Treasurer Presentation

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Treasurer

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Objectives

• Understanding the importance of the treasurer in
  the operation of your Region
• Understanding the treasurers position
  description, and the importance of following it
• Review the basic knowledge a treasurer must have
  to be successful

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Objectives
continued

• Discuss how to apply this knowledge to implement
  treasury management properly in the region
• Understand the forms and documents that you will
  need to complete
• Understand that this workshop is a training
  component and that certification must be obtained
  in the BASIC workshop

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Why do I need to be trained?

• Protect your regions funds.
• Protect AYSO.
• Keep appropriate books and an accurate account of
  all monies received and paid out.
• To help AYSO maintain their nonprofit status.
• Safeguard the assets of your region.

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Required Board Positions

• Each region must have the following board
  positions
• Regional commissioner
• Coach administrator
• Referee administrator
• Child Volunteer Protection Advocate (CVPA)
• Safety director
• Registrar
• TREASURER

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AYSO Acronyms

• RC
• CVPA
• NSTC
• IF
• SAI
• NAP
• MDRF

Regional Commissioner
Child Volunteer Protection Advocate
National Support Training Center
Information Form
Soccer Accident Insurance
National Accounting Program
Monthly Deposit Report Form
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Treasurers Key Job Duties?

• Pay player registration fees timely
• Abide by good internal control procedures
• File reports on a timely basis
• Code your checks properly
• Manage accounts receivable (revenue) and accounts
  payable (expenditures)
• Take the lead in preparing the budget

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Treasurers Key Job Duties?
continued

• Participates in registration
• Maintain records for five years
• Assist throughout your annual audit
• 1099 preparation
• Be aware of red flags
• Maintain a player reserve
• Not less than 5 per player
• Not more than 12 per player

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Where can I go for support?

• Regional commissioner
• Area staff or neighboring Regions
• Section staff
• NSTC
• NAP Finance Clerk
• NAP Manager
• NSTC Accounting Manager
• Controller

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Tools

• Software
• Forms
• Manuals
• Checklists
• Additional training
• Other documents to have

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National Accounting Program
Opening a Bank Account

• Need to find a bank that will return your checks
  (or copies) with the statement to NSTC
• Minimum 3 signers (1 should be RC) with 2 on each
  check or transaction not from the same
  household
• Good idea to have AD as a signer

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National Accounting Program
Opening a Bank Account
continued

• Online banking NOT enabled
• . . . except for view only privileges
• 1 checking account maximum of 2 savings
  accounts
• Revised Information Form required.
• Check appearance

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Bank Reconciliation
Exercise

• Assumptions
• No other outstanding checks prior to July 1
• Region has one bank account

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Amounts must agree!
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National Accounting Program
Chart of Accounts

• Separate codes for each category
• Four digit code used for the NSTC
• Regions allowed to add sub-coding by adding a
  dash (or period) after the account code with
  additional coding

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National Accounting Program
Chart of Accounts
Revenue or Income Accounts

• Revenue account codes used on the Monthly
  Deposit Report Form MDRF
• Also used for coding on checks for refunding of
  certain payments that have been received and
  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 Checks

• All expenses paid by check
• All expenses must have full and complete original
  documentation
• Any payments to AYSO
• Recommend using a reimbursement form

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Alcohol may not be allowed!
You need to know your Regional Guidelines
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Mileage rate usually changes annually
Name, address, date, AYSO position.
Travel section
Date, description, dollar amount and category.
Date, description, dollar amount and category.
Purpose of the expense
Operations section
Signature
Approval signature
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Do not pay from a statement
STOP
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National Accounting Program
Check Writing

• Checks 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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No NAP account coding
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If printing checks, use a larger font
If printing checks, use a larger font when a copy
is returned from the bank, it may look like this
Other than font size, it looks good!
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Does not state AYSO
Sub-coding is acceptable
Only one signature
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Looks good!
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Check made payable to cash
No NAP account coding
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No NAP account code
Only one signature
Could be Red Flag for large dollar amount shown
as Miscellaneous Expense
Does not state Two Signatures Required
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Registration Days

• Be at all registration days
• Collect the monies generated
• Reconcile registration forms
• Cash reconciled with 2 trained volunteers
• Cash should be deposited the next banking day
• Pay player fees to the NSTC within 30 days

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Check section
Cash section
Credit/debit card section
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Registration Reconciliation Form
Exercise

• Assumptions
• Registration date July 3, 2010
• Region/Area/Section 2/D/99
• Location Center High School
• Registration fee 80 per player (no discounts)

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Registration Reconciliation Form
Exercise

• Assumptions
• 150 players registered
• 31 paid by cash
• 78 paid by check
• 41 used a credit card
• Received 350 in Sponsor funds
• Snack bar sold 79 with of goods
• Starting cash balance 100

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Monthly Deposit Report Form

• Deposits should be made the next banking day
• MDRF captures and reports the proper account
  codes for deposits to the NSTC
• Submit the MDRF to the NSTC by the 10th of the
  following month
• Submit either electronically (email or fax) or
  hard copy

