Roundtable Treasurers and Presidents Monthly Call December 2014

CSCMP Accounting Staff Paul Blair Associate Director, Finance & Administration Shital Patel Staff Accountant Jill Carrillo Staff Accountant

Finance Process Team Jonathan Smith Upstate South Carolina Roundtable Michelle Quach St. Louis Roundtable Cliff Lynch Mid South Regional (Memphis) Roundtable Anne Madara New England Roundtable

Your Input Wanted!! Please share one success and one challenge from your role as a Treasurer How can the RTSC better help you and your RT? What topics would you like to discuss on the Treasurer calls?

Treasurer Calls Planned for second Monday of the month Jul12-Jan 18-Aug9-Feb 8-Sep9-Mar 13-Oct13-Apr 10-Nov11-May 8-Dec15-Jun

Banking Policy: 40 of 45 USA Active RT's In Alignment With Wells Fargo (18) Arizona Atlanta Baltimore Central Florida CSCMP Dallas/Fort Worth Indianapolis Jacksonville Kansas City Heartland Milwaukee National Capital Area Northern Nevada Peoria Philadelphia Pittsburgh Puget Sound South Florida Upstate South Carolina Converting to WF (3) Middle TN (Nashville) New York City Raleigh To Be Resolved (5) Charlotte (solo WF) Cleveland Lehigh Valley (solo WF) Utah-Idaho Region Western New York Provided Acct Login (16) Chicago Cincinnati Columbus Eastern Michigan Houston Mid-South Regional (Memphis) New England New Jersey (Shital to confirm) New York Capital District Northeast Wisconsin (Shital to confirm) San Diego/Baja Southern California South Central Pennsylvania St. Louis Twin Cities Western Michigan Plan To Provide Acct Login (3) Central Virginia Ozark San Francisco For questions or to get started, contact Shital Patel at or and copy Denise Rivers at Down from 16

From Your Finance Process Team:

Roundtable Treasurers and Presidents Appendix: Best Practices

Annual Audit Completion: Audit letters needed from 3 USA RT's Jacksonville Utah-Idaho Region Western New York

Banking Policy Alignment We are making steady progress with having all roundtables align on the banking policy. Of 45 Active RT’s in USA: 21With Wells Fargo or in process of converting 19Have already or plan to provide acct access 5To Be Resolved For questions or getting started, contact Shital Patel at or and copy Denise Rivers at Refer to the Quick Banking Guide on the Roundtable Officer Resources webpage on cscmp.org

Wells Fargo Umbrella If a RT uses Wells Fargo but not under the CSCMP umbrella, contact Shital Patel to provide account visibility to Paul Blair.

Activity Report Assist Secretary with submitting complete event registration list (with walk-ins) to RTSC within 3 business days of event. Send to Denise Rivers, It is the Secretary's responsibility to complete an Activity Report for each event (which is on the Roundtable Officer Resources page) and the VP of Membership's responsibility to submit each event's full list of attendees (including walk-ins). However, the Treasurer often plays a supporting role to the Secretary and VP of Membership in completing these tasks.

Quarterly Financial Report No longer required for US RT’s since bank acct. visibility provided to RTSC. Still needed from non-US roundtables. RT president submits the report online by the 15 th of the month following the end of each quarter. Report should reflect the cash balance, not necessarily the bank account balance.

Annual Audit Formal annual audit due July 31 of every year o Submitted by incoming RT president o to Denise Rivers: Informal audits encouraged o Prepared by a disinterested person.

Sample Audit Letter

Responsibilities 1.Prepare a budget by event and for the roundtable program year. 2.Receipt all cash transactions and maintain a copy for roundtable records. 3.Pay bills and deposit roundtable funds promptly. 4.Keep accurate records.

Prepare a Budget 1.Use templates under RT Officer Resources. 2.Acts as a guide for planning the RT’s activities. 3.It shows the roundtable’s planned income and disbursements. 4.Developed once RT’s goals have been set so programming needed to accomplish the goals is incorporated into the budget. 5.Helps make sure the RT’s activities stay within its means. 6.Puts periodic RT financial reports into perspective.

Achieving Good Financial Governance 1.Accurate reporting capabilities –Weekly/monthly reconciliation of the bank account –Tracking and visibility to the book/cash balance 2.Internal controls –Informal audit of transactions –Ensure there are two board members on the bank account at all times, with Paul Blair having read-access –Maximum withdrawal amounts (can set via the online banking website) –Notifications of transaction amounts greater than $500

CC Readers for Onsite Payment Device operated by an APP that is downloaded to a smart phone No cost to RT other than regular 3% credit card transaction fee Instructions included & training to be provided Device not aligned with DRUPAL at this time but we have a process to manage alongside DRUPAL If interested contact Denise Rivers,

Requesting Event Funds Two Online Forms under Roundtable Officer Resources 1.Roundtable Electronic Transfer Setup RequestRoundtable Electronic Transfer Setup Request One-time form to provide banking information for setting up an Electronic Funds Transfer (EFT) process RT’s on Wells Fargo do not need to complete this form 2.Event Funds Transfer RequestEvent Funds Transfer Request Complete after each event Funds sent by check if no EFT process established