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Treasurer 1. To develop and deliver quality youth soccer programs in a fun, family environment based on our six philosophies: Everyone Plays ® Balanced.

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Presentation on theme: "Treasurer 1. To develop and deliver quality youth soccer programs in a fun, family environment based on our six philosophies: Everyone Plays ® Balanced."— Presentation transcript:

1 Treasurer 1

2 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 Our Mission 2

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 3

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. ? 4

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 5

6 Treasurer’s Key Job Duties 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 continued 6

7 Volunteer Protection Requirements 1.Complete and submit a Volunteer Application EVERY YEAR. 2.Be authorized to perform your job by the Region, Area, Section or other AYSO authority. 3.Act within the scope of a Job Description and the AYSO policies, procedures and guidelines. 4.Complete Safe Haven training and 5.Be properly trained to do your job. 7

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

9 Treasurer Tools Software Forms Manuals Checklists Reports Additional Training 9

10 Need a Treasurer’s manual? A Reference Book? Center 10

11 National Accounting Program 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 Opening a Bank Account 11

12 National Accounting Program Online banking NOT enabled... except for view only privileges One checking account and maximum of two savings accounts Must be a federally insured banking institution (FDIC) Opening a Bank Account 12

13 Multiple Choice Question Where should the bank be instructed to send the Bank Statements and copies of cancelled checks? a)Regional Commissioner b)Treasurer c)Region’s P.O. Box address d)The National Office e)The National Office Lockbox address d ! 13

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15 Multiple Choice Question A Region’s bank account must be reconciled monthly because: a)Need to know which checks have been not been cashed b)Verifies deposits were received by the bank c)Verifies financial records match bank’s d)Ensures statement received by Finance e)All of the above e ! 15

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17 Amounts must agree! 17

18 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 18

19 National Accounting Program Chart of Accounts Revenue/Income Accounts Revenue account codes used on the Monthly Deposit Report Form – MDRF Codes for Registration fees, fundraising, sponsorships and donations Also used on checks for refunds of payments originally coded as income 19

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21 National Accounting Program Chart of Accounts Expense Accounts Expense accounts used on checks Used for bank charges 21

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23 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 23

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

25 25 Should this request be paid? What should concern a Treasurer with this request? Original Receipts must be included Detailed explanation of expenses required

26 26

27 27 Do not pay from a statement STOP

28 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 not allowed No blank pre-signed checks 28

29 National Accounting Program Is this a NAP compliant check? Additional Region coding is acceptable Does not have AYSO Region Only one signature 29

30 National Accounting Program Is this a NAP compliant check? Check made payable to cash No NAP account coding 30

31 National Accounting Program Is this a NAP compliant check? Looks good! 31

32 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 32

33 Check # (or Form of Payment), Fees, Amount Paid 33

34 34 Check section Cash section Credit/debit card section

35 35

36 National Accounting Program Monthly Deposit Report Form Deposits should be made the same or next banking day MDRF captures and reports the proper account codes for deposits. Submit the MDRF to the National Office by the 5 th of each month. Submit either electronically (email or fax) or hard copy. All Deposits must be made into the Region Checking Account 36

37 Contact Information Name – Phone Number – Email Address – Date Late Registration – Account 4009 – $565.00 Fund Raising Receipts – Account 4040 – $413.00 Returned Check Account 4310 (Sponsorship) $50.00 Region Number, Bank Name, Account Number 37

38 National Accounting Program Deferred Accounts 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 (verb): to put off to a future time to put off or postpone amounts to a future period 38

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40 National Accounting Program 40

41 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. 41

42 Benefits of NAP Online 1. Makes organizing easy 2. Rollup reporting 3. Everything is stored electronically 4. Easily accessible 5. Embedded help links 42

43 Create sub-accounts or categories, known as “Dimensions”, to keep organized and help stay on top of your budget! 43 Seasons Sub- accounts NAP Online

44 44 Compare to your budget Specific to your Spring Season Detailed sub-accounts Track Seasons

45 45 Compare to Year to Date Specific to your Tournament Category Show all your Teams Tournament Teams

46 46 Show all your categories Show all your Sub- categories Compare to Year to Date Region at a Glance

47 In NAP Online, everything is stored electronically. Any changes in the Treasurer position are smooth and uncomplicated. 47 No more storing paperwork!

