Treasurer

Job Description

The elected Officers and appointed Coordinators (3-year term) are the Board members of Southern California World Service of AFG, Inc., a California Nonprofit Public Benefit Corporation and a charitable 501(c)(3) tax-exempt entity per the Internal Revenue Service. SCWS Officers must live within the California South Area during their entire term. The officers act in accordance with the spiritual principles of Al-Anon Family Groups while conducting the prudent management of the Area. The Officers accept additional demands on their time and possess some special skills relevant to their position. Members of Al-Anon in SCWS who also are members of A.A. are ineligible to hold Al-Anon service positions that vote in matters affecting another group or Al-Anon or A.A. as a whole.

Eligibility and Qualifications

Is accessible, available, responsive, and is able to communicate effectively, prepare written documents and meet deadlines. Must be in good financial standing with the Area. Continues to be an active member of Al-Anon in CA(S), with working knowledge of the 12 Steps, Traditions and Concepts, current Al-Anon/Alateen Service Manual and Knowledge-Based Decision-Making (KBDM). Has an understanding of the Area and World Service structure. Must maintain confidentiality of non-public information.

Official Duties and Responsibilities

  • Is an elected Officer position.
  • Is a signer on the SCWS bank accounts, along with the Area Chairperson and Area Delegate.
  • Deposits and posts contributions and emails receipts weekly.
  • Responsible for accounts payable.
  • Processes expense reports/requests, issues checks and posts into checkbook as processed, weekly. These duties must be performed weekly in order to maintain accurate, current financial records.
  • Reconciles bank statements monthly.
  • Prepares monthly financial reports, submitted to officers within 10 days of month-closing. Reports include but not limited to Balance Sheet, Profit & Loss, Prior Year Comparison Profit & Loss, Bank Account Reconciliations and Prepaid Account Reconciliations.
  • Produces other reports as needed.
  • Submits listing of Group contributions and other reports to Bulletin quarterly.
  • Facilitates annual audit by providing requested documentation and records to auditors.
  • Provides financial summary for CPA for annual taxes.
  • Attends all SCWS Area Assembly and Area World Service Committee (AWSC) meetings, and Board and Officer meetings, as called by Area Chairperson, prepared to arrive early and stay late.
  • Reviews Area-wide and WSO communications with at least one other Area Officer prior to transmittal.
  • Is an Officer of Southern California Alateen Conference (SCAC) Board, has oversight of SCAC bank account and is part of SCAC Work Group.

Basic Skills, Personal Qualities, and Experience Needed

  • Working knowledge of bookkeeping and accounting practices: MS Office to include Excel, Word and PowerPoint.
  • Proficient in accessing and navigating websites, web-based virtual meeting platforms, downloading web documents and using email with attachments.
  • Able to allot appropriate time to position and all it entails.
  • Able to separate opinion from fact and to support and effectively communicate Area and WSC decisions and their implementation objectively.

Additional Skills Needed

Must have excellent time management, organizational, and multi- tasking skills in order to be current weekly with accounting information. Has flexibility, objectivity, takes initiative.

Equipment and Technology Needed

Access to computer, printer, Internet connection. Participates in conference calls and online meetings.

Realistic Time Commitment of this Position

  • At least five to seven hours weekly to maintain current financials (cannot be done once a month).
  • Three hours a month to attend required meetings and conference calls of Southern California Alateen Conference (SCAC) Board and SCAC Work Group.
  • Three to four hours, once a year, for Annual Audit.
  • Additional time commitment to attend all Area meetings. (See table below): Officers meetings, Board meetings, Area World Service Committee meetings, and Area Assemblies.

Preparation

Configuring database for various new custom reports requested. If database setup is current, preparation time can be minimal.

Travel

May attend one service-related event outside of Area during 3-year term. Makes own travel arrangements, within budget guidelines.

Other

Responsive to requests of Officers and SCWS Board for additional financial reports as needed. The Treasurer must be willing to support the group conscience of the Area, AWSC or Board of Trustees’ decisions even if not in personal agreement and does so with the help of the Traditions and/or Concepts of Service. Because of the time-sensitive nature of financial accounting, must notify Chairperson and other Officers immediately if anything occurs that interferes with inputting contributions and/or paying Area expenses.

