Updates to Regional Treasurer Policy proposed by Motion 2003:22
RECEIPT OF FUNDS
1) All donations shall be encouraged to be in the form of checks.
2) A receipt shall be issued for all donations in person or by email.
3) All checks received shall be stamped for deposit only using the regional stamp immediately upon receiving.
4) A list of all donations shall be kept. Records shall include donor name, amount of donation, check # and date of issue. Frequent donors (areas, groups that give regularly etc.) shall be listed separately. RCM’s may request a list of donations at any time. A report shall be given to each regular donor annually.
5) All deposits are to be made within 14 days of receiving them.
DISBURSEMENT OF FUNDS
1) The region shall have a two of four-signature policy with the co-signers being the treasurer, vice treasurer, chair and the R.D.
2) No one may under and circumstances endorse a check that is not fully written, that is, the check must contain the payee, amount and date.
3) In the event that the treasurer needs to pay a bill between meetings, and cannot contact a co-signer in person, they shall mail the fully written check along with an addressed stamped envelope to a co-signer. It is the responsibility of the co-signer to then notify the treasurer within 2 days that the check was endorsed and mailed.
4) It is the responsibility of the treasurer and the co-signer to insure that any payment is a legitimate expense of the region. If there is any reason to believe that the regional body has not approved an expense DO NOT ISSUE OR ENDORSE THE CHECK until the question has been resolved.
5) Any voided checks shall be clearly marked void and kept on file to prevent any missing check numbers.
RECEIPTS AND DOCUMENTATION
1) A receipt or invoice for each check must be kept. Receipt of invoice should be clearly marked with corresponding check # and date of issue. Receipts or invoices shall be kept in an organized system, so as to facilitate an audit (i.e., NOT thrown in a box).
2) In the event the region is audited by an outside agency (IRS) checks made payable to individual members will be inspected closely. Therefore particular attention should be given to documenting these expenses.
a) All requests for funding should be itemized (i.e., X amount of dollars for travel, X amount of dollars for lodging, X amount of dollars for meal etc.)
b) All persons receiving funds are required to turn in receipts to treasurer. For large multi-item expenses, an expense form is also required.
c) All persons requesting re-imbursement from the region are required to provide receipts for all expenses. NO RECEIPT, NO REIMBURSEMENT!
d) All persons requesting funds or re-imbursement for attending an event (learning day, World event etc.) are requested to turn in a flyer or other proof of the actual occurrence of an event so that an outside auditing agency shall be able to verify that this was a legitimate N.A. event.
e) It is the responsibility of both the treasurer and co-signer to verify that all expenses are legitimate. If there are any doubts that any expense or portion of an expense is excessive, above that approved by the region, or not related to the actual approved expense DO NOT issue or endorse the check until such questions are resolved.
AUDITING/COUNTER-BALANCES
1) The treasurer shall balance the books against the bank statement upon receiving each statement.
2) The vice-chair shall review the account activity on line including deposits and checks each month.
3) An ad-hoc auditing committee shall be appointed annually to audit the books. If any irregularities are found between annual audits, an audit committee shall be appointed at once.
4) All check stubs, bank statements, voided checks, from the previous and current quarter must be brought to the region each quarter.
5) A treasurer’s report shall be given at each regional meeting to include check number, payee and amount of any check written or donation received since last report. As well as a current balance and a full report on any discrepancies with bank statement.