Chapter Financial Management

Chapter financial management is handled by the local chapter. Typical duties include making deposits, paying expense vouchers and providing Monthly Financial Reports. The Chapter Report financial affairs section must be completed annually. This includes: bank account information, cash balance, budget, and tax id #. TCA can offer assistance with chapter finances.

ANNUAL BUDGET -- To develop your annual budget:

  1. Chapter Treasurer and Chapter President drive budget planning.
  1. Chapters are encouraged to follow TCA’s fiscal year, which is July 1 to June 30.
  1. Begin with a budget template, projected year end, activities worksheet, and prior years budget documents four months prior to fiscal year ending. Include budget assumptions for every number in your budget.
  1. Review prior years, YTD activity, and include your upcoming year activities.
  1. Chapter Board approves budget sometime before the beginning of your fiscal year.

DEPOSITS --To make a deposit:

  1. Total checks and cash
  1. Indicate what the checks are for and the line item in your budget they should be included (conference income, sale of items, etc)
  1. Make and retain copiesbefore depositing in bank.

EXPENSES -- To pay an expense:

  1. Complete an expense voucher. Attach appropriate receipts to expense voucher. Copies of receipts are acceptable. If you submit copies of receipts, you do not have to submit originals. TCA recommends expense vouchers be submitted within 10 days of the expenditure or event. Mileage is reimbursed at the IRS rate. Lodging and food receipts should be used whenever possible in lieu of stipends or per diems to reduce personal IRS liabilities.
  1. The expense voucher should be signed by the Treasurer or President to indicate approval to pay. You may not approve your own expenses.
  1. Review the financial reports the following month to confirm the expense was paid.

ONLINE EVENT REGISTRATION –
Chapters can utilize TCA’s online event registration system for a Chapter hosted event. Online registration requests should besubmitted online at simultaneously with the CEU application as soon as possible andno later than 30 days prior to an event. After submitting your request, please contact the TCA office via phone or email to ensure your request was received and that no additional information is needed. Please allow up to10 business days for setup to be complete. The event primary contact person will be contacted as soon as the event is setup.

Online registration will close10 business days before your event.TCA will email the event contact person a roster of all people registered that will include:name, address, phone, email, fee paid at least three days prior to the event.

If you wish to notify your membership via email that registration is open you need to complete an affidavit. If you wish this to be posted to your website - you need to complete the website update form. The affidavit can be found at and website update form can be found at

If a chapter choses to offer mail-in registrations with check payments, the payments should be mailed directly to the chapter, and the chapter will be responsible forcollecting the funds and tracking the registrations for those attendees. TCA will be responsible for collecting online registration and payments only. Only payments by credit card are accepted online.Approximately two weeks after the event, TCA will mail a check for the proceeds from the event, minus a 20% administrative fee, to the event contact person listed on the online form. All refunds for cancellations will be the responsibility of the chapter. Any chapter that uses the TCA CE provider numbers will be required to utilize the TCA online event registration system.

INTERNAL CONTROLS–

  1. Segregation of duties – Keep more than one person involved in the approval and distribution process.
  1. Treasurer should complete monthly bank reconciliations that should be reviewed by the President.
  1. Receipts – keep copies! Review record retention in following section.
  1. Disbursements – review appropriateness of payments and authorizations. Confirm alignment with chapter budget.

RECORD RETENTION – A complete record retention guideline is available via the TCA office

Record Type / Retention Period
Accounts Payable ledgers and schedules / 7 years
Accounts Receivable ledgers and schedules / 7 years
Annual Audit Reports and Financial Statements / Permanent
Annual Audit Records, including work papers and other documents that relate to the audit / 7 years after completion of audit
Annual Plans and Budgets / 2 years
Bank Statements and Canceled Checks / 7 years
Employee Expense Reports / 7 years
General Ledgers / Permanent
Interim Financial Statements / 7 years
Notes Receivable ledgers and schedules / 7 years
Investment Records / 7 years after sale of investment
Credit card records (documents showing customer credit card number) / 2 years

Contact for Online Event Registration: Arturo Sanchez at r 800-580-8144 x15

Contact for Membership Dues:Matthew Washington at r 800-580-8144 x14

Contact for financial management issues: Accounting at 800-580-8144 x13