The Treasurer is responsible for planning and managing the Chapter’s financial records by working with the
- chapter bank accounts
- tax exempt status
- income and expense reports
STC is recognized by both the State of Texas and the U.S. Internal Revenue Service as a tax-exempt, nonprofit organization.
- Manage the chapter’s checking and savings accounts, as well as scholarship and certificates of deposit accounts, as applicable.
- Balance bank statements for all chapter electronic accounts every month.
- Make a reconciliation report for the chapter’s banking records.
- Keep the signature cards for the checking account up-to-date.
Note: One other officer must cosign all checks with the Treasurer.
- Ensure that chapter checking and savings accounts are maintained at the minimum banking cost while earning the optimum interest.
- Keep the chapter address up-to-date on the Texas Sales Tax Exemption Certificate.
- Give copies of the Texas Sales Tax Exemption Certificate to all Admin Council members and committee managers.
- Train all Admin Council members and committee managers about how to use tax exempt numbers and the tax-exempt certificate when purchasing supplies.
- Maintain a list of expense and income categories that can be used by all committees for preparing budgets and submitting income and expenses for deposit and payment.
- Form an overall chapter budget and submit it to the STC treasurer for approval in October or by the submission deadline.
- Train all Admin Council members and committee managers about how to complete a Request for Payment/Deposit form, including the following requirements
- receipt or invoice for all expenses
- expense categories correctly filled out
- signature of president or director
- signature of President as necessary
- Pay deposits for events as requested.
- Make and mail payments on a timely basis.
- Record requests for payments and deposits and assign an income/expense category in the chapter’s electronic accounting system.
- At chapter events where money is collected, collect or pick up the money collected by the registrar and deposit it.
- At the end of the program year, provide a detailed actual end-of-year transaction report for all committees and officers.
- Provide a financial report for all admin council meetings.
- Provide detailed income and expense transaction reports on request.
- Give each incoming committee manager a copy of the previous year’s budgeted and actual expenses and income at the Leadership Transition meeting.
- Complete and mail to the STC treasurer the Chapter Financial Report Form by its due date.
- Work with Admin Council members and committee managers to develop a budget for the year. Advise them as to necessary budget cuts and recommended spending amounts.
- File the chapter’s taxes by the due date.
- Acknowledge team for its work.
- Coach team on resolving issues.
- Give the volunteer manager information about your committees’ volunteers for recognition, Society awards and nominations, and for future chapter officer candidates. If you can, assist in the write-up of recognition articles and award/nomination forms.
- Provide monthly activity updates to the Admin Council if applicable.
- Serve team by eliminating barriers to productivity.
- Ability to spend time on chapter work throughout the year, sometimes during business hours, including depositing money in the bank
- Committee managers and members
- Computer system to store chapter data
- A computer with Internet access
- As many regular program meetings as possible
- Admin Council meetings
- Leadership Transition meeting, especially if transitioning out of position