Treasurer's Seminar

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  • Club treasurer serves as the communication link between your club and the B.O.
  • You will receive monthly reports around the 10 th if club has activity for the current month – mailed to treasurer - Beginning of each semester summary report update In reading report - Income into your account is indicated with (-), Report Club Treasurer changes to the B.O. If you have any questions reading your account report call me
  • Keep copies of all forms in order to reconcile each month with the agency report
  • A requisition is included in your packet Purchase req. are multi-purpose forms. You can Request a check to make purchases at the Bookstore, Jay’s Nest, Post Office, etc., You can Request petty cash Additional requisitions – obtained at Copy Services Making the requisition valid - they must be signed by the club treasurer and the Advisor and must include the club account #
  • Support by proof of purchase (i.e. invoices, receipts, and order confirmations To have a check Friday complete request and submit to B.O. before noon on Wed.
  • Treasurer's Seminar

    1. 1. Business Office
    2. 2. Treasurer’s Seminar Elizabethtown College Business Office
    3. 3. Our Goal <ul><ul><li>It is the goal of the </li></ul></ul><ul><ul><li>Business Office </li></ul></ul><ul><ul><li>to help your Club operate efficiently. </li></ul></ul>
    4. 4. Effectively Using Your Club/Agency Account <ul><li>The Club Treasurer serves as the </li></ul><ul><li>communication link </li></ul><ul><li>between your Club and the Business Office. </li></ul>
    5. 5. Agency Reports <ul><li>Monthly Agency Reports </li></ul><ul><ul><li>Reading Your Report </li></ul></ul><ul><ul><li>New Treasurer Update </li></ul></ul><ul><ul><li>Agency Report Questions </li></ul></ul>
    6. 6. Business Office Forms <ul><li>Make Copies </li></ul><ul><ul><li>A copy of all forms and transactions should be kept on file by the Club Treasurer for future reference. </li></ul></ul><ul><ul><li>These copies can then be used to reconcile the monthly agency report. </li></ul></ul>
    7. 7. Student/Faculty Charge Sheets <ul><li>Obtain Charge Sheets at the Business Office </li></ul><ul><li>Abide Charging Rules </li></ul><ul><li>-Charging is a privilege </li></ul><ul><li>Complete Charge Report with Charge Sheet </li></ul>
    8. 8. Accounting Club 220-034-290-000 Account. Club T-Shirts Megan Gentzler X6013, Box # 1334 9-13-2009 9-20-2009 Brenda Landvater 1035569 Brenda Landvater 2 T-Shirts 20.00 Nancy Kauffman 1036257 Nancy Kauffman T- Shirt 10.00 30.00
    9. 9. Instructions Please remember that the College is permitting your group to accept student/faculty charges and the following guidelines should be used when accepting charges from students/faculty: 1. A current validated student ID must be shown. Copy the ID# from the card. Charges from non-current students will not be accepted . 2. A signature is needed as well as the printed name. Please use ink ; pencil is not acceptable. 3. All charge information should be returned to the Business Office no later than one week following the date of the event. 4. All questions or billing disputes will be referred to the contact person listed. 5. After due diligence, the Business Office will charge your budget for any charges deemed uncollectible. 6. Charging will not be authorized for any group without prior approval from the Business Office. 7. The College reserves the right to deny charging privileges to any group based on prior charging history or failure to abide by the above regulations. __________________ ___________________ Business Office Staff Group Representative ___________________ Date
    10. 10. 9-13-2009 Accounting Club 220-034-290-000 30.00
    11. 11. Purchase/Check Requisitions <ul><li>Multi-Purpose Forms </li></ul><ul><ul><li>Check request </li></ul></ul><ul><ul><li>Petty cash request </li></ul></ul><ul><ul><li>Purchasing merchandise (i.e. Bookstore, Jay’s Nest, Post Office, etc.) </li></ul></ul><ul><ul><li>Obtaining requisitions </li></ul></ul><ul><ul><li>Making the requisition valid </li></ul></ul>
    12. 12. Elizabethtown Sporting Goods 100 College Avenue Elizabethtown, PA 17022 T-shirts w/logo ($10.00 ea.) 9-13-2009 Vendor 10 $100.00 Megan Gentzler Accounting Club 220-034-290-000 Treasurer & Advisor
    13. 13. Checks <ul><li>Requests for Checks must be supported </li></ul><ul><li>Check requests </li></ul><ul><li>- Submit before Noon on Wednesday </li></ul><ul><li>Checks are written every Thursday </li></ul><ul><li>- Except for holiday weeks including Easter and Christmas </li></ul>
    14. 14. Petty Cash <ul><li>Submit requisition to Cashier two days in advance </li></ul><ul><li>Indicate the denominations of cash wanted on requisition </li></ul><ul><li>Petty Cash limit is $75.00 or less and will need an approval from advisor </li></ul>
    15. 15. X 6013 1 Accounting Club 220-034-290-000 9/13/2009 Megan Gentzler X 1603 1 15.00 15.00 100.00 1 100.00 115.00 T-Shirt Sale Business Office Deposit Report Deposit Information:         Account Number: Account Name: Deposit Date: Deposit Description: Send Receipt to: Address: CHECKS: Notes Check Number Amount 1         2         3         4         5         6         7         8         9         10         0.00 CASH:   Quantity         0 100's 0.00     0 50's 0.00     0 20's 0.00     0 10's 0.00     0 5's 0.00     0 1's 0.00 0.00 COIN:   Quantity         0 dollars 0.00     0 half dollars 0.00     0 quarters 0.00     0 dimes 0.00     0 nickels 0.00     0 pennies 0.00 0.00 TOTAL DEPOSIT:       0.00
    16. 17.     REQUIREMENTS FOR LOCAL BUSINESSES:                       Elizabethtown College Business Office Brandt’s Farm Leo Kob J.B. Hostetter Mueller’s Flowers Radio Shack B&G Lumber K-Mart AC Moore Staples EDUCATION STATION Take requisition & ID -They bill college monthly All vendors– keep white copy and send yellow copy and the receipt to the Business Office. Take requisition & id to customer service desk at K-Mart. Bring receipts & requisition back to Brenda in the Business Office. K–Mart will allow charging but will not bill the college. AC Moore~ Will not accept the college purchasing card. All purchases must be paid for at time of sale. Staples~ VISIT the Business Office, For info. On The Staples Credit Card. Go to service desk. Business Phone Brother’s 367-5878 Domino’s 367-6886 Pizza Hut 367-5111 Subway 367-8585 Call first, they will inform you how to handle. Revised 07/16/09
    17. 18. Cashier Office Deposits <ul><li>Deposits should be properly counted, sealed, and clearly marked with total dollar amount and account number included with the completed deposit form. </li></ul><ul><li>Coins should be wrapped if your coin deposit is large. </li></ul><ul><li>Uncounted deposits for safe keeping may be dropped by the Business Office. It is the responsibility of the treasurer to prepare the deposit report for this deposit. </li></ul>
    18. 19. Copy Services Copy Services Website: http://www.etown.edu/CampusServices.aspx
    19. 20. Good Luck! If you have any questions or concerns regarding any of the procedures for your club please contact Diana Horn at the Business Office, X1417. Thank you & Good Luck!

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