Treasurer Please remember to sign the roster. Workshop #218 1 Our Mission To develop and deliver quality youth soccer programs in a fun, family environment based on our Six Philosophies: • • • • • • Everyone Plays® Balanced Teams Open Registration Positive Coaching Good Sportsmanship Player Development Objectives • The Role of the Treasurer in the operation of the Region • The Treasurer’s position description • Discuss keys to Treasury Management • Understand the financial forms, reports and tools Why is training necessary? • Safeguard Region assets. • Protect AYSO and its nonprofit status. • Keep required financial records and an accurate accounting of all monies. ? Treasurer’s Key Job Duties • Manage accounts receivable (revenue) and accounts payable (expenditures) • Pay player registration fees timely • Abide by good internal control procedures • File required reports on a timely basis • Code Region checks properly • Take the lead in preparing the budget Treasurer’s Key Job Duties continued • • • • • • Participate in registration Maintain records for seven years Assist throughout an annual audit Provide monthly status to Region Be aware of “red flags” Maintain a player reserve • Not less than $5 per player-not more than $12 Volunteer Protection Requirements • Complete and submit a Volunteer Application EVERY YEAR. • Be authorized to perform your job by the Region, Area, Section or other AYSO authority. • Act within the scope of a job description and AYSO policies, procedures and guidelines. • Complete AYSOs Safe Haven® training and • Be properly trained to do your job. What support is available? • • • • Regional Commissioner Area staff or neighboring Regions Section staff National Office • • • • NAP (National Accounting Program) Finance Representative NAP Manager Accounting Manager Controller Treasurer Tools • • • • • • Software Forms Manuals Checklists Reports Additional Training Need a Treasurer’s Manual? A Reference Book? www.ayso.org/SupplyCenter www.aysotraining.org National Accounting Program Opening a Bank Account • Need to find a bank that will return checks (or copies) with the statement to National Office • Minimum three signers (RC and Treasurer are required) with two on each check or transaction – not from the same household • Whenever practical, the AD should be a signer and at least one other Board Member National Accounting Program Opening a Bank Account • Online banking NOT enabled . . . except for view only privileges • One checking account and maximum of two savings accounts • Must be a federally insured banking institution (FDIC) 13 Multiple Choice Question Why must a Region’s bank account must be reconciled monthly? a) b) c) d) e) Indicates which checks are not cashed e ! Verifies deposits were received by the bank Verifies financial records match bank’s Ensures statement received by Finance All of the above Amounts must agree! 16 National Accounting Program Chart of Accounts • Unique 4 digit codes for each category • Additional 2 digit code for extended play programs – used before the standard 4 digit code • Regions allowed to add additional coding after the 4 or 6 digit account code National Accounting Program Chart of Accounts Revenue/Income Accounts • Revenue account codes used on the Monthly Deposit Report Form – MDRF – Codes for registration fees, fundraising, sponsorships and donations • Also used on checks for refunds of payments originally coded as income 19 National Accounting Program Chart of Accounts Expense Accounts • Expense accounts used on checks • Used for bank charges 21 National Accounting Program Expenses and Checks • All expenses must be paid by check • All expenses must have full and complete original documentation • Used for payments to AYSO • Recommend using a reimbursement form Mileage rate usually changes annually Name, address, date, AYSO position. Travel section description, dollar Date,Date, description, dollar amount and category. amount and category. Purpose of the expense Operations section Signature Approval signature, date and position 23 Should this request be paid? What should concern a Treasurer with this request? Detailed explanation of expenses required 24 Original/Scanned receipts must be included Invoice No. 00045782 Sold to: AYSO Region 436 102 Railroad Avenue, #4 Winters, CA 95694 March 6, 2010 Quan. Description