Meetings Months Days Time
Officers January, February, April, May, July, August, October and/or as needed Saturdays or Sundays, as agreed 3 to 6 hours, as needed
SCWS Board January, May, July, October 3rd Saturday or to be determined 9:00am to 3:00pm
Area World Service Committee (AWSC) + new DR Orientation February, August 3rd Saturday and 1st Saturday (New DR Orientation) 9:00am to 4:00pm 10:00am to 12:00pm (New DR Orientation)
Area Assemblies + new GR Orientation May, November 3rd Saturday 1st Saturday (New GR Orientation) 9:00am to 4:00pm 10:00am to 12:00pm (New GR Orientation)
Sharing of Service (SOS) January 3rd Saturday 10:00am to 4:00pm
Longtimer's Event Last year of 3-year panel 3rd Saturday 10:00am to 4:00pm

Revised: 09/2024

Treasurer Guidelines

Revised 7/17/2021

History: The Treasurer is required as the Chief Financial Officer for the registered 501c3 non-profit, SCWS.

Purpose: To provide an overview of the requirements for the SCWS officer, the Treasurer, full details can be found in the B4 – Treasurer Guideline Procedures section below.

Authority: SCWS Bylaws, Article VI. Delegate, Officers, and Financial Assistants, Section 9 Duties of the Delegate, Officers, and Agents/Employees, D., Duties of the Treasurer.

Prerequisites, Requirements, Skills or Talents Needed

  1. Shall have served as a current or past District Representative and Group Representative and be an active member in Al-Anon Family Groups.
  2. In consideration of the realities of financial operations in the fellowship, the Treasurer shall be guided by the following, in order of precedence:
    1. Al-Anon’s; Twelve Traditions.
    2. Al-Anon’s Twelve Concepts of Service.
    3. Financial experience.
    4. Common sense; and
    5. Ability to maintain principles above personalities.
  3. It is recommended that the trusted servant has a financial background and experience.
  4. As a practical matter, it is recognized that there are occasions when the Treasurer may need to seek assistance from others regarding financial decisions. In those situations, the Treasurer shall cooperate with:
    1. The Chairperson.
    2. The Finance Committee as needed in addition to the Chairperson.
  5. Situations in which there is not unanimity among the Chairperson and the Finance Committee, decisions shall be processed in accordance with the SCWS Conflict & Complaint Resolution Guidelines. Recommended to be a good listener, organized, and follow instructions.
  6. Recommended to be dependable and responsible to all the members.
  7. Recommended to have (or be provided with) a computer and be able to work with Excel spreadsheets and QuickBooks and provide written reports to the committee and Assembly.

Duties

  1. The Bylaws of the Southern California World Service Area (SCWS or Area).
  2. The group conscience of the Group Representatives of the Area as contained in motions passed at annual Assemblies; and
  3. The group conscience of the Southern California World Service Committee (SCWSC) as contained in motions passed at committee meetings.

Responsibilities (Details are provided below in the Treasurer Appendix Procedures)

  1. Shall be the Chief Financial Officer of a Registered 501c3 – Non-Profit.
  2. Shall be an Officer of SCWS and participate in monthly meetings.
  3. Shall manage the donations received by the financial assistants for all events and from all groups, districts, and individuals.
  4. Shall sign on all bank accounts.
  5. Shall pay all the bills in accordance with the guidelines and the budget.
  6. Shall keep and maintain the financial records and the software files.
  7. Shall report and provide financial information as requested.
  8. Shall prepare financial statements and make financial reports quarterly.
  9. Shall provide the Assembly an annual Financial Report and updates as needed.
  10. Shall keep a list and prepare or cause to prepare the required local, county, state and federal tax returns such as Annual Tax Return and Statement of Information (State of CA).
  11. Shall be a member of the finance committee.
  12. Shall calculate the ample reserve annually and recommend the ample reserve amount to the budget committee.
  13. Shall send out or cause to be sent out appeals to all Al-Anon Family Groups in Southern California for support.
  14. Shall attend seminars, conferences and meetings as may be authorized by SCWS including Committee, Assembly, Convention and SCAC.

