Difference between revisions of "HOWTO Be Treasurer"

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(Minor)
(This is an accurate description of what it's like to be treasurer.)
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{{Template: Historical}}== Monthly Duties ==
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* Check the mail on a regular basis.
 
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* Collect cash/check dues payments from the dues dropbox.
Before First Tuesday
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* When people try to randomly hand you fistfuls of dollar bills, remind them to fill out a payment form and put in in the dues dropbox. Expect this to happen at least on a weekly basis.
* Send out a dues reminder email.
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* Transfer Amazon payments from our Amazon account to our bank account.
 
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* Perform investigative work to determine who has actually paid dues when members ignore your requests to use their full name when they make payments.
First Tuesday
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* File the taxes.
* Collect checks that have been mailed by members banks.
+
* Write reimbursement checks for approved expenses incurred by members.
* Collect dues at the member meeting, and collect everything from the dues drop box.
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* If you don’t want to be writing checks every single time you walk through the door, practice telling members they have to wait until the next meeting to get reimbursed for their expenses.
 
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* Make sure the bills get paid on time. See the chart below for info on what payment methods are used for each bill.
Between First and Second Tuesday
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* Send a monthly  invoice to B. Nektar for their share of the electric bill.
* Enter all dues payments (Amazon, cash, checks) into the dues spreadsheet and GNUCash.
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* Enter dues payments into the CRM.
 +
* Enter all income and expenses into Quickbooks.
 
* Deposit cash and checks at the bank.
 
* Deposit cash and checks at the bank.
* Send email reminders to anyone who has not paid dues for the current month.
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* Present monthly financial reports to the Board of Directors.
* Reconcile previous month's bank statement in GNUCash.
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* Provide sensible fiscal guidance whenever large purchases are being considered.
 +
* Write up receipts for donations, and maintain the donation logbook.
 +
* Follow up with members whose checks bounce; follow up with the same members the following month when their checks bounce again.
 +
* Deal with people constantly coming up to you with questions about finances every single time you come up to the space to work on your own projects.
 +
* Answer the same questions, over and over again, usually regarding information that is already posted on the wiki.
 +
* Get told how to do your job by people who don't understand how our organization actually operates.
 +
* Regularly remind yourself that you're only stuck with this job for a year.
  
Second Tuesday
 
* Generate Cash Flow and Balance Sheet reports (according to the procedures detailed in [[Cash Flow Report Settings]] and [[Balance Sheet Report Settings]]), post them to the [[Reports]] page of the wiki and present the current financial numbers to the membership.
 
* Deactivate cards of members who are more than a month behind, and who have not arranged a payment plan.  This can be off-loaded to anyone who's willing and able to do it.
 
 
28th of each month
 
* Contact anyone who paid through Amazon in the middle of the previous month.  Remind them that if they have a subscription, they should cancel it and restart it so that the payment comes out on or before the first.
 
 
== How to enter dues payments ==
 
# Make a timestamped copy of the dues spreadsheet (no longer necessary due to Google Docs spreadsheets?)
 
# Open the cash account in GNUCash
 
# Enter each cash payment in the dues spreadsheet, then into the cash account as Income:Member Dues:<Last, First>, then write a cash receipt and put it in the "dues receipts" envelope.  Put the money in the "to deposit" envelope.
 
# Open the Undeposited Checks account in GNUCash.
 
# Enter each check payment in the dues spreadsheet, then into the undeposited checks account (include the check number).  Stamp "for deposit only" on the endorsement line of the check, and put it in the "to deposit" envelope.
 
# Open the Amazon Payments GNUCash account, and log into Amazon Payments.
 
# For each new payment, put two entries into GNUCash.  One from Income:Member Dues:<Last, First>, and one from Expenses:Bank Fees:Amazon Payments.
 
# Verify that the amazon payments balance in GNUCash matches the amount in Amazon Payments.
 
# On a 10-key adding machine, subtotal the cash in the "to deposit" envelope, then subtotal the checks in the "to deposit" envelope, then calculate the combined total.  Verify that the subtotals match the Cash and Undeposited Checks accounts in GNUCash.  After depositing the cash and checks, staple the printout from the adding machine to the deposit receipt and put them in the records folder.
 
# Transfer all entered Amazon Payments funds into the bank account.
 
  
 
== Regular, recurring expenses and how they are paid  ==
 
== Regular, recurring expenses and how they are paid  ==
  
  
There are several expenses that are incurred on a regular and recurring basis.  The following table describes each one, including a description of how the expense is paid.  "Check" means that a physical check is written and delivered to the creditor.  Note that some bills are actual paper bills that get delivered to the space--check the mailbox regularly for these and other important things!
+
There are several expenses that are incurred on a regular and recurring basis.  The following table describes each one, including a description of how the expense is paid.  "Check" means that a physical check is written and delivered to the creditor.  Note that some bills are actual paper bills that get delivered to the space--check the mailbox regularly for these and other important things.
  
