VIEW Treasurer s Guide 2017

Transcription

1 VIEW Treasurer s Guide 2017

2 CONTENT 2 Introduction 3 Club Bank Account 4 Cheque Book 5 Cashbook 6 Benefits of using VIEW Electronic Cashbook 7 Electronic Cashbook Liaison 8 What goes in each column of the cashbook? 9-10 Club Income 11 Types of Income 12 Club Expenditure 13 Types of Expenditure 14 Donations 15 Raffles 16 Annual Audit Process 17 Audit Checklist 18 Club records retention 19 Sending Cheques to National Office 20 Ordering from VIEW National Office 21 Ordering from National Office: Things to remember 22 Appropriate Use of Club Funds 23 VIEW Club Funds Process 24 Members and Membership 25 Types of VIEW Membership 26 Resigning and Rejoining Members 27 Treasurer s Reports 28 Treasurer s Checklist 29 VIEW Forms 31 Form usage summary 32 Application for Membership Form 33 Member Movements Form 34 Adjustment to Database 35 Stock Order Form 36 Club s Statement 37 VIEW Club Donation Details 38 Petty Cash Recording Form 39 Payment Form General Donation 40 Key Contacts 41 Notes 42

3 INTRODUCTION Dear Treasurer, We are very appreciative of members who take on this most responsible position and we hope you find this guide of assistance to you in the role, especially when transitioning from one Treasurer to another. This guide contains the most current information and should be read in conjunction with the Treasurer s Position Guidelines and the Club handbook. VIEW National Office 3

4 Club Account Each Club must have only one bank account (preferably Westpac account ) All cheques must be authorised by two signatories (Club members) with one being the Club Treasurer Club arranges with the bank to have bank statements issued monthly All funds collected MUST be banked in the club account All payments must be made directly from the club account 4 When opening a new account or changing signatories, a letter can be provided by National Office outlining the VIEW Club s affiliation with The Smith Family and exemption from providing a Tax File Number.

5 Cheque Book The Treasurer holds the club s cheque book and is responsible for payment of all outstanding monies. Payments should only be made after the committee has approved the expenditure. 5

6 VIEW Club Cashbook What should be recorded in the cashbook? Date National Office provides clubs with a cashbook in both electronic and printed form. Unpresented cheques Details and comments All income and expenditure for the year must be recorded in the Outstanding deposits VIEW Receipt number cashbook and clearly show the sum banked. Cashbook A receipt MUST be issued for all Bank Statement balance Opening & Closing Balances Transaction amount Cheque number monies received and recorded in the Club s Cashbook. Receipts can be grouped e.g. receipts number

7 Benefits of using VIEW Electronic Cashbook Easy Income & Expenditure data entry in Excel Automatic Total calculations across all pages of the Cashbook Total for Month, Progressive Total and Brought Forward are automatically calculated as soon as you enter your data Cashbook Balance section is automatically populated for each month Income and Expenditure Statement for the year is automatically populated so you can easily reconcile your annual Income and Expenditure Formulas are protected from deleting Pie charts are built in and available on the last page so you can use them for your reporting 7 To download the Electronic Cashbook and Guide please go to

8 Electronic Cashbook Liaison Dear Treasurers, Trish Murphy Past National Councillor I am excited to have been chosen as your liaison for this new venture taking VIEW into the future. It has been a pleasure working with National Office to develop the Electronic Cashbook and instruction sheets. I congratulate National Office for all the work they have put into making the finished product so easy to use and look forward to helping treasurers with any queries. Regards, Trish" 8 murphytrish40@gmail.com

9 What goes in each column of the cashbook page? 9 $ $ MEAL Record meal income for the club's monthly meetings. Record the total income received from members for their meal in the meal column on the income page. INCOME FUNCTIONS This column is for special functions outside the monthly meeting, such as Galas and Zone Conferences. Record the total income received from members on the income page. MEMBERS SUBS/JOINING FEE This column records the club's income from members for the Annual Membership Subscription or for payment of the one-off Joining Fee. RAFFLE Write a receipt for the total of raffle monies banked in any one bank deposit and record this sum in the 'Raffles' column on the income page. OTHERS This column may be used to record all other income that is not covered elsewhere. For example, income relating to stock/merchandise items purchased from National Office is recorded here. Donations made to the club from external/community sources should also be recorded in the "Others" income column. Always ensure that a description is entered against the line in the Comments" column. Learning for Life Any funds raised for LfL should be recorded in this column. Comments Any message relating to a line in the cashbook can be written in the Comments column.