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Monthly Deposit Report FormExercise 1

• You are the new Treasurer for Region 99 with the
  following information
• You bank with the Bank of the USA
• Your bank account number is 31064-35310

Here are the transactions that occurred during
July of 2010
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Monthly Deposit Report FormExercise 1

• July 6, 2010
• Deposited 4,200 for registration fees
• Deposited 1,350 for multi-child discounted
  registration
• Deposited 218 from the snack bar

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Total amount shown for the day was 5,768. This
amount must agree with the amount deposited.
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Monthly Deposit Report FormExercise 1

• July 12, 2010
• Deposited 6,525 for registration fees
• Deposited 1,850 for multi-child discounted
  registration
• Deposited 375 for sponsorships
• Received back from the bank, a returned check for
  150 for a multi-child discounted registration

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Monthly Deposit Report FormExercise 1

• July 26, 2010
• Deposited 565 for late registration fees
• Deposited 413 for a car wash
• Received back from the bank, a returned check for
  50 that was written for a sponsorship

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Time for a Short Break
0000
0300
0330
0400
0430
0200
0230
0100
0130
0030
0015

• 0500

Time remaining in break
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Deferred Accounts

• Defer
• Deferred Accounts
• AYSO Fiscal Year - July 1 to June 30
• Amounts received currently (prior to 7/1) for a
  future period (after 6/30), use the deferred
  accounts

(verb) to put off to a future time
to put off or
postpone amounts to a future period
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Monthly Deposit Report FormExercise 2

• You are the new Treasurer for Region 884 with the
  following information
• You bank with the Valley Bank
• Your bank account number is 91634-83547

Here are the transactions that occurred during
May of 2010
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Monthly Deposit Report FormExercise 2

• May 3, 2010
• Deposited 3,500 for early discounted
  registration fees for the Fall season
• Deposited 1,650 for multi-child discounted
  registration for the Fall season

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Monthly Deposit Report FormExercise 2

• May 11, 2010
• Deposited 2,750 for registration fees for the
  Fall season
• Deposited 975 for multi-child discounted
  registration for the Fall season
• Deposited 192 for receipts from a car wash

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Monthly Deposit Report FormExercise 2

• May 24, 2010
• Deposited 3,125 for registration fees for the
  Fall season
• Deposited 500 for a Fall season sponsorship
• Transferred 5,000 from savings account number
  91629-66845

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eAYSO

• Electronic system of AYSO for players, volunteers
  and other items including Finance
• Monthly reports posted for Regions use
• Regions registration invoices due to the NSTC
  are posted here (no copies mailed)

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Regional Budget

• Treasurers job to coordinate
• Not responsible for entire budget
• Regional budget due June 1
• Copies to NSTC and Area Director

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Other Required Reports

• 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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Sales Tax Reports

• Will not apply to all Regions
• Due quarterly by the 10th of the following month
• Check must accompany report
• NSTC will consolidate all Regions into one State
  report

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Who is an independent contractor?
1099 Reporting

• Performs services for multiple customers
• Sets own hours
• Determines own price for contracted services
• Not eligible for employee benefits
• Provides own tools and equipment to complete job

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Who is an independent contractor?
1099 Reporting

• Supplies own materials needed to do job
• Personally liable for errors and/or accidents
• Files self-employment taxes receives Form
  1099-MISC
• Has the right to hire and fire workers
• Must legally complete each contract

All as defined by the Internal Revenue Service
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1099 Reporting

• 1099 Form

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1099 Reporting

• 1099 Form
• NSTC completes company-wide 1099s based upon
  information submitted
• Information due to the NSTC by January 10
• What information is required?

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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.
Region number must be in a four-digit format.
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1099 Reporting

• 1099 Form
• NSTC completes company-wide 1099s based upon
  information submitted
• Information due to the NSTC by January 10
• What information is required?
• W-9 information

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W-9 Required Information
1099 Reporting

• Vendor name
• Trade name, if any
• Type of entity individual, partnership, etc.
• Address
• Social security number or employer identification
  number
• A signed and dated form

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Red Flags

• We are 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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Conclusions

• You need to manage, control and facilitate all
  financial aspects of your region
• By paying the player fee timely to the NSTC, you
  ensure that players covered by SAI
• You need to complete required forms
• You control the financial history of your Region
• AYSO is one entity!
• You protect the KIDS MONEY!!

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Summary
2

• Cash reconciled with ____ volunteers
• Deposit funds ___ ____ banking day
• No deposits directly to ________ account
• Review monthly reports for proper _____
  __________ coding
• Send player fees and other payments to the ______
  within ____ days
• Download your reports from _______
• 1099 information is due on ___________

the
next
savings
my
NAP
account
NSTC
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eAYSO
January 10
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Thank you for attending Treasurer

• Please remember to also attend
• eAYSO for Treasurers Workshop
• Budgeting for the Regional Board
• Develop a Regional Calendar
• Auditor Training
• Please fill out the survey form and leave it in
  the back of the room as you exit.