Treasurer
UNLV Alumni Association
Leadership Development Day
March 3, 2012
The Basics
 The chapters operate under 501(c)3 umbrella of the
UNLV Alumni Association
 Each chapter has a sub-account with the association
 The chapter board of directors is responsible for
activities conducted under the name of the chapter
 Steve Barela in Alumni Relations functions as the
“Bank Teller” and accepts deposits and distributes
checks
Mission
 The UNLV Alumni Association exists to promote a
strong relationship between UNLV alumni and the
university community by providing volunteer
leadership, support and other resources for the
benefit of UNLV and the Association.
Responsibilities of the Treasurer
 Track and report budget and income and expenses
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on behalf of your chapter board
Deposit funds collected from events, donations
Submit check requests and other documents as need
Recommend chapter financial policies and
procedures
Keep up-to-date with association financial policies
and procedures
Reconcile chapter financial records with those of the
association and report issues in a timely manner
Responsibilities of the Association
 Maintain financial policies and procedures to protect
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the assets of the association and its chapters
Protect the nonprofit status of the association
Ensure the association's accountant is accurately
managing chapter accounts as expected
Report account balances on a quarterly basis
Prepare annual tax return (the dreaded 990)
Prepare and submit association and chapter biannual financial audit to Board of Regents (roughly a
$30,000 expense)
Chapter Board Authority
 Board reviews and approves activities of the chapter
 Before each activity, a budget and the activity must
be approved by the board
 Any expense outside the board-authorized amounts
may or may not be paid, depending on the decision
of the board
Budgeting
 Goal: Create annual budget approved at annual
retreat or start of fiscal year
 Objective: Establishes a plan for chapter activities
and financial expectations for coming year
 Budget should include:
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Income projections
Expense projections
Projected net income (loss)
Sample Budget
INCOME
 Sponsorship
 Mixer tickets
$700
$100
EXPENSE
 Invite to mixer
 Mixer F&B
$300
$350
NET INCOME
$150
How to Spend Chapter Funds
 Complete a Check Request form
 Include either:
 Invoice with completed W-9
 Receipts for reimbursement
 Send check request and materials to Steve Barela:
 Steve.Barela@unlv.edu or fax to 702-895-4282
 Box 451010, 4505 S. Maryland Pkwy., Las Vegas, NV 891541010
How to Deposit Chapter Funds
 Complete a Chapter Deposit form
 Include deposit items such as cash, checks, credit
card slips. We’ll process credit cards for you!
 Schedule appointment with Steve Barela to make the
deposit
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**IMPORTANT** Steve is the “bank teller” and only employee
with access to the safe. Make sure he is available to receive
your deposit
Consider asking your liaison staff member to walk the deposit
to our office
Steve.Barlea@unlv.edu or 702-895-2378
How to Deposit Chapter Funds (cont.)
 At the office, Steve will confirm the deposit and
provide you with a signed copy of the deposit form.
This is your receipt. Claims of missing deposits WILL
NOT be honored without presentation of valid
receipt.
Member Dues
 Automatically transferred to your chapter account
 Member dues are transferred monthly to your
chapter account
 Treasurer will receive report itemizing dues paid
Bank/Accounting Charges
 Credit card transaction fees of 3.9% will be billed to
your chapter account on a monthly basis
 At this time, the association picks up the cost of
accounting fees and bank charges not otherwise
outlined above
Reporting
 Alumni Relations staff will prepare quarterly
reporting which covers:
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Membership Dues
Bank card fees
 The accountant will report chapter account balances
quarterly as well
 Annually, the accountant will prepare year-end
chapter account balances
Audit
 When the treasurer receives quarterly account
balances, verify your records match the numbers
reported by the accountant
 If a discrepancy is found, notify Steve Barela
immediately
 Recommend each chapter establish an audit process
that includes other board members who review
transactions in detail to safeguard against loss and
errors in reporting
Next Steps
 Create a 3-ring binder for chapter finances and
organize into the following information:
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Chapter budget
Chapter account register
Copies of Check Requests and Deposit forms
Reports from the Alumni Association
Treasurer reports to your chapter board
Instructions/forms
 Transfer the finance binder to the new treasurer at
the end of your term
Generating Non-dues Income
SPONSORSHIPS AND FUNDRAISING
Chapter Sponsor Programs
 Provide Visibility
 Web site, newsletter, emails, events, announcement at event
 Create Opportunities
 Events/programs, networking
 Sell!
 Personal emails, phone calls to partners
 Cold-call for new sponsors, bargain & negotiate, mid-year
discounts
Value Proposition to Sponsors
 Provides an opportunity for sponsors to develop a
partnership that will result in increased visibility
among the chapter’s members and the university
 Show support for UNLV
 Engage Alumni
 Discounts for existing sponsors and members
Sponsor Program Goals
 Secure partnerships for mutual beneficial or WIN-
WIN relationship
 Increase sponsor support and exposure at individual
events relevant to sponsor business
 Increase sponsor awareness through multiple
communications channels
 Create affordable annual and event sponsorships
Communication
 Quarterly emails to sponsors to ensure they are
abreast of chapter events and programs and new
opportunities
 Sponsors receive benefits though three areas:
 Brand Awareness
 Networking/Marketing
 Tax Deduction
Sponsor Benefits Ideas
 Complimentary tickets to Chapter events
 Opportunities to meet members
 Literature distribution at events/programs
 Podium recognition for Event Sponsors
 Logo on website
 Tax deduction
Pricing
 Price based on expected attendance
 Include guests, university staff
 Suggestion:
 $250 for events with expected attendance of 50 or less
 $500 for events w/ 51-100 people
 $750 for events w/ 101-150 people
 $1,000 for events w/ more than 151 people
Tax-Deductable Receipts
 For the association to issue receipts for donations or
gifts-in-kind or gifts of service, complete a
FUNDRAISING REPORT FORM
 Alumni Relations will work with you to ensure your
chapter receives credit for the donation and the
donor is properly receipted