Preparation Before Your Bank Visit

Preparation Before Your Bank Visit

Reference Information:

  1. Contact @ WesBanco:

Mark Swartz

Phone 459-9660

Fax 459-1488

Email

  1. Authorized Signers
  2. Your club needs 2 authorized signers: your treasurer & president or other officer not related to the treasurer.
  3. For accounts having debit cards, each cardholder must also be an authorized signer.
  4. The information WesBanco will need for ALL authorized signer BEFOREANY of them sign:
  5. First name, last name, middle initial
  6. Residence address
  7. Date of birth
  8. Social security number
  9. Driver’s license number
  10. Phone number (home or cell)

(NOTE: Until you have the required information from all authorized signers, it will be useless to sign the signature card. You will just have to sign it again. So provide the bank with all before any of you signs, or go in together.)

  1. Account name & address:

Your club name

You club address must be 6100 S Mason-Montgomery Road

Mason, OH45040

If this is not the same name or address on your EIN, contact the MABA Treasurer.

  1. Checks
  2. Name, address, phone on your checks. Your club’s name, the school’s address, and the AD office’s phone number. i.e.

Mason Softball Boosters

6100 S Mason-Montgomery Road

Mason, OH45040

513-398-2513

  1. Numbers must be consecutive, no gaps between orders
  2. Most clubs will want wallet style (tears along the top border) single signature checks. If your club requires two signatures on each check, order two signature checks. Duplicate checks would be a waste of money because images will come in the statements.
  3. When you need to reorder checks you can do so though WesBanco (minimum ~$12+tax per box or use a third party supplier. I have had success with First box on initial order is free. Subsequent orders about $9 per box. WesBanco’s routing number is 043400036. If you have a better source, please share it with MABA.
  4. All checks must be Pantone 356 (a particular shade of green) with a flaming comet watermark. Just kidding.
  1. Fees – Your club should be charged absolutely no fees and no minimum balance is required.
  2. Interest – Your club will receive .25% on the entire daily balance. Your return should go up when the economy improves. If your balance falls below $5,000, you will not automatically receive your interest. However, if you contact Mark at WesBanco, Mark will calculate it and apply it manually.
  3. Statements – You will receive monthly statements with check images by mail. (Both must be retained for audits.) They will be sent to an address you choose, known to the bank as your “alternative “ address. Normally this will be the club’s treasurer’s address. Alternatively, it could be the president’s, if you so elect. 1099s will be sent to this same address.
  4. Set up on-line banking. On-line banking is required for all accounts and CDs.
  5. On-line banking will allow viewing and printing only. The account will preclude online transactions.
  6. Request that your club’s treasurer and president to be set up to view all of your club’s accounts and CDs
  7. After the bank has entered your request the MABA treasurer will actually enable on-line access for the authorized signers.
  8. Note: the MABA treasurer will enable your club’s Sport Rep to view the MABA account.

Open Your Club’s First Account as Its Main Account at WesBanco

Before your first bank visit:

  1. If your club doesn’t already have its own EIN, get one from the IRS
  2. Gather the your club’s legal documents:
  3. The letter from the IRS confirming your EIN
  4. If your club is a corporation, the document from the Secretary of State containing your charter number
  5. Gather the information about both authorized signers. (See reference above)
  6. Get your initial deposit: at least $50 cash, check, or money order
  7. Set up an appointment via Mark Swartz @ WesBanco (See reference above)

When you go:

  1. Take
  2. The items you gathered above. (WesBanco will keep a copy on the EIN letter and, if you have one, your charter.)
  3. Driver’s license (needed for the number and the photo ID)
  1. Set up your account
  2. Tell Mark you want to open a new MABA Booster Club account. She knows the correct account type and information to enter. Here’s what to expect:
  3. You will open an “Interest Checking with images” account.
  4. The account and check information conform to the Reference Information above.
  5. Mark will ask for the address to send statements and 1099s.
  6. If you have concessions or other fundraiser’s where you would have need for one, get your night deposit locked bag, bag key, and night deposit key. Ensure that they both work. (Again, no charge) You will want record its number so you can identify it. You can also mark it if you wish.
  7. Make your initial deposit.
  8. Debit cards are not allowed on this account.
  9. Order checks
  10. See the Reference Information above for check requirements.
  11. The first box will be free (150 checks).
  12. Sign the signature cards.
  13. One or both authorized signers can sign now as long as the bank has the information for both. The other signer can sign at their convenience.
  14. Set up on-line banking (See the Reference Information above).
  15. Notify the MABA treasurer that you completed the account set up and of any difficulties you encountered.

