PACIFIC COAST REGION/WOCN

PROCESS DOCUMENT

Treasurer

Duty

Implementation Method

Target Date

Personnel Involved

Responsibility

Equipment/Supplies

Signature Cards with Wells Fargo and USB

Attend the BODŐs Transitional Meeting

Review bookkeeping process, payments & files to incoming officer

Outgoing Treasurer will bring a signature card to the October meeting & the Incoming officer will sign & take to his/her local Wells Fargo to allow business to be uninterrupted. USB card to be verified by Secretary

President will notify all Incoming & Outgoing members of the BODŐs of the date & place.  It is the officers duty to make timely & efficient reservations including hotel & transportation

October

January

Incoming & outgoing Treasurer

& President and Secretary

President, incoming & outgoing officers, sub-committees

To return signature cards to local Wells Fargo Bank and USB in a timely manner

Prepare financial report for review

Ensure incoming officer has full understanding of financial duties

Telephone, FAX, calendar of events, signature card, copy of two (2) photo IDŐs for the banking institution

See Below

PCR Treasurer bag, check book, deposit slips, bank stamps, investment portfolio, all existing Ňhoused/dormantÓ records; contact information of institutions; Quicken Program, disc with all back up files; process document

Duty

Implementation Method

Target Date

Personnel Involved

Responsibility

Equipment/Supplies

Review business process including but not limited to: Bill paying, investing, budget building, forms, calendar dates & deadlines, contract review.

Review budget responsibility with each officer as to what is a covered expense & what is not

Establish time line for billing reimbursement

Demonstration of Quicken, entering of expense reports, forms, files & accounts

General review or handout for each BOD member

Discuss with BODŐs what is a reasonable turn around time (ie: 1st & 15th, 10th & 20th

January Transition meeting

January Transition Meeting

Before end of Transition meeting

Incoming & Outgoing Treasurer

BODŐs & incoming treasurer

All BODŐs & Sub committees

Outgoing Officer to be available for any questions or FU to incoming

Officer

Ensure that only budget items that have been identified in the Bylaws, P&PŐs or by special vote are reimbursed

Ensure that the schedule is adhered to and all understand turn around time

Must have a computer (preferably a laptop), updated version of Quicken, ability to record CDŐs, Power Point Programs, routine office supplies including a copier, FAX, stamps & stationary

Telephone, FAX, calendar of events, signature card, copy of two (2) photo IDŐs for the banking institution

PCR Treasurer bag, check book, deposit slips, bank stamps, investment portfolio, all existing Ňhoused/dormantÓ records; contact information of institutions; Quicken Program, disc with all back up files; process document

Duty

Implementation Method

Target Date

Personnel Involved

Responsibility

 

Review of monthly investment reports

Renewal of BRN CEU provider number (           ) with original given to secretary for record keeping & copy to be kept with Education Coordinator

Refunds billing requests from Transition BODŐs meeting, Spring Symposium & Fall Symposium

Review & compare; FU with UBS if questions are raised

Occurs in February of ODD years.  Educational Coordinator will receive paperwork, make name & address corrections when necessary with change of officers; Education Coordinator forwards to Treasurer to be paid promptly to avoid lapsing

Reimbursement

By the 10th of each month or upon receiving statements

Upon receipt of bill

Within 30 days of request

Treasurer, UBS, Wells Fargo

Education Coordinator, Secretary & Treasurer

BOD members and approved vendors

Ensure records are reflective of account balances

To ensure CEU Provider # does not lapse

Timely Reimbursement

 

Duty

Implementation Method

Target Date

Personnel Involved

Responsibility

Equipment/Supplies

Quarterly reports to President

Attend March pre-symposium BODŐs meeting; supply BODŐs with summation of information to be presented at the General Membership meeting

Work with Ways & Means on fund raising for Spring, Fall Symposiums & National WOCN

E-mail with attachment to President to assimilate & disperse to BOD  members

Make reservations for travel & hotel in timely manner; provide General Membership of summation of financial status to include all balances, Income & Expenses to date; Membership may have printed copies if requested

Review previous incomes & expenses raised & what was most successful; review budget & seed monies