Amount of time per month, year or term required (Varies based on experience):

  1. Prepare Reports and attend each SCWSC meeting and 2 Assemblies – 32 hours/year.
  2. Prepare for the Annual Audit – January – 2 hours
  3. Answer Question of the audit committee – January – 8 hours
  4. Attend Monthly Officer Meetings – 2-3 hrs. per meeting.
  5. Attend Board Meeting – 4-5 hrs. – 4 times a year.
  6. Prepare the summary for the CPA for the annual taxes – February 1 hr.
  7. Prepare checks for deposit using check scanner (remotely)
  8. Post all the Deposits in QuickBooks – Weekly and as needed 2-8 hrs.
  9. Review all expense claims for reimbursement and create checks through Bill Pay – Weekly/Bi-Monthly as needed – 1-2 hours
  10. Attend Finance Committee meetings as needed – varies 2-3 hours/mo.
  11. Oversee SCAC (more detail)

Expenses

Expenses include office supplies, postage, ink, envelopes, checks, deposit slips and stamps, if needed in addition to any travel expenses to attend required events, committee meetings and assemblies.

Resources (Tools and Equipment Needed)

  1. Treasurer Guideline Details
  2. SCWS Guidelines and Bylaws
  3. Professionals, such as the CPA or bookkeeper
  4. A committee of financial assistant to help with the responsibilities.
  5. A good computer and printer capable of running QuickBooks. (Equipment will be provided.)
  6. Email and access to the Internet.

Forms Used

  1. Expense Reimbursement Form
  2. Mileage Expense Form
  3. Advance Form (Check request form)
  4. Group Contribution Form
  5. Asset Log
  6. Event Registration spreadsheet

Treasurer Guideline Procedures
Application of SCWS Bylaws, Article VI Section 9.D

The Treasurer:

1. “Shall be the Chief Financial Officer of SCWS.”

  1. Responsible to the Groups as the Chief Financial Officer (CFO) of SCWS.
  2. Represents SCWS as the CFO to all outside agencies and organizations; and
    1. Provide SCWS insurance carrier such personal information as is normal and customary for such insurance.
    2. The Area elects to carry Errors and Omissions Insurance for Officers.

2. “Shall be responsible for all funds & securities of SCWS and delegate to the Financial Assistant(s) the deposit of all such funds in such banks, trust companies or other depositories as shall be approved by the elected Officers.”

A. Operating Funds
  1. Checking Accounts
    1. Open and maintain bank checking accounts for “Operations” at a bank or equivalent (SCWS funds 100% Federally insured) financial institution convenient to both the Treasurer and the assistants that processes donations. This includes all bank accounts including Certificate of Deposit accounts.
    2. Always maintain a positive balance.
    3. Maintain an electronic register of all bank account transactions.
    4. Signature requirements
      1. The Treasurer, Chair, Delegate and Alt. Delegate are signatory to all accounts. Only one signature is required.
      2. No officer may sign or cause to be issued a check to themselves without approval from another officer.
  2. Southern California Alateen Conference (SCAC) Checking account
    1. SCAC Sponsor and SCAC Chairperson to be signatories on the SCAC bank account. Area Treasurer has oversight of SCAC bank account.
    2. Area Chairman and Delegate also have online access to SCAC bank account.
  3. Cash and Cash Advances
    1. SCWS does not maintain a petty cash fund.
    2. May provide Advance funds for SCWS events to the event chair for cash drawer start up for registration and sales.
    3. Advances to Officer’s or Committee members, as necessary.
B. Ample Reserve
  1. Calculate the Ample Reserve annually after the close of the books for the prior year and submit the calculation to the Finance Committee for the committee’s review and approval.
  2. Upon approval, the Finance Committee will notify the Chairperson. If the increase/decrease is more than $5,000 for the ample reserve, it needs to be brought to the Assembly for a vote.
  3. Take the necessary action to execute any transfer.
  4. Short-Term Savings [Bank Savings Account]
    1. Open and maintain a regular savings account at a bank or similar institution (SCWS funds 100% Federally insured).
    2. Transfer funds from the savings account to the checking account to finance seasonal cash flow requirements.
  5. Long-Term Savings [CDs and other long-term investment vehicles]
    1. Maintain Certificates of Deposit (CD’s) and/or other long-term financial investment vehicles as directed by the Officers.
    2. Provide the Officers and the Finance Committee with an accounting of all investments 30-60 days prior to maturity of any single investment, and as requested by either committee
  6. Formula to calculate the size of Ample Reserve
    1. The size of the Ample Reserve fund of SCWS is calculated by a formula equal to the annual average sum of the following expenses: Actuals for the previous three years is added and divided by three.
      1. Expenses included are:
        1. Officer and Delegate
        2. Coordinator
        3. Committee
        4. Corporate expenses
        5. Chairperson Discretionary fund
        6. SCWSC Committee
        7. Assemblies
      2. Expenses not included are events that are intended to be self-supporting through registration and other income, such as:
        1. SCAC
        2. SOS Workshop
        3. Longtimer’s Meeting
        4. Other authorized SCWS events.

