Duties of the Treasurer:

General Description:

1. Balance the checkbook with bank statement each month.
2. Deposit all monies in the name of, and to the credit of, the Club.
3. Issue receipts for all funds received.
4. Keep record of all checks issued and all money received.
5. Keep separate record of every trip or event.
6. Balance each trip or activity record with the report received from the chairperson. Reports should be received from the chairperson by the Board Meeting following the trip or event.
7. Publish a monthly statement in the Club newsletter on the financial condition of the Club.
8. Methods used for accounting is Quicken run on a Windows 95 level. If a newly elected Treasurer does not have the technical resources to perform the accounting methods, the Club will make provisions to furnish the Treasurer in order to meet the Club accounting requirements.
9. Checks should only be issued after a check request has been properly completed.
10. Deposit funds into the bank as soon as possible.
11. List each check and who it is from separately on the deposit ticket.
12. Notify appropriate person(s) if deposit is incorrect.
13. The newly elected Treasurer is responsible for completing the end of fiscal year financial documentation and file Form 990 (Return of Organization Exempt From Income Tax) with the Internal Revenue Service. The due date is 8/31. The past Treasurer is responsible for completing and organizing all financial records concerning his/her fiscal year. The records must be in a state such that the new Treasurer can complete Form 990. The past Treasurer must make himself/herself available for questions/guidance during the first months of the new Treasurer’s term so that transition is smooth.
14. File appropriate forms 1099 with the Internal Revenue Service. Form 1099 is used for payments to individuals having a value of greater than $600 for the tax tear.
15. The President , with support and presence of the Treasurer, will represent the Club during any financial audits conducted by the IRS or other official agency. The Treasurer will provide any supporting financial documentation required of the Club during any financial audits conducted by the IRS or other official agency.
16. The Treasurer will pass onto a newly elected Treasurer all financial materials (canceled checks, recording sheets, etc.) that would have been used in preparing any financial statements.
17. All records used to calculate any financial statement(s) must be retained by the current Treasurer and passed on to the newly elected Treasurer. The life of the records shall be seven (7) years past.
18. File with the Bank any change of Board Officers that are signers on the Checking Account (President, Vice President, Secretary, & Treasurer). Address for all bank statements is to be the Treasurer.
19. Always have two signatures on the Checking Account.
20. The Treasurer shall be bonded at the expense of the Club within 30 days of taking office. Checks may be signed under Article IV, Section 5, until that time.

1. List all funds received separately by receipt number and the total receipts for the month.
2. List all checks issued separately by check number and the total expenses for the month.
3. Show the total income and expenses by each Committee for the month.
4. List the total receipts and expenses for all future trips and events
5. List the final profit /loss of reports from trips or activities that were submitted in the past month.
6. Distribute a copy of the Treasurer's Report to each Board Member.
7. Participate in making decisions necessary for growth of the Club.
8. Have one vote on the Board of Directors.

1. Checkbook g) Bank Statements
2. Deposit Book h) Miscellaneous Supplies
3. Bank Endorsement Stamp
4. Receipt Book
5. Old Records
6. Canceled Checks