Treasurer PowerPoint Presentation

Report
Treasurer
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Our Mission
To develop and deliver quality youth soccer programs
in a fun, family environment based on our six
philosophies:
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Everyone Plays®
Balanced Teams
Open Registration
Positive Coaching
Good Sportsmanship
Player Development
Objectives
• The Role of the Treasurer in the operation
of the Region
• The Treasurer’s position description
• Review the basic knowledge a Treasurer
must have to be successful
• Discuss keys to treasury management
• Understand the financial forms, reports
and tools
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Why is Training necessary?
• Safeguard Region assets.
• Protect AYSO and its nonprofit status.
• Keep required financial records and an
accurate accounting of all monies.
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Treasurer’s Key Job Duties
• Manage accounts receivable (revenue)
and accounts payable (expenditures)
• Pay player registration fees timely
• Abide by good internal control
procedures
• File reports on a timely basis
• Code your checks properly
• Take the lead in preparing the budget
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Treasurer’s Key Job Duties
continued
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Participate in registration
Maintain records for seven years
Assist throughout an annual audit
Provide Monthly Status to Region
Be aware of “red flags”
Maintain a player reserve
• Not less than $5 per player-Not more than $12
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Volunteer Protection Requirements
1. Complete and submit a Volunteer Application
EVERY YEAR.
2. Be authorized to perform your job by the
Region, Area, Section or other AYSO authority.
3. Act within the scope of a Job Description and
the AYSO policies, procedures and guidelines.
4. Complete Safe Haven training and
5. Be properly trained to do your job.
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What support is available?
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Regional Commissioner
Area staff or neighboring Regions
Section staff
National Office
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NAP Finance Representative
NAP Manager
Accounting Manager
Controller
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Treasurer Tools
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Software
Forms
Manuals
Checklists
Reports
Additional Training
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Need a Treasurer’s manual?
A Reference Book?
www.ayso.org/Supply
Center
www.aysotraining.org
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National Accounting Program
Opening a Bank Account
• Need to find a bank that will return checks
(or copies) with the statement to National
Office
• Minimum three signers (RC and Treasurer
are required) with two on each check or
transaction – not from the same household
• Whenever practical, the AD should be a
signer and at least one other board member
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National Accounting Program
Opening a Bank Account
• Online banking NOT enabled . . . except for
view only privileges
• One checking account and maximum of two
savings accounts
• Must be a federally insured banking institution
(FDIC)
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Multiple Choice Question
Where should the bank be instructed to
send the Bank Statements and copies of
cancelled checks?
a)
b)
c)
d)
e)
Regional Commissioner
d!
Treasurer
Region’s P.O. Box address
The National Office
The National Office Lockbox address
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Multiple Choice Question
A Region’s bank account must be
reconciled monthly because:
!
a) Need to know which checks have beenenot
been cashed
b) Verifies deposits were received by the bank
c) Verifies financial records match bank’s
d) Ensures statement received by Finance
e) All of the above
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Amounts must
agree!
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National Accounting Program
Chart of Accounts
• Separate 4 digit codes for each category
• Additional 2 digit code for extended play
programs – used before the standard 4
digit code
• Regions allowed to add additional coding
after the 4 or 6 digit account code
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National Accounting Program
Chart of Accounts
Revenue/Income Accounts
• Revenue account codes used on the
Monthly Deposit Report Form – MDRF
• Codes for Registration fees, fundraising,
sponsorships and donations
• Also used on checks for refunds of
payments originally coded as income
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National Accounting Program
Chart of Accounts
Expense Accounts
• Expense accounts used on checks
• Used for bank charges
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National Accounting Program
Expenses and Checks
• All expenses must be paid by check
• All expenses must have full and complete
original documentation
• Used for payments to AYSO
• Recommend using a reimbursement form
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Mileage rate usually
changes annually
Name, address, date, AYSO
position.
Travel section
description,
dollar
Date,Date,
description,
dollar
amount
and category.
amount
and category.
Purpose of the expense
Operations section
Signature
Approval signature
Should this request be paid?
What should concern a Treasurer with
this request?
Detailed explanation of
expenses required
Original Receipts must be
included
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Invoice
No. 00045782
Sold to:
AYSO Region 436
102 Railroad Avenue, #4
Winters, CA 95694
March 6, 2010
Quan.
