Asha for Education Second National Conference Session III - Finance Sunday, May 30, 1999

Objectives Share Experiences & Learn Discuss Good Booking Practices

Ground Rules Value Everyone’s Opinion One Conversation at a Time Don’t Criticize Any Idea Keep Time - It is Precious!

Roles Discussion - All Time Keeper - Amy Minutes Taker - ?

Agenda Receipt Policies (5 Min) Record Keeping (5 Min) Transfer of Treasurer’s Functions (2 Min) Tax Deductible Services (5 Min) Finance Website ? (3 Min) Q & A (5 Min)

Receipt Policies (5 Min) Who Signs - Treasurer Who Gets - All Key Fields –Total Received (e.g. $100 by Cash for 1 Calendar & $90 donation) –Amount Deductible ($90 for Donation) –Benefit Received ($10 for Mug) Donation > $100, Send a Thank You Note Send (Receipt/Thank You) within 30 days Date of Donation - Date on the check

Record Keeping (5 Min) Who Should Keep - Chapter Treasurer What to Keep –Name, Amount, Check #, Check Date, Reason, Receipt # How to Keep –Use a Tool Such as Excel, Access, Keep a Back-up Reporting –An interim report once every quarter –A final annual report by March 15 –Send report to Asha Treasurer

Record Keeping (Contd.) Reporting Format –Revenues All Donations (list individual donors (with address) > 1 K) Investment Income (bank interest etc.) Special Fundraising Events Sale of Inventory (use cash basis - expense the entire cost at time of procurement) Any other revenue (describe) –Expenses Grants Paid (List individually including purpose and addresses) Priting, publications, postage, banking Expenses Any other expenses (describe) –Excess or Deficit (Revenue - Expenses) –Plus Opening Balance at Start of the Year –Ending Balance

Transfer of Treasurer’s Functions (2 Min) What to Transfer - Records, Cash, Bank Authorisations (if applicable) Responsibility of incoming treasurer to ensure accuracy of everything transferred Send an to Asha Treasurer

Tax Deductible Services (5 Min) For Donors –Cash Donations –Stock (Market Value at the Time of Conversion to Cash) –Equipment (Computers etc - Market Value) –Use date on check as date of donation For Asha –Sales tax exemption (This is under review)

Finance Website (2 Min) What Will be Useful? –FAQ –Financial Report Format –Format of receipts/thank-you letter –Asha wide banking system and procedures

Tasks From the Session ?

Q? A!

Thank You !