10 What goes in each column of the cashbook page? $ 10 $ MEAL Record meal expenditure for the club's monthly meetings. EXPENDITURE FUNCTIONS This column is for special functions outside the monthly meeting, such as Galas and Zone Conferences. Do not pay an account for a function without an invoice, and if a deposit has been paid, ensure that a receipt is issued. Payments should be recorded on the expenditure page. JOINING FEE Record your payments to The Smith Family for Joining Fee. DONATIONS, including Annual Membership Subs Record all donations to The Smith Family in the donations column on the expenditure page. OTHERS This column may be used to record all other expenditure that is not covered elsewhere. For example, expenditure relating to stock/merchandise items purchased from National Office is recorded here. Always ensure that a description is entered against the line in the "comments" column. Comments Any message relating to a line in the cashbook can be written in the Comments column. RAFFLE Whilst donations for raffle prizes are preferred, if any item is purchased for a raffle, an invoice should be presented to the club committee for approval and then payment or reimbursement. The payment is to be written in the Raffle column on the expenditure page. Learning for Life Record the club s sponsorship of Learning for Life students.

11 Club Income Income for VIEW Clubs comes from many sources, e.g., raffles, Annual Membership Subscription, Joining Fee, donations and monthly meals. Money is counted by 2 people and amounts are recorded before leaving meeting or function. All Income MUST be banked into the club account within three working days. $ $ 11

12 Types of Income Cash Donations by Individuals VIEW Club receipts are not valid for tax deductible donations. Cash donations made by an individual through VIEW Club must be included in the club cashbook. Ticket Monies All ticket monies must be individually receipted so that there is clear accountability and each transaction can be traced. The income should be banked into the club s account and a club cheque drawn for payment. Annual Membership Subscription Annual Membership Subscription should be collected from each member at the Annual General Meeting. Annual Membership Subscription should be banked into club s bank account and remitted to The Smith Family by 31 March. When new members join, club must send Annual Membership Subscription as a separate cheque. Use Application for Membership Form Member Purchases Members wishing to purchase items from National Office are required to remit money in advance to the club, after which the club will make a purchase on their behalf. Use Stock Order Form 12

13 Club Expenditure Every item of expenditure (i.e. cheque written, EFT) must be supported by an account and/or receipt marked with the item/s purchased, by whom and the date of purchase. The cheque butt must be completed at the same time as cheque is written. $ $ 13

14 Types of Expenditure Club Donations to The Smith Family All monies received through club activities must be banked and any funds that are surplus to Club running costs must be forwarded to The Smith Family as a general donation or used to purchase Joyspreader Charity Gifts. General Donations should be sent at least twice yearly during The Smith Family Appeals. Use VIEW Club Donation Form Learning for Life Sponsorships Learning for Life student sponsorships provide financial support to individual participants who are eligible for the program, from Primary school to Tertiary level. Use VIEW Club Donation Form Petty Cash/Refunds The Treasurer is responsible for the petty cash fund and should maintain copies of all receipts. Petty cash is used to reimburse members for small expenses. Members should present receipts for all petty cash purchases, which clearly show purchase and date. All supporting documents must be attached to the completed Petty Cash Recording Form. Use Petty Cash Recording Form 14

15 Donations VIEW Clubs must not use club funds to purchase items (e.g. toys and books) for The Smith Family. This does not preclude individuals using their own money to purchase small items to donate to The Smith Family (e.g. stationery items for packs for Learning for Life students). Donations of goods and time by VIEW members are to be recorded on the Volunteering in the Community form which should be sent directly to the National Councillor for the Area. 15

16 Raffles Raffles are well controlled by the gaming legislation of the relevant state body and VIEW is legally obliged to follow the requirements. Raffles held within the club should be conducted using inexpensive coat check tickets. Clubs holding external raffles (i.e. selling tickets to the public) must order VIEW printed raffle tickets (free of charge) from National Office at least one month prior to the event by using a Stock Order Form. Request seller's badges from NO to identify members as legal unpaid collectors for VIEW Clubs and TSF. 16

17 Annual Audit Process Audit purpose To provide an objective independent examination of VIEW Clubs of Australia financial records for inclusion in the Annual Financial Statements of The Smith Family. VIEW Clubs, Areas & Zones VIEW Bank Receipts Cashbook Statements Butts & Forms Audit Process 17 VIEW financial audit is conducted yearly by The Smith Family team and external auditors.