Calculation of the ample reserve includes all bank accounts. It is useful to maintain the ample reserve as three months operations in the checking and the remaining nine months operations split between the CDs and the savings/money market accounts.

3. “Shall record the deposit of and provide acknowledgment for all funds received and document all money due and payable to SCWS from any sources whatsoever.”

A. Recording of Deposits
The Treasurer is responsible for all deposits to the SCWS bank accounts. The Treasurer may be assisted for the remote receipt and accounting of incoming funds. As a suggested segregation of duties, an assistant may receive and deposit the SCWS funds into the SCWS bank accounts. The assistant may process the recording and accounting of the incoming funds in accordance with the following procedures:
  1. For each bank deposit made, the Treasurer shall provide to the assistant a copy of the bank deposit receipt the Treasurer shall provide to the assistant; a copy of the bank deposit receipt; the “Contribution Forms” and the original remotely deposited checks.
  2. The assistant may record the contributions in the SCWS QuickBooks as sales receipt weekly.
  3. The assistant will return the deposit records to the Treasurer weekly QB Deposit Detail report.
  4. The Treasurer shall receive all mail from a third-party mail processor (Postal Annex). The Treasurer will maintain a business P.O. Box in the name of SCWS to be used by the Treasurer. The P.O. Box must remain located at the Cypress address.
B. Acknowledgment of Funds Received
“Contribution Receipts” should be emailed for as many donations received as practical. This should be done in accordance with the Internal Revenue Requirements for 501(c) (3) non-profit corporations.
C. Reimbursement Information
The Treasurer shall provide an assistant with the information needed to obtain the reimbursement of expenses incurred in the performance of their duties.

4. “Shall disburse, or cause to be disbursed, the funds of SCWS as may be authorized by the members of SCWS and directed by the Finance Committee, taking proper vouchers for such disbursements.”

A. Disbursements
  1. Disburse funds as directed by the members of SCWS documented in:
    1. Motions passed by the Assembly.
    2. SCWSC guidelines.
    3. Any expense between $500 and $2,000 must be approved by the Officers.
    4. Expenses under $500 can be paid at the discretion of the Treasurer.
    5. Budgeted Expenses approved by the Assembly (above $2,000).
  2. The Treasurer prepares an annual line by line budget that is approved by the SCWS Finance Committee. At the November Assembly the members of the Assembly, in turn, approve the budget by expense category instead of line by line. The expense categories are as follows.
    1. Officers & Delegate
    2. Coordinators
    3. Committees
    4. District and Group Representatives
    5. Events
    6. Corporate expenses
  3. Disburse funds in accordance with the amounts budgeted for a category for the current fiscal year.
  4. Expenses more than a budgeted category must be approved by Officers if the overall budget for the fiscal year is not exceeded.
  5. No matter what the amount budgeted, SCWS should Always pay incurred liabilities to third parties.
  6. Monitor Budgeted vs. Actual expenses on an ongoing basis.
  7. Provide Budgeted versus Actual reports showing overages or underruns monthly to the SCWS Chairperson
  8. When it appears that a line-item expense is going to exceed its budget, contact the person whose budget it is and discuss with them what they expect their expenses will be for the balance of the fiscal year.
  9. Periodically contact the members of the SCWS Committee that have budgeted expenses to find out what their expectations of usage of their annual budget is. This to see what budgeted amounts would be available for use within another budget category. Confirm with Chairperson regarding change of budget.
B. Taking Proper Vouchers
  1. Be responsible to provide and maintain forms to be used for the request of disbursements
    1. Expense Reimbursement Report form.
    2. Mileage Check Request form.
    3. Advances may be requested case-by-case.
  2. Receive and pay invoices from third party vendors for products or services that have been approved by the SCWS and included in the budget such as Insurance premiums, telephone/Internet conference service, and taxing authorities, etc.
C. Timing for Submitting Disbursement Requests
In accordance with the SCWS Guideline, Expense Reports must be submitted no later than 45 days from the date the expenses are incurred, except that at the end of the calendar year, Expense Reports must be submitted no later than December 15th. If the submitter has not met this requirement, the Treasurer may return the Expense Report to the submitter without payment.
D. Advance Requests
  1. SCWS does not usually reimburse expenses in advance of the expense being incurred. However, there are occasions when there is a need for an SCWSC member to request funds ahead of the expenditure. In this case the following procedure is used:
    1. The requester submits a request to the Treasurer at least 10 days in advance of the expenditure. The request must clearly indicate the nature of the expenditure and the date that the expenditure will take place. After determining that the request is valid, the treasurer issues a check
    2. The requester must submit to the Treasurer within 30 days of the expenditures taking place, an Expense Reimbursement Report with all actual expenditure receipts attached and showing the amount of the advance. If the actual expenditures were less than the advance, the requester must include a check or money order in the amount of the unused advance.
    3. The treasurer does not approve additional advances from the requester until expense report(s) have been submitted documenting the expense for which the advance was originally approved and no funds are left unspent.
    4. If the requester fails to provide the receipts and accounting for the expenditures, the Treasurer at the end of the calendar year is required to report the amount of the Advance as income to the Requester on FORM 1099-MISC as required by the IRS.
    5. The treasurer records the advance in the account of “Suspense”.