Converting Your Existing WesBanco Account to a MABA MBC Account

If your club has an exiting account with WesBanco, you need to convert it to a “MABA” MBC account so you can accrue interest and conform to MABA Bylaws. To do so you do the following:

Before you go to the bank:

  1. If your club doesn’t already have its own EIN, get one from the IRS
  2. Gather the your club’s legal documents:
  3. The letter from the IRS confirming your EIN
  4. If your club is a corporation, the document from the Secretary of State containing your charter number
  5. Set up an appointment with MarkSwartz @ WesBanco (See the Reference Information above)

When you go:

  1. Take
  2. The items you gathered above. (WesBanco will keep a copy on the EIN letter and, if you have one, your charter.)
  3. Driver’s license (needed for the number and the photo ID)
  4. Convert your account
  5. Tell Mark you want to covert your existing club account to a MABA Booster Club account. She knows the correct account type and information to enter. Here’s what to expect.
  6. You will open an “Interest Checking with images” account.
  7. The account information will be changed to conform to the Reference Information (see the first topic)
  8. Mark will confirm the address to send statements and 1099s.
  9. If you have concessions or other fundraiser’s where you would have need for one, get your night deposit locked bag, bag key, and night deposit key. Ensure that they both work. (Again, no charge) You will want record its number so you can identify it. You can also mark it if you wish.
  10. Debit cards are not allowed on your primary account.
  11. Checks
  12. After using the remainder of your existing checks, reorder checks in the required format. (See the Reference Information above).
  13. Sign the signature cards.
  14. Both authorized signers must re-sign the cards. One or both can sign now. The other signer can sign at their convenience.
  15. If the signers or signer information has changed, see the process for the Annual Transition of Officers.
  16. Set up on-line banking (See the Reference Information above).
  17. Notify the MABA treasurer that you completed the account conversion and of any difficulties you encountered.

Getting a Debit Card to Support Concessions or Travel

If your club needs a debit card, you must open a separate account solely for that purpose. A separate account containing a limited balance is the only method available at this time to limit the risk associated with a debit card. Your primary account must already be set up. This would be a secondary account, opened only if your club’s board decides that a debit card is warranted. All Club expenditures must be made via check from the club’s primary or school account except types of expenditures specifically designated by your club board to be made debit card.

Before you go to the bank:

The account must be at WesBanco, unless you notify MABA treasurer in writing

  1. Print a copy of the minutes showing authorization to open an account for debit cards and any restrictions set by the board. (ie daily transaction limits, number of cards, who should have a card, etc.)
  2. Gather the information about all cardholders. To be cardholders, they must be authorized signers. (See Reference Information above)
  3. Set up an appointment with MarkSwartz @ WesBanco (See Reference Information above)

When you go:

  1. Take
  2. The copy of the minutes referenced above.
  3. The cardholder information referenced above.
  4. Driver’s license (needed for the number and the photo ID)
  5. Set up your account
  6. Tell Mark you want to open a MABA Booster Club account for debit cards. She knows the correct account type and information to enter. Here’s what to expect:
  7. You will open an “Interest Checking with images” account.
  8. The account and check information conform to the Reference Information above.
  9. Mark will send statements and 1099s to the same address as for your primary account.
  10. Make your initial deposit.
  11. Debit cards are allowed on this account.
  12. Request your debit card(s) for this account. The card should contain the club’s name and the cardholder(s) name on it. NOTE: In order for the card to be used at Sam’s, the club name and cardholder’s name on the debit card must match the Sam’s Card, which is a photo ID card.
  13. You will not get a PIN number(s) for the card(s).
  14. The card(s) cannot be used at an ATM or for a “Debit” transaction at checkout. It can only be used as for “Credit” transaction. (Same affect on the account as a debit transaction, the money will come directly out of your account and the transaction detail will appear on the statement.)
  15. If you choose to do so, you can set a daily $ limit for the card(s).
  16. It is the MBC treasurer’s responsibility to require receipts for each credit card transaction.
  17. Deposit only the amount in this account you need to meet your needs. All of it is at risk of withdrawal using the debit card.
  18. Do not get checks for this account. The only need for a check from this account is to close the account. This can be done with a counter check.
  19. Sign the signature cards as long as the bank has the information for both officers and all cardholders.
  20. One or both club officers can sign now. The other officer can sign at their convenience.
  21. All cardholders can sign at their convenience.
  22. Set up on-line banking (See the Reference Information above).