January 15, April 20,

July 20, October 20,

At BODŐs meeting & GM meeting

Jan for March meeting; August for Fall meeting & January for WOCN

Treasurer & President

Treasurer, BODŐs, General Membership, Wells Fargo & UBS Financial Services

Ways & Means, Treasurer & BODŐs input

Summary of all items done, checking & investment balances as well as summary of budget report

Current information & all previous information if questions arise from GM

FU to insure all items have been purchased, received & shipped if need be; ensure necessary supplies available

E-mail or FAX

Computer, checking statements, UBS investments, BU disc

Include Visa machine, charge card receipts, cash box, change & recording list for winners, tickets for raffles; letters for solicitations from peer groups, vendors & GM

Duty

Implementation Method

Target Date

Personnel Involved

Responsibility

Equipment/Supplies

Make all deposits in a timely manner with  details on who generated the funds

Ensure new annual budget is done by each individual BODŐs & all expense categories are included

Deposit directly at bank, or use ATM Deposit card from Wells Fargo; retain receipt; monies to be invested through UBS will be written from the PCR checking account or transferred from the UBS cash flow account

E-mail blank budget form & last years budget to each BOD

Within 7 days of funds or as  approved by the BODŐs to transfer or invest monies

To be submitted to the Treasurer BEFORE August 31 for review & revision

Treasurer; it is also the responsibility of any one depositing to the Wells Fargo account (Education Coordinator, Ways & Means) to send receipts to the Treasurer for accurate accounting; President may sign checks in the absence of the Treasurer

BODŐs

Do deposits &/or transfers credits in a timely manner; ensure there is an ample supply of deposit slips and all (2) ATM cards are accounted for

Ensure budget is reviewed & ready to present to GM at the Fall Symposium for approval for the next fiscal year

ATM Deposit card, account stamp & deposit slips

Current budget, budget for approval, Income & Expenses to date & where we fall within the current years budget budget; Information can be presented from CD, Disc; Memory stick

Duty

Implementation Method

Target Date

Personnel Involved

Responsibility

Equipment/Supplies


PCRŐs annual income & expense summary to be submitted to WOCN

Retain all records to be passed on to the next officer

Update Process Document & all other Forms as needed

Summary from Quicken

Current & passed filed records in a neat & orderly fashion

Review at least quarterly and update as needed

Upon notification from WOCN Đ usually February

End of fiscal year & before Transition BODŐs meeting in January of the following year; Treasurer will be voted in in EVEN years

At conclusion of Transition, Spring & Fall meetings

President, Treasurer & WOCN

Treasurer; incoming & outgoing

Input from all BOD members;

Ensure the report is submitted in a timely manner & a copy sent to the President

Maintain all financial records so that upon request or necessity, they can be retrieved without difficulty

Maintain a ŇcleanÓ form; always put footer with updated date; e-mail

Current Quicken summary report of income & expenses as of December 31 of the current year

File boxes, folders & envelopes; disc, CD or memory stick

Copy of all existing forms

Duty

Implementation Method

Target Date

Personnel Involved

Responsibility

Equipment/Supplies

Mail 1099 form to recipients receiving >$600; a copy goes to the individual & one to the government; a copy stays with the Treasurer

Send monies to recipients receiving funds as outlined in the budget (NIWI, Youth Rally, WOC counselor etc)

Use of 1099 form

Mailing of checks

Before January 30th of each year

Upon decision to fund

Treasurer & Educational Coordinator

BODŐs

Must receive name, address & SSN of all individuals receiving >$600 from PCR from the Education Coordinator.  This DOES NOT include reimbursements for travel, food, hotel, etc

Send checks to recipients & complete Billing Form which will identify BODŐs over seeing that specific organization or responsibility

1099 forms, recipients information as itemized

Names, addresses & amounts are voted on by the appropriate group

Officer Transfer Sheet

The following materials have been turned over to the incoming Treasurer ___________________________ by outgoing

Treasurer_____________________________ on_________________.

(Give this Transfer Sheet to Secretary after Transfer is completed)

á          PCR Treasurer bag

á          Check book

á          Deposit slips

á          Bank stamps

á          Investment portfolio

á          Existing Ňhoused/dormantÓ records

á          Contact information of institutions

á          Quicken Program

á          Disc with all back up files

á          Process document

á          Current Budget Report

á          Signature Cards (2)

Other: