Pacific Coast Region/Wocn

PACIFIC COAST REGION/WOCN

PROCESS DOCUMENT

Treasurer Director

Duty / Implementation Method / Target Date / Personnel Involved / Responsibility / Equipment/Supplies
Signature Cards with Wells Fargo and USB
Signing of Checks
Audit conduction
Attend the BOD’s Transitional Meeting
Review bookkeeping process, payments & files to incoming Director / Outgoing Treasurer will bring a signature card to the Transition meeting & the Incoming officer will sign & take to his/her local Wells Fargo to allow business to be uninterrupted. USB to be notified of change of Treasurer and card signed if appropriate. President-Elect will be added to Wells Fargo account as view only for month account reconciliation.
Treasurer and President must cosign all checks greater than $500.
Include stamped envelope so President can then mail check.
Schedule with BOD and non- PCR member a minimum of 3 yearly expense report audits.
President will notify all Incoming & Outgoing members of the BOD’s of the date & place. It is the officers duty to make timely & efficient reservations including hotel & transportation
Outgoing and Incoming Treasurer will review the accounts (both banking and savings) / January
As needed
TBA (After conference, Budget meeting and end of year)
TBA
Transition Meeting / Incoming & outgoing Treasurer
& President
Treasurer and President
Treasurer, BOD member and non PCR member
President, incoming & outgoing officers, sub-committee members
Incoming & outgoing Treasurer / Return signature cards to local Wells Fargo Bank and USB in a timely manner
Treasurer and President
Treasurer, BOD member and non PCR member
Prepare financial report for review
Ensure incoming Director has full understanding of financial duties / Telephone, FAX, calendar of events, signature card, copy of two (2) photo ID’s for the banking institution
Checks/mailing
Expense report, check ledger
See Below
PCR Treasurer bag, check book, deposit slips, bank stamps, investment portfolio, all existing “housed/dormant” records; contact information of institutions; Quicken Program, disc with all back up files; process document
Duty / Implementation Method / Target Date / Personnel Involved / Responsibility / Equipment/Supplies
Review business process including but not limited to: Bill paying, investing, budget building, forms, calendar dates & deadlines, contract review.
Review budget responsibility regarding approved expenses
Establish time line for billing reimbursement
Review of monthly investment reports
Check book reconciliation / Demonstration of expense reports, forms, files & accounts.
General review or handout for each BOD member
Refer to policy & Procedures for guideline.
Bring checkbook to meetings for possible reimbursement at that time.
Review & compare; FU with UBS if questions are raised
Send copy of check register to President-Elect for monthly reconciliation. President-elect to send back to treasurer for filing. / Transition meeting
Transition Meeting
Before end of Transition meeting
By the 10th of each month or upon receiving statements
End of each month / Incoming & Outgoing Treasurer
BOD’s & incoming treasurer
All BOD’s & Sub committee members
Treasurer, UBS, Wells Fargo
Treasurer and VP / Outgoing Director to be available for any questions or FU to incoming
Director
Ensure that only budget items that have been identified in the Bylaws, P&P’s or by special vote are reimbursed
Ensure that the schedule is adhered to and all understand turn around time
Ensure records are reflective of account balances
Account reconciliation / Must have a computer (preferably a laptop), ability to record CD’s, Power Point Programs, routine office supplies including a copier, FAX, stamps & stationary
BOD meetings; Telephone, calendar of events.
Check book
Statements from financial institutions
Online view of Wells Fargo account
Duty / Implementation Method / Target Date / Personnel Involved / Responsibility / Equipment/Supplies
Renewal of BRN CEU provider number with original given to secretary for record keeping & copy to be kept with Education Coordinator
Reimbursement
BOD reports
Attend yearly pre-symposium BOD’s meeting; supply BOD’s with summation of information to be presented at the General Membership meeting / Fees due in February of ODD years. Educational Coordinator will receive paperwork, make name & address corrections when necessary. Education Coordinator forwards to Treasurer for payment.
Reimbursement
E-mail with attachment to Secretary & President to assimilate & disperse to BOD members.
Make reservations for travel & hotel in timely manner; provide General Membership summation of financial status to include all balances, income & expenses to date (usually in a power point presentation); Membership may have printed copies if requested / Upon receipt of bill
Within 30 days of request
BOD’smeetings/yearly conference and meeting dates (TBA)
At BOD’s meeting & GM meeting / Education Coordinator, Secretary & Treasurer
BOD members and approved vendors
Board of Directors
Treasurer, BOD’s, General Membership, Wells Fargo & UBS Financial Services / To ensure CEU Provider # does not lapse
Timely Reimbursement
Summary of all items done, checking & investment balances as well as summary of budget report
Current information & all previous information if questions arise from GM / Check book and bill from Board of Nursing
Check book
E-mail
Computer, checking statements, UBS investments, BU disc
Duty / Implementation Method / Target Date / Personnel Involved / Responsibility / Equipment/Supplies
Deposits
Ensure new annual budget is done by each individual BOD’s & all expense categories are included
PCR’s annual income & expense summary to be submitted to WOCN
Document retention policy / Deposit directly at bank, or use ATM Deposit card from Wells Fargo; retain receipt; monies to be invested through UBS will be written from the PCR checking account or transferred from the UBS cash flow account
E-mail blank budget form & last years budget to each BOD with amounts paid to the BOD member up to the date of the budget meeting one month prior to Budget meeting.
Summary from monthly reports and annually
Current & passed filed records in a neat & orderly fashion / Within 7 days of funds or as approved by the BOD’s to transfer or invest monies
To be submitted to the Treasurer at the BOD Budget meeting
Upon notification from WOCN – usually February
End of fiscal year & before Transition BOD’s meeting in January of the following year. / Treasurer/appointed PCR BMto send receipts to the Treasurer for accurate accounting; President may sign checks in the absence of the Treasurer
BOD’s
President, Treasurer & WOCN
Treasurer: incoming & outgoing / Do deposits &/or transfers credits in a timely manner; ensure there is an ample supply of deposit slips and all ATM cards are accounted for
Ensure budget is reviewed & ready to present to GM at yearly Symposium for approval for the next fiscal year
Ensure the report is submitted in a timely manner & a copy sent to the President
Maintain all financial records so that upon request or necessity, they can be retrieved without difficulty / ATM Deposit card, account stamp & deposit slips
Current budget, budget for approval, income & expenses to date; Information can be presented from CD, Disc; Memory stick
Current monthly reports of income & expenses as of December 31 of the current year
File boxes, folders & envelopes; disc, CD or memory stick
Duty / Implementation Method / Target Date / Personnel Involved / Responsibility / Equipment/Supplies