Description
Each
Total
126
5” Soccer Trophy – Style 103A
4.75
598.50
87
6” Soccer Trophy – Style 103A
5.20
452.40
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7” Soccer Trophy – Style 103A
5.45
223.45
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6” X 8” Team Parent Plaques
6.00
138.00
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8” X 10” Coach Plaques
6.85
157.55
Sub-total
1,569.90
Tax
121.67
Total
1,691.57
Less: Deposit
700.00
Total Due
991.57
Valley Trophy
152 N. Main Street
Winters, CA 95694
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Deposit due when order placed – balance due upon delivery
Thank you for your business!
River Sports Equipment Company
100 West walnut Street
Dixon, California 95620
Sold to:
AYSO Region 218
110 W. 14th Street, #12
Davis, CA 95616
March 16, 2010
Statement of Account
Description
Total
Invoice 004578
1,262.57
Invoice 004617
789.41
Do not pay
from a
statement
STOP
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Total Due
Invoices due – Net 10 days
Thank you for your prompt payment
2,051.98
National Accounting Program
Check Writing
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Checks must be properly completed
Large print – legible
Proper NAP account coding
Must have two signatures
Counter checks or checks made payable
to cash are not allowed
• No blank pre-signed checks
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National Accounting Program
Is this a NAP compliant check?
Does not have AYSO Region
Additional Region coding
is acceptable
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Only one signature
National Accounting Program
Is this a NAP compliant check?
Check made payable to cash
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No NAP account coding
National Accounting Program
Is this a NAP compliant check?
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Looks good!
Registration Days
• Be at all registration days – ensure proper
procedures for handling of fees
• Collect the monies generated
• Reconcile registration forms
• Cash reconciled with two trained volunteers
• Cash deposited same or next banking day
• Pay player fees to the National Office within
30 days
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Check # (or Form of Payment), Fees,
Amount Paid
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Check section
Cash section
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Credit/debit card section
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National Accounting Program
Monthly Deposit Report Form
• Deposits should be made the same or next
banking day
All Deposits must be
the Region
• MDRF capturesmade
and into
reports
the proper
Checking Account
account codes for deposits.
• Submit the MDRF to the National Office by
the 5th of each month.
• Submit either electronically (email or fax)
or hard copy.
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Region Number,
Bank Name,
Account Number
Late Registration – Account 4009 – $565.00
Fund RaisingContact
Receipts Information
– Account 4040 – $413.00
Name – Phone Number – Email Address – Date
Returned Check
Account 4310
(Sponsorship)
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$50.00
National Accounting Program
Deferred Accounts
• Defer (verb): to put off to a future time
• Deferred Accounts: to put off or postpone
amounts to a future period
• AYSO Fiscal Year - July 1 to June 30
• Monies received or paid currently
(prior to 7/1) for a future period (after
6/30), use the deferred accounts
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National Accounting Program
http://www.ayso.org/For_Volunteers/resources/finance/finance_forms
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NAP Online
•What is NAP Online?
•NAP Online is a web-based accounting and
bookkeeping system.
•Now the official AYSO NAP program
•NAP Online is required for all new pilot Region
applicants
•NAP Online is required for all pilot to charter
conversions
•NAP Online is required for all Section / Area
discretionary bank accounts.
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Benefits of NAP Online
1.
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5.
Makes organizing easy
Rollup reporting
Everything is stored electronically
Easily accessible
Embedded help links
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NAP Online
• Create sub-accounts or categories, known as
“Dimensions”, to keep organized and help
stay on top of your budget!
Subaccounts
Seasons
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Track Seasons
Specific to
your Spring
Season
Compare to your budget
Detailed sub-accounts
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Tournament Teams
Specific to your
Tournament Category
Show all your
Teams
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Compare to Year to
Date
Region at a Glance
Show all your
categories
Show all your
Subcategories
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Compare to
Year to Date
No more storing paperwork!
• In NAP Online, everything
is stored electronically.
• Any changes in the
Treasurer position are
smooth and uncomplicated.
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NAP Online
You can access NAP online from virtually
any device with an internet connection.