5. “Shall keep and maintain adequate and correct accounts of SCWS properties and business transactions, including accounts of its assets, liabilities, receipts, disbursements and losses.”

A. Financial Accounting. The books of SCWS shall be maintained by the Accrual Method of accounting
  1. Maintain a computer-based bookkeeping system.
  2. Software property requirements:
  3. Standard, commercially available third-party software (e.g. QuickBooks).
  4. Must contain and use “audit trail” feature,
  5. Must contain password protection; and
  6. May be operated on SCWS owned computer equipment OR TREASURER OWNED EQUIPMENT
  7. Password protection
  8. The accounting software password protection capabilities must be used. The Treasurer shall setup the password which is then shared with the Alternate Delegate. Password should be changed if either the Treasurer or Alternate Delegate person changes.
  9. Monthly Reports
    1. The Treasurer shall produce standard financial reports each month.
      1. Balance Sheet
      2. Income Statement
      3. Budget vs. Actuals

B. Monthly reports shall be provided to each of the Officers.

C. Property Lists
      1. The Treasurer shall maintain a list of all personal property owned by SCWS (computers & peripherals, software, furniture, etc.).
      2. Descriptions including model number and serial numbers, if applicable.
      3. Date acquired
      4. Cost
      5. Current status
      6. Depreciation Schedule
      7. The Treasurer shall provide a written property report annually to the Officers and Chair of Finance Committee.
      8. The Treasurer shall provide the Bylaws and Insurance Coordinator with up dated property lists as appropriate.
D. Files to Keep
    1. Tax Returns – Keep on hand the most recent 3 years of Federal Forms 990 or 990EZ, so they can be available on request. Scan tax returns and upload to SCWS Treasurer DropBox. Keep in originals in permanent files.
    2. Insurance policies and facility contracts, etc. – Scan documents and upload to SCWS Treasurer DropBox. Copy of payment voucher to be attached to the document.
    3. Contracts and Insurance policies are filed in separate folder for seven years.

6. “Shall render to the Officers, whenever requested, an account of any and all of his or her transactions as Treasurer and of the financial condition of SCWS.”

    1. Provide accounts when requested.
    2. Requests for special accountings must be made by at least two other Officers or members of the Finance Committee.

7. “Shall prepare quarterly, and a year-end report.”

A. Quarterly Contributions Report
Provide quarterly contribution reports to Bulletin editor for publication.
B. Year End Report
  1. Produce standard financial reports, specific special reports, and any other re- ports or explanations necessary to communicate the financial condition of the Area to the SCWS.
    1. Balance Sheet
    2. Income Statement
    3. Budget vs Actual Report.
    4. Group Contributions for entire year and submitted to Editor of the Bulletin.
  2. The Final Annual Report shall be presented at the May Assembly.
    1. Present the preliminary Annual Report at the first SCWSC meeting of the fiscal year and provide it for publication in the subsequent issue of the Bulletin.
    2. Provide the final annual report to the Bulletin for publication in the May Assembly Issue of the Bulletin.

