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Treasurer
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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
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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
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Why is Training necessary?
• Safeguard Region assets.• Protect AYSO and its nonprofit
status.• Keep required financial records
and an accurate accounting of all monies.
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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
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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
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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.
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What support is available?
• Regional Commissioner• Area staff or neighboring Regions• Section staff• National Office
• NAP Finance Representative• NAP Manager• Accounting Manager• Controller
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Treasurer Tools
• Software• Forms• Manuals• Checklists• Reports• Additional Training
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Need a Treasurer’s manual?
A Reference Book?
www.ayso.org/SupplyCenterwww.aysotraining.org
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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
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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
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Multiple Choice Question
Where should the bank be instructed to send the Bank Statements and copies of cancelled checks?a) Regional Commissionerb) Treasurerc) Region’s P.O. Box addressd) The National Office e) The National Office Lockbox
address
d !
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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 !
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Amounts must agree!
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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
National Accounting Program
Chart of AccountsRevenue/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
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National Accounting Program
Chart of AccountsExpense Accounts
• Expense accounts used on checks• Used for bank charges
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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
form23
Name, address, date, AYSO position. Travel section
Operations section
Date, description, dollar amount and category.
Date, description, dollar amount and category.
Signature
Approval signature
Mileage rate usually changes annually
Purpose of the expense
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Should this request be paid?What should concern a Treasurer with this request?
Original Receipts must be included
Detailed explanation of expenses required
Invoice
Sold to: No. 00045782 AYSO Region 436 102 Railroad Avenue, #4 Winters, CA 95694 March 6, 2010
Quan. Description Each Total
126 5” Soccer Trophy – Style 103A 4.75 598.50
87 6” Soccer Trophy – Style 103A 5.20 452.40
41 7” Soccer Trophy – Style 103A 5.45 223.45
23 6” X 8” Team Parent Plaques 6.00 138.00
23 8” X 10” Coach Plaques 6.85 157.55
Sub-total 1,569.90
Tax 121.67
Total 1,691.57 Valley Trophy 152 N. Main Street Winters, CA 95694 Less: Deposit 700.00
Total Due 991.57
Deposit due when order placed – balance due upon delivery
T h a n k y o u f o r y o u r bu si n ess!
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R i v e r S p o r t s E q u i p m e n t C o m p a n y 100 W e s t w a l n u t S t r e e t D i x o n , Ca l i f o r n i a 95620
Sold to:
AYSO Region 218 110 W. 14th Street, #12 Davis, CA 95616 March 16, 2010
Statement of Account Description Total
Invoice 004578 1,262.57
Invoice 004617 789.41
Total Due 2,051.98
Invoices due – Net 10 days
Than k you f o r your pr ompt paymen t
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Do not payfrom a
statementSTOP
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
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National Accounting Program
Is this a NAP compliant check?
Additional Region coding is acceptable
Does not have AYSO Region
Only one signature29
National Accounting Program
Is this a NAP compliant check?
Check made payable to cash
No NAP account coding30
National Accounting Program
Is this a NAP compliant check?
Looks good!
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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
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Check # (or Form of Payment), Fees, Amount Paid
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Check section
Cash section
Credit/debit card section
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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 5th of each month.• Submit either electronically (email or
fax) or hard copy.
All Deposits must be made into the Region Checking Account
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Contact InformationName – Phone Number – Email Address – Date
Late Registration – Account 4009 – $565.00Fund Raising Receipts – Account 4040 – $413.00
Returned CheckAccount 4310
(Sponsorship)
$50.00
Region Number,Bank Name,
Account Number
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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
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National Accounting Programhttp://www.ayso.org/For_Volunteers/resources/finance/
finance_forms
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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
Benefits of NAP Online
1. Makes organizing easy2. Rollup reporting3. Everything is stored electronically4. Easily accessible5. Embedded help links
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• Create sub-accounts or categories, known as “Dimensions”, to keep organized and help stay on top of your budget!
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Seasons
Sub-accounts
NAP Online
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Compare to your budgetSpecific to your Spring Season
Detailed sub-accounts
Track Seasons
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Compare to Year to Date
Specific to your Tournament Category
Show all your Teams
Tournament Teams
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Show all your categories
Show all your Sub-categories
Compare to Year to Date
Region at a Glance
• In NAP Online, everything is stored electronically.
• Any changes in the Treasurer position are smooth and uncomplicated.
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No more storing paperwork!
You can access NAP online from virtually any device with an internet connection.
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NAP Online
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Embedded Help Links
• NAP Online YouTube Channel at www.YouTube.com/aysonaponline
• Demo the system at https://naponline.ayso.org/demo
• Email [email protected]
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More Information…
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 mailed51
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To Pay Invoices, check Pay Box, Create Remittance Advice
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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
Dropped Players
Select “Awaiting Request for Credit”
Region>Treasurer>Process Dropped Player
Select “Request NSTC Credit” or “Drop & No NSTC Credit”
SUBMIT
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Dropped Players
19750 S. Vermont Ave. #200Torrance, CA 90502(310) 525-1155
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Regional BudgetQuiz
• 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 RC59
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Fax to 310.525.1155, Email to [email protected], Mail to 19750 S. Vermont Ave. #200, Torrance, CA 90502
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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.
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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
Actuals vs Plan or Previous Year
Revenue vs ExpenseSummary
Fiscal YearJuly 1st – June 30th
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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.
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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
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1099 ReportingWho 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
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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
1099 Form
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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
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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
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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!!
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Other Training
• eAYSO for Treasurers• Budgeting for the Regional Board• Develop a Regional Calendar• Auditor Training
Please take these additional workshops:
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Available Resources
Treasurer’s Manual
AYSO Reference Book
www.ayso.orgSelf-paced Training
Forms and Documents
www.eayso.org
e-Newsletter 76
It’s all for the kids
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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 ___________.
twothe saving
s NAP
National Office 30
my
account
next
eAYSOJanuary 10
…
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