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Embedded Help Links
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More Information…
• NAP Online YouTube Channel at
www.YouTube.com/aysonaponline
• Demo the system at
https://naponline.ayso.org/demo
• Email [email protected]
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eAYSO
• AYSO’s electronic system for managing
and registering players and volunteers
• Includes monthly financial reports
• Region’s registration or player fee
invoices
• National player fee invoices are not
mailed
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To Pay Invoices, check Pay
Box, Create Remittance Advice
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Dropped Players
• Players who decide not to continue with
AYSO may be entitled to a refund of all or
part of their registration fees (consult Regional
Guidelines)
• Regions are only entitled to a refund of the
National Player Fee if the player never
practiced or participated in any AYSO
activity.
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Dropped Players
Region>Treasurer>Process Dropped Player
Select “Awaiting Request for
Credit”
Select “Request NSTC Credit” or
“Drop & No NSTC Credit”
SUBMIT
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Dropped Players
19750 S. Vermont Ave.
#200
Torrance, CA 90502
(310) 525-1155
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Regional Budget
Quiz
• Who owns the Region’s budget?
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Regional Board
• When is the budget due?
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June 1st
• Who receives copies?
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Area Director and National Office
• What happens when it’s not done?
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Conditional re-appointment for RC
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Fax to 310.525.1155, Email to [email protected],
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Mail to 19750 S. Vermont Ave. #200, Torrance, CA 90502
Other Required Reports
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Regional Financial Report
Sales tax report
1099 reports
Provide updated information on the
Information Form for any board changes
including new signatures on bank
accounts.
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Regional Financial Report
• Provides Regional board with monthly
status
• Typically includes monthly revenue,
expense summary and adjusted account
balances
• Must be made available to any participant
when requested.
• Key to maintaining financial transparency.
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Actuals vs
Plan or Previous Year
Fiscal Year
July 1st – June 30th
Revenue vs Expense
Summary
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Sales Tax
• Many States require payment of sales tax
on purchases as well as sales from
fundraising.
• Region’s sales tax obligation is based on
income reported on MDRF as well as
some expense codes.
• National Office will consolidate all Region
sales tax into one State filing.
• National Office will invoice each Region for
their portion of the total tax due.
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Sales Tax
• Email questions on Sales Tax to
[email protected]
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1099 Reporting
• 1099 Forms required by IRS
• Requires Independent Contractor’s W-9
• National Office completes company-wide
1099s based upon information submitted
• Information due to the National Office by
January 10
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1099 Reporting
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Who is an Independent Contractor?
Performs services for multiple customers
Sets own hours, determines own price for
contracted services
Not eligible for employee benefits
All
as
defined
by
the
Provides own supplies, tools and
equipment to complete job per contract
Internal
Revenue
Service
Personally liable
for errors and/or
accidents
Files self-employment taxes & receives
Form 1099-MISC
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1099 Reporting
Tax ID can be either Social
Security Number or Employer
Identification Number
Each payment needs to be
shown separately.
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Region number must be in a four-digit format.
1099 Form
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Red Flags
• Running out of money
• Checks are bouncing
• Savings accounts being depleted with
no valid reason
• Suppliers are complaining
• Board is not receiving financial reports
• Fundraising activities in question
• The NAP report has uncoded items
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Where does it say…
Treasury Management guidelines are
found in:
• The Standard Regional Guidelines, Article
Eight
• Chapter 8, Regional Operations of the
AYSO Reference Book
• Policy Statement 3.1
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Conclusions
• Need to manage, control and facilitate all
financial aspects of the Region
• Paying player fees timely to the National
Office ensures that players are covered by
SAI
• Need to complete required forms
• Control the financial history of the Region
• AYSO is one entity!
• Protect the REGION’S MONEY!!
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Other Training
Please take these additional workshops:
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eAYSO for Treasurers
Budgeting for the Regional Board
Develop a Regional Calendar
Auditor Training
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Available Resources
AYSO Reference
Book
Treasurer’s
Manual
www.ayso.org
Self-paced Training
Forms and Documents
www.eayso.org
e-Newsletter
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It’s all for the kids
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Final Exam
two volunteers.
Cash reconciled with ___
Deposit funds ___
____ banking day.
the next
savings
my
No deposits directly to ________
account.
Review monthly reports for proper _____
NAP
__________
coding.
account
Send player fees and other payments to the
30 days.
_____________within
___
National Office
Download your reports from _______.
eAYSO
1099 information is due on ___________.
January 10
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