First Treasurer’s Roundtable Sept 9, 2010 Presided by Ana Diaz, Collegiate Cabinet Treasurer For you: - To create and enforce accountability and transparency in the tracking of the expenses of your club/org. - Have an organized ledger and - Have fun with your club!  For me: Create an efficient and organized system that will allow groups and organizations, as well as the rest of the student body, to have access to the money in collegiate cabinet.  Instill in all of you a greater sense of responsibility and consciousness about how you manage your club’s (and even your own) money.  Facilitate and provide you with the tools so that you become the best treasurer you could be.  Have a great year working with all of you!          Explanation of what it means to be a treasurer and what you can expect by being in this position. An overview and explanation of your duties and responsibilities as treasurer. How to navigate through all the bureaucratic system that we have in order to get your club’s money. Requirements of how I want you to manage your account with Collegiate Cabinet. Pink + Green Slips, Bookkeeping.. All the good stuff. Important dates and deadlines What is new this year Penalizations 1. 2. 3. Despite all the bureaucratic (usually boring) requirements, I will be your best friend and mentor through this school year (as far as keeping track of your expenses goes) I’ll show AND TEACH YOU the easiest and most effective way of keeping your ledger. (Plus it’ll be organized how I want it – so points for that) I will always try and answer ALL of your questions in the most effective way possible and to the best of my ability. * E-mail (works best for quick questions) * Office Hours (when you REALLY need to figure things out) 4. Yeah, I’m actually cool like that. 5. I will hold you, treasurers, accountable for the money that goes into your club and how it is spent. You are responsible to communicate and maintain accountability within your club.   Your position will serve as a wonderful handson experience on how to manage expenses, a very valuable skill for jobs and your personal life. Your organization skills will significantly improve. You are RESPONSIBLE and ACCOUNTABLE for the money that your club/organization is granted by Collegiate Cabinet. In other words…  You will receive 65% of the money you ask for without any problems if your requests are wellbased and after your budget is approved.  You should have no problems with me if you keep your expenses IMMACULATELY ORGANIZED and UP-TO-DATE.  So, while you are treasurer, your responsibilities will include: 1. Coming together with your club/org officers and planning out ALL of your SEMESTER EVENTS, so that you can submit a DETAILED BUDGET and CALENDAR by Friday, September 17that 5 PM in the Collegiate Office. * Need help? COME TO MY OFFICE HOURS! I’ll be glad to be of service. 2. Keeping track WEEKLY of your club’s expenses, SPECIALLY AS AN EVENT IS APPROACHING. (I WILL check your ledger, and know when each event is taking place- hence the calendar).  How do they work and when do I use them?  Pink: ▪ Use funds for your club events/bondings/ general expenses ▪ Pay vendors in check form or credit card ▪ Use funds jointly with another club for an event  Green: ▪ Transfer of funds from another club/department to your club account My office hours: Mondays and Tuesdays 4:00 – 6:00 P.M and Wednesdays 6:30-7:30 PM  Cashier’s office: Monday-Friday 11:00 AM- 12:00 noon and 1:30 PM- 3:30 PM   REMEMBER…  You HAVE TO drop them off at my office at least two days PRIOR TO using the funds when it is cash (less than 200).  When it is a check drop it off at least a week in advance. Else the money won’t be available. Easy as that.   There is no simpler way to put this: You NEED to be organized AND TIMELY. I will sign your ledger each week beside the last balance, which will mean that I have checked it and that everything is OK.  In case there is anything wrong with it, I will contact you immediately for an appointment to discuss the matter.  Failure to meet with me deliberately will result in an immediate docking of 2% of your current account balance. Date Description Credit 09/20/2010 Budget Fall’10 $5,000.00 9/25/2010 Payment of speaker for event #1 $1,000.00 $4,000.00 Refreshments for event #1 $50.00 $3,950 10/15/2010 Fundraiser #1 $200.00 Debit Balance $5,000.00 $4,150 1. Once the semester is over, ACCOUNTS WILL BE CLEARED.  Any money that Collegiate Cabinet granted your club/org and was not used will go back to the grievance pool for the next academic year (except class budgets)  The ONLY money that you will keep in your account is the one that you have fundraised. This is why it is so important that you LABEL IT CORRECTLY under the Description column in your ledger.  Make sure that when you are depositing the money at the accountant’s window, that you specify where that money came from in the deposit slip. Believe me, it’ll save you MANY HEADACHES. For every Treasurer roundtable, Rep Council or extraordinary meeting you miss, your club will be docked 5% of their current balance. 2. Not turning in your budget on time -10% 3. Not keeping your ledger up-to-date (and this means on a WEEKLY BASIS) will be cause for your club to be docked an incrementing 1% of their current balance WEEKLY, until the problem is fixed. In other words: 1. - 1st week missed: 1% docked -2nd week missed (in a row): 2% docked…. And so on.  Vendors:  Holy Shirt, Valenti Sports, Farmboy Graphics, Party time, Oriental Trading (See Student activities tab for more info)  Tax Exempt Stores (in Auburn):  AC MOORE  Wal Mart  Dollar Tree    Club Roster Description of community service you are to perform. (Talk to Reverend Bob French, office in Main. Office hours Tuesdays 10:00-12 PM and Wednesdays 1:00-3:00 PM). MAKE SURE THAT REV. FRENCH APPROVES YOUR COMMUNITY SERVICE Any invoices or other c.ost estimates that you have available