Revised 6-24-17

Update Process Document & all other Forms as needed
Mail 1099 form to recipients receiving >$600; a copy goes to the individual & one to the government; a copy stays with the Treasurer
Send monies to recipients receiving funds as outlined in the budget (any scholarships, Youth Rally, WOC Youth Rally counselor etc) / Review at least quarterly and update as needed
IRS 1099 form
Mailing of checks / At conclusion of Transition meetings
Due to IRS by February 28.
Upon decision of BOD to fund / Input from all BOD members;
Treasurer & Educational Coordinator
Board of Directors / Maintain a “clean” form; always put footer with updated date; e-mail
Must receive name, address & SSN of individuals from PCR from the Education Coordinator. This DOES NOT includes reimbursements for travel, food, hotel, etc.
Send checks to recipients & complete Billing Form which will identify BOD’s over seeing that specific organization or responsibility / Copy of all existing forms
1099 forms, recipients information as itemized
Names, addresses & amounts are voted on by the appropriate group

Officer Transfer Sheet

The following materials have been turned over to the incoming Treasurer ______by outgoing

Treasurer______on______.

(Give this Transfer Sheet to Secretary after Transfer is completed)

PCR Treasurer bag
Check book
Deposit slips
Bank stamps
Investment portfolio
Existing “housed/dormant” records
Contact information of institutions
Quicken Program if needed
Disc or memory stick with all back up files
Process document
Current Budget Report
Signature Cards (2)

Other:

Revised 7/15/