48 You can access NAP online from virtually any device with an internet connection. 48 NAP Online

49 49 Embedded Help Links

50 NAP Online YouTube Channel at Demo the system at Email 50 More Information…

51 eAYSO AYSO’s electronic system for managing and registering players and volunteers Includes monthly financial reports Region’s registration or player fee invoices National player fee invoices are not mailed 51

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54 54 To Pay Invoices, check Pay Box, Create Remittance Advice

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56 Dropped Players Players who decide not to continue with AYSO may be entitled to a refund of all or part of their registration fees (consult Regional Guidelines) Regions are only entitled to a refund of the National Player Fee if the player never practiced or participated in any AYSO activity. 56

57 Dropped Players Select “Awaiting Request for Credit” Region>Treasurer>Process Dropped Player Select “Request NSTC Credit” or “Drop & No NSTC Credit” SUBMIT 57

58 Dropped Players 19750 S. Vermont Ave. #200 Torrance, CA 90502 (310) 525-1155 58

59 Regional Budget Quiz Who owns the Region’s budget? Regional Board When is the budget due? June 1st Who receives copies? Area Director and National Office What happens when it’s not done? Conditional re-appointment for RC 59

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61 Fax to 310.525.1155, Email to, Mail to 19750 S. Vermont Ave. #200, Torrance, CA 90502 61

62 Other Required Reports Regional Financial Report Sales tax report 1099 reports Provide updated information on the Information Form for any board changes including new signatures on bank accounts. 62

63 Regional Financial Report Provides Regional board with monthly status Typically includes monthly revenue, expense summary and adjusted account balances Must be made available to any participant when requested. Key to maintaining financial transparency. 63

64 Actuals vs Plan or Previous Year Revenue vs Expense Summary Fiscal Year July 1 st – June 30th 64

65 Sales Tax Many States require payment of sales tax on purchases as well as sales from fundraising. Region’s sales tax obligation is based on income reported on MDRF as well as some expense codes. National Office will consolidate all Region sales tax into one State filing. National Office will invoice each Region for their portion of the total tax due. 65

66 Sales Tax Email questions on Sales Tax to 66

67 1099 Reporting 1099 Forms required by IRS Requires Independent Contractor’s W-9 National Office completes company-wide 1099s based upon information submitted Information due to the National Office by January 10 67

68 1099 Reporting Who is an Independent Contractor? Performs services for multiple customers Sets own hours, determines own price for contracted services Not eligible for employee benefits Provides own supplies, tools and equipment to complete job per contract Personally liable for errors and/or accidents Files self-employment taxes & receives Form 1099-MISC All as defined by the Internal Revenue Service 68

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70 1099 Reporting Each payment needs to be shown separately. Tax ID can be either Social Security Number or Employer Identification Number Region number must be in a four-digit format. 70

71 1099 Form 71

72 Red Flags Running out of money Checks are bouncing Savings accounts being depleted with no valid reason Suppliers are complaining Board is not receiving financial reports Fundraising activities in question The NAP report has uncoded items 72

73 Where does it say… Treasury Management guidelines are found in: The Standard Regional Guidelines, Article Eight Chapter 8, Regional Operations of the AYSO Reference Book Policy Statement 3.1 73

74 Conclusions Need to manage, control and facilitate all financial aspects of the Region Paying player fees timely to the National Office ensures that players are covered by SAI Need to complete required forms Control the financial history of the Region AYSO is one entity! Protect the REGION’S MONEY!! 74

75 Other Training eAYSO for Treasurers Budgeting for the Regional Board Develop a Regional Calendar Auditor Training Please take these additional workshops: 75

76 Available Resources Treasurer’s Manual AYSO Reference Book Self-paced Training Forms and Documents e-Newsletter 76

77 It’s all for the kids 77

78 Final Exam Cash reconciled with ___ volunteers. Deposit funds ___ ____ banking day. No deposits directly to ________ account. Review monthly reports for proper _____ __________ coding. Send player fees and other payments to the _____________within ___ days. Download your reports from _______. 1099 information is due on ___________. two the savings NAP National Office 30 my account next eAYSO January 10 … 78

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