18 Audit Checklist 18 Cashbook. the electronic version for Audit to Bank Statements from 01 January to 31 December All donation receipts from The Smith Family All Tax Invoices Deposit books (butts only) Cheque Books (butts only) VIEW Club receipt books Petty cash receipts Any supporting documents

19 Club records retention To comply with statutory requirements, it is important that club information is kept for the following period: Item Minutes of Inaugural Meeting Minutes of Annual General Meetings All membership records All financial records (inclu ding cashbook, receipts, che que butts, income and expenditure statements and bank statements) Minutes from club monthly meetings Correspondence (including from National Office) Keep for Continuous Continuous Continuous 7 years 5 years Up to 12 months 19

20 Sending Cheques to National Office Please ensure that SEPARATE CHEQUES are forwarded for each payment to VIEW National Office GPO Box SYDNEY Donations LfL Sponsorship Joining Fee $ $ $ VIEW Merchandise $ All cheques must be made out to The Smith Family. 20

21 Ordering from National Office 21 Orders can be ed/faxed/mailed to National Office. Clubs are asked to consolidate their requests and send one piece of mail to be received at National Office at least 3 days prior to mailout date. Badge orders received by the end of the month, where possible, will be included in next mailout. National Office will respond to each club s request on a monthly basis. Each club is supplied with Application for Membership Form and Adjustments to Database pads. All forms, including Stock Order Form are now available at Mailout dates 2017 JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC

22 Ordering from National Office: Things to remember Merchandise Write a receipt for the total monies received from your member/s for VIEW Merchandise. Record details in your club s Cashbook in the INCOME section. Monies collected from members must be banked to club s account. Cheque drawn for purchases to be sent to National Office. Record details in your club s Cashbook in the EXPENDITURE section. No CASH 22

23 Appropriate Use of Club Funds It is the practice of VIEW Clubs to donate at least twice a year to The Smith Family during The Smith Family appeals. Money raised on behalf of VIEW MUST be forwarded to The Smith Family through National Office. Annual school award of a book or book voucher to the value of no more than $50 to one local school. We encourage each VIEW Club to sponsor (at least) one LfL student. Special fundraising is optional. Clubs are asked not to buy goods such as books or toys with funds raised because The Smith Family has in place purchasing arrangements which allow them to acquire goods and services at significantly reduced prices than those a Club can achieve. VIEW Club funds are NOT to be donated directly to schools and/or students in local areas other than for the optional annual school award. Members may use their own money (not club funds) to purchase small items to donate to The Smith Family office or their local LfL workers for distribution in their area. Club funds may not be used to purchase flowers to celebrate a members special event or in memory of a deceased member. A donation to The Smith Family in memory of a deceased member is suggested. 23

24 VIEW Club Funds Process 24

25 Members and Membership The Annual Membership Subscription is $ Members pay their Annual Membership Subscription at the beginning of each year, but no later than 31 March. Members who belong to more than one club need to pay an Annual Membership Subscription to each club they belong to. Membership List provided by National Office must be updated and returned to National Office together with a cheque and Payment Form - General Donation (see page 39). All payments to be sent to National Office by 31 March. 25

26 Types of VIEW Membership New Member A new member is a woman who has never been a member of VIEW or a woman who is re-joining VIEW after a lapse of more than twelve months in her membership. Joining Fee - $20.00 Annual Membership Subscription - $15.00 Use Application for Membership Form Unfinancial Member An unfinancial member is a person who has allowed her VIEW membership to lapse (i.e. has not paid her Annual Membership Subscription for more than 12 months). Once a member becomes unfinancial, if she wishes to rejoin VIEW she is regarded as a 'New Member' and pays the Joining Fee again, together with the Annual Membership Subscription. This includes a former member who is rejoining any VIEW Club after an absence of more than 12 months. Second Club Member When a fully paid up member of one VIEW Club chooses to join another VIEW Club, she is known as a second club member. A Joining Fee is not required when a member joins an additional club. A member must pay the Annual Membership Subscription to each club she belongs to at the beginning of each year. Use Adjustments to Database Form Transferring Member Financial members in their current club can transfer their membership to another club without charge. When a member transfers, previous membership history is transferred. A member who is transferring from one club to another should be provided with information that confirms her membership status to her new club. Use Adjustments to Database Form Use Membership Movements Form 26

27 Resigning and Rejoining Members Who is a resigning member? A VIEW member who would like to resign due to ill health, financial situation, relocation, etc. Who is a rejoined member? A former member who is re-joining any VIEW Club after an absence of more than 12 months. Please use Membership Movements Form. 27

