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Treasurer

Treasurer. 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.

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Treasurer

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  1. Treasurer

  2. 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

  3. Objectives The Role of the Treasurer in the operation of the Region The Treasurer’s position description Review the basic knowledge a Treasurer must have to be successful Discuss keys to treasury management Understand the financial forms, reports and tools

  4. Why is Training necessary? • Safeguard Region assets. • Protect AYSO and its nonprofit status. • Keep required financial records and an accurate accounting of all monies. ?

  5. 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 reports on a timely basis • Code your checks properly • Take the lead in preparing the budget

  6. 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

  7. 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 the AYSO policies, procedures and guidelines. • Complete Safe Haven training and • Be properly trained to do your job.

  8. What support is available? • Regional Commissioner • Area staff or neighboring Regions • Section staff • National Office • NAP Finance Representative • NAP Manager • Accounting Manager • Controller

  9. Treasurer Tools • Software • Forms • Manuals • Checklists • Reports • Additional Training

  10. Need a Treasurer’s manual? A Reference Book? www.ayso.org/SupplyCenter www.aysotraining.org

  11. 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

  12. National Accounting Program Opening a Bank Account Online banking NOTenabled . . . 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 Where should the bank be instructed to send the Bank Statements and copies of cancelled checks? Regional Commissioner Treasurer Region’s P.O. Box address The National Office The National Office Lockbox address d !

  14. Multiple Choice Question A Region’s bank account must be reconciled monthly because: e ! Need to know which checks have been not been cashed Verifies deposits were received by the bank Verifies financial records match bank’s Ensures statement received by Finance All of the above

  15. Amounts must agree!

  16. National Accounting Program Chart of Accounts • Separate 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

  17. National Accounting Program Chart of Accounts Revenue/Income Accounts • Revenue account codes used on the MonthlyDepositReportForm – MDRF • Codes for Registration fees, fundraising, sponsorships and donations • Also used on checks for refunds of payments originally coded as income

  18. National Accounting Program Chart of Accounts Expense Accounts • Expense accounts used on checks • Used for bank charges

  19. 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

  20. Mileage rate usually changes annually Name, address, date, AYSO position. Travel section Date, description, dollar amount and category. Date, description, dollar amount and category. Purpose of the expense Operations section Signature Approval signature

  21. Should this request be paid? What should concern a Treasurer with this request? Detailed explanation of expenses required Original Receipts must be included

  22. Do not pay from a statement STOP

  23. 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 notallowed • Noblank pre-signed checks

  24. National Accounting Program Is this a NAP compliant check? Does not have AYSO Region Additional Region coding is acceptable Only one signature

  25. National Accounting Program Is this a NAP compliant check? Check made payable to cash No NAP account coding

  26. National Accounting Program Is this a NAP compliant check? Looks good!

  27. 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 • Cash deposited same or next banking day • Pay player fees to the National Office within 30 days

  28. Check # (or Form of Payment), Fees, Amount Paid

  29. Check section Cash section Credit/debit card section

  30. National Accounting Program Monthly Deposit Report Form All Deposits must be made into the Region Checking Account • Deposits should be made the same or next banking day • MDRFcaptures and reports the proper account codes for deposits. • Submit the MDRFto the National Office by the 5th of each month. • Submit either electronically (email or fax) or hard copy.

  31. Region Number, Bank Name, Account Number Late Registration – Account 4009 – $565.00 Fund Raising Receipts – Account 4040 – $413.00 Contact Information Name – Phone Number – Email Address – Date Returned Check Account 4310 (Sponsorship) $50.00

  32. National Accounting Program Deferred Accounts (verb): to put off to a future time • Defer • Deferred Accounts: • 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 to put off or postpone amounts to a future period

  33. National Accounting Program http://www.ayso.org/For_Volunteers/resources/finance/finance_forms

  34. 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.

  35. Benefits of NAP Online Makes organizing easy Rollup reporting Everything is stored electronically Easily accessible Embedded help links

  36. NAP Online • Create sub-accounts or categories, known as “Dimensions”, to keep organized and help stay on top of your budget! Sub-accounts Seasons

  37. Track Seasons Specific to your Spring Season Compare to your budget Detailed sub-accounts

  38. Tournament Teams Specific to your Tournament Category Compare to Year to Date Show all your Teams

  39. Region at a Glance Show all your categories Compare to Year to Date Show all your Sub-categories

  40. No more storing paperwork! • In NAP Online, everything is stored electronically. • Any changes in the Treasurer position are smooth and uncomplicated.

  41. NAP Online You can access NAP online from virtually any device with an internet connection.

  42. Embedded Help Links

  43. 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

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