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2.13 Duties of the Sponsor Officers
2.13.4 Treasurer's responsibilities
1) Establishment and maintenance of accounts
a) Credit card companies
b) Bank account
i) Checking account
ii) Credit card charge processing
c) Vendor accounts
2) Prepare Budget
a) Annual CS SAB submission
b) Periodic recommendations/justification for meeting fee changes
3) Collect and Disburse Money
a) Establish money handling procedures for meeting registration staff
i) Check and travelers check endorsement
ii) Credit card processing
iii) Temporary storage of receipts
iv) Daily cash-out
b) Credit card deposit transactions (one or two per meeting day)
c) Void/adjusted credit card transactions (one to three per meeting week
d) Storage of cash/check/etc during plenary meeting
e) Preparation of deposits (deposit execution)
f) Review of vendor invoices (hotel master account, A/V, etc)
g) Expense reimbursement payments (executive committee member between meeting expenses, items specifically approved by executive committee)
h) Deadbeat collections.
4) Reports
a) Statement of operations, balance sheet
i) Accounting period (meeting and following interval) at Monday executive committee and plenary
ii) Estimated statements at closing executive committee and plenary meetings
b) Reports of expenses to Computer Society
c) Deadbeat report (recommendations for removal of voting rights when needed)
5) Capital Equipment
a) Maintain records of owned equipment and assigned custodians
b) Procure equipment approved by executive committee
6) Reprogram credit card transaction terminal for each meeting
7) Maintain files of all financial transactions (database and journal entry)
8) Supply all necessary information to IEEE-SA auditor and provide oversight and guidance as needed.
2.13 Duties of the Sponsor Officers
2.13.4 Treasurer's responsibilities
1) Establishment and maintenance of accounts
a) Credit card processing
b) Merchant Account
c) Bank account
d) Vendor accounts
2) Prepare Budget
a) Periodic
recommendations/justification for meeting fee changes
3) Collect and Disburse Money
a) Set up on-line meeting registration system including credit card processing
a) Establish money handling
procedures for meeting registration staff
i) Check and travelers check endorsement
ii) Temporary storage of receipts
iii) Cash-out
b) Void/adjusted credit card
transactions no later than one week after the close of the session
c) Storage of cash/check/etc during plenary meeting
d) Preparation of deposits (deposit execution)
e) Deposit of checks and cash no later than seven days after the close of the session
f) Review of vendor invoices (hotel master account, A/V, etc)
g) Expense reimbursement payments (executive committee member between meeting expenses, items specifically approved by executive committee)
h) Deadbeat collections.
4) Reports
a) Statement of operations, balance sheet
i) Accounting period (meeting and following interval) at Monday executive committee and plenary
ii) Estimated statements at closing executive committee and plenary meetings
b) Reports of finances to IEEE through the mandated reporting system
c) Deadbeat report (recommendations for removal of voting rights when needed)
5) Capital Equipment
a) Maintain records of owned equipment and assigned custodians
b) Procure equipment approved by executive committee
6) Maintain files of all financial transactions
(database and journal entry)
7) Supply all necessary information to IEEE-SA or other chosen auditor and provide oversight and guidance as needed.
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