Each 126 5” Soccer Trophy – Style 103A 4.75 598.50 87 6” Soccer Trophy – Style 103A 5.20 452.40 41 7” Soccer Trophy – Style 103A 5.45 223.45 23 6” X 8” Team Parent Plaques 6.00 138.00 23 8” X 10” Coach Plaques 6.85 157.55 Sub-total 1,569.90 Tax 121.67 Total 1,691.57 Less: Deposit 700.00 Total Due 991.57 Valley Trophy 152 N. Main Street Winters, CA 95694 Deposit due when order placed – balance due upon delivery 25 Total Thank you for your business! River Sports Equipment Company 100 West walnut Street Dixon, California 95620 Sold to: AYSO Region 218 110 W. 14th Street, #12 Davis, CA 95616 March 16, 2010 Statement of Account Description Total Invoice 004578 1,262.57 Invoice 004617 789.41 Do not pay from a statement STOP Total Due Invoices due – Net 10 days 26 Thank you for your prompt payment 2,051.98 National Accounting Program Check Writing Checks must be properly completed Large print – legible Proper NAP account coding Must have two signatures Counter checks or checks made payable to cash are not allowed • No blank pre-signed checks • • • • • National Accounting Program Is this a NAP compliant check? Does not have AYSO Region Additional Region coding is acceptable Only one signature National Accounting Program Is this a NAP compliant check? Check made payable to cash No NAP account coding National Accounting Program Is this a NAP compliant check? Looks good! Registration Days • Be at all registration days – ensure proper procedures for handling of fees • Collect the monies generated • Reconcile registration forms • Cash reconciled with two trained volunteers • Monies deposited same or next banking day • Pay player fees to National Office within 30 days Check # (or Form of Payment), Fees, Amount Paid Check section Cash section Credit/debit card section 33 National Accounting Program Monthly Deposit Report Form • Deposits should be made the same or next banking day All deposits must be into the the proper • MDRF captures made and reports checking account codesRegion’s for account. deposits. • Submit the MDRF to the National Office by the 5th of each month. • Submit either electronically (email or fax) or hard copy. Region Number, Bank Name, Account Number Late Registration – Account 4009 – $565.00 Fund RaisingContact Receipts Information – Account 4040 – $413.00 Name – Phone Number – Email Address – Date Returned Check Account 4310 (Sponsorship) $50.00 36 National Accounting Program Deferred Accounts • Defer (verb): to put off to a future time • Deferred Accounts: to put off or postpone amounts to a future period • AYSO Fiscal Year - July 1 to June 30 • Monies received or paid currently (prior to 7/1) for a future period (after 6/30) use the deferred accounts 38 National Accounting Program http://www.ayso.org/For_Volunteers/resources/finance/finance_forms NAP Online • What is NAP Online? NAP Online is a web-based accounting and bookkeeping system. • Now the official AYSO NAP program NAP Online is required for all new pilot Region applicants NAP Online is required for all pilot to charter conversions NAP Online is required for all Section/Area discretionary bank accounts. Benefits of NAP Online • • • • • Makes organizing easy Rollup reporting Everything is stored electronically Easily accessible Embedded help links NAP Online Create sub-accounts or categories, known as “dimensions”, to keep organized and help stay on top of your budget! Subaccounts Seasons 42 Track Seasons Specific to your Spring Season Compare to your budget Detailed sub-accounts 43 Tournament Teams Specific to your Tournament Category Show all your Teams 44 Compare to Year to Date Region at a glance Show all your categories Show all your Sub-categories 45 Compare to Year to Date No more storing paperwork! • In NAP Online, everything is stored electronically. • Any changes in the Treasurer position are smooth and uncomplicated. 46 NAP Online You can access NAP online from virtually any device with an internet connection. 