Treasurer Training with sound

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Information about Treasurer Training with sound

Published on February 5, 2009



Kappa Delta Pi International Honor Society in Education : Kappa Delta Pi International Honor Society in Education Officer Training: Treasurer Regional Chapter Coordinators (RCC) : Regional Chapter Coordinators (RCC) Donna Hubbard Southeast Region Brad Jones Midwest Region Meredith Straub Northeast Region Karen Sprunger West Region KDP Regional Territories : KDP Regional Territories Purpose : Purpose To prepare you as a chapter leader to run a successful chapter by helping you: Learn the international KDP chapter requirements Understand your responsibilities as a chapter officer Know the basics of chapter operations International KDP Chapter Requirements : International KDP Chapter Requirements Four minimum requirements for all chapters: Initiation ceremony Chapter reports Chapter programming Conference attendance Chapter Reports : Chapter Reports Annual Financial Report Aug 1 Rebate check E-postcard Chapter Planning Report Oct 1 Officer Report Oct 1 Year-End Summary Report Jun 1 This is a VERY important IRS document! Chapter Officer Structure/Requirements : Chapter Officer Structure/Requirements TreasurerAKA: The Banker : TreasurerAKA: The Banker Treasurer may also combine responsibility with Fundraising Chair or Foundation Representative Preparing and organizing the chapter budget Tracking the money flow (in and out) of the chapter treasury and reporting to the chapter Working closely with all committees when money is involved – money collection, getting university funding, record keeping, reimbursing expenses Annual Financial Report and E-Postcard The Chapter Budget : The Chapter Budget Plan within your chapter’s means. Set a money amount for each planned event or project at the beginning of the year. Plan under budget so there is room in case of emergency or if an event goes over the set amount. Plan for the future — Convocation attendance, scholarship endowment, etc. The Chapter Budget : The Chapter Budget Budget is made by treasurer and reflects chapter goals/plans for the year (Budget Planning form in Treasurer Guidebook) Approved by Executive Committee Treasurer reports to Executive Committee and chapter status of the budget If target income not met, then expenses cut The Chapter Budget – What is in it? : The Chapter Budget – What is in it? INCOME National Dues and One-Time Initiation Fee Chapter Dues – New Members and Renewals (Rebate Check) Fundraisers Money from SGA or Student Activities Departmental money Donations from community or chapter alumni Grant money Investments The Chapter Budget – What is in it? : The Chapter Budget – What is in it? EXPENSES Chapter Supplies from KDP Member Recruitment & Initiation Costs Member awards and incentives Costs for chapter programming/service projects Convention attendance Postage, printing, supplies Cost of items to sell for fundraisers Tracking the Money : Tracking the Money University account or off campus bank account it does not matter - keeping a chapter ledger is a must (like a checkbook ledger) Sample ledger in Treasurer Guidebook Reconcile ledger MONTHLY with your bank statements Collecting Dues : Collecting Dues Chapter collects first year of national membership dues AND local chapter dues from new initiates only Members renew each year through KDP National HQ – they pay national membership dues and are encouraged to pay local chapter dues Rebate check – if Annual Financial Report submitted Must pay national KDP dues to be considered active member (not just chapter dues) Active and inactive member reports semesterly Disbursement of Money : Disbursement of Money Make sure that you get receipts to verify expenses paid On receipt and check (never cash reimbursement) – put budget area Use Expense Voucher Form (sample in Treasurer Guidebook) Payment of bills and expenses should be made every 1-2 weeks – payments should be approved by the counselor or executive committee Use Purchase Order (for university accounts), chapter check, or credit card for all KDP supply orders Know your Federal Tax ID number/EIN Number Chapter Reporting : Chapter Reporting Electronic Postcard (e-postcard): Required by the IRS to keep the KDP non-profit status Must fill out after June 30—close of the fiscal year Best to fill out around or at the same time as the Financial Report The financial report and e-postcard are the most important reports the chapter completes! If not completed, we will be calling the chapter (counselor, president, or you) to find out what we can do to help your chapter complete it. Chapter Reporting cont. : Chapter Reporting cont. Annual Financial Report: Financial section: Beginning balance—must match with last year’s ending balance Total Income—all the money the chapter took in Total Expenses—all the money the chapter spent Ending balance Ledger is a required attachment Chapter dues—Society dues not included If dues have been changed the bylaws need to have been updated and attached One time initiation fee Wrap up review : Wrap up review Review of international KDP chapter requirements Review of officer responsibilities Review of important chapter operations

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