 
{| width="600" cellspacing="1" cellpadding="1" border="1"
 
{| width="600" cellspacing="1" cellpadding="1" border="1"
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| John Hutt (rent)  
 
| John Hutt (rent)  
 
| Monthly  
 
| Monthly  
| (confidential)
+
| $2130.00
| Check, payable to John Hutt, hand-delivered to mailbox of John's landscaping business (next door to i3); John does not send any reminders and there is a significant penalty for late payment!
+
| Check, payable to John Hutt, hand-delivered to mailbox of John's landscaping business (next door to i3).
 
|-
 
|-
| WOW&nbsp;Internet (internet)
+
| WOW (internet)
 
| Monthly  
 
| Monthly  
 
| $74.50  
 
| $74.50  
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|-
 
|-
 
| Runco Waste (dumpster)  
 
| Runco Waste (dumpster)  
| Quarterly
+
| Monthly
| $60.00  
+
| $65.00  
 
| Check; paper bill is mailed to 1481 Wordsworth.
 
| Check; paper bill is mailed to 1481 Wordsworth.
 
|-
 
|-
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| Westfield Group (insurance)  
 
| Westfield Group (insurance)  
 
| Monthly  
 
| Monthly  
| $81.91
+
| $89.00
 
| Automatic debit from checking.
 
| Automatic debit from checking.
 
|-
 
|-
 
| John Hutt (water)  
 
| John Hutt (water)  
 
| Quarterly  
 
| Quarterly  
| $200-400
+
| $200  
| Check, payable to John Hutt, hand-delivered to mailbox of John's landscaping business (next door to i3); John Hutt delivers copy of bill to 1481 Wordsworth mailbox.
+
| Check, payable to John Hutt, hand-delivered to mailbox of John's landscaping business (next door to i3); John Hutt delivers copy of bill to 1481 Wordsworth mailbox after subtracting B. Nektar's portion.
 
|}
 
|}
  
 
[[Category:HOWTO]][[Category:Internal HOWTO]][[Category:Organization Information]][[Category:Historical Archived Data]]
 
[[Category:HOWTO]][[Category:Internal HOWTO]][[Category:Organization Information]][[Category:Historical Archived Data]]

Revision as of 18:41, 21 August 2013

  • Check the mail on a regular basis.
  • Collect cash/check dues payments from the dues dropbox.
  • When people try to randomly hand you fistfuls of dollar bills, remind them to fill out a payment form and put in in the dues dropbox. Expect this to happen at least on a weekly basis.
  • Transfer Amazon payments from our Amazon account to our bank account.
  • Perform investigative work to determine who has actually paid dues when members ignore your requests to use their full name when they make payments.
  • File the taxes.
  • Write reimbursement checks for approved expenses incurred by members.
  • If you don’t want to be writing checks every single time you walk through the door, practice telling members they have to wait until the next meeting to get reimbursed for their expenses.
  • Make sure the bills get paid on time. See the chart below for info on what payment methods are used for each bill.
  • Send a monthly invoice to B. Nektar for their share of the electric bill.
  • Enter dues payments into the CRM.
  • Enter all income and expenses into Quickbooks.
  • Deposit cash and checks at the bank.
  • Present monthly financial reports to the Board of Directors.
  • Provide sensible fiscal guidance whenever large purchases are being considered.
  • Write up receipts for donations, and maintain the donation logbook.
  • Follow up with members whose checks bounce; follow up with the same members the following month when their checks bounce again.
  • Deal with people constantly coming up to you with questions about finances every single time you come up to the space to work on your own projects.
  • Answer the same questions, over and over again, usually regarding information that is already posted on the wiki.
  • Get told how to do your job by people who don't understand how our organization actually operates.
  • Regularly remind yourself that you're only stuck with this job for a year.


Regular, recurring expenses and how they are paid

There are several expenses that are incurred on a regular and recurring basis. The following table describes each one, including a description of how the expense is paid. "Check" means that a physical check is written and delivered to the creditor. Note that some bills are actual paper bills that get delivered to the space--check the mailbox regularly for these and other important things.

Payee (reason) Frequency Amount Mode of Payment
John Hutt (rent) Monthly $2130.00 Check, payable to John Hutt, hand-delivered to mailbox of John's landscaping business (next door to i3).
WOW (internet) Monthly $74.50 Automatic debit from checking.
Runco Waste (dumpster) Monthly $65.00 Check; paper bill is mailed to 1481 Wordsworth.
Consumers Energy (gas) Monthly Varies Automatic debit from checking.
DTE Energy (electricity) Monthly Varies Automatic debit from checking; we send an invoice to B. Nektar for their portion of the bill.
Westfield Group (insurance) Monthly $89.00 Automatic debit from checking.
John Hutt (water) Quarterly $200 Check, payable to John Hutt, hand-delivered to mailbox of John's landscaping business (next door to i3); John Hutt delivers copy of bill to 1481 Wordsworth mailbox after subtracting B. Nektar's portion.