8. “Shall provide a copy of the annual reports to the Tax Preparer for the required local, county, state and federal tax returns/payments, and submit them on or before the deadlines and send copies of the tax returns to the Chairperson.”

A. Income Tax Returns
  1. Contract with a Tax Preparer: To prepare SCWS Federal and State in- come tax returns.
    1. The services shall include:
      1. Prepare the previous tax year federal and California tax exempt tax re- turns.
      2. Federal Form 990, “Return of Organization Exempt from Income Tax.”
      3. California Form RRF-1, “Periodic Report to Attorney General.”
      4. California Form 199, “California Exempt Organization Annual Information Return.”
    2. The Treasurer shall provide tax preparer with all required financial information.
      1. List of current Officers. Officers may use the corporate address when placing the address in public forms so that their address anonymity may be maintained.
      2. Income Statement produced by accounting software.
      3. Balance sheet, produced by accounting software.
      4. Statement of tax year Program Service Accomplishments.
      5. Anything else required upon request of CPA.

9. “Shall keep a copy of and prepare, or cause to be prepared, the required local, county and state sales tax reports/payments, and submit them on or before the deadlines, copies to be sent to the Chairperson.”
  1. Maintain chronological list of all filing requirements.
  2. “Statement of Information” to Secretary of State (every two years) for non- profit the filing is done every even year (e.g, 2022).

10. “Shall be a member of the SCWS Finance Committee.”

A. The Finance Committee has two functions:
  1. Propose Annual Budget
  2. Oversee Audit
  3. Serve as Advisory to Area
  4. Propose contribution to WSO

11. “Shall attend all Assembly and SCWS meetings.”

  1. The Treasurer is a full member of the Finance Committee for this task: voice and vote.
  2. The Treasurer shall assist the Finance Committee by providing the financial reports necessary for the preparation of a budget proposal and the annual audit.

12. “Shall provide the Financial Assistants all necessary materials for their duties.”

  1. Appropriate log forms (donations, registrations, etc.)
  2. List of information required on each log forms (cash count)
  3. SCWS reimbursement form
  4. List of acceptable reimbursable expenses (envelopes, paper, postage, payment of PO Box rental, mileage, etc.)
  5. Endorsement stamp and deposit slips if needed.

13. “May attend seminars, conferences, and meetings as may be authorized by SCWS.”

A. The Treasurer or designated financial assistant may attend all seminars, conferences, and meetings which SCWS has a financial responsibility.
  1. Required events.
    1. Events which currently meet these criteria’s.
    2. SCWS’s Assembly and Special Assemblies.
    3. SCWSC meetings.
    4. SOS Workshop
    5. Longtimer’s Meeting
    6. Other meetings or events involving Treasurer participation.
      1. Events which do not currently meet this criteria:
        1. Alcoholics Anonymous H & I Conference.
        2. SCAA Convention
        3. AFG Convention
    7. Each individual SCWS event shall have a treasurer or financial assistant for the event. The SCWS Treasurer shall provide each financial assistant with the financial assistant guidelines.
  2. The Treasurer is reimbursed for expenses incurred in attending required events.

14. “Shall perform all duties incident to the office of Treasurer and such other duties as may be required by law, by the Articles of Incorporation of SCWS, or by these Bylaws, or which may be assigned to him or her from time to time by SCWS.”

A. The Treasurer shall perform all duties of the Treasurer incident to the office of the Treasurer and such other duties as may be required by law, by the Articles of Incorporation of SCWS, or by the Bylaws.
B. The Treasurer shall perform other duties as assigned by the Chair, or the members of SCWS.
C. If these additional duties are of a recurring nature, these guidelines shall be revised to include them.

