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.
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:
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)
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.
Payment to AYSO National (quarterly)
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.