts and disbursements; Present a written report at business meetings of the Chapter and the Board of Directors; Deliver audited records to her successor within thirty (30) days following the expiration of her term. Be a member of the Finance Committee. 3
Treasurer Duties Record members chapter dues received from the NAWIC Office. o It will be the responsibility of each Chapter to promptly notify the National office of any account information changes such as signer change, financial institution or account number changes. Check the monthly bank statement and balance with the books. Periodically review all outstanding checks. Prepare a written Treasurer's Report each month for the board meetings and available for distribution at the regular chapter meetings (see slides 9-11 for more information). Close books at the end of the fiscal year and prepare a Financial Statement. 4
Treasurer Duties In accordance with the Standard Bylaws for Affiliated Chapters, Article XI - Duties of Officers, Section 1, it is the responsibility of the President to make sure that all appropriate tax forms with the IRS for the fiscal year are prepared and filed in a timely manner. You will want to help in that preparation and send copies to the current Chapter President, and certification of filing to the NAWIC Office and your Region's Director. Other duties as detailed in the Treasurer s Handbook. o Download, read and keep a copy with you of the Treasurer s Handbook from the National Website (Member Center Chapters - Handbooks). The Handbook is updated periodically so make sure you have the most recent version. The next scheduled update of the handbook is scheduled for end of March, 2017. 5
Expense Reimbursement NAWIC has an accountable plan for reimbursement of expenses per Internal Revenue Service (IRS) regulations. Chapter members will be reimbursed for expenses incurred on behalf of the chapter that are approved by the Chapter Board of Directors. Detailed accounting records must be kept to substantiate such reimbursements. The IRS requires that the following documentation be provided when requesting reimbursement: A check request form or other request for reimbursement will be filled out and signed by the member with all itemized receipts attached. o All receipts should be detailed indicating line items ordered or purchased, not just the totals. 6
Expense Reimbursement o Credit card statements are not considered sufficient documentation. AMEC, Region Forum and Region Fall Conference expense reimbursement with detailed receipts. o Standing Rule #4 reads: Any member accepting Chapter funds to attend any Association function shall prepare a report to be either published or distributed within forty-five days following the event. The report shall be attached to the appropriate chapter minutes. All expense reimbursements should be paid as soon as possible after Chapter Board approval. 7
Download excel spreadsheet from the National website (Member Center Chapters Chapter Officer Tools under Chapter Treasurer heading) Check Request Sample From Treasurer s Handbook page 10 8
Treasurer s Report Check the monthly bank statements and balance with books each month. o Periodically, check all outstanding checks. o Attach bank statement(s) to the Treasurer report. Report should be distributed at the board meeting and available for distribution to members only at regular chapter meetings. At regular chapter meetings, reports should not be read out loud, rather should be printed available for distribution. o Reports may be mailed and/or emailed to members upon request. o However, at no time should the Treasurer's reports be printed in the Chapter's monthly newsletter, bulletin or website. 9
Treasurer s Report All financial information should be considered confidential and should be given to members only. When the reports are distributed at the monthly meeting, the Treasurer should address any questions and make any corrections necessary and would then move to refer the report (or file the report) for audit. o If the Chapter has an Audit (or Finance) Committee, the Chapter President would simply state, "The Treasurer's report is filed for Audit" and no further action is required of the Treasurer (no motion is needed). 10
Treasurer s Report From Treasurer s Handbook page 31 Download excel spreadsheet from the National website (Member Center Chapters Chapter Officer Tools under Chapter Treasurer heading) If chapter has a Petty Cash fund (STRONGLY recommended to not have) add line underneath Savings Account in both places to show balance. 11
Keeping Records A very simple way of keeping the Chapter financial records and a big help to the Audit Committee is to attach to the monthly Treasurer's Report the Bank Reconciliation and Statement, Deposit Slips, Checks and Paid Bills. Make a folder for each month or a notebook with tabs for each month and keep all notes, transactions, etc., that pertain to that month in one place. All Chapter records should be maintained for a period of not less than five years. You may keep them as long as you like, space permitting. All tax returns and IRS documents should be kept according to the NAWIC Record Retention/Document Destruction Policy. 12
Record Retention/ Document Destruction Policy Type of Document Audit Reports Bank Reconciliations Cash books Charts of accounts Checks (canceled, but see exception below) Checks Retention Period Permanently 2 years Permanently Permanently 7 years Permanently (canceled for important payments, i.e., taxes; purchases of property; special contracts; etc. Checks should be filed with the papers pertaining to the underlying transaction.) Duplicate deposit slips 2 years 13
Record Retention/ Document Destruction Policy Type of Document Invoices to members and customers Invoices from vendors Petty cash vouchers Tax returns and worksheets Retention Period 7 years 7 years 3 years Permanently Vouchers for payments to vendors, members etc. 7 years The complete list is available online at www.nawic.org > Member Center > Chapters > Sarbanes Oxley > Record Retention/Document Destruction Policy. 14
Monthly Checklist The following items should be performed on a monthly basis: General: Balance Checking Account. Follow up on any checks outstanding for more than 60 days. Pay bills for budgeted items as approved by the board and post to the general ledger/appropriate budget items. Board Meeting: Deposit all funds for chapter in a timely manner. Unbudgeted items (if any) are to be approved by the Board. Prepare monthly report(s) for the board. Membership Meeting: Prepare list of expenses to be approved for payment and receive approval to pay same. Prepare and have available current financial report to the membership. Provide upon request. 15
Checklist Due Date: Description: Prior to October 1 Finance committee to work on proposed budget. The budget should be approved by the Board that will be utilizing it prior to October 1 st. Once the new Board is installed typically at the September meeting a Board meeting can be set-up right after that meeting or at another time between the installation and October 1 st. The Board designates a depository for all Chapter funds and designate the third Officer authorized to countersign checks for withdrawal of funds from such depositories. Confirm or notify the National office of any account information changes such as signer change, financial institution and/or account number changes. 16
Checklist Due Date: October October or November Description: The Board notifies the membership that the budget has been approved and is available for review. Get appropriate signatures for new check cards for new fiscal year. Outgoing Treasurer: After audit has been completed give all financial records including but not limited to back-up documents, reports, accounting software, account password etc. to Incoming Treasurer An oral report of the findings of the Audit Committee shall be given at the next board meeting following the audit so it appears in the board minutes. Outgoing Treasurer distributes a report after the audit of the previous year review of total income, expenses and year-end checking/savings/petty cash(strongly recommended not to have) balances at the Board meeting and printed copies are available at the membership meeting. 17
Checklist Due Date: November 1 January February 15 March March or April September 30 Description: IRS Compliance Certification Form due to the Executive Vice-President at the National office (copy your Region Director); This is the Chapter President s responsibility with your help. Make sure 990N (E Postcard) is done on-line or tax return is scheduled to be done. File any required State forms for a non-profit organization. IRS 990N e-postcard, 990EZ and/or 990T form(s) due to IRS to avoid penalty. (IRS will assess a fee at a daily rate if late.) Prepare with the chapter president and finance committee the revised mid-year budget for board review and approval. The Board notifies the membership that the mid-year budget has been approved and is available for review. Upon receipt of September bank statement, complete records; give to Audit Committee. 18
Conclusion Remember that although it is a very important job, serving as Treasurer need not be a burdensome or time consuming one, if all Chapter members cooperate. Cooperation and a clear and concise record keeping system can make the job of Treasurer easier - and one that any member would be willing to accept and proud to have held!! Your NAWIC Treasurer, NAWIC Executive Vice President and NAWIC Region Director are all sources of help when and if questions and/or problems arise. Use them! 19