Appendix to the Treasurer Guidelines

Revised 7/5/2021

Section 1 Deposits 

Contributions – Checks, Money Orders, PayPal & Cashier Checks: (exclude Postal Money Orders and Cash – See Below)
  • Write WSO number and District number on each check.
  • Stamp the back of each check with the SCWS Endorsement Stamp
    • Keep the “Contribution Form” and/or choose whether to discard the envelope.
  • Keep the envelope if the contribution is a money order, cashier’s check, bank check, or no contribution form is received.
  • Sort the checks by monetary value; lowest to highest.
  • Total all the checks in the deposit as “Control Total.”
  • REMOTE DEPOSIT:
    1. Log into the bank checking account online and click on “Deposit Checks.”
    2. Scan the checks into bank scanner.
    3. Correct all errors (amounts, check numbers, and account numbers that scanner is unable to decipher).
    4. If the “Control Total” equals the bank balances, then click “Deposit”.
    5. If the “Bank Total” does not equal the “Control Total”, compare the amounts on each check with each amount shown on the bank screen. When you find the error, click on “Edit” to make the correction. Note: The “Deposit” per the bank MUST equal the “Control Total” before clicking “Deposit”
    6. Print “Receipt” before closing online banking.
  • Tape 3 checks on a page of white paper, because originals are retained by SCWS.
  • Paperclip the accompanying “Contribution Forms” to each page.
  • Binder clip the bank’s “Receipt” and each of the check-taped pages and set aside for input to QuickBooks.
Chase Check Retention and Destruction Guidelines

After determining your checks have been successfully accepted and posted, you should mark the checks as having been deposited and store them in a secure location until destroyed. Please ensure that the scanning, storing and destruction of the original checks are done under controls appropriate for your business.

Documents can be shredded after seven (7) years.

Contributions – Postal Money Orders, Cash, & Other Checks Not Accepted  by the Bank Scanner (not included in “Remote Deposit” above)
  • Write WSO number and District number on each money order.
  • Stamp the back of each check with the SCWS Endorsement Stamp
  • Make a copy of each check (3 on a page), because these are not “retained” by SCWS.
  • Tape the “Contribution Form” (or envelope) for CASH received to the page of copies.
  • Paperclip envelopes & Contribution Forms to the copy and set aside for inputting.
  • Fill out a bank deposit slip.
  • Bring postal money orders, cash, and deposit slip to bank within ONE WEEK (You will need the SCWS bank card or ID).
    1. If bank deposit is only cash, it can be deposited through the ATM.
    2. Postal money orders must be processed by a teller inside the bank.
  • Paperclip bank receipt to the copy of the money orders.
Prep work for PayPal deposits
  • Sign into PayPal and click on Activity tab – select All Reports.
  • Select Activity download
  • Go to Create and download report – Select Transaction type, date range and format (csv file)
  • Submit “Create report”
  • After report is downloaded from PayPal Server open report and save to Excel
  • Highlight the group number, District number, or individual’s name on the report.
  • The group contributions on the PayPal report doesn’t have a space for the district number, so you will need to look up all the District numbers at http://www.al- anon.info/OnlineGroupRecords/.
7th Tradition Cash and Other Funds Received at SCWS Events
  • “Cash Count” Form: Prepare a form, including and “extending” various bill sizes and “coin” for each SCWS Event. The Treasurer and an additional Board Member counts the money and signs the form.
  • Each “category” of funds received should have a separate Cash Count sheet (e.g., 7th Tradition, Forum Can, Group & District contributions, etc.)
  • Prepare a “Receipt” using a NCR 2-copy receipt book
    • Original receipt to be given at the event to the SCWS Chair, for Chair to view bank deposit.
    • Copy of the receipt to be kept in the receipt book.
  • Treasurer to deposit “cash funds” and checks received within ONE WEEK of the event. Follow the record keeping of “Contributions, Cashiers Checks and Money Orders” noted above for checks received at the event.
  • “Cash Count” sheet and bank receipt to be kept together and set aside for inputting.
SCWS mail for other Board Members:
  • All mail sent to the SCWS “Mail Center Box” is sent to the Treasurer once a week  via the Mail Center. (Contact the Mail Center if envelopes are not received regularly.)
  • Scan the document and email it to the appropriate Board Member ASAP or within ONE WEEK of receipt.
  • Give the original document to the Board Member at the next event e.g., Board Meeting, AWSC, or Assembly.
  • If documents do not appear to be for a specific Board Member, scan/email it to Chair.

Section 2 Expenses

The approval process is already specified in the SCWS Bylaws.