Annual Transition of Officers and Card Holders

Before you go to the bank:

  1. Print a copy of the minutes showing new officers and any changes pertaining to the authorization to use debit cards, including new users.
  2. Gather the information about new authorized signers (2 new officers and all new cardholders). Make sure you identify all who will be issued or retain a debit card. (See Reference Information above)
  3. Set up an appointment with MarkSwartz @ WesBanco (See Reference Information above)
  4. Identify all accounts, CDs, etc your club has with WesBanco.
  5. Arrange for at least one outgoing signer to accompany at least one of the new signers to the bank.
  6. Give all financial records, debit cards, and check books to the new treasurer.

When you go:

  1. Take
  2. The copy of the minutes referenced above.
  3. The authorized signer information referenced above.
  4. Information on all your club’s accounts, CDs, etc.
  5. Driver’s license (needed for the number and the photo ID)
  6. Tell Mark you want to transition your club’s accounts, CDs, etc. She knows the correct information to change. Here’s what to expect:
  7. Give Mark the minutes referenced above.
  8. Mark will ask for the address to send statements, 1099s, and CD notices.
  9. Give Mark the information for all new signers.
  10. Transition your primary account
  11. Mark knows the correct information to change. Here’s what to expect:
  12. Mark will send all statements and 1099s to the same address .
  13. The two new officers are the only names that should appear on the new signature card, but both should appear.
  14. Both officers must sign the new signature card
  15. Transition your debit card account
  16. Mark knows the correct information to change. Here’s what to expect:
  17. Mark will send all statements and 1099s to the same address.
  18. The two new officers and the new debit cardholders are the only names that should appear on the new signature card, but all should appear.
  19. Even if some one was a signer last year, since some signers will change, they must sign again for the new year.
  20. Both officers and each cardholder must sign the new signature card
  21. Transition your savings account, if you have one
  22. Mark knows the correct information to change. Here’s what to expect:
  23. Mark will send all statements and 1099s to the same address.
  24. The two new officers are the only names that should appear on the new signature card, but both should appear.
  25. Both officers must sign the new signature card.
  26. Transition your CD, if you have one
  27. Mark knows the correct information to change. Here’s what to expect:
  28. Mark will send all statements and 1099s to the same address.
  29. The two new officers are the only names that should appear on the new signature card, but both should appear.
  30. Both officers must sign the new signature card.
  1. Transition on-line banking for all accounts and CDs (See the Reference Information above)
  2. Request the MBC’s outgoing treasurer and president be removed from online banking.
  3. Request the MBC’s incoming treasurer and president be set up to view all of your club’s accounts and CDs.
  4. Notify the MABA treasurer that you completed the transition and of any difficulties you encountered.
Other Investments
Savings Accounts:

The account must be at WesBanco, unless you notify MABA treasurer in writing.

  1. Note: our checking gets a better return than the standard savings accounts
  2. Provide minutes authorizing the action to bank
  3. Tell Mark you want to open a MABA Booster Club savings account. She knows the correct account type and information to enter. Here’s what to expect:
  4. She will need a copy of the minutes
  5. The account information will conform to the Reference Information above.
  6. Mark will send statements and 1099s to the same address as for your primary account
  7. Make your initial deposit as a check drawn on your primary account.
  8. Notify the MABA treasurer that you completed the account conversion and of any difficulties you encountered.

Certificates of Deposit:

The CD must be at WesBanco, unless you notify MABA treasurer in writing.

  1. Provide minutes authorizing the action to bank
  2. Tell Mark you want to buy a CD for your MABA Booster Club. She knows the correct account type and information to enter. Here’s what to expect:
  3. She will need a copy of the minutes
  4. The account information will conform to the Reference Information above.
  5. Mark will send statements and 1099s to the same address as for your primary account
  6. Make your initial deposit as a check drawn on your primary account.
  7. Notify the MABA treasurer that you completed the account conversion and of any difficulties you encountered.

Deposit Services:

  1. All moneys must be deposited in total. A check must be written to withdraw funds.
  2. Night deposit (no charge)
  3. Count your proceeds and complete your deposit slip as usual.
  4. If you need a copy of the checks being deposited, draft your request for copies, as many checks per page as possible. (A sport will usually need this done only once a year; as a result of “Meet the Team”).
  5. Place the deposit, deposit slip, and request for copies in the bag. Lock it
  6. Approach the night deposit in such a way that you circle the bank to ensure no one is in the vicinity
  7. Unlock the night deposit, open the door, drop in the locked bag (keep your keys, the bank has its own)
  8. Come back at your convenience during banking hours to retrieve your bag, deposit confirmation, and copies of checks. (If you requested copies of the checks being deposited, give adequate time for them make the copies throughout the day.)
  9. Coin counter in lobby (quick, accurate, and free)
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