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Treasurer

Overview
The primary role of the Treasurer is to manage the bank account, report our finances at board meetings, and write checks.  We use Quicken to track our cash flow.  A working knowledge of Quicken is helpful but not necessary.

The Treasurer produces our budget in the spring by taking the previous year's budget and adjusting it with input from the Board. Generally, our budget is a single page and does not change significantly from year to year.  Once the Board approves the budget the Treasurer submits it to National AYSO.

The Treasurer has duties all year, but is most busy nearing the end of fall registration and during Spring Select startup.  This means July, August, January & February.  These are the busiest periods for writing checks.

In May the Auditor reviews the bank account, receipts and all transactions for the year to prepare a report to National AYSO.  Almost all of Palo Alto AYSO transactions are electronic, so the Treasurer has little work to do, other than answering clarifying questions regarding payments or receipts.

The Treasurer is a member of the Regional Board and attends the six 90 minute meetings during the year, and during which any variances to budget or oddities in finance should be stated.



PALO ALTO AYSO TREASURER PROCESS

Resources
There are some forms for filing reports to national AYSO: http://www.ayso.org/resources/finance/finance_forms.aspx 
Open invoices with AYSO are also on that website.

All vendor accounts are listed in this document.

Registration
 
Parents pay their registration fees either through our PayPal account or by check.  If by PayPal, the funds are automatically transfered into our bank account periodically and show up as a PayPal transfer in the register.  When the transaction downloads to Quicken, tag it as registration fees for the fall (primary) program. 

Checks for the Fall Program are collected from the PO Box and processed for registration by the CVPA and CVPA helpers.  The checks are then deposited into the Wells Fargo ATM.  These funds are to be tagged in Quicken for the fall (primary) program. 

Checks for the Spring Select teams are collected by the coaches from their participating parents and deposited directly to the ATM.  Each team has a different deposit card number.  Tag the transactions in Quicken for the appropriate Spring Select team when Quicken downloads the transactions.  The deposit must then be credited to the team in the Spring Select accounting sheet.  The coach should have entered a deposit request to his account.  You now confirm the deposit was made.  To do this:

  1. Login to http://docs.ayso26.org
  2. Locate the corresponding deposit request (likely near the bottom of the spreadsheet. 
  3. If there is no request for the deposit, email the coach to enter one before proceeding with that update.
  4. Check that the amount of the request matches the actual deposit.  It should be a negative number, indicating that it is a deposit, not a payment.  If the amount matches but is a positive number, simply make it negative in the spreadsheet.  If it does not match, adjust the deposit request amount and send an email to the coach informing him of the adjustment.
  5. Enter the word "Deposited" into the purple column.

Board Meeting (monthly)

Make a treasury report for monthly meeting.  Simple budget variance form is sufficient, pointing out any variances and reasons.

Report to AYSO National (monthly)
Report what the deposits are for.  Most deposits are registration fees.  The program (Fall, Spring, Summer, etc) should be indicated.  National wants void checks, but it is sufficient to let them know the check numbers of void checks and just destroy the check.
Check Request Processing (weekly)
  1. During the week you will have received notification in your email account if there have been check requests.  You may delete those emails, they are simply alerts.
  2. Login to http://docs.ayso26.org
  3. Open the form showing check requests.  For most business this form, for Spring Select, this form
  4. For each check request there must be a receipt.  For emailed receipts check the email account at http://mail.ayso26.org with the login of receipts.
  5. If there is a discrepancy between the receipt and the amount in the request spreadsheet, or the receipt is not present, send an email to the requestor.
  6. Check requests must be approved for disbursement.  For requests that are approved (as evidenced in the blue columns to the right on the spreadsheet), enter the information into Quicken to issue the check.
  7. Enter the check number into the spreadsheet in the purple column.
  8. When done with all the check requests, print the checks

Refund Processing (monthly)
Refunds will be requested from several possible sources, and approved by the Registrar or RC, and while approving them, will enter in the correct amount of the refund.  The Treasurer will be presented the approved drops, along with the amount and other information needed to complete a refund.
  1. Login, selecting the correct season
  2. Click on the Registration menu
  3. Click on the Exec menu
  4. Click on Drops/Refunds
  5. For each person with a refund coming, put the entry in Quicken and after Submitting the entry in Quicken, click the SENT button.
Reconciliation (monthly)
  • Open Quicken and proceed to download transactions
  • Process each transaction, tagging it with the appropriate category and tag.  The category is taken from the Chart of Accounts.  The tag indicates Spring Select.
  • Login to Wells Fargo bank account
  • Review the balances and number of transactions to ensure agreement between Wells Fargo and Quicken. Adjust Quicken ledger as needed to match Wells Fargo, if there is a discrepancy.
  • Check that all Quicken entries are tagged appropriately.

Payment to AYSO National (quarterly)
  • Log in to eAYSO.
  • Go to Region / Treasurer / Invoice on the menu

Budget Submission (annually) 
Make a budget proposl for the Board Meeting in March, and a final budget for the Regional Board meeting in April.  Send the approved budget to AYSO National by May 1.
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