28 Treasurer s Reports Club Committee Meeting Treasurer s report on club finances includes monthly income and expenditure statement and any other financial matters Annual General Meeting (AGM) Outgoing Treasurer s report includes financial report of the club for the calendar year 1 st January to 31 st December Abridged Meeting Treasurer's report includes only debit and credit balances and accounts for payment are presented, table report for members to see Minutes of Meeting The Treasurer's report must be signed by two people (President and Secretary or other committee members) and minuted. 28

29 Treasurer s Checklist This checklist is designed to assist Treasurers in maintaining club books and with preparing their monthly reports to members. Checklist Process: Club Treasurer to complete 3 page form. Provide comments if any of the boxes are not ticked. Upon completion the Treasurer is to sign and date checklist. Mail or to National Office by 31 March. Keep a signed copy with the Club Financial Records. 29

30 VIEW FORMS Mail to: GPO Box Sydney NSW to: To download VIEW Forms please go to 30

31 REMEMBER TO INCLUDE YOUR CLUB NAME ON ALL FORMS Linda, Office Coordinator VIEW 31

32 Summary of VIEW Forms Form name To be used for Application for Membership Form New Members Member Movements Form Resigning Members Rejoining Members Deceased Members Adjustments to VIEW Database Changes to member details Transferring Club Second Club Changes to Club details Stock Order Form Replacement badges VIEW stationery VIEW merchandise VIEW promotional materials VIEW Club Donation Form Donations, including The Smith Family Appeals LfL Sponsorship Joyspreader Gifts Donation Petty Cash Recording Form Club s petty cash details Payment Form General Donation Annual Membership Subscriptions for your 32 club s members

33 Application for Membership Form Use this form to notify VIEW National Office of joining member. Print clearly and use correct spelling. Provide your member s address Remember to put club s name Who is a joining member? A joining member is someone who is completely new to VIEW. For a transferring member or second club membership please use the Adjustments to Database Form. Send SEPARATE cheques for Joining Fee and Annual Membership Subscription The name badge for your new member will be processed based on this form. 33

34 Membership Movements Form Please use this form on a monthly basis or as needed, to notify VIEW National Office of resigning, rejoining and deceased members. It will help National Office to maintain accurate records in VIEW Database. 34

35 Adjustments to Database Form Please use this form to notify VIEW National Office of: changes to member s personal information, members who are transferring to your club from another, members who are joining your VIEW Club in addition to another. changes to your Club s contact, meeting or committee information. It will help National Office to maintain accurate records in VIEW Database. 35

36 Stock Order Form Remember to write your club s name The Tax Invoice will be issued and sent with your club s order. Please check the item/s price prior to sending order form and a cheque. Updated form is now available at All your club s transactions related to stock orders will appear on your Club s Statement provided by National Office in July each year. 36

37 Club s Statement: Sample VIEW Statement detailing all transactions recorded in our system from 1st July through to 30th June. The Statement details anything processed as a stock order, including new member joining fees and purchases of any VIEW merchandise. The Statement does not include donations, Annual Membership Subscriptions or Learning for Life sponsorships. 37

38 VIEW Club Donation Form VIEW Club Donation Form is provided to each club by National Office. General Donations & Appeals General Donation TSF Winter Appeal TSF Christmas Appeal Other Learning For Life Sponsorship Renewed First time A new student Payment in advance Joyspreader Gift Donations 38

39 Petty Cash Recording Form Petty Cash Recording Form can be used on monthly basis each withdrawal until the balance is $0.00 The Treasurer is responsible for the petty cash fund and maintains copies of all receipts. The electronic version is available at 39

40 Payment Form General Donation This form is provided to each club by National Office together with the Membership List. The form is used for payment of your current members Annual Membership Subscriptions and needs to be forwarded to National Office together with the cheque and the Membership List. Members pay their Annual Membership Subscription at the first meeting of each year, but no later than 31 March. 40

41 Key Contacts The Smith Family VIEW National Office 41 Website: Contact details Street Address: Level 9, 117 Clarence Street SYDNEY NSW 2000 Website: Phone: Fax: (02) or (02) (inside Sydney Metro) Postal Address: GPO Box 10500, SYDNEY NSW 2001 LfL Liaison Sue Field Electronic Cashbook Liaison Trish Murphy LfL Supporter Care Team Phone:

42 Notes 42

43 National Office would like to thank PNP Lorraine Montgomery PNVP Lyn Geer PNC Trish Murphy for their significant contribution to the development of this Treasurer s Guide. 43

44 44