47 Embedded Help Links 48 More Information… • NAP Online YouTube Channel at www.YouTube.com/aysonaponline • Demo the system at https://naponline.ayso.org/demo • Email naponline@support.ayso.org 49 eAYSO • AYSO’s electronic system for managing and registering players and volunteers • Includes monthly financial reports • Region’s registration or player fee invoices • National player fee invoices are not mailed 51 52 To pay Invoices, check Pay box, Create Remittance Advice 53 54 Dropped Players who decide to continue with • Players Registrar must dropnot player first in eAYSO AYSO may be entitled to a refund of all or at: Region>Treasurer>Process part of their registration fees (consult Regional Dropped Player Guidelines) • Regions are only entitled to a refund of the National Player Fee if the player never practiced or participated in any AYSO activity. Dropped Players Region>Treasurer>Process Dropped Player Select “Awaiting Request for Credit” Select “Request NSTC Credit” or “Drop & No NSTC Credit” SUBMIT Dropped Players 19750 S. Vermont Ave. #200 Torrance, CA 90502 (310) 525-1155 Regional Budget Quiz • Who owns the Region’s budget? • Regional Board • When is the budget due? • June 1st • Who receives copies? • Area Director and National Office • What happens when it’s not done? • Conditional re-appointment for RC 59 Fax to 310.525.1155, Email to finance@ayso.org, Mail to 19750 S. Vermont Ave. #200, Torrance, CA 90502 60 Other Required Reports • • • • Regional Financial Report Sales tax report 1099 reports Provide updated information on the Information Form for any Board changes including new signatures on bank accounts. Regional Financial Report • Provides Regional Board with monthly status • Typically includes monthly revenue, expense summary and adjusted account balances • Must be made available to any attendee when requested • Key to maintaining financial transparency Actuals vs Plan or Previous Year Fiscal Year July 1st – June 30th Revenue vs Expense Summary Sales Tax • Many States require payment of sales tax on purchases as well as sales from fundraising. • Region’s sales tax obligation is based on income reported on MDRF as well as some expense codes. • National Office will consolidate all Region sales tax into one State filing. • National Office will invoice each Region for their portion of the total tax due. Sales Tax Email questions on sales tax to: SalesTax@ayso.org 1099 Reporting • 1099 Forms required by IRS • Requires Independent Contractor’s W-9 • National Office completes company-wide 1099s based upon information submitted • Information due to the National Office by January 10 1099 Reporting Who is an Independent Contractor? • Performs services for multiple customers • Sets own hours, determines own price for contracted services asfordefined by the • NotAll eligible employee benefits • Provides own supplies, tools and equipment Internal Revenue to complete job per contract Service • Personally liable for errors and/or accidents • Files self-employment taxes and receives Form 1099-MISC 68 1099 Reporting Tax ID can be either Social Security Number or Employer Identification Number Each payment needs to be shown separately. Region number must be in a four-digit format. 1099 Form 70 Red Flags • Running out of money • Checks are bouncing • Savings accounts being depleted with no valid reason • Suppliers are complaining • Board is not receiving financial reports • Fundraising activities in question • The NAP report has uncoded items Where does it say… Treasury Management guidelines are found in: • The Standard Regional Guidelines, Article Eight • Chapter 8, Regional Operations of the AYSO Reference Book • National Policy Statement 3.1 Available Resources AYSO Reference Book Treasurer’s Manual Forms and Documents www.ayso.org www.eayso.org eNewsletter Conclusions • Need to manage, control and facilitate all financial aspects of the Region • Paying player fees timely to the National Office ensures that players are covered by SAI • Need to complete required forms • Control the financial history of the Region • AYSO is one entity! • Protect the REGION’S MONEY!! Other Training Please take these additional workshops: • • • • eAYSO for Treasurers Budgeting for the Regional Board Develop a Regional Calendar Auditor Training Final Exam Cash reconciled with two ___ volunteers. Deposit funds the ___ next ____ banking day. No deposits directly to ________ account. savings my Review monthly reports for proper _____ NAP __________ coding. account • Send player fees and other payments to the _____________within ___ 30 days. National Office • Download your reports from _______. eAYSO • 1099 information is due on ___________. January 10 • • • • 76 It’s all for the kids Workshop #218