Treasurer’s Checklist

Season Dates: ______ / Date
TREASURER’S CERTIFICATION & TRAINING
Treasurer’s Manual
·  Mailed from the National Office upon notification of a new appointment
·  If not received, call Member Services at the National Office (800) USA-AYSO
Regional Treasurer Position Description
·  Download from the AYSO Web site: www.ayso.org
·  Review with Regional Commissioner
Treasurer Certification & Training
·  AYSO’s Safe Haven (Available online at www.aysotraining.org and webinars)
·  Treasurer Workshop/Webinar (Signup Online: www.ayso.org)
·  Budgeting for the Regional Board – Continued Training
NAP COMPLIANCE
·  Checking/Savings Accounts enrolled in NAP
·  All Checks coded with NAP Chart of Account codes
·  Statements and Cancelled Checks sent to the National Office
·  Monthly Deposit Report Forms sent to National Office by the 5th of each month (unless enrolled in NAP Online)
·  Region Checks
o  Region # on checks
o  NATIONAL OFFICE or Region Local address on checks
o  Two Signatures required on all checks
·  Regional Commissioner, Treasurer, & Area Director plus another Regional Board Member as registered account signatories
REGISTRATION DAY
·  Ensure trained volunteers oversee fee handling at Registration
·  Ensure Registration fees and forms are reconciled at the end of each Registration event (Registration Reconciliation Form)
·  Deposit cash and checks on the same day or the very next business day
ACCOUNTS RECEIVABLE
·  Pay all Player Fee invoices within 30 days & before first practice
·  Monitor Accounts Receivable in eAYSO & pay invoices promptly
ANNUAL BUDGET PLANNING
·  Compare previous year’s NAP report to current NAP report for revenue and expense actuals
·  Ask Regional Board Members for Budget plans
·  Prepare Preliminary Budget for Board Review/Approval
·  Submit Annual Budget to Area Director by June 1st & copy NATIONAL OFFICE. If enrolled on NAP Online, the budget should be entered into NAP Online and does not have to be submitted to the National Office.
1099 COMPLIANCE
·  Complete 1099 Worksheet & submit to NATIONAL OFFICE by January 10th
·  Request W9’s for each vendor reported
PROOF OF NON-PROFIT STATUS
·  Internal Revenue code section 501(c)(3), Federal Identification Number : 95-6205398
·  Provide a Regional letter to sponsors, donors if requested. A sample letter can be downloaded off the AYSO web site at www.ayso.org
INTERNAL CONTROL PROCEDURES
·  A Cash receipt book is used for all cash payments received
·  Cash from any event is reconciled by at least two people and deposited on the first banking day possible
·  No pre-signed checks or blank checks
·  Reimbursement forms and receipts are required for all reimbursements
·  Monthly bank statement reconciliation is performed by a person not authorized signatory on the bank accounts or reviewed by someone who is not an authorized signatory on the bank accounts.
·  Region’s financial records and procedures are audited at least annually by a Regional Auditor or a volunteer who is not authorized to sign on the accounts.
·  Financial reports are provided to the Regional Commissioner and Board on a monthly basis or as requested.
·  Financial records (copies of receipts, expenses and all other financial documents) are maintained for at least seven years and are available to the audit process. Note: If Region uses NAP Online and uploads all supporting documentation, you do not need to physically keep the original documents.