    • Expenses approved by the Assembly (through budget approval or other motion):
  • Payment to be issued without additional approval.
  • Expenses not pre-approved by Assembly:
    • Any expense above $2,000 must be approved by Assembly.
    • Any expense between $500 and $2,000 must be approved by an Officer.
    • Expenses under $500 can be paid at the discretion of the Treasurer.
  • Expenses deemed questionable by the Treasurer to be approved by the Chairperson.
  • Officers, Committee, DRs and GRs need to submit a check request for any reimbursement.
  • Reimbursement requests must be submitted no later than 45 days after date of receipt and by end of calendar year. Request must include check request and back up receipts. (No reimbursements carry over to next calendar year).
  • Cash – some events require the Treasurer to have start up cash available for a committee putting on an event. The cash is used to make change. The up-front cash is redeposited back into the bank account. Both transactions (in and out) are posted as suspense with a memo as start up cash.

Bill Pay

  • Allows Treasurer to submit checks to Committee, DR’s and GR’s directly through bank.
  • Committee, DR and GR name and address is entered one time only into Bank’s bill pay system.
  • The bank mails check to recipient and is received within five to seven days of issue.

i.e., Request is processed on Sunday; checks are usually received by following Friday.

  • This feature is “no charge” to SCWS.
  • Bank pays all postage for outgoing checks.
  • Checks are good for only 90 days. If the check is not deposited or cashed within the 90 days, the funds are posted back into our account automatically.
  • Cashed checks are available online for verification purposes.

How to set up Bill Pay on Chase Bank Website Adding a Vendor

Bill on Chase Bank Website

 

Section 3 Treasurer Reports

Monthly Reports

Profit & Loss / Balance Sheet.

The “Report Options” are found at the left of the recommended (screen) and all reports sections of the Report Center. Any reports you run regularly will be listed in the frequently run section for easy access.

All reports are due to the officers no later the 10th of the following month. The financial reports need to be uploaded to the SCWS website upon approval by the Chairman of the Board.

Financial Packet Consists of:

  1. Financial Statements
    • Month-End P & L Standard (Activity Statement)
    • Month-End P & L Previous Year Comparison
    • Month-End Balance Sheet Standard (Statement of Financial Position)
    • Month-End Balance Sheet Previous Year Comparison
  2. Balance Sheet Accounts Reconciliations
    • Bank Reconciliation (include copy of bank statement)
    • Prepaid Rent
    • Prepaid Insurance
    • Prepaid Travel
    • Any other Prepaid Expenses
  3. Budget vs Actuals Report

Quarterly Reports

  1. Quarterly Contributions Report: Group, District, Conventions
    • Sorted by District.
    • Group Number
    • Date
  2. End of Year Financials for the January Board Meeting, February AWSC Meeting and to the SCWS website.
  3. Year to Date Financials (as of April 30, xxxx) for the May Assembly and Year-To- Date (as of October 31, xxxx).
  4. Year-To-Date Financials (as of July 31, XXXX) for the August AWSC Meeting
  5. Year-To-Date Financials (as of Oct. 31, XXXX) for the November Assembly

To access Reports, click on Reports in the left-hand navigation bar. Scroll your mouse over each report’s listing to view a sample preview of the layout. You can run the report immediately by clicking on it or you can customize it first before the report initially appears by clicking on the customize link. You can also search for a report by typing any part of the report name in the “Search option.”

They are found at the top of the Recommended and All Reports sections of the Report Centre. Any reports you run regularly will be listed in the Frequently Run section for easy access. Before you run the report, make sure “Accrual” box is checked and not Cash.

Section 4 Filing Documents

Tax Returns, Insurance Policies, Facility contracts, etc.
  • Scan documents and upload to Treasurer Dropbox
  • Originals are to be filed at the back of Expenses in a folder labeled “Contracts”.
Fixed Assets
  • Maintain the “List of Fixed Assets” value >$1,000.
  • Keep records of fixed assets until disposed of.
  • Retain the details of the Fixed Assets from the Balance Sheet as of December 31st (year-end) is to be filed in the “Contracts” folder.
  • The dollar amount on the list of the Fixed Assets should equal the Balance Sheet Detail.

Section 5 Reserves and Contributions

  • Ample Reserve of $70,000 to be maintained.
  • Working Reserve Checking & Savings accounts of $40,000 with the remaining
  • $30,000 in CDs.
  • These $70,000 reserves are to cover one year of expenses.
  • Any amount greater than $70,000 on December 31 should be contributed to WSO
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