So, You are Treasurer of
your 4-H Club!
Montana 4-H Center for Youth
Development
2005
Congratulations!
• Your job is essential to your 4-H
club.
• You have a VERY important role
to play in managing club money.
As Treasurer, you are
responsible for…
• The 4-H club’s money
• The 4-H club’s bank accounts
• And maybe even the 4-H club’s fund
raising activities
• Ensuring proper management of
these funds
4-H Club Fund Raising
Ideas
•
•
•
•
•
•
•
•
Carnival
Recycling Drive
Box Supper
Car Wash
Candy Sale
Window Washing
Calendar Sales
Paint Mailboxes
4-H Fund Raising
Guidelines
• Any fund raiser must have an
educational purpose
• Record of income and expenses for
each fund raiser is required
• A financial report must go to
Extension Office within 30 days after
the event.
• Funds are used for 4-H related
expenses only --– Not for individual club members
– Not for personal expenses
4-H Fund Raising
Guidelines (cont’d)
• Revenue received from any
fundraiser must be in a 4-H account
• Must be used by the sponsoring
club or 4-H group.
• 50/50 Fund Raisers may not be
held (this includes any betting
activities)
• Raffles:
– should have a quality product for the
winner – not cash!
– Check with County Commissioners for
guidelines to conduct a raffle
Laws affecting 4-H Club
Funds
• 4-H Club Money belongs to the club – not the
individuals in club.
• The treasurer’s records of the 4-H club are
open for inspection at any time by anyone.
• “Keeping the Books” includes the checkbook,
the receipt book, the check register, payment
vouchers and bank statements.
• Follow the guidelines in the “So, You Are
Treasurer of Your 4-H Club Book” (#5242—
revised June 2004).
Serving as a new 4-H
Treasurer
• Know what types of bank
accounts your club has.
• Visit the bank to learn about
their services and
expectations.
• Refer to page 5 in the
treasurer’s book for more
guidance.
• Learn what the club’s
Federal Employer
Identification (EIN) number
is. (Each club must have
one of these.)
Audits
• Who: The President appoints an audit
committee--2 members and 1 leader
• What: A formal review of a club’s financial
accounts.
• When: To be done before a new treasurer
receives the records.
• Why: To see that the club money has been
spent correctly.
• Why: To be sure the records are accurate --accountability.
What to bring to each
club meeting
• The approved budget
• The check book
• Yourself and the leader
who is authorized to
sign checks should be
at the meetings.
• Envelopes and stamps
The Club Budget
• Based on the Club Plan of Work –
what the club will do during the
year.
• Includes expected income and
expenses for the club year.
• Is usually just an estimate, but
also provides a plan for the year.
Responsibilities
• To keep the 4-H Club’s check register up to
date.
• To issue receipts when the club receives
money.
• To prepare and make bank deposits for the
club.
• Pay the bills with appropriate documentation
(voucher, receipt/invoice and appropriate
signature)
• Write checks on behalf of the club
• Prepare a monthly treasurer’s report.
• See the 4-H Club Treasurer’s Book for details
on doing these things.
Monthly Treasurer’s
Report – a Priority!!
• Shows the club membership the
financial activity of the previous month.
• Circulate a copy of the treasurer’s
report and the bank statement among
the club members at each meeting.
• When approved, it is included with the
Secretary’s minutes.
Annual Summary
Financial Report
• Required of all 4-H Clubs, Councils,
Committees, and groups.
• Creates an open, public record
• Fulfills the audit concerns of MSU
• Completes the federal requirements for
financial accounting by 4-H Clubs.
• Due in the County Extension Office on
September 30th of each year.
Your Guide to Success as a
4-H club Treasurer
Have